Title I Stipend Payment Training for School Staff August 2010 Presenters: Amanda Gambill and Kim Lavielle

what is a stipend payment? –one-time payment to employee for extra hours worked or for attendance at an activity (ex: employee attends training for 2 hours on a Saturday); the stipend paperwork is turned in to the Payroll Dept for the pay to be entered in SAP what is SAP? –the system or program that OKCPS uses for human resource and accounting purposes (including extra salary payments and purchasing goods/services) why is training important? –different grants (also known as projects or funding sources) have different requirements; extra salary payments have different requirements Intro

Paying Stipends for Title I— State Submitted Budget what is a State-submitted budget? –budget that a school creates for spending money that they have been allocated; it is submitted to the State Dept of Education for approval during the spring/ summer before the school year begins in the fall why look at the State-submitted budget? –it is the official budget that the school is authorized to operate from for a specific grant –may have issue of activity not being in budget or allowable

what does a State-submitted budget look like?

how to read the State-submitted budget? –summary page—shows the total amount in each function/object –justification page(s)—describes the good/ service/activity being paid for in each function/ object –function code—number related to the purpose/ use of a good/service/activity (ex: 1000 is related to instruction, both classroom instruction and extended day instruction) –object code—number related to the actual good/service/activity (ex: 110 is related to salary payments and 192 is related to extra duty payments)

why are function and object codes important? –they are part of the Oklahoma Cost Accounting System from the State; are also known as OCAS codes; these are codes used for financial transactions, whether for purchasing materials or paying salary payments

Paying Stipends for Title I— SAP Budget why look at budget in SAP? –may have issue of no money budgeted or insufficient funds budgeted –many grants, projects or funding sources general fund (000)library fund (015) IDEA, Special Ed (621)Delinquent (532) School Improvement (515) Neglected (518) SIG (Supplemental School Imp; 519) Title I (511) SIG (School Imp ARRA, 537)Title I ARRA (516) Distinguished School Award (517)

how to access budget in SAP? –select “Expenditure Summary by Object” report by typing in “Y_OKD_ ” in menu –enter fund and fund center (fund is the numbers related to a grant, such as 511 for Title I; fund center is the numbers related to the site, such as 069 for central office; fund plus fund center numbers are the same as the cost center)

how to read budget in SAP? –annual budget—represents the amount that is budgeted (ex: object 100 includes what is budgeted for salaried personnel as well as what is budgeted for extra duty payments) –total assigned—represents the amount that has been paid or is waiting to be paid (ex: object 100 includes salary for whole-year for salaried personnel as well as what has been paid or is waiting to be paid for extra duty payments) –balance remaining—represents the amount that has not been paid or is waiting to be paid (ex: object 100 reflects only amount that has not been paid for extra duty payments)

Paying Stipends for Title I— Eligible Activities Extended Day Instruction –can be before/after/Saturday school, etc. –can be paid to Teachers –can be paid to Principal and/or Secretary for administrative purposes related to extended day instruction –cannot exceed 108 hours per person per semester

Staff Attendance at Professional Development –can be before/after school, on weekends, etc. –can be paid to Teachers and Assistants –can be paid to Principal and/or Secretary for administrative purposes related to extended day instruction –must be for training topic determined as a need of the school and/or the specific staff attending the training (clarification: not all training relevant to certified staff is relevant to support staff)

Staff Attendance at Parent Involvement –can be before/after school, on weekends, etc. –can be paid to Teachers, Assistants, Principal and Secretary/support staff for participation in activity or conducting activity –can be paid to Teachers, Assistants, Principal and Secretary/support staff for providing childcare for activity –must be for activity determined as a need of the school and/or parents of the school

Paying Stipends for Title I— Steps for Stipend Payment principal budgets for & plans activity to take place outside the contract day (must specify date(s) of occasion, amount of pay, etc) school staff attend activity & sign a sign-in/out sheet

school fills out stipend request form based on attendance reflected on sign-in/out sheet (must specify name of activity, date(s) of activity, G/L account, cost center & total amount of pay) stipend request form is signed by principal (principal should be aware of & approve the payments as they are responsible for spending the funds) school submits stipend request form, sign-in/out sheets & agenda to the Title I Office

Title I Office reviews the stipend request form & accompanying documentation (verifies activity is mentionedin the budget for the school staff listed on the request form; verifies agenda matches request form & sign-in/out sheets; verifies dates of activity are correct based on sign-in/out sheets & agenda; verifies total amount of pay is correct based on sign-in/out sheets, agenda & contract time for each school staff listed; verifies GL account, cost center & order number are correct) Title I Office assigns various accounting codes (wage type & cost objective) to each school staff member listed on the stipend request Title I Office approves stipend request form & submits to Payroll Dept

Payroll Dept enters stipend amount in SAP stipend pay appears on paycheck

Paying Stipends for Title I— Keep Track of Payments why keep track of extra duty payments? –school is responsible for spending money allocated to them for Title I –allows school to monitor own spending so as not to go over budget –helps school follow proper payment procedures –helps school stay in compliance with documentation requirements (every extra duty payment must be documented)

–helps school stay in compliance with Time & Effort reporting requirements (required for extra duty payments not just for salaried personnel) how to keep track of extra duty payments? –keep a log of all stipends paid for Title I

Paying Stipends for Title I— Frequent Issues not looking at State-submitted budget before having activity (may have issue of no money budgeted for that specific activity or no money budgeted for the specific staff attending that activity) not looking at budget in SAP before having activity (may have issue of not enough money remaining for that activity) paying for activity that is not allowable under that specific grant/project/funding source principal/coordinator signature missing on stipend request or time entry request forms

missing information on the stipend request or time entry request form incorrect information on the stipend request or time entry request form (ex: project, function code, object code, cost center, order number, personnel number) stipend request form not submitted by building (may have issue of staff not receiving payment) stipend request form submitted a long time after date that activity took place (may have issue of staff not being eligible for payment depending on fiscal year deadlines) sign-in/out sheets not submitted with stipend request (may have issue of delay in staff receiving stipend payment) agenda not submitted with stipend request (may have issue of delay in staff receiving stipend payment)

incorrect amount of total stipend pay on stipend request form based on sign-in sheet documentation

Title I Handbook (???) Title I Budget Training (April 2011) CIP Training—Title I Budgeting Training (April 2010) CIP Training—Title I Budget & Financial Processes (April 2009) OCAS Manual (revised every July) Financial Training for School Personnel (February 2006) Resources

Title I Office (Federal Programs Dept) (fax) Amanda Gambill Kim Lavielle Amanda Blanchard Contact Information