TIER II TRAINING

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TIER II TRAINING

• As required by A.C.A 6-20-2204
• Presented by
• Mike Mertens
• 2013

2
Tier II Sanctions

• Any school district or charter school that does
  not comply with these rules shall be identified
  as being in fiscal distress.
• Any ESC shall be sanctioned by the State Board of
  Education.
• Any licensed employee that provides false
  expenditure information may have his or her
  license revoked.

3
Agenda

• New Laws
• Account Coding
• Purchasing
• Budget Management and Control
• Employee Compensation
• Fixed Assets
• Fiscal Reporting
• Audit and Ethics
• Personnel Records
• Issues of Local Concern

4
New Laws of the 89th General Assembly

• Unless new laws have an emergency clause or
  specified start date, they become law on August
  16, 2013.
• If they have an emergency clause, they become law
  on the date they are signed by the Governor.

5
Act 8 of 2013

• Allows temporary license to be issued to spouse
  of an active duty military service member.
• While completing the application process for full
  licensure.

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Act 75 of 2013

• Common Spring Break is not permanent.
• 38th week of the fiscal year, which start each
  year with, the first Monday after the first
  Sunday in July.

7
Act 413 of 2013

• Establishes an Accelerated Teaching Program which
  allows a method of obtaining a teaching license
  without traditional methods and includes
• Teach for America
• AR Teacher Corps Program offered by UA.
• Others approved by the ADE.

8
Act 421 of 2013

• The AR State Board of Education may grant a
  waiver to districts for combining or embedding
  curriculum from two separate courses into one
  combined course. Ex Oral Communications,
  Keyboarding.
• Only applies in grades 5-12.

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Act 424 of 2013

• Aligns language for Kindergarten enrollment from
  other countries and removes obsolete language.

10
Act 459 of 2013

• Master School Principal Program
• Defines high-need public school.
• Principals completing the Master principal
  Program are eligible for 25,000 salary increase
  for taking a principals job in a high-need
  public school.

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Act 511 of 2013

• Amends the Free Textbook Act
• ADE will no longer develop an approved list.
• Providers shall not charge AR schools a price
  that exceeds the lowest contracted price
  currently bid in another state.
• Providers must sell products at some price for
  every school in Arkansas.
• Providers must submit prices to ADE.
• Instructional materials selection committee.

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Act 709 of 2013

• Amends TESS
• Changes categories to domains.
• Defines evaluator as a licensed administrator
  that is an employee of the school district.
• Gives additional information and options for
  tested and non-tested areas.
• Allows district-created external assessments
  measures including formative assessments.

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Act 1117 of 2013

• Extends the authority for the Athletic Trainer
  Task Force to meet the next 2 years.
• AAEA, AREA, and AAA have representatives on this
  Task Force.

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Act 1230 of 2013

• Positive Youth Development Grant Program.
• 5,000,000 appropriation.
• Funds grants under the Positive Youth
  Development Program that was established by 2011
  legislation.

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Act 1285 of 2013

• College and Career Coaches
• To be administered by the ACTE in partnership
  with ADE and ADHE.
• Enabling legislation no funding.

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Act 1289 of 2013

• National Guard students who join and are 17
  while in the 11th grade.
• May be granted additional absences in order to
  complete basic combat training, at the discretion
  of the superintendent.

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Coding Who Cares??

• The Governor
• The Legislature and the Taxpayers
• Adequacy Education Subcommittee
• Arkansas Department of Education
• The Superintendent and Board
• The Finance and Personnel Office
• Why?
• Comparisons, Transparency

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APSCN Data

• Error rates.required by law.
• of Journal Entries are tracked.
• Code correctly
• Check for accuracy.

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Each District School Develop a Data Quality
Program

• Designed to
• Reduce errors.
• Reduce the of code changes.
• Reduce down time and data errors.
• Reduce cycle tardiness.

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Do We Have a Statewide Uniform System of
Accounting?

• Yes, it is called the..
• Arkansas School and Educational Cooperative
• Financial Accounting Manual (Handbook IIr²)

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Uniform System of Accounting

• APSCN (AR Public School Computer Network)
• www.k12.ar.us
• If using a copy over 18 months old, DOWNLOAD A
  NEW ONE!!!
• FMS listserv

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Basic Accounting Concepts

• The basic purpose of any accounting system is to
  provide an organized and consistent method of
  managing funds.
• Where do the funds come from..and where do they
  go???
• Consistency is important when comparing financial
  data across multiple accounting periods.
  Andbeing able to identify the reasons for
  inconsistencies.

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Reasons for Standard Chart of Accounts

• Consistent method of reporting.
• Allows for valid comparisons of finances.
• Improves the value of statewide financial
  information.
• ALLOWS DISTRICTS TO IDENTIFY
• TRENDS..COMPARISONS.. and to make PROJECTIONS.

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REMEMBER..

• GUESSING IS NOT AN APPROVED METHOD OF DEVELOPING
  A BUDGET!!!
• and..
• The pieces have
• to fit!!!

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Indirect Cost Rate

• Basically a reimbursement to local district for
  serving federal programs.
• Budget it! Use it! (not required to use it)
• ADE will tell districts what their indirect cost
  rate is each year through a Commissioners Memo.
  

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How to Help Ensure Accurate Coding of Property
Taxes

• To reconcile school district receipts for a
  calendar year to county collections for the same
  year, the month of January needs to be
  considered.
• Districts receipts of property tax relief should
  agree, or be very close, to what the County
  received for the fiscal year.

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Reporting

• Act 633 of 2011 requires county treasurers to
  report property tax data to ADE by January 31.
• Penalty clause 20 of reappraisal funds are
  withheld.
• Districts are given time to review reported data
  for accuracy. Generally in March.
• Why is accuracy important? Determines foundation
  funding, URT adjustment, etc.

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Diagram of a Budget UnitXXXX-XXXX-XXX-XXX-XX-XXX
XX

• Fund/Source of Funds (4)
• Function (4)
• Location (3)
• Program (3)
• Subject (2)
• Object/Account (5)

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FUNDXXXX-XXXX-XXX-XXX-XX-XXXXX

• Each fund is created for a unique purpose
• 1000 series Teacher Salary Fund
• 2000 series Operating Fund
• 3000 series Building Fund
• 4000 series Debt Service Fund
• 5000 series Capital Outlay/Dedicated MO
• 6000 series Federal Grants Fund
• 7000 series Activity Fund
• 8000 series Food Service Fund
• 9000 series Fixed Assets Fund

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Building Fund

• If part of the legal fund balance is being
  retained for future construction/renovation
  projects, it should be transferred to the
  Building Fund. An ADE recommendation!
• School Board approval should be obtained whenever
  funds are transferred to or from the Building
  fund.

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Student Activity Funds

• Policies relating to the establishment and
  maintenance of all activity funds should be in
  writing and should contain good cash handling and
  accounting procedures.
• All activity fund supervisors and sponsors should
  receive a copy of these procedures.
• YOU GET WANT YOU INSPECT NOT WHAT YOU EXPECT!!

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FUNCTIONXXXX-XXXX-XXX-XXX-XX-XXXXX

• The Function describes the activity being
  performed when a service is provided or a
  material object is received.
• 1000 series Instruction
• 1110 Kindergarten, 1120 Elementary, 1130
  Middle/Junior, 1140 High School, 1150 Athletics,
  1160 Activities, 1220 Resource Room, 1330
  Business Education, 1360 Home Economics, 1910 GT
• 2000 series Support Service
• 2122 Counselor, 2134 Health Services, 2219
  Athletic Director, 2222 Library/Media Services,
  2410 Office of Principal, 2580 Technology, 2600
  MO, 2700 Transportation

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LOCATIONXXXX-XXXX-XXX-XXX-XX-XXXXX

• Each campus in your district has a unique
  three-digit location code assigned by the ADE.
  Do you know yours?
• 000 District Wide
• 001 _____Elementary School
• 002 _____Middle School
• 003 _____ Primary School
• 004 _____ Junior High School
• 005 _____ High School

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PROGRAMXXXX-XXXX-XXX-XXX-XX-XXXXX

• The Program classification is a plan of
  activities and procedures designed to accomplish
  a predetermined objective or set of objectives.
• -200 Special Education
• -115 Athletics
• -116 Activity Funds (Extracurricular
  Activities)
• -270 Gifted/Talented
• -438 Alternative Education

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Program Codes

• Any one program can involve revenues from
  multiple funds and source of funds and require
  expenditures from multiple functions.
• The program code is used to track
• the total expenditures relating to
• any one program.

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SUBJECTXXXX-XXXX-XXX-XXX-XX-XXXXX

• The subject classification is used for local
  accounting purposes. This is not required.
• Can be used to identify courses (math, science,
  etc), sports, construction projects, mandated
  expenditures for elementary classrooms, etc.

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OBJECT (Account)XXXX-XXXX-XXX-XXX-XX-XXXXX

• The object classification is used to describe the
  service or commodity obtained as a result of a
  specific expenditure.
• - 61000 series Salaries (Employees Only)
• - 62000 series Benefits (Employees Only)
• - 63000 series Purchased Professional
  Technical Services
• - 64000 series Purchased Property Services
• - 65000 series Other Purchased Services

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Requisitions

• Use correct vendor.
• Be thorough in description who, what, where
  when.
• Code correctly.
• Code the expenditure for what you are buying.
• Budget transfers.

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Purchasing/Disbursements

• A Purchase Order (PO) -
• is a commercial document issued by a buyer to a
  seller, indicating the type, quantities and
  agreed prices for products or services that the
  seller will provide to the buyer.
• constitutes a legal offer to buy products or
  services.
• specify additional conditions such as terms of
  payment, liability and freight responsibility,
  and required delivery date.

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Purchasing/Disbursements

• A Purchase Order (PO)
• is an official and binding document issued to a
  vendor authorizing the expenditure of funds for
  goods and services
• creates an encumbrance dedicating funds at the
  time the PO is originated by the purchasing
  department.
• By using a PO, everyone involved in the purchase
  process can track the order by referring to the
  unique PO number as a standard reference.

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Purchasing/Disbursements

• A purchase order (PO)
• documents what youll be buying from a vendor.
  It details what you have agreed to pay for, what
  the terms of the purchase are, and the amount you
  have agreed to pay.
• is instrumental in tracking expenditures.
• is a control feature in the accounts payable
  process

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Purchasing/Disbursements

• Purchase orders are an internal control device.
  This is why it is important to execute a purchase
  order before the purchase is made.
• A purchase order executed after the purchase is
  meaningless!

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Purchasing/Disbursements

• Internal controls provided by a purchase order
• Authorization to purchase
• Terms under which purchase will be made (price,
  quantity, delivery, payment, etc.)
• Designates funds to be used for payment
• Evidence of compliance with purchasing laws and
  policies
• Matched to invoice for payment approval

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Purchasing/Disbursements

• Purchase orders are not official until signed by
  the authorized person.
• Never alter a purchase order You will be
  altering a legal document and auditors may
  consider this evidence of fraud.
• Keep voided POs.
• Any purchase made without a properly authorized
  PO, is not an obligation of the school, but is a
  legal obligation of the person placing the order.

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Purchasing/Disbursements

• The billing address should be the BUSINESS
  OFFICE!!
• This will ensure all invoices are paid in a
  timely manner.
• Code accurately The state is becoming more
  demanding and particular in its reporting
  requirements. Getting it right at the beginning
  saves a lot of work later!

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Purchasing/Disbursements

• Getting things paid..
• Pay only on invoices, not statements
• Original invoices are preferred over copies
• Invoices that are not turned in on a timely basis
  means we cannot pay on time which means our
  account may be suspended and that hurts
  everybody!!!
• Turn in all paperwork promptly to ensure that the
  payment is process in a timely manner.
• Make sure all paperwork is submitted. Missing
  paperwork holds up payment

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Purchased Services

• Always have vendor complete a W-9 prior to using
  their services.

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What are your Reimbursement Rates for..

• Mileage? (reimburse people or vehicles??)
• Meals? (include tips, room service, valet
  parking?)
• Overnight stays? (Actual cost or other?)

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•   6-21-304. Manner of making purchases.
• (a)  (1)All purchases of commodities by any
  school district, except those specifically
  exempted by 6-21-305, shall be made as
  follows 
• (A)  In each instance in which the estimated
  purchase price shall equal or exceed ten thousand
  dollars (10,000), the commodity shall be
  procured by soliciting bids, provided that the
  purchasing official may reject all bids and may
  purchase the commodity by negotiating a contract.
  If the purchasing official, after rejecting all
  bids, determines that the purchase should be made
  by negotiation, then each responsible bidder who
  submitted a bid shall be notified of the
  determination and shall be given a reasonable
  opportunity to negotiate
• (B) Bidder Assurance and Disclosure Forms- Now
  required on all solicited bids. 
• (c)  Open market purchases may be made where the
  purchase price is less than ten thousand dollars
  (10,000)

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Why Budget?

• A budget is the financial map to achieve your
  districts goals.
• IT IS REQUIRED!!

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Budget Management and Control

• A budget is required by Arkansas Code 6-17-914
• prepare budget annually
• approved by the board in a legally held meeting
• electronically submitted by September 30 Cycle
• State aid may be withheld

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Budget Management and Control

• Periodic Review (usually monthly) is a good way
  to find areas of concern.
• Monthly reports are to be sent to each principal
• Call the central bookkeeping office if budget and
  expenditures do not appear as they should
• Provide reports to administrators and supervisors
  on specific budgets.
• Detail Expenditure Status Reports what you get
  monthly
• Audit Trails shows in-depth transactions when
  you need them
• Accounts Payable Check Register shows
  expenditures by each check can be printed also

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Budget Management and Control

• What happens if a budget is overspent?
• Budgets periodically reviewed
• Budget oversight is a part of performance
  evaluation
• Transfers from other accounts
• Activity funds

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Certified Staff

• ACA 6-17-2403 minimum teacher salary
• Bachelors Degree 29,244
• Masters Degree 33,630
• Minimum number of steps 15
• BA Experience Steps 450
• MA Experience Steps 500
• BA Minimum Top Salary 35,994
• MA Minimum Top Salary 41,130

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Certified Staff

• Benefits
• Health Insurance The required state minimum is
  150.00 per month.
• Dental Insurance No requirement to offer. A
  number of districts offer an individual policy at
  no charge with the option to purchase additional
  family coverage.
• Sick Leave Each teacher shall be provided sick
  leave at a minimum rate of one (1) day per month
  or major portion thereof. Per month or major
  portion thereof is defined as twelve (12) or
  more working days. Can accumulate up to 90 sick
  days according to law. District policy can allow
  for more. School employees can transfer
  accumulated sick leave if they move from one
  district to another.
• Personal Leave No requirement by law but many
  districts provide personal leave days.

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Staff

• ACA 6-17-1208 The number of days of sick leave
  provided by law are minimums only, and nothing
  shall prohibit any district from providing more
  days of sick leave or from having a more liberal
  policy for the administration of sick leave,
  including the establishment of sick leave pools
  or banks and allowing district employees who are
  husband and wife to utilize the others
  accumulated sick leave.

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Teachers

• ACA 6-17-1209 Whenever a schoolteacher is
  absent from his/her duties as a result of
  personal injury caused by either an assault or a
  criminal act committed against the teacher in the
  course of employment, the teacher shall be
  granted a leave of absence from school with full
  pay for up to one (1) year from the date of
  injury. Intervening in student fights are
  covered by this policy.

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Classified Staff

• Arkansas Minimum Wage is 6.25 (Effective
  10/01/2006).
• Federal Minimum Wage is 7.25
• Minimum public school hourly wage amount for
  2013-2014 is 8.15 (for 20 hours per week).
  This amount is adjusted annually to match the
  increase in the CPI (Consumer Price Index). (ACA
  6-17-2203.) FIN-13-079
• Classified salary schedules should be posted on
  the district website.

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Classified Staff

• Benefits
• Health Insurance The required state minimum is
  150.00 per month.
• Dental Insurance Most districts offer the same
  policy as that offered certified employees.
• Sick Leave Generally the same as certified
  employees.
• Personal Leave Generally the same as certified
  employees.

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Classified Staff

• ALL classified staff (except supervisors exempt
  from overtime) should maintain a daily record of
  work hours.
• All hours beyond the employees contract require
  approval from the supervisor and/or
  superintendent
• Time records of all classified employees will be
  forwarded to the business office by a date
  established by the business office.

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Pay for Extra Duties/Overtime

• Overtime and extra duty pay MUST have prior
  authorization.
• Examples include tutoring, home-bound, stipends
  (not included in contracts), gate workers,
  officials.
• Do not hire temporary staff without approval!!
• All employees with extra duty pay must have a
  completed Temporary Work Agreement or
  Supplemental Contract on file before beginning
  their extra duty work.

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Extra Duty/Overtime

• DO NOT PAY ANYONE ABOVE THEIR CONTRACT AMOUNT
  UNLESS YOU HAVE DOCUMENTED AUTHORIZATION TO DO
  SO!!!
• Numerous audit findings.

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Certified and Classified Staff

• Other Mandated Benefits Approximately 23.5 of
  salaries
• Arkansas Teacher Retirement
• FICA
• Medicare
• Workers Compensation

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Fixed Assets

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Inventory

• DO NOT discard or destroy any item that has an
  inventory tag/sticker/number on it. Any item
  that was previously listed as a fixed asset will
  have an inventory tag/sticker/number. In order
  to remove any fixed asset you need to complete an
  inventory deletion form and have it approved by
  the superintendent/business office.

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Fiscal Reporting

• State, Board of Education, Public

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State

• Written Reports
• Electronic Reports (SIS from APSCN data)
• Cycle 1 September 30 salary, budget, revenue,
  expend.
• Cycle 2 October 15 equity, employee, student,
  HQT
• Cycle 3 November 15 bus, ADM, Attendance, Fire
  drill
• Cycle 4 December 15 SPED, Parent Mailing
  Address
• Cycle 5 February 15 bus, ADM, Smart Core, Fire
  drill
• Cycle 6 April 15 bus, ADM, student status,
  Federal
• Cycle 7 June 15 discipline, SPED, ADM, bus
• Cycle 8 July 31 FTE, professional development
• Cycle 9 August 31 AFR (Annual Financial Report)

69
Public

• Budget published in paper prior to school
  election
• Finance on the website
• Budget (annually)
• Contracts (annually)
• Salary and benefit expenses (monthly)
• Fund balances (monthly)
• Revenue status (monthly)
• Personnel (classified and certified) policies
• Audit (annually)
• Annual Statistical Report (annually)

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Audit and Ethics

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Ethics Guidelines

• State law (A.C.A. 6-24-101) requires full open
  disclosure and approval before a school district
  employee may sell, lease, provide services, or
  enter into other transactions with the school
  district where he/she is employed.
• Therefore, every district employee will be
  required to disclose any potential vendor
  relationship by completing a disclosure form
  provided by the district. Failure to fully
  disclose could result in criminal felony charges
  being brought against the employee.

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Ethics Guidelines

• Act 1599 of 2001
• Applies to Board Member, Administrators, and
  Employees.
• Act 1599 sets the guidelines for business
  transactions between the school district and its
  board, administrators and employees.
• May require both local board approval and state
  board approval.
• Refer to Arkansas Code 6-24-100 through 6-24-120
  for detailed information.

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Ethics Guidelines

• Act 1599 of 2001
• The spirit of this act is to provide for full
  disclosure of business activities between the
  local school district and its board members,
  administrators and employees.
• Board Members and Administrators are held to
  higher ethical standards, since they are in a
  position of control.

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Ethics Guidelines

• Act 1381 of 2005
• SECTION 2. Arkansas Code 6-24-105 is amended
  to read as follows
• (a) General Prohibition. Except as otherwise
  provided, it is a breach of the ethical standards
  of this chapter for a board member to contract
  with the public educational entity the member
  serves if the board member has knowledge that he
  or she is directly or indirectly interested in
  the contract.
• (b)(1)(A)(i) Employment of Family Members. This
  chapter does not prohibit family members of board
  members from being employed by the public
  educational entity the board member serves if the
  board determines that the employment is in the
  best interest of the public educational entity A
  board member's family member may not be initially
  employed by the public educational entity the
  member serves during the member's tenure of
  service on the local board for compensation in
  excess of five thousand dollars (5,000) unless
  the Director of the Department of Education
  issues a letter of exemption and approves the
  employment contract based on unusual and limited
  circumstances.

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Ethics Guidelines

• Act 1381 of 2005
• (ii) The determination of unusual and limited
  circumstances shall be at the sole discretion of
  the Director of the Department of Education and
  may be further defined by rule of the State Board
  of Education.
• (B) A family member of a school board member who
  was employed by the public educational entity
  during the school year immediately preceding the
  election of the board member may continue
  employment with the public educational entity
  under the same terms and conditions of the
  previously executed contract and any renewal of
  the contract under 6-17-1506.
• (C) Subject to the local board's written policy,
  a qualified family member of a board member may
  be employed as a substitute teacher, substitute
  cafeteria worker, or substitute bus driver for a
  period of time not to exceed a total of thirty
  (30) days per fiscal year for the public
  educational entity served by the board member.

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Ethics Guidelines

• Act 1381 of 2005
• (2)(A)(i) No employment contract that is
  prohibited under subsection (b) of this section
  is valid or enforceable by any party to the
  employment contract until approved in writing by
  the Director of the Department of Education.
• (ii) The Director of the Department of
  Education's approval of an employment contract
  may include restrictions and limitations that are
  by this subsection incorporated as terms or
  conditions of the contract.

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Ethics Guidelines

• Act 1381 of 2005
• (B) Excluding any renewal of a contract under
  6-17-1506, any change in the terms or conditions
  of an employment contract, a promotion, or a
  change in employment status for a family member
  of a school board member employed by a public
  educational entity that will result in an
  increase in compensation of more than two
  thousand five hundred dollars (2,500) must be
  approved in writing by the Director of the
  Department of Education before any change in the
  terms or conditions of the employment contract or
  promotion or changes in employment status are
  effective, valid, or enforceable.

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Common Audit Findings

• Misuse of credit cards
• No receipts for activity fund transactions
• Deficit cash balance in activity funds
• Inappropriate travel payments
• Undocumented expenditures
• Overstating deposits
• Not timely on payments
• Non-compliance with ethics law
• Not taking bids when required
• Inventory mismanagement

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Recent Audit Experiences

• Fundraiser proceeds not deposited timely
• Cash card gifts for students
• Activity receipts without individual received
  from name (only organization)
• Stipends paid not on board approved schedule
• Corrective Actions?

Arkansas Division of Legislative Audit
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Personnel Records

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Personnel Records

• Does everyone understand the need and requirement
  for PRIVACY?

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Personnel Records

• Employment records
• Personnel records
• Public disclosure
• Application forms and process
• Health records
• HIPPA

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Issues of Local Concern,Activity Funds, Etc.
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Receipting Money

• What does your auditor say regarding receipting
  money?
• Who handles money?
• Who is allowed to receipt money?

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Receipting Money

• Encourage the practice of counting money in the
  presence of person bringing money in for deposit
  ( two people count the money and two people
  initial the receipt). This protects both
  parties.
• Appropriate documentation should accompany all
  money brought in. Make sure all teachers and
  sponsors have a copy of the form being used. The
  teacher/sponsor must complete this form (or
  something similar).
• Date
• Received From Name of Individual
• Amount
• How Paid Cash and/or Check
• For Be specific
• Total amount of money to be deposited
• Signature of Teacher/Sponsor

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Receipting Money

• NO MONEY IS TO BE LEFT IN CLASSROOMS OVERNIGHT!!!

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Receipting Money

• Miscellaneous
• Make copies of all information submitted and keep
  in your office for questions, audit purposes,
  etc.
• Return Receipt Books to the business office after
  all receipts have been used. Do not throw them
  away. The auditor will request them.
• All money receipted in month has to be deposited
  in that same month.
• Please contact the Business Office if you have
  any questions regarding the receipting process.
• Secure receipt books in safe location.

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Tickets for Events

• Pre-numbered
• Shall be used to account for cash received
• If mistakes are made in collecting or making
  change, have the gate worker describe what
  occurred in writing
• If out of balance, do not tear off more tickets
  to make the amount match.
• Report any other irregularities and provide
  written account of incident

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Cash Handling Procedures

• All coin, currency and checks received from any
  source should be counted by two people and
  receipted on a pre-numbered receipt the same day
  they are received. Both people should initial the
  receipt.
• The receipt shall be completed with date, source
  of funds (who it is received from), short
  explanation describing the receipt (for), the
  total amount received, as well as the composition
  of the funds (cash and checks). The person
  receiving the funds should sign the receipt.

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Cash Handling Procedures

• The individual receiving funds is responsible for
  those funds until deposited in the school
  district bank account or until receiving a
  receipt from another school district employee.
• When monies change hands between school district
  employees, it is recommended that the funds
  should be counted in the presence of both
  employees and a receipt issued at that time. Both
  people initial the receipt.
• All receipts shall be deposited intact. No
  payments of any kind shall be made from coin,
  currency or checks received by the school
  district.
• All receipts shall be deposited at least weekly
  and whenever the total receipted amount on hand
  exceeds ( ). All receipts should be
  deposited before weekends or holidays, regardless
  of the amount.

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Cash Handling Procedures

• All copies of voided receipts must be kept in
  receipt book. An administrator should initial all
  voided receipts.
• Deposit tickets shall include the receipt number
  or range of receipt numbers that make up the
  deposit.
• All monies collected for school activities shall
  be deposited in school accounts.

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Cash in Classrooms

• The principals office is the only appropriate
  location to keep funds collected for any reason.
  No money (cash, checks, whatever) should be left
  in classrooms or other offices overnight. No
  school funds will be taken away from school
  property. Employees are responsible for any
  cash, money left in their room or office
  overnight.

94
Voiding Receipts

• All copies of voided receipts must be kept in
  receipt book. Administrator should initial all
  voided receipts.

95
Spending the Publics Money

• If its paid for with the school districts or
  activity funds check, it is public money.
• When spending, ask yourself these questions
• Is it a school purpose?
• What does your gut tell you?
• Would it cause an outcry if published in the
  paper?

96
Credit Cards

• Suggestions
• Have PO in hand to sign card out.
• Return immediately or else.
• Original receipts!!!!!

97
Expense Travel Reimbursements

• Original receipts must accompany all requests for
  reimbursement. For a receipt to be valid, it
  should contain the name of the issuing company,
  the date, specific and detailed items purchased
  and amounts. Credit card receipts with only the
  total amount shown should NOT be accepted.
  Require a detailed itemized receipt.
• Mileage allowance shall be reimbursed at a rate
  established by the district.
• Meals for overnight travel shall be reimbursed
  based on our current per diem rates.
• Use the district approved Travel Reimbursement
  Form!!

98
Expense Travel Reimbursement (Continued)

• Expenses not covered
• Alcoholic beverages
• Entertainment expenses
• Replacement due to loss or theft
• Discretionary expenses for items such as clothing
  or gifts
• Medical expenses
• Optional or supplementary insurance obtained by
  the employee for the period covered during the
  travel

99
Questions???

• Contact Information
• AAEA website www.theaaea.org
• AAEA Twitter The_AAEA
• AAEA Facebook Arkansas Association of
  Educational Administrators
• AAEA Telephone [phone]