042-PGB-0519_Attachment_3_Training_PowerPoint.pdf

Internal Accounts Training

OCTOBER 04, 2018

Overview - Agenda

•Contact List

•Budgeted Funds vs Internal Accounts

•Account Number Structure

•Accounts Payable-Expenditures

•Types of Collections

•Deposits

•Miscellaneous

Who do I Call?

Lisa Hester, Senior Manager - 534-0593 - Deposit tickets, process transfers, release requisitions & TDA’s

Ginny Hamby - 534-0601 - Purchase orders, funds reservations, held in pending, armored car, Consultative Service Agreement

Brenda Smith – 534-0603 -Check requisitions, reimbursements, athletic/event tickets, deposit verifications A-L

Aletha Gates – 534-0602 - deposits, procurement cards, post transfers, Lisa Shull – 534-0599 – Order official receipt books, report of monies forms, deposit verifications M-Z

Budgeted Funds vs

BUDGETED FUNDS - refers to dollars provided by local, state and federal sources for operational expenditures

Examples: Supplies, Professional Services, Utilities

INTERNAL ACCOUNTS - refers to dollars generated by student activities

Examples: Athletics, Band, Student Council, etc.

Account Number Structure

All internal accounts are made up of your school number followed by the letter “S” followed by the internal account number classification.

Example: “0031” – Lakeland High School “S” -- Function code for Student

Activity Funds “32002” –Cheerleaders

Also known as Cost Center or Funds Center = 0031S32002 Fund = 89110000 or 89120000 (Athletics) Functional Area = 9800

Chart of Accounts General Classification

Account number series 10000 20000 30000 40000 50000 60000 70000 80000

Classification Athletics Music Classes, Clubs, Dept.

Trust Funds Property Deposits Stores Instructional Aids General

Internal Accounts Manual

•Contains all Internal Accounts Policies

•The manual can be obtained through the website on theHUB. You can access through the school board website or using the address http://wpintra.polk-fl.net/home/ and go to Internal Accounts under Docs.

http://wpintra.polk-fl.net/home/

Accounts Payable-Expenditures

•Purchase Orders

•Procurement Card

•Check requisition/Direct Pays

Requisitions/Purchase Orders I.A. Policy 1.152

•Done on-line through SAP.

•Some examples of when a purchase order is required:

◦ Purchasing Services -- Catering/DJ

◦ Purchasing Yearbooks

◦ Renting a building – Banquet hall/Church

◦ Field trip or events where students are attending.

◦ Purchases $100.01 or more.

◦ Charter buses

◦ Technology items between $250.00 and $999.99. Example:

Laptops, ipads, cameras, projectors.

New Vendor Request Form •Located under the PCSB menu, please use SAP T-code ZAFIA_NEWVENDOR

- New Vendor

•Please note that a W-9 is required for all vendors.

•For employees requiring a vendor number, only the SAP Personnel number is required. If the address retrieved from the HR system is incorrect. Please make the change and please make sure the employee goes to the Staff Portal to make the change for their SAP personnel information.

•Employee SAP payroll number will be different from your vendor number.

•Instructions on theHUB

•Questions? Contact: Property Accounting – 519-8931 or 534-0538

Confirmation PO

•PO should be done prior to purchase/service.

•On requisition put “Confirmation PO” in short text.

•Requires Letter to Superintendent with Principal’s Signature

•Original Letter to purchasing with a copy to Internal Accounts.

Accounts Payable

•Paying a vendor is a 2-step process:

•Goods Receipt – Department/school verifies goods received equals the packing slip. Use the Packing Slip to enter a Goods Receipt into SAP. ONLY GR WHAT YOU

RECEIVED.

•Invoice Receipt - Immediately forward all invoices to Internal Accounts. Internal Accounts will verify the invoice matches the goods receipt and process for payment.

Charter Buses

•Charter buses no longer need to go through the eAgenda process.

•Requisition/Purchase order is still required for Charter Buses

•Approved Charter Bus Vendors with instructions are located on theHUB under Purchasing-Catalog of Contracts-Charter Bus Services Instructions.

•Contact purchasing if the company you would like to use is not on the approved list of vendors.

Field Trips

•Be sure to get approval for Trip Tracker •Majority of Field Trip venues accept a Purchase Order •Purchase orders prevents overpayment of admission •Do not need money up front – PO only encumbers funds •All off campus school related events MUST be approved through Trip Tracker and assigned a field trip number.

•Trip Tracker field trip numbers must be written on paperwork for payments to be made.

PLAN AHEAD!

Consultative Service Agreements

•The Request for Reimbursement for Consultative Services form must have a funds reservation number and the signatures of the Payee, Principal/Program Coordinator and Senior Director/Regional Superintendent.

Contracts Policy 1.013 & 1.039

•Authority to sign contracts will be delegated to the principal for school items such as athletic events, pictures, yearbooks and other similar contracts.

•Contracts entered into in the name of PCSB must go through e-agenda for approval and Superintendent’s signature. Must have a funds reservation # OR a P.O. requisition #.

•Contract will be limited to a one year basis unless a price advantage is involved which then allows a two year contract.

Procurement Card •Credit card used for purchases.

•Purchase cannot exceed $999.00 per purchase. ($500 for Title I cards.) Cards also have daily & monthly limits.

•Log–sign in/sign out sheet MUST have users name listed.

•Monthly Report/Statement with original ITEMIZED receipts attached must be sent to the appropriate office (Budget, Internal or Title I) by the 10th day of the month. You do not have to wait for an e-mail to logon.

•Log sheets are located on theHUB under Purchasing – proc-cards:

o For Internal Accounts – Yellow – Letter Paper o For Budget – Blue – Legal Paper o For Title I – Pink – Legal Paper

•Food purchases are allowed on Internal Accounts cards.

•Gifts/Teacher Incentives are permitted on an IA card.

•No gift cards are allowed with any card.

•Sales tax should not be paid with a Budget card or an Internal Accounts card. However, certain IA purchases require sales tax (fundraiser items, clothing).

•Reference procurement card manual for other rules and forms. The manual is on the intranet under Purchasing.

•Allowable Travel Expenses

•Expanded use for payment of Travel:

•Hotels

•Airline flights

• Conference Registrations

• Car Rental – Out of State

Non-allowable expenses

◦ Charter Buses

◦ Airline Baggage Fees

◦ Taxi/Shuttle Fees

◦ Gift Cards

◦ Technology Items Over $250

◦ ATM Cash Advances

◦ Alcoholic Beverages

◦ Meals/Food (allowed on Internal Accounts card)

◦ Gifts (allowed on Internal Accounts card)

◦ Field Trips or Field Trip deposits

◦ Fuel for Vehicles

Ghost P-Cards Enterprise Car Rental

•New procedure for Enterprise Car Rental.

•No longer use the purchase order process.

•State contract used for rental through Enterprise EHIDirect on-line reservation system.

•Refueling – Request override on P-card or let Enterprise refuel

•Separate log sheet for additional card

P-card Common GL Accounts Never use a revenue account (3* on P-card report)

4390000 – Purchased services – Yearbooks, Prepared meals, printing, dry cleaning, florist, film processing, testing services, on-line subscriptions.

4510000 – Supplies – including food products not ready to eat.

4517000 – Clothing not sold for profit – Sales tax line needed

4518000 – Fundraiser – sales tax needed

Other Common Expenditure Accounts 4330000 – Travel 4350000 - Repairs/Maintenance 4360000 - Rentals – Facilities, Equip.

4360001 - Rentals – Vans 4360002 - Rentals – Charter Buses 4370000 - Postage 4390000 - Purchased Services

◦ Field Trips, Yearbooks, meals, printing, dry cleaning, Florist, agendas, prepared food, On-line subscriptions or services.

4510000 - Supplies 4517000 – Clothing – Sales Tax line needed

4518000 – Fundraisers – Sales Tax line needed

4610000 – Library Books

4622000 – Non-capitalized AV Material ( Less than $750)

4642000 – Non-capitalized Furniture, Fixtures and Equip

4644000 – Non-capitalized Computer Hardware

4692000 – Non-capitalized Software

4730000 - Dues & Fees - Club memberships, Game guarantees, Entry Fees

4794000 – Misc Expenses (Donations)

Technology related Expenditure

4369000 – Rental- Technology related – computers & Equip, Internet fees/Subscriptions

4519900 – Supplies- Tech related – flash drive, toner, laptop batteries

4539000 – Periodicals-Tech related - Electronic periodicals

4648000 – Cap FF&E Tech related– over 999.99 -- printers, TV, camera, smartboards, projectors

4649000 – Noncap FF & E – Tech related – Less than $1000 – Printers, TV, scanners, computer work stations

Sales Tax Sales Tax can be done using two separate methods for vendors.

◦ In State vendors - As a separate line item on the requisition/purchase order.

◦ Out of State vendors – include in the long text of the requisition “Sales tax will be transferred when invoice is received”. This method requires a transfer form to move the sales tax into general ledger account 2260000.

Be sure to attach a copy of the invoice to the transfer form as backup.

• The internal account number ****S40013 – Sales tax -is no longer used in SAP.

• Sales Tax can also be collected and reported on the deposit report.

Sales Tax Rules

•Examples of items requiring sales tax:

◦ Candy, T-shirts, Sweatshirts, Hats

◦ Items sold in the school store.

•Examples of items not requiring sales tax:

◦ Cookie Dough, Frozen cheesecake, Pizza kits, meat sticks

•Reference your List of Fees/Fees Guidelines approved by the board which lists fees that are taxable.

•Do not pay sales tax on p-card for items that are not fundraisers, Example: faculty luncheon/pizza party.

•Do pay sales tax on p-card for items such as clothing and school store.

Check Requisitions I.A. Policy 1.154

•Done on an Internal Account Check requisitions form.

•Some examples of when a check requisition is done:

◦ Over the counter purchases under $100.01

◦ Reimbursement to individuals under $100.01

◦ Refunds to students/parents.

◦ Payment of security guards or athletic officials that are not school board employees.

◦ Gift Cards for Students made out to the vendor.

◦ Scholastic Book Fairs

◦ Donations not allowed to Employees.

◦ Honorariums – Maximum $200 per year.

Check Requisitions •Be sure the vendor number is on the check requisition.

•Request new vendor number if needed on intranet under finance.

•No vendor number needed on parents/students refunds – Use “55000”.

•Verify student’s/parent’s address before submitting check request.

•Check requisitions/Transfer forms can be found on the intranet.

•We do not reimburse for sales taxes paid – policy 1.034

•Any registrations or travel reimbursements must have a TDA number on form.

•Field trip number is required on all student related travel.

•When using the intranet for check requisitions, printout and send in original (white) plus one copy (yellow) with backup support attached.

Check Requisitions – H.I.P I.A. Policy 1.159

H.I.P – Held In Pending

◦ Used when it is necessary for a check to be cut in advance of the purchase.

Example: Meals for field trips, athletic events, Hotel checks.

◦ The paperwork is stamped with H.I.P.

◦ The person receiving this check has 7 days to return all receipts and invoices supporting the full dollar amount to the Internal Accounts Department.

•Travel Reimbursement Voucher (In County & Out of County)

◦ TDA must be approved PRIOR to trip

◦ Voucher accounting must match TDA accounting

◦ Submit legible reimbursement vouchers within 30 days of travel

◦ For mileage reimbursement, use the following websites:

http://www.polk-fl.net/staff/employeeinfo/mileagechart/default.asp (In County) http://fdotewp1.dot.state.fl.us/CityToCityMileage/viewer.aspx (Out of County) http://www.polk-fl.net/staff/employeeinfo/mileagechart/default.asp http://fdotewp1.dot.state.fl.us/CityToCityMileage/viewer.aspx

•Weekly check run

•Check run deadline – Friday prior to Wednesday’s check run.

•Checks are mailed on Thursdays. Can be picked up by department representative on Thursday morning – but must indicate on initial paperwork.

Example: “Hold for Pick Up”

•Vendors cannot pick up checks.

•Manual checks are only issued in extreme emergencies.

Types of Collections •Fundraisers

•Commissions

•Donations

•Ticket Sales

Fundraisers I.A. Policy 1.041

•Must fill out form #00828 to be approved in advance by the principal. This form is kept at your school. (Form is on theHUB)

•Must fill out form #00829 when fundraiser is complete. This form is kept at your school. (Form is on the intranet).

•Outside organizations including PTA/PTO’s must also fill out form #00828.

•Raffles, bingo, cake walks and other activities of chance are NOT allowed.

•Profits from fundraisers may be split with no more than 5% for middle/high schools and 10% for elementary schools credited to the faculty fund.

•School Stores are considered a service, not a fundraiser.

Commissions •Vending machine/Noncarbonated beverages - No more than 15% may go into the faculty account. The rest goes into general account and/or academic incentives. Same rules apply on sponsorship checks. I.A. Policy 1.036 (8)

•Faculty vending machines may put 100% of the commission into the faculty fund.

•Photographers/Class pictures/Magazines- No more than 5% for middle/high schools or 10% for elementary schools may go into the faculty fund. The rest goes into either the general fund or into the organization sponsoring the activity.

I.A. Policy 1.041

Donations I.A.Policy 1.003

•Cash Donations

◦ Amounts $500.00 or more must be approved by the board via e-agenda. This includes monies received from outside organizations such as PTA’s and PTO’s.

•Donations of equipment valued at $1000 or more must be approved by the board via e-agenda.

•Donations of cash or equipment belong to the School District, not individuals.

•Due to security concerns, DO NOT attach a copy of the check.

Ticket Sales •All funds received from ticket sales must be deposited directly to the school’s Internal Accounts, as required by Internal Accounts Policy 1.009 (1).

•However, to facilitate the distribution of reserved tickets to Booster members, we allow the Boosters to receive the tickets up front as long as it is understood that the school must be reimbursed for the current gate price of the tickets in a timely manner. We recommend that the school invoice the Boosters monthly but in no case later than the end of the football season.

Reports of Tickets Sold I.A. Policy 1.124 & Policy 1.181 Used in lieu of RMC to report pre-numbered admission tickets for events.

Must be signed by ticket seller and sponsor. If multiple ticket sellers, use the supplemental ticket seller form on theHUB under internal accounts and attach to the Report of Tickets Sold report.

Used for athletics or other events requiring a fee to enter.

A Report of Monies Collected form is not required when a Report of Tickets Sold form is used.

Unused tickets must be inventoried and submitted at year end on the Annual Forms/Ticket Supply Inventory.

Funds and RTS must be turned into the school office the next school day.

Event Tickets Tickets will be ordered ONLY once a year through Huddle Tickets – as long as contract continues.

Tickets are FREE!

Coupon for Dicks Sporting Goods/7 Eleven.

Signed packing slips must be turned into the Internal Accounts Dept.

High schools will receive a $250.00 check. Up to 15% can go into faculty fund with the balance in General or Athletics.

Unused tickets must be maintained on file at your school for 1 year plus current.

Common Revenue GL Accounts - Athletics 3980000 – Ticket Sales 3983000 – Concession Stand Sales 3984000 – Game Guar./Share/Entry Fee 3986000 – Game Travel-District Reimb.

3989001 – Revenue-Other-Returned exp.

3989002 – Rev.-Other-Coach/Player fines 3989003 – Rev.-Other-Booster club coaching supplements 3989004 – Revenue-Other – Booster club reimbursements

Deposits I.A. Policy 1.125 & 1.009

•Funds must be properly safeguarded in the school safe until picked up by MidFlorida Armored Car service.

•All monies collected must be deposited as frequently as feasible and a minimum of once a week.

•Deposit Reports with backup must be submitted to the Internal Accounts Department immediately after depositing into bank and no later than one week.

•Principals original signature must be on deposit report. DO NOT USE

PRINCIPAL SIGNATURE STAMP.

•The “for deposit only” must be stamped on the back of the check. All checks should have the check writers physical address and phone number on it.

•Checkredi will collect all NSF checks – DO NOT COLLECT AT SCHOOL.

Common Revenue GL Accounts 3900000 – Internal Accounts

3980000 – Ticket Sales

3981000 - Fund Raising Projects 3982000 - Donations/Gifts

3984000 – Entry Fees

Deposit Report - Attached Support

1. Deposit Report

2. Pink or Yellow copy of Bank Deposit Slip

3. Blue Official Receipts – In Numerical Order

4. Original copies of Report of Monies Collected – In Numerical Order

5. Original plus 1 copy of Report of Tickets Sold.

DOCUMENTS MUST BE ATTACHED IN THIS ORDER!!

Armored Car Service •Armored Car pickup is scheduled 1 to 5 times a week at your school.

•White Deposit Ticket MUST be included in the sealable bag with the money.

•Bags can be thrown away and another one used – We only track after picked up by armored car.

•Sealable bags order from Johnnie Mae Butler in purchasing at the district office

•Manifests will be provided by the armored car driver.

•Only Log Internal Accounts deposits on Log Sheet (foodservice uses a separate sheet).

•Keep the log sheets and copies of your signed manifests at your school.

•Put date of armored car pickup on Deposit report.

•If you are skipped on an Armored pickup – send e-mail to Internal Accounts

Report of Monies Collected I.A. Policy 1.121 & Policy 1.181

•Financial secretary must keep a log at the school of teacher’s name and date issued.

•Used outside the school office by teachers collecting from students.

•Lists students names and individual amounts paid and “cash” or “check number”.

•Must be filled out in INK. Any corrections should be lined through and initialed.

•Voided RMC’s – All copies - must be turned in immediately to the Internal Accounts Department signed along with reason for void and your school name.

•Must be signed and dated by teacher/sponsor turning in the money and the secretary receiving the money.

Report of Monies Collected I.A. Policy 1.121 & Policy 1.181

•Funds and RMC must be turned into school office daily. If collections for the same event extend beyond one day, a new RMC should be issued each day.

•Any amount over $5.00 must be itemized including cash payments.

•Unused Report of Monies forms left on hand must be inventoried and numbers submitted at year end on the Annual Forms/Ticket Supply Inventory.

Official Receipt I.A. Policy 1.122 & Policy 1.181

•Must be filled out in INK.

•Changes must be initialed.

•Used in school office only.

•Used as a receipt for direct collections in the office or for teachers turning in collections with Report of Monies Collected or Report of Tickets Sold.

•When used for direct collections, write cash or check # on receipt.

•Voided receipts – White & Blue Copy- must be sent to the Internal Accounts Department signed with your school name and reason for void.

•Unused Official Receipts forms left on hand must be inventoried and numbers submitted at year end on the Annual Forms/Ticket Supply Inventory.

•Keep a log at the school of used receipts.

Direct Collections in the Office •Someone other than the financial secretary must open the mail and receive collections from students/parents in the office.

•The secretary that receives the funds will issue an official receipt to the payer indicating cash or check and hand over funds and receipt to Financial secretary.

•The Financial Secretary will be the second signature on the official receipt verifying she received and agrees with amount.

Miscellaneous •Monitoring Accounts •Outside Organizations •Principal’s signature stamp •Safes •Record Retention •Change Fund •Internal account transfers •Loans and Accommodations

Monitoring Accounts I.A. Policy 1.001 (11)

•It is prohibited for any accounts to have a deficit balance at the end of the school year.

•Accounts with a deficit balance at the end of the school year will require a letter of explanation as to the reason for the deficit, the plan to clear the deficit and steps to prevent future deficits.

•Use the new Internal Accounts report – T-Code:

ZAFMP_IAREPORT to monitor your accounts.

•Menu path in SAP: PCSB Menu – Finance – Finance Reports •Highlight, double click and enter to drill down on report.

•DO NOT use Funds Management report

Outside Organizations Boosters, PTA, PTO

•All support and booster organizations are responsible for obtaining their own state sales tax exemption certificate and Federal Identification number, and may not use those of the School Board per Internal Accounts Policy Appendix D, E.3.

•Funds handled by school employees during normal working hours must be deposited into internal accounts and cannot be deposited into outside bank accounts. Internal Accounts policy 1.001(8)

•Internal Accounts are not to be used to fund school related organizations with outside bank accounts. Internal Accounts policy 1.026 (9)

Outside Organizations •Internal Accounts policy 1.001(9) prohibits school employees from being check signers on external bank accounts connected to their school and requires that all outside organizations have a slate of elected officers.

•Must file a monthly financial report with the school principal including detailed transactions. Internal Accounts policy 1.001(12)

•Principals should inform their outside organizations annually of the requirement to file an Annual Financial Report (Form 00830) and follow up with them to make sure a report is completed and submitted timely.

The form can be found on the intranet under Internal Audit. Internal Accounts policy 1.001(11)

Principal’s Signature Stamp •In the absence of the principal, the assistant principal may be given authority by the principal to sign Check requisitions, transfers, special activity payrolls and fundraiser approval forms.

•Only principals have been authorized to sign contracts under IA policy 1.013. That authority may not be delegated to others. If the contract does not fall under 1.013, the Superintendent and/or board are the only ones authorized to sign.

•A signature stamp can never be used on financial documents.

•Signature stamp does not provide proof that the principal has seen and approved the paperwork.

Safes •All schools must have a permanently installed burglar and fire safe.

•Contact the Maintenance Dept. for assistance in the selection and installation of the safe to ensure it meets the proper standards.

•Pre-numbered receipts, procurement cards, tickets, funds and other items of value should be properly safeguarded in the school safe.

•A current log must be maintained at the school of all individuals that have access to the safe.

•Access to the safe should be limited to only those individuals with a need to use the safe.

•The combination to the safe should be changed whenever there is a change in personnel with access to the safe and/or at the end of every third year.

Record Retention

•All records must be kept for the last 5 years plus the current year.

•Athletic tickets are kept for 1 year plus the current year.

•Destruction form must be done on old tickets that are destroyed.

Change Fund I.A. Policy 1.158

•Initial check is payable to the principal who is the custodian of the funds.

•Principal change during year – redeposit and reissue.

•May redeposit any time during year if not needed.

•Used for Athletic events, school stores, or other events where making change is necessary.

•Allows deposits to be made timely and intact in compliance with policy rather than holding money to make change.

•Everyone redeposits at yearend.

Internal Account Transfers I.A. Policy 1.153

•Done on an Internal accounts Transfer form.

•Must have supporting back up attached to the form.

•Within school transfers only need original form sent in.

•School to school transfers need original plus one copy.

•Must be signed/approved with the principals original signature.

•Money can only be moved between certain accounts. – examples:

◦ Cannot move from general account to faculty.

◦ Accounts no longer active can be moved to general.

Loans and Accommodations I.A. Policy 1.018 •Loans to employees or students from Student Activity funds are not allowed.

•Checks may not be cashed for anyone nor may checks be accepted in excess of amounts due for the purpose of returning cash to the payer.

•Exception: Career Centers in administering government funded student grant and loan programs.

Questions?