Local School Accounting

Standard Operating Procedures User Guide for Cobb County Employees 7/1/2016 Created for: The Cobb County School District 514 Glover Street Marietta, GA 30060 (770) 426-3300 12/6/2017 Created by: CCSD Financial Services Financial Analysis & Training and 440 Glover Street Marietta, GA 30060

Revision Chart The following chart lists the revisions made to this document. Use this to describe the changes or additions made to the document each time it is re-published (draft or final). The description should outline the changes as possible. Date Author Description of Changes 05/19/2016 LSA Initial Release 05/31/2017 LSA Edited for 2017-2018 School Year 08/01/2017 Cathy Strudthoff Update to Sales Tax and Parking Sections 12/06/2017 Cathy Strudthoff Change Fund Clarification Standard Operating Procedures Page 2 of 59

Table of Contents... 1 Revision Chart... 2 Section I: Introduction... 8 Section II: Principal s Fiscal Responsibilities... 8 Armored Car Service... 10 Athletics and Special Events... 10 Ticket Sales: Additional Procedures... 11 Online Athletic Ticket Sales... 11 Special Event Ticket Sales Log... 11 Sports Passes... 11 Required Reports... 12 Tickets Printed by the School... 13 Cell Phones... 13 Change Funds... 13 High Schools... 13 Elementary and Middle Schools... 14 Food and Nutrition Services... 15 Checking, Savings, and Investment Accounts... 15 Check Signing Authority and Responsibility on Accounts... 15 Changing Check Signers... 16 Lunchroom Account... 16 Taxpayer Identification Number... 16 Ordering Bank Supplies... 16 Cashing Personal Checks... 17 Returned Checks... 17 Contracts... 17 Contracts with Non-Employees Paid from County Funds... 18 Contracts with Non-Employees Paid with Local School Activity Funds... 18 Contracts with Non-Employees Paid with both Local and County Funds... 19 Contracts with Employees... 19 Book Fair Contracts... 19 Picture Contracts... 20 Vending Contracts... 20 Standard Operating Procedures Page 3 of 59

Control Documents... 20 Counterfeit Money... 20 Deficit Balances... 21 Discretionary Accounts... 21 Disposition and Retention of Financial Records... 21 Electronic Cash Registers Procedures... 21 Required Reports... 21 Pre-Event Procedures... 22 Post-Event Procedures... 23 Additional Electronic Cash Register Recommendations... 23 Ethics... 24 Faculty Accounts... 24 Field Trips and School Activities... 24 Parking... 26 Procedures to Sell Parking Decals... 26 Procedures to Receipt Parking... 27 Passwords and Usernames... 28 Payroll... 28 Supplemental Salary... 28 Cash Gifts to Employees... 28 Performing Arts... 29 Physical Education... 29 Professional/Institutional Dues... 29 Property Control... 29 Scholarships & Memorials... 30 School Budget and Financial Records... 30 School Fundraising... 30 Collection Jars... 30 Commitment Cards... 30 Raffles... 31 Community Fund Drives... 31 Employee Fund Drives... 31 Instructional Business Program... 31 Online Fundraisers... 31 Picture Commission... 31 Standard Operating Procedures Page 4 of 59

School Store... 32 Bingo Night... 32 Vending Operations... 32 Non-Commission Basis Vending Procedures (including pencil machines)... 32 Yearbooks... 33 School Payment Boxes... 33 School Safes... 33 Top and Middle Compartments... 34 Bottom Lock (Armored Car Compartment)... 35 School Support Organizations... 35 School Clubs... 35 Student Organizations... 36 Tests... 36 Travel... 36 Travel with Students... 36 Unclaimed Funds/Outstanding Checks... 36 Remitting Unclaimed Funds In Account 8400... 38 Use of School Facilities... 39 Solicitation on School Property... 39 Advertising on School Property... 39 Section III: Revenue Cycle... 39 Revenue Sources... 39 After School Program... 39 Book Fairs... 39 Cell Tower Funds... 41 Donations... 41 Grants... 42 Interest Income... 42 Online Payments... 42 Summer School... 43 Revenue Collection... 43 Authorization to Receipt... 43 Elementary and Middle School Receipting... 44 Statement Receipting... 44 Use of Classroom Remittance Report Books... 45 Standard Operating Procedures Page 5 of 59

Elementary and Middle School Use of FS-124 Cash/Check Tally Form... 45 High School Receipting... 46 Use of Student Receipt Books and Classroom Remittance Report Books... 46 Control Logs... 47 Receipting Procedures for Receipt Books... 47 Master Receipts... 48 Voiding Master Receipts... 49 High School Use of FS-124 Cash/Check Tally Form... 49 Depositing... 49 Deposit Preparation... 50 Daily Bank Account Activity Verification... 50 Remittance of Revenue... 51 Bank Reconciliation... 51 Reconciling Items... 51 Section IV: Spending Cycle... 52 County Funds... 52 Credit Card Accounts... 52 Disbursements... 52 Purchase Requisition/Local School Check Request (FS-381)... 52 Purchasing Regulations and Thresholds... 53 Supporting Documentation for School Checks... 53 Additional Disbursement Guidelines... 54 Inventoried Property... 54 Open Accounts... 54 Petty Cash... 54 Procurement Card... 55 Purchase Orders Using Local School Activity Funds... 55 Local School Purchase Orders... 55 County Purchase Orders (e-cobb)... 55 Sales Tax... 56 Transfers... 56 Voiding Checks... 56 Section V: Reporting... 57 Reports... 57 Activity Ledger Report... 57 Standard Operating Procedures Page 6 of 59

List of Outstanding Checks... 57 Reconciliation Report... 57 Sequential Lists... 57 Monthly Reports... 57 Annual Financial Reports... 57 Standard Operating Procedures Page 7 of 59

Section I: Introduction The Standard Operating Procedures, developed by the Financial Services Division of the Cobb County School District (CCSD), is designed to assist schools in administering an efficient local school activity funds accounting system. This manual has been developed in accordance with and references to the CCSD District Policies and District Administrative Rules and related regulations located on Cobb County School District homepage http://www.cobbk12.org/centraloffice/adminrules/. This manual contains five main sections: 1. Introduction 2. Principal s Fiscal Responsibilities 3. Revenue Cycle 4. Spending Cycle 5. Reporting Local School Activity Funds are collected from students, parents, staff, community organizations, individuals and student support organizations and are used to provide support to student activities, academics, athletic programs, clubs and student and staff recognition. These funds are not taxpayer generated funds. This manual is maintained by the Internal Compliance Department. Requests for deviations from the procedures contained in this manual and questions regarding interpretation of this manual should be directed to Internal Compliance. The following sections contain important guidelines that should be used to manage the school s financial operation. Additional instructions related to financial policies and procedures are further detailed in modules located on Cobb Teaching and Learning System. Section II: Principal s Fiscal Responsibilities Per CCSD District Administrative Rule DJEE-R, Local Purchasing, Principals are responsible for the safeguarding of assets and the management of all funds involving school activity. The Principal is ultimately responsible for the school s entire financial operation. Management of school funds requires strict compliance with Georgia State Law, CCSD District Policies and District Administrative Rules, Standard Operating Procedures, Local School Accounting Chart of Accounts and Maintaining Financial Control document. Standard Operating Procedures Page 8 of 59

In accordance with District Administrative Rule GAGC-R, Employee Ethics, the Georgia PSC Code of Ethics for Educators, Form GAGC-2, includes the following standard for Public Funds and Property An educator entrusted with public funds and property shall honor that trust with a high level of honesty, accuracy, and responsibility. Unethical conduct includes, but is not limited to: 1. Misusing public or school-related funds; 2. Failing to account for funds collected from students or parents; 3. Submitting fraudulent requests or documentation for reimbursement of expenses or for pay (including requests for compensation based on fraudulent, purchased or plagiarized degrees, documents, or coursework); 4. Co-mingling public or school-related funds with personal funds or checking accounts; 5. Using school property without the approval of the local board of education/governing board or authorized designee; and 6. Using school system property for personal gain. Following are requirements regarding safeguarding assets: 1. The Bookkeeper or Backup Bookkeeper processes all school money and prepares deposits for armored car service pickup. 2. All money must be secured in the school safe. 3. Money must not be stored in the classroom or taken off campus. Principals are to ensure the school staff complies with these procedures. This may include requiring reimbursement from the staff for the theft or loss of school funds or property. The Principal is responsible for delegating a Backup Bookkeeper to perform the essential functions for their school operations in the absence of the school Bookkeeper. District Administrative Rule DIE-R, Fraud Prevention, provides guidance to District staff on reporting financial fraud or other financial misconduct. Internal Compliance will follow the appropriate procedures as set forth in this Rule. Standard Operating Procedures Page 9 of 59

Armored Car Service An armored car service is provided to all schools to pick up deposits dropped in the bottom compartment of the school safe. All schools are scheduled to receive service on Monday, Wednesday and Friday during the school year. Times of service may vary each day. Per the armored car service contract, the school is allotted four minutes for the pickup of school deposits. The Principal is responsible for ensuring several staff members have access to the bottom compartment of the safe. School personnel responsible for meeting the armored car guard must be available between 8:00 a.m. and 3:00 p.m., have access to the armored car log book, know the school access code and be familiar with operation of the safe s bottom lock and armored car service procedures. Staff, if available, should assist the driver with pickup of deposits if the armored car service driver arrives before or after the above listed contractual times. Refer to the Armored Car Service training module on the Cobb Teaching and Learning System. Athletics and Special Events The Principal should designate an Administrator or Special Event Sponsor to be responsible for each athletic or special event and the money collected at these events. This designee is responsible for the following financial duties: 1. At the event, it is recommended a minimum of two people conduct the activity at the entrance or gate. One person sells tickets and collects money and a second person collects tickets from people entering the gate. It is the Principal s discretion whether one or more persons are needed at gates where non-paying customers enter, or for smaller events. 2. For all high attendance events, a security officer should remain near the area in which money is being handled. At the Principal s discretion, a security officer may be present at all events. 3. All revenues collected must be stored in the school safe on the day of the athletic event. No funds are to be taken off campus, stored on personal property or kept at the school in a location other than in the school safe. 4. Bank deposits of revenues collected should be prepared and dropped for armored car pickup within one business day of the event. 5. For school sponsored athletics and special events, gate receipts must be processed through the school s financial records. Standard Operating Procedures Page 10 of 59

Ticket Sales: Additional Procedures The following are additional procedures for ticket sales at athletic or special events: 1. Only School District employees are authorized to sell tickets on school grounds for school sponsored athletic events. 2. Ticket sales may be conducted at the event, before or after school and/or during student lunch periods. 3. If a date is indicated on the tickets, at the end of the school year, unused tickets should be recorded on the FS-178, Ticket Inventory Log, and the use of these tickets discontinued. These tickets should be kept with the school s annual financial records. 4. If a date is not indicated on the tickets, a beginning inventory should be taken each year for tickets remaining from a prior year. 5. Funds for special event tickets should not be collected off-site. Online Athletic Ticket Sales High schools may enter into a contract with a vendor for online ticket sales for athletic events only. Contact the Cobb County School District Athletic Department for more information. Special Event Ticket Sales Log Form FS-341, Special Event Ticket Sales Log, is optional and may be used in lieu of individual student receipts for Special Event ticket sales. 1. If the FS-341, Special Event Ticket Sales Log, is used and numbered tickets are sold, a corresponding FS-178, Ticket Inventory Log, should be completed. 2. The Bookkeeper should issue a receipt to the cashier from their receipt book for the total receipts received. 3. The Bookkeeper should issue a Master Receipt from activity accounting. 4. These procedures should be followed for any numbered item sold in lieu of tickets (i.e. numbered bracelets). Sports Passes High Schools are allowed to sell sports passes for attendance at multiple sporting events for one reduced price. Before the sale of these passes, the Principal and school Athletic Director should determine the percentage breakdown of the athletic pass receipts to the appropriate athletic sports. When the school Bookkeeper posts the sports pass receipts in activity accounting, this Standard Operating Procedures Page 11 of 59

percentage breakdown may be used to distribute receipts to the appropriate athletic accounts, or the receipts may be posted in an Athletic Management Account. Refer to the Local School Accounting Chart of Accounts concerning the use of this account. Required Reports The following reports are required to be completed for athletic or special events involving the sale of pre-printed tickets: FS-178 Ticket Inventory Log: 1. The school must complete an FS-178, Ticket Inventory Log, for ticket inventory purposes. The packing slip from the current ticket order should be retained in order to verify the number of tickets on hand. A separate log should be kept for each ticket color. The staff member who has custody of the FS-178 should not be the same person who initials the tickets out for distribution. 2. When tickets are distributed for an event, including Complimentary Tickets, the FS- 178, Ticket Inventory Log, must be completed with the date tickets are distributed ( date logged out ), the beginning ticket number issued, and the type of ticket and description of the event. When tickets are returned to storage, the Ticket Inventory Log must be completed with the beginning ticket number returned and the number of tickets used. The log should be initialed in the space provided. The Principal is required to sign the logs at the end of the year. FS-175 Ticket Report: 1. Each person who sells tickets must complete the FS-175, Ticket Report. This form provides a reconciliation of the ticket seller s unused tickets with the cash returned. The Gate Supervisor or Administrator must approve each form. 2. The Bookkeeper should issue a receipt to the ticket seller or Administrator from her receipt book for the net revenue. 3. The Bookkeeper should issue a receipt to the ticket seller or Administrator from her receipt book for the change fund if the change fund is being redeposited. 4. The Bookkeeper should issue a Master Receipt from activity accounting. 5. The original Ticket Reports and Ticket Inventory Logs must be retained and filed with the school s annual financial records. If desired, the Athletic Director, Event Sponsor, or their designee, may retain copies of these documents with their athletic or special event records. Standard Operating Procedures Page 12 of 59

Tickets Printed by the School Although it is recommended schools purchase pre-printed tickets, the school may print its own tickets for use at events. However, these tickets must be numbered sequentially and the software program used must be controlled by a school Administrator, or their designee. These tickets must be issued using the Ticket Inventory Log procedures. Cell Phones Principals are allowed to use local school activity funds to purchase cellular phone equipment and service for work-related communications providing the school has budgeted sufficient funds for these expenses. Please refer to District Administrative Rule ECI-R, Communications System: District s Inter and Intra Communications, for additional information on communication procedures. For information regarding District cell phone procedures contact the Vendor and Documentation Specialist, Technology Services. Change Funds Change funds for ongoing activities including, but not limited to, school store and Instructional Business Program must be secured nightly in the school safe. At the end of the school year the change fund must be redeposited and posted in activity accounting in the same amount as requested. High Schools High schools with a checking account at the District s bank order their change in compliance with the bank s change order system. Sufficient time should be allowed for the change fund to be processed by the bank and delivered to the school. 1. An FS-381, Purchase Requisition/Local School Check Request, completed in its entirety and approved by the Principal, is required to request and document the change fund. 2. An FS-420, Change Order Entry Form, must be completed and phoned in to the bank to obtain the bank s confirmation number. 3. Scan and email the completed FS-420 to on the same day as obtaining the bank s confirmation number. 4. The school Bookkeeper is required to post this change fund to the Change Fund account in activity accounting. 5. The change fund will be delivered to the school within five business days via the armored car service and the Bookkeeper will secure the change fund in the school safe. If the Standard Operating Procedures Page 13 of 59

change fund is not received timely, please contact for specific instructions. 6. The change fund for all football games or other special events must be posted in activity accounting in the same amount as requested and should be deposited no later than the business day following the event. The change fund for all other athletic events must be posted in activity accounting in the same amount as requested and deposited at the conclusion of each athletic season. 7. The Bookkeeper should issue a receipt from her student receipt book to the person returning the change fund. High schools with a checking account at a bank other than the District s bid bank should contact for instructions. If an emergency occurs and the change fund cannot be ordered from the bank in sufficient time for an event, all high schools may follow the procedures for elementary and middle school change funds. Refer to the Elementary and Middle Schools Change Fund section below. Elementary and Middle Schools Elementary and middle schools should make change fund checks payable to a Principaldesignated staff member without check signing authority. 1. Complete an FS-381, Purchase Requisition/Local School Check Request, in its entirety and obtain the Principal s signature before writing a check for the change fund. 2. The check should be made payable to the name of the staff member/petty Cash (ex. Jane Doe/Petty Cash). 3. The staff member will go to the bank with a state issued ID, cash the check, return to school with the change fund and give it to the Bookkeeper to secure in the school safe. 4. The sponsor of the event to whom the change fund is given becomes the custodian of the fund and is responsible for ensuring the original change fund amount is returned to the Bookkeeper at the end of the event. 5. The change fund must be posted in activity accounting at the completion of the event and in the same amount as requested. 6. For book fairs, an FS-381 completed and requested by the Media Specialist and approved by the Principal, is required to request the change fund. Refer to the School Sponsored Book Fair section for additional procedures. Standard Operating Procedures Page 14 of 59

Food and Nutrition Services Please refer to the Food and Nutrition Services Department for the financial procedures concerning lunchroom change funds. Checking, Savings, and Investment Accounts Following are requirements for all school checking, savings and investment accounts: 1. Each school is authorized to maintain one checking account for school funds. 2. The opening of all school bank accounts (checking, savings or investment accounts) must receive the authorization of the Accounting Manager in Financial Services. 3. All new school checking accounts must be opened in the District s bid bank. 4. Once the Principal has received authorization from the Accounting Manager and completed and returned the signature card with any additional documentation required from the financial institution, the school may proceed to use the account(s). 5. All savings and investment accounts must be opened in a federally insured banking institution and must be held in the name of the school. 6. A copy of the signed signature card should be kept with the school s annual financial records. 7. Bank account information should never be provided to any vendor for debiting local school bank accounts directly without written approval from the Accounting Manager. Check Signing Authority and Responsibility on Accounts The Principal is required to be a signing authority on each bank account. The Principal is the only person authorized to have signing authority or access to savings and investment accounts. The Principal must have at least one additional school administrator with check signing authority and may designate up to two school administrators to have check signing authority on the school s checking account. At the beginning of each school year, the Principal is responsible for verifying signing authorities are correct for all bank accounts. Any changes in school administration may result in needed changes in the signing authority on the bank accounts (checking, savings, and investment accounts). All administrators who are authorized check signers will be held responsible for each check they sign. Each administrator s signature must be original and signed in black or blue ink. A signature stamp is not allowed. The authorized check signer is responsible for reviewing the disbursement package for the following requirements: Standard Operating Procedures Page 15 of 59

1. Pre-approval of purchase by the Principal or designee. 2. Validity and propriety of the disbursement. 3. Proper supporting documentation, signatures and account number(s). 4. Compliance with disbursement procedures in this manual. Changing Check Signers Approval from is required to change the signing authority on all school accounts (checking, savings, and investment accounts). The Principal should acknowledge in writing via email, the name(s) and title(s) of the new check signer(s). If the school s account is with the District s bid bank, will prepare the new signature card(s) and then forward to the school. The Principal will obtain all necessary signatures and will forward the original copy of the new signature card to the Accounting Manager. The Accounting Manager will notify the bank of the requested change(s) and provide a copy of the authorization request to the Principal. If your school s account is not with the District s bid bank, will forward the Principal s e-mail or letter to the Accounting Manager. The Accounting Manager will notify the bank of the requested change(s) and provide a copy of the authorization request to the Principal. The bank will send the signature cards to the school for updating. Lunchroom Account Food and Nutrition Services maintains a separate depository account for all lunchrooms. Questions regarding the lunchroom account should be directed to the Food Services Accounting Department. Taxpayer Identification Number The CCSD s taxpayer identification number is to be used only for the local school accounts. This number must not be given to booster organizations, parent teacher organizations, school foundations, student organizations or other school support organizations to be used as their taxpayer identification number for bank accounts and vendors. Ordering Bank Supplies 1. Checks for local school checking accounts are ordered by each school year based on current inventory. 2. Bank supplies, including deposit slips, currency straps and deposit bags can be ordered from by completing the FS-429, Bank of America Bank Supply Standard Operating Procedures Page 16 of 59

Order Form. Bookkeeper should request deposit slips, deposit bags, and other banking supplies timely. 3. Additional bank endorsement stamps may be ordered from an office supply company. Cashing Personal Checks The cashing of personal checks from cash on hand at the school is prohibited. This includes, but is not limited to, change fund checks for athletic or other extracurricular activities and local school checks made payable to staff, faculty or security officers. Returned Checks receives returned check notifications from the banking institutions. will instruct the school Bookkeeper on how to handle the returned check. At the Principal s discretion, parents or students who issue two or more returned checks may be prohibited from writing checks to the school. Contracts Principals may enter into contracts obligating the school. The Principal must sign all contracts obligating school funds. There is no delegation of contractual authority to school staff. The following general guidelines apply to all contracts: 1. Per CCSD District Administrative Rule, JHA-R, Student Activities Fundraising, Principals may not sign fundraising contracts obligating school or county funds for a period longer than their current employment contract period. 2. If a Principal wants to enter into a contract for a time longer than their current employment contract period, they must seek approval from their Assistant Superintendent. 3. All contracts must comply with current State of Georgia and CCSD accounting and purchasing policies, including the Georgia Security and Immigration Compliance Act (OCGA 13-10-90) and HB 87-Illegal Immigration Reform and Enforcement Act of 2011. 4. All contracts must comply with CCSD Board of Education Policy DI, Accounting and Reporting, and District Administrative Rule JHA-R, Student Activities Fundraising. 5. An FS-213 Performance Contract approved and signed by the School Principal is considered prior approval for local school disbursements made for the contract. Standard Operating Procedures Page 17 of 59

6. All contract payments, whether paid with County Funds or Local School Activity Funds, should have a completed and approved FS-381, Purchase Requisition/Local School Check Request in addition to the FS-212, Contract Remittance form. 7. A faxed or scanned contract is acceptable. 8. Performance contracts are not required for book fairs, picture or vending contracts; however, an annual written agreement is required between the Principal and company. 9. Confirmation purchase orders should be entered for payments on existing contracts with Procurement Services. Instructions for completing the required documents are available on the Cobb Teaching and Learning System. Contracts with Non-Employees Paid from County Funds In addition to a completed and approved FS-381, Purchase Requisition/Local School Check Request, the FS-213, Performance Contract and the FS-212, Contract Remittance Form are to be used for all services, commissions or other forms of compensation paid to corporations or individuals who are not employees of the CCSD when paid from county funds. Form FS-213, Performance Contract, must be completed and approved PRIOR to Contractor's performance of services and prior to the processing of the FS-212, Contract Remittance Form for payment when using county funds. Form FS-213MOD, Performance Contract Modification, must be completed if changes are made to the contract terms and conditions, dates of service or payment schedule or if the contract amount increases. All contracts paid with county funds will be held by Accounts Payable. Bookkeepers must ensure copies are maintained with the school s annual financial records. Questions regarding contracts paid with county funds should be directed to Accounts Payable, Contracts Technician. Contracts with Non-Employees Paid with Local School Activity Funds In addition to a completed and approved FS-381, Purchase Requisition/Local School Check Request, the FS-213, Performance Contract and the FS-212, Contract Remittance Form are to be used for all services, commissions or other forms of compensation made to corporations or individuals who are not employees of the CCSD when paid from local school activity funds. Contracts must comply with State of Georgia and Cobb County School District accounting and purchasing policies and procedures. Standard Operating Procedures Page 18 of 59

Form FS-213, Performance Contract, must be completed and approved PRIOR to Contractor's performance of services and prior to the processing of the FS-212, Contract Remittance Form for payment when using local school activity funds. Form FS-213MOD, Performance Contract Modification, must be completed if changes are made to the contract terms and conditions, dates of service or payment schedule or if the contract amount increases. All contracts paid with local school activity funds will be held by the school Bookkeeper with the school s annual financial records. The FS-212, Contract Remittance Form must be submitted to at the time of payment for 1099 tax reporting purposes. Questions regarding contracts paid with local school activity funds should be directed to the Manager of. Contracts with Non-Employees Paid with both Local and County Funds If a contract is entered into using both county and local school activity funds, the Bookkeeper will send a check for the local portion of the contract to the Cash Specialist in Accounting Services with instructions to deposit into the appropriate county charge code. In addition to a completed and approved FS-381, Purchase Requisition/Local School Check Request, forms FS-212, Contract Remittance Form and FS-213, Performance Contract must be completed, sent through the approval process, and assigned a contract number by the Contract Technician in Accounts Payable. All contracts paid with county funds will be held by Accounts Payable. Bookkeepers will ensure copies are maintained with the school s annual financial records. Contracts with Employees All CCSD employees must be paid through Payroll using the Supplemental Pay entry in Consolidated Time Management System (CTMS) for any services performed beyond their contracted workday. It is the Principal s responsibility to obtain prior approval from the appropriate Human Resources Administrator before services are performed. Most types of additional compensation to employees are recorded on the FS-187, Supplemental Pay Form and entered directly into CTMS by the school Secretary. This form and instructions are available on the CCSD Intranet Support Site in the Form Bank. It is the Principal s responsibility to ensure dual pay does not occur. Book Fair Contracts The contract for the book fair sale sponsored by the school shall be between the local school and the book fair company, signed by the Principal and filed with the school s annual financial records for each fiscal year. This contract serves as pre-approval of costs incurred for the book fair. Standard Operating Procedures Page 19 of 59

Picture Contracts A written agreement between the school and the picture company must be signed by the Principal and filed with the school s annual financial records for each fiscal year. All picture packages available for purchase and the commission to be received by the school should be clearly stated in the contract. The school should request a detailed listing of all students photographed in order to verify commissions received. The Bookkeeper should verify the commission check is the appropriate amount per the contract. Detailed commission statements should be provided by the picture vendor to support the amount of commission paid. Vending Contracts A written agreement between the school and any company providing vending services to the school must be signed by the Principal and filed with the school s annual financial records for each fiscal year. The contract should clearly state the amounts of commission to be received on all products and the frequency of commission payments. Commission statements should be provided by the vending company to support the amount of commission paid. Control Documents The Principal has responsibility for all control documents issued to the school. Control documents include local school checks, Master Receipts, Student Receipt Books, Classroom Remittance Report Books and Local School Purchase Orders. These documents should be properly secured. Counterfeit Money We recommend purchasing a counterfeit detector pen from our office supply bid vendor. Please refer to the website below for additional information regarding counterfeit money. http://www.wikihow.com/detect-counterfeit-us-money If you are presented with suspected counterfeit money, do not return the money to the payee. 1. Notify your administrator. 2. Contact CCSD Police Department immediately. 3. Advise your Local School Financial Representative. Standard Operating Procedures Page 20 of 59

Deficit Balances Principals should monitor local school account activity balances throughout the year. All deficit balances should be brought to zero by fiscal year end. The following accounts may carry deficit balances: ASP Tuition Revenue, County Reimbursements, Performing Arts Revenue, Performance Contracts and ROTC. Discretionary Accounts Some sources of Local School Activity Funds, including but not limited to, Op: Principal Discretion, Op: Interest Income, FR: Vending Accounts and FR: Pictures may be used, per the Chart of Accounts, at the discretion of the Principal and are therefore referred to as Discretionary Accounts. Disposition and Retention of Financial Records Unaudited school financial records must be maintained at the school. Schools may request their audited school financial records be removed for retention each year. It is the responsibility of each school to ensure all retention schedules are followed. Procedures concerning the period of time to retain, as well as, dispose of the school s financial records are found on the Procurement Services Home Page under Records Management. School records must never be thrown away or discarded by the school. In order to remove the records, the location will contact the Office of Records Management at recordsmgt@cobbk12.org with details of the records they wish to remove and request a transaction number, packaging information and supplies. Electronic Cash Registers Procedures Electronic cash registers can be used for ticket sales at the discretion of the Principal. Registers streamline the process of reconciliation and financial reporting. Athletic and Special Event revenue procedures should be followed. When using electronic registers, the FS-233, Gate Report replaces the FS-175, Ticket Report and the FS-223, Register Inventory Log replaces the FS-178, Ticket Inventory Log. When selling tickets for multiple events, the cash register should be programmed so sales of individual event tickets may be tracked. For questions regarding the school s electronic cash register operating instructions, programming or errors, refer to owner s operating manual. Required Reports The following reports are required to be completed for athletic or special events involving the sale of tickets when using a cash register: Standard Operating Procedures Page 21 of 59

FS-223 Register Inventory Log: 1. The FS-223, Register Inventory Log should be maintained for each register. Each entry on this form should correspond to an FS-233, Gate Report. Each entry should include the date of use, the beginning and ending receipt number and event for which the register was used. The person to whom the register was issued should initial the log entry. The beginning and ending receipt numbers recorded should be continuous. If the numbers are not continuous, the reason should be documented. FS-233 Gate Report: 1. The FS-233, Gate Report, should be completed for each register at each event (or set of events). The Gate Report should be completed as outlined below. Any steps requiring the use of a manager (MA) key should be performed by an Administrator or the Special Event Sponsor. 2. The Bookkeeper should issue a receipt to the cashier from her receipt book for the net cash received and issue a Master Receipt from activity accounting. 3. The Bookkeeper should issue a receipt to the cashier from her receipt book for the change fund if the change fund is being redeposited and issue a Master Receipt from activity accounting. Pre-Event Procedures 1. At the desired location, plug the register into an electrical outlet. 2. The manager (MA) key holder selects the Z1 position on the mode switch using the manager (MA) key. 3. Press the decimal key followed by the CA/AT key. This will produce a Z1 report printed to a receipt. This receipt should have a zero total and no department totals. It will show grand totals. If the Z1 report shows anything but a zero total or displays department totals, the register has been tampered with since the last closing Z1 report was run. Once the report has been run, place the mode switch in the OFF or REG position and remove the manager key. Refer to your cash register manual as needed. 4. The following information should be recorded on the FS-233, Gate Report: School Name, Date, Sport, Visitor Name, Game Location, Cashier Name, Register Number, Department Description, Ticket Price, Amount of Change Issued and the Beginning Receipt Number (found on the Z1 report as the four digits following the register number). The above four steps should be repeated for each register opened. Standard Operating Procedures Page 22 of 59

Post-Event Procedures 1. Run a Z1 report following the instructions above. Refer to your cash register manual as needed. 2. Record the following on the FS-233, Gate Report: A. The number sold (indicated on receipt as Q) and the sales amount for each department. B. The Grand Total Sales (indicated on receipt as TL). C. The Ending Receipt Number. D. Count the money in the drawer and record the amount on the form. E. Record any overage or shortage and explain the reason for the discrepancy. F. Have the Administrator and/or Gate Supervisor sign and date the form. 3. Attach Z1 reports to the FS-233, Gate Report. The original FS-223, Register Inventory Log and FS-233, Gate Report should be filed together and kept with the school s annual financial records. If desired, the Athletic Director, Event Sponsor, or their designee, may retain copies of these documents with their athletic or special event records. For questions regarding the school s electronic cash register operating instructions, programming or errors, refer to owner s operating manual. Additional Electronic Cash Register Recommendations 1. The register can accommodate a custom logo imprint on the top of each printed receipt to aid in the detection of fraudulent tickets. 2. Presale tickets can be sold as Single Item Cash Sales in order for an individual receipt to print for each ticket sold. Refer to the school s electronic cash register operating manual for further details on Single Item Cash Sales. 3. Rolls of actual tickets should be on hand for use in the event of a power failure. 4. Advancing the journal paper at the end of each day s sales will aid in the search for daily activity. 5. When possible, programming functions should be performed between opening and closing Z1 reports to eliminate gaps in the sequential receipt numbers from one day s transactions to the next. If programming functions are performed at other times, the programming record receipt(s) should be filed and recorded in the FS-223, Register Inventory Log. Standard Operating Procedures Page 23 of 59

Ethics Per CCSD District Administrative Rule GAGC-R, Employee Ethics, all District employees have the responsibility to uphold the public trust and refrain from using their position for private benefit. All professional employees are expected to adhere to The Code of Ethics promulgated by the Georgia Professional Standards Commission as referred to in District Administrative Rule GAGC-R, Employee Ethics. Faculty Accounts A faculty committee should be established at each school collecting faculty dues to approve the Faculty Account Budget. A budget should be established each year detailing expected sources of revenue and disbursements from faculty funds. The budget and a list of faculty committee members should be maintained with the school s annual financial records. Minutes from faculty meetings should be maintained, as well, to document approved expenditures. Field Trips and School Activities Field trips must comply with District Administrative Rule IFCB-R, Field Trips. Cobb County School District Field Trip Procedures are located on the Employee Intranet Support Site. Each field trip or school activity for which donations will be collected and/or payments disbursed should: 1. Be assigned an account number from the Chart of Accounts and recorded on the appropriate FS-435 (A, B or C), Account Mapping form. 2. Be self-supporting. A. Consideration should be given to the entire cost of the trip, including but not limited to, admission tickets, meals, transportation, tips, and substitute teachers before determining how much to request from students. B. Tip payments to bus drivers and tour guides are allowed if included in the requested donation amount. It is best to arrange payment of these amounts through the bus carrier or travel agency and to have the tip amount included in the Performance Contract. 3. Detail all costs of the trip in school correspondence to parents. Standard Operating Procedures Page 24 of 59

Prior to the day of the field trip or activity, the staff member organizing the field trip or activity should determine if donated funds collected will cover the cost of the entire trip or activity. If the donated funds are not sufficient, the trip or activity may be canceled unless the Principal chooses to cover the deficit with other local school funds. If the trip is canceled, parents should be issued a refund unless they designate in writing the trip fee may be considered a donation to the school. The school will receive an invoice generated by Financial Services for payment of substitute teachers for the field trips and transportation provided by official CCSD buses. The payment of these invoices should be posted to the assigned field trip account. A field trip approved by the Principal on IFCB-1, Field Trip Request, is considered prior approval for local school disbursements made for transportation, substitute billing and other costs related to the field trip. Please refer to the CCSD Travel Regulations for District travel regulations when staff is traveling with students. After all expenditures have been paid: 1. If less than $25 per student remains in the field trip account, the school may use this money, at the discretion of the Principal, for another trip or event to benefit the same group of students who overpaid. 2. If $25 or more per student remains in the field trip account: A. Schools should notify the parents. B. Parents should be given the option of a refund or to apply the balance toward a future activity planned for the same group of students. C. If no future activity is planned, parents should be given the option to submit a written request for a refund or to donate the amount to the school. 3. If the parents request refunds, school checks should be issued to the parents for the remaining balance amount. After the field trip expenses have been paid, the balance in each field trip account should be brought to zero by transferring funds to or from the grade level Main FT/ACT Account. This will allow the school to provide for occasional minor overages or underpayments of field trips, since it is not always possible to calculate the exact cost of a trip. The grade level Main FT/ACT Account may maintain a balance of $2,500 or less after all previous year expenses have been paid. Previous year end expenses usually are not paid in full until the first part of next school year. Thus, the $2,500 balance is a guideline to use until all previous year Standard Operating Procedures Page 25 of 59

expenses are paid in full. Any excess funds over $2,500 should be used for current year activities and field trips and should benefit all students equitably. Parking Parking revenues are collected for semester parking fees, second car decals, one-day decals, fines and staff parking tags. Each type of revenue is posted to a separate account on the school s annual financial records. The following financial procedures are required for parking: 1. All money collected for parking (including one day parking receipts) should be remitted to the Bookkeeper on the day collected. The Bookkeeper must verify and deposit this money. 2. A Classroom Remittance Report Book should be used to record the collection of one-day receipts. 3. The FS-338, Parking Receipt Log should be used in lieu of student receipts when issuing parking decals for semester and second car permits. A copy of a completed Parking Permit Application and Vehicle Registration form (Form PAVR) is the student s receipt. 4. The revenue collected for parking must be received in Accounting Services within 10 business days after the end of the semester 5. The FS-121, Parking Fee Remittance Report should be completed and signed as per instructions. The original FS-121 and a copy of the school parking revenue check should be mailed to Financial Services within ten business days of semester end. 6. All parking fines should be receipted in a Student Receipt Book unless paid online. The school may keep all collections from parking fines and use them in accordance with the Chart of Accounts. Procedures to Sell Parking Decals The following procedures to sell parking decals should be followed: 1. Verify the quantity and sequence of decal numbers received from the CCSD Police Department listed on the Transmittal Form are correct and all decals were received. Notify the CCSD Police Department of any discrepancy and send a copy of the correspondence to. Standard Operating Procedures Page 26 of 59

2. Issue the decals in a sequential order, beginning with the first number issued to your school by the CCSD Police Department in the category of first semester decals, second semester decals, one-day decals. A. Any decals On Hand from First Semester must be returned to Local School Accounting with your FS-121 Parking Fee Remittance Report and not re-issued for Second Semester. B. New decals sent by the CCSD Police Department must be issued for Second Semester. C. One-day parking decals On Hand at the end of the first semester may be used in the second semester. One day decals On Hand should be returned to at the end of the second semester. 3. Form FS-338, Parking Receipt Log, should be used for the sale of semester and 2nd car decals. All information on the form should be accurately completed. 4. Form FS-338, Parking Receipt Log, should be totaled, signed and given to the Bookkeeper with the correct amount of cash and checks each day decals are sold. 5. A new log is used each day decals are sold. 6. No refunds may be given in cash from funds collected while selling decals. 7. Refunds must be made via a school check issued by the Bookkeeper. The refunded decal and student information should be given to the Bookkeeper. 8. Voided decals must be returned to the Bookkeeper with an explanation why the decal was voided. 9. A Classroom Remittance Report Book should be used to record the collection of daily parking receipts. Enter the decal number issued on each signature line of the receipt book. 10. Mark your calendar or use some method to note the dates and changes in prices of decals per the CCSD Police Department to assure students are charged correct prices for each category and are not overcharged for the decals. Procedures to Receipt Parking The Bookkeeper should balance the FS-338, Parking Receipt Log, and agree the totals on the form to the amount of money turned in. 1. The Bookkeeper should issue a receipt from her receipt book to the person submitting the FS-338, Parking Receipt Log. Standard Operating Procedures Page 27 of 59

2. The Bookkeeper should post receipts to the appropriate parking account in activity accounting. 3. The beginning and ending decal numbers sold should be listed on the Note line in activity accounting. 4. The Bookkeeper should issue a Master Receipt from activity accounting. 5. The Bookkeeper s deposit package should include: A. A copy of the Master Receipt. B. The original FS-338, Parking Receipt Log. Passwords and Usernames Password and username information for online services should never be shared. Payroll Supplemental Salary Payment to employees of the CCSD for services, which are unrelated to their regular duties, is permitted, provided the services are not rendered during the employee s regular workday. All CCSD employees must be paid through Payroll using the Supplemental Pay entry in Consolidated Time Management System (CTMS) for any services performed beyond their contracted workday. It is the Principal s responsibility to obtain prior approval from the appropriate Human Resources administrator before services are performed. Most types of additional compensation to employees are recorded on the FS-187, Supplemental Pay Form and entered directly into CTMS by the school Secretary. This form and instructions are available on the CCSD Intranet Support Site in the Form Bank. It is the Principal s responsibility to ensure dual pay does not occur. For additional information, refer to the Contracts with Employees section of this manual. Cash Gifts to Employees Any cash gift, prize, award, gift card or gift certificate given to faculty or staff members from local school discretionary funds controlled by the Principal is not recommended due to IRS tax regulations. These cash gifts are considered taxable and employees would have the valued amount of the gift added to their total yearly earnings and appropriate taxes would be withheld. Please contact the Payroll Department with any questions regarding taxable gifts to employees. Standard Operating Procedures Page 28 of 59