Attachment_C-PowerPoint_2013_training.pdf

Internal Accounts Training

August 28th and 29th, 2013

September 11th and 13th, 2013

Internal Accounts Contacts

• Lisa Hester - 534-0593 – Auxiliary Accounting Manager, Deposit tickets, Process Transfers, Release requisitions

• Ginny Hamby - 534-0601 - Purchase orders, Held in Pending, Armored Car Logs

• 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

Internal Audit Contacts

Sheila Phelps – Director Internal Audit

519-3781

Carol Matthews – Senior Internal Auditor

519-7968

Kandi Edwards- Internal Auditor

519-7970

Internal Accounts Manual

• Contains all Internal Accounts Policies

• The manual can be obtained on-line under

Public folders – All Public folders –

Business Services – Auxiliary Accounting

– Internal Accounts.

Moodle Training

• From the Polk County Schools website, choose Staff

• Professional Development

• Professional Development System (PDS) Scheduler (left margin under PDS links)

• Log in using your usual Polk County School Board log in id and password

• Select Category to browse (first drop down list) “Internal Audit Services”, press Go

• Click on link Internal Accounts policies and procedures

• Click on link Module I A Training

• Click on link When and where can I take this class?

• Select Register me for this class and follow the additional online instructions.

• You will receive an automated email confirming your registration with a link to the

Moodle system that you can access after approximately one hour. The course and quiz should take only about 30 minutes to complete.

Overview

• Internal Account numbers

• Documentation of Collections

• Types of Collections

• Documentation of Expenditures

• Miscellaneous

Overall Account Definitions

• 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 Fund Center = 0031S32002

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

Common Revenue GL Codes

• 3900000 – Internal Accounts

• 3980000 – Ticket Sales

• 3981000 - Fund Raising Projects

• 3982000 - Donations/Gifts

Common Revenue GL codes -

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

Documentation of Collections

• Report of Monies Collected form (RMC)

• Official Receipt (OR)

• Report of Tickets Sold report (RTS)

• Deposit Report

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 #”.

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

• Voided RMC’s – All copies - must be turned into the Internal Accounts Department signed along with reason for void.

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

• 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.

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, the school may want to use a form for each ticket seller and attach to the Report of Tickets Sold report. The Ticket Seller Form can be found on public folders.

• 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.

Armored Car Service

• Armored Car pickup is scheduled 2, 3, or 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 Sheila Conrad with a cc: to Johnnie Mae

Butler.

• Manifests will be provided by the armored car driver.

• Log sheets are monthly and must be turned in with pink manifests at month end.

• Only Log Internal Accounts deposits on Log Sheet.(foodservice separate.

• Put date of armored car pickup on Deposit report.

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.

• All checks deposited must have the student’s name, address, phone number of check writer and internal account number written on the check. Also the “for deposit only” must be stamped on the back of the check.

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

SCHOOL.

Deposit Report - Attached Support

1. Deposit Report

2. 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.

BE ATTACHED IN THIS ORDER!!

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.

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/Citgo .

• Signed packing slips must be turned into the Internal

Accounts Dept.

• High schools will receive a $250.00 check in December-

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 three years for audit purposes.

Types of Collections

• Donations

• Fundraisers

• Commissions

• Ticket Sales

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 $750 or more must be approved by the board via e-agenda.

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 online under public folders)

• Must fill out form #00829 when fundraiser is complete.

This form is kept at your school. (Form is online under public folders). A reconciliation is required for yearbook sales on page 2 of the form.

• 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.

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

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 full value 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.

Expenditures

• Internal Account numbers

• Check Requisitions

• Requisitions/Purchase Orders

• Procurement Card

Internal Accounts I.A. Policy 1.025 & Policy 1.036

• General Accounts – 80000 series – example

80001 – must be used to benefit the majority of the student body.

• Trust Accounts – 40000 series – are used when money is designated for a specific purpose – example: Hurricane Relief Collections.

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

• 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 – Miscellaneous Expenses (Donations)

Check Requisition 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.

CHECK REQUISTIONS

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

• Request new vendor number if needed.

• No vendor number needed on parents/students refunds.

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

• Check requisitions/Transfer forms can be found on public folders under Business services- Auxiliary Accounting-Internal Accts.

• When using public folders for check requisitions, printout and send in white and yellow copy with backup support attached.

Check Requisition – 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.

Requisitions/Purchase Order I.A. Policy 1.152

• Done on-line through SAP.

• Some examples of when a purchase order is done:

– 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 – also requires approval through E-

Agenda.

– Technology items between $250.00 and $749.99.

Example: Laptops, ipads, scanners, projectors.

Procurement Card I.A. Policy 1.154 (3)

• Credit card used for purchases.

• Purchase cannot exceed $500.00 per purchase. ($250 for Title I cards.)

• No gift cards allowed.

• No technology items over $250.00 – Tracked by district now as assets.

• Report/Statement with original ITEMIZED receipts attached must be sent into the Internal Accounts Department within 2 working days after month end.

• Reference procurement card manual for other rules and forms.

Miscellaneous

• Outside Organizations

• Principal’s signature stamp

• Safes

• Deficit Accounts

• Sales Tax

• Change Fund

• Internal account transfers

• Loans and Accommodations

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.

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

• 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 in Public Folders under

Internal Audit.

• 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)

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.

Deficit 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.

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.

*General rule – If the item is not the property of the school board, it must have sales tax paid on it.

Change Fund I.A. Policy 1.158

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

• 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.

Internal Account Transfers I.A. Policy 1.153

• Done on an Internal accounts Transfer form.

• Must have supporting back up attached to the form.

• 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.