Gadsden Independent School District Finance Workshop July 17, 2017
REVIEW AND APPROVAL OF GRANTS Grant Proposal and Application Approval Requirements: 1. All Grant applications must be submitted to CMT for special administrative approval prior to the grant application due date for processing. Grant Awards and the Budget Process 1. Upon the receipt of a notice of grant award, the control agent is responsible for completing and submitting the BAR (Budget Adjustment Request) for approval for the new or continuing program. Authorization to Spend Grants Funds 1. In all instances, the District should be named as the Applicant/Award Recipient along with the name of the person who is actually doing the application. 2. Award Letters/checks should be directed/addressed to the District. 3. Funds may not be expended until final approvals from the State Public Education Department are in place. The Finance Department will advise the control agent when the award has been approved.
Accounts Payable Vendor Assignments Elisa Santillano A-G 882-6749 Georgina Galvan H-P 882-6255 Eloisa Romero Q-Z 882-6247
Accounts Payable Account Corrections Purchase orders with incorrect accounts will delay payment. A change order will be required for any orders totaling 15% or more than the purchase order total. Email approval over $20
Accounts Payable Invoice Processing Invoices are net 30 days ALL invoices should be mailed to AP only. Invoices are now viewable on the Control Panel. Suspended/Ready to Pay/ Posted to G/L ACH is now available as a payment option
Accounts Payable Receiving Requirements Two signatures required: warehouse and office staff or control agent Partial payments ~ Copy of signed purchase order and/or invoice ~ indicate received items
Accounts Payable Encumbrances Deadlines Review open POs Remember end of the year deadlines Monday week of check run Submit paperwork on a daily basis
Purchasing Areas of Responsibility: Margarita Terrazas Linda Castro Copiers Insurance claims: property, personal, vehicle Invitations to bid and requests for proposals Purchase order approval Verizon Wireless Bank of America (Procurement Card) ACH Forms (electronic payment) A/P File Copy Sam s Purchases Vendor Forms Weekly Food Bids (SNP) Bid Processing Change Orders Pencil Cup Orders Request for Proposal Processing
Purchasing Insurance Claims Submit all claims for vehicle accidents, property theft, or personal injury to Purchasing Police reports are required by our insurance carrier for all property theft claims and vehicle accidents, in addition to the insurance forms
Purchasing Internal Purchase Requisitions GADSDEN ISD INTERNAL PURCHASE REQUISITION Used to initiate a purchase order DATE: SCHOOL/DEPARTMENT: VENDOR: Request to Use Procurement Card: Yes or No (Circle either Yes or No) PHONE: FAX: Keep for back-up! May need to answer questions regarding the requisition or may need it for audit purposes LINE ITEM: PURPOSE: ITEM QTY UNIT DESCRIPTION UNIT PRICE TOTAL This form does not need to be submitted to Purchasing unless purchasing is entering the requisition on your behalf, or for Sam s Credit Card/Procurement Card purchases Requester: Signature/Date Control Agent: Signature/Date
Purchasing Purchase Orders A Purchase Order is required before a vendor provides goods A Purchase Order is required before any GISD employee travels A Purchase Order is required before any service is provided, including all CSAs A Requisition does not become a Purchase Order until it is approved by Purchasing After the fact purchase orders are highly discouraged as these are considered audit findings. The justification for an after the fact form must be completed before the purchase order is approved. This is not a new requirement but a reminder of long-standing policy
Purchasing SAM S Receipts (signed by site administrator) are due to Linda within 48 hours of purchase Each requisition can only be used one time
Purchasing Vendor Information From GADSDEN INDEPENDENT SCHOOL DISTRICT Purchasing Department Phone (575) 882-6248 Fax (575) 882-6265 or (575) 882-6298 VENDOR INFORMATION FORM ******PLEASE ATTACH W-9 FORM****** Required for ANY vendor payment, including travel, per diem and reimbursement Name: DBA (if different): New Mexico Businesses Only: CRS Number: Taxpayer Identification Number (Provide Only One) Sole Proprietor provide FEIN if applicable Federal Employer Identification Number (FEIN) Social Security Number (SSN): Primary Address: Remit-to Address (Where payments are sent, if different): Must be completed and signed by the vendor Must be signed by the requesting school or department PO Box or Street Address City, State, Zip Telephone Fax Email Business Designation (Check one) PO Box or Street Address City, State, Zip Telephone Fax Email 1. Corporation (FEIN) 5. Estate/Trust (FEIN) Or Professional Corporation (FEIN) 6. Organization Exempt from Tax (FEIN) Doctor/Medical Facility Attorney/Legal Facility 7. Government Entity or Operated Entity 8. LLC taxed as: 2. Parent Corporation (FEIN) Work Study Student Sole Proprietorship (SSN?FEIN) School Choice(Federal Programs) GISD Student Reimbursement 9. Other: 3. Sole Proprietorship (SSN/FEIN) 10. GISD Employee 4. Partnership (FEIN) General Limited There are persons employed by GISD who hold a financial interest in this company. yes no I certify that the information given above is true and accurate to the best of my knowledge and as of the date indicated below and that I have the authority to act on behalf of the above named company in this regard. Signature: Date: Requesting School/Department: By:
CONTRACTED SERVICES AGREEMENTS (CSA s) Checklist Independent Contractor Checklist and Client Listing are required when Independent a person Contractor Checklist indicates he/she is a sole proprietor and does not have a company name and/or separate tax ID other than 1. Are SSN, you a former employee regardless of GISD? of dollar value (to be completed by the proposed contractor prior to performance of any work on all CSAs over $600) 2. If so, will you be performing the same or similar work under the proposed contract? 3. Are you currently providing similar services to other individuals or entities? 4. Will you be providing similar services to other individuals or entities while you are providing services to GISD? Checklist 5. Have you in the past is provided compiled similar services for other of individuals questions or entities that you asked will be providing by under the the proposed contract? IRS 6. to Do you establish actively seek or advertise business if a from person the general public? is a vendor or an 7. Do you have a significant capital investment in equipment and/or facilities directly related to your business enterprise? employee 8. Do you have the potential for profit and the risk of loss on investments in your business enterprise as a result of services provided to GISD? 9. Will you be utilizing your own personnel, tools, materials or equipment in providing services to GISD? 10. Will GISD be providing any personnel, tools, materials or equipment to assist you performing the services? Checklist is submitted to Purchasing, along 11. Will you performing services on GISD property? with 12. Has the or will GISD Vendor provide you with Information detailed instructions in performing Sheet the proposed services? 13. Has GISD set the daily hours of work or set your schedule for performance of your proposed services? 14. Is GISD providing or requesting you to undergo training in order to perform the services? 15. Is GISD requiring that you submit regular reports other than routine status reports during the term of the proposed Depending contract? on the answers to the Checklist, contract may be processed through Payroll and taxes will be withheld By signing below and by performing under the resulting contract, the undersigned acknowledges and agrees that he/she is an independent contractor and not an employee of the Gadsden Independent School District. The contractor understands his/her responsibility for and agrees to pay all required Social Security, Medicare and New Mexico Gross Receipts Tax. He/She shall not accrue leave, retirement, insurance, bonding, use of vehicles, or any other benefits afforded to employees of GISD. Yes No Purchasing CERTIFIED BY: Contractor Name/Contractor Signature Date
Purchasing CONTRACTED SERVICES Non-compliance can result in IRS and State of New Mexico penalties to both Gadsden ISD and the vendor. KEY CONSIDERATION: Has the business retained the right to control the details of the work s performance, or has that right been given up to Gadsden ISD?
Purchasing PROCUREMENT CARD Only use with companies that do not accept purchase orders Submit internal purchase requisition to purchasing for approval before card is used Use for student travel only (no staff travel) Receipt signed by Site Administrator due to purchasing within 48 hours Card holder may be required to reimburse District for lost receipts Failure to follow procedures may result in cancellation of card privilege
Purchasing PROCUREMENT CARD AUTHORIZATION
Purchasing TO: GISD PURCHASING OFFICE FROM: School/Department Phone Contact Person SUBJECT: Change Order for P. O. Vendor Name Confirming Yes No Vendor Number [ ] Cancel PO in its entirety Reason: [ ] Change/add line item: From: To: [ ] Change Quantity: Change Order Memo LINE # DESCRIPTION FROM TO CHG AMT [ ] Change Price: LINE # DESCRIPTION FROM TO CHG AMT [ ] Change Description: LINE # DESCRIPTION FROM TO CHG AMT [ ] Add: LINE # DESCRIPTION FROM TO CHG AMT [ ] Delete: LINE # DESCRIPTION FROM TO CHG AMT CONTROL AGENT DATE
Purchasing Pencil Cup Orders Enter requisition in Visions Purchase Order is created; online order is approved
Student Activity Fund Manual Continuously revised to address District needs Available on the District Finance website
Principal s Responsibilities Student Activity Accounts 23000 and 70000 Funds The Principal is responsible for the overall administration of Student Activity Funds. 1. Understanding and ensuring compliance with all District policies and procedures 2. Submission of applications for new student activity funds 3. Maintenance of a log with all Student fundraising activities 4. Approval of all fundraising activities 5. Scheduling of fundraising activities with sponsors 6. Maintaining a positive balance in the respective account at all times 7. Corrects and reports any deviations from the requirements 8. Applicability of fees approved by the school board for certain elective courses 9. Collection of funds 10. Receipts and deposits
Student Activity Accounts 23000 and 70000 Funds All funds are subject external/internal auditing. Money received shall be deposited within twenty four (24) hours or one banking day. Purchases become property of the District s inventory. All financial transactions must be maintained and managed within Visions. Schools must have a vault or safe to safeguard Student Activity Funds. Fringe benefits such as meals and cash rewards are subject to IRS regulations. under Finance resources folder Monies from fundraisers are subject to Title IX rules and regulations. Food sold at the school sites or during the school day is subject to USDA, Competitive Food and Smart Snacks Nutrition regulations and standards.
23000 Principal Activity Accounts to be used expended in instructional activities dealing directly with the interaction between teachers and students. Students typically participate in the collection and raising of these funds. Examples: Lab Fees, Science Fees, Parking Fees Collections for fundraising activities before, during and after the school day: Free Dress Day, Fruitiki Sales, School Dance, etc.
70000 Student Activity Accounts: Consists of funds received and held by the school as trustee. The individual student groups or parent/teacher groups. To be expended for the benefit of the students or for the general benefit of the school. Student Groups Parent/Teacher Groups Student groups are encouraged to participate in fundraising activities, however, student participation in parent/teacher fundraising activities at a school site before, during or after the school day is not allowed. Collections from such fundraising activities must be deposited into the 23000 Principal s account. Drama Club Boys Basketball Club National Junior Honor Society NJROTC Parent Teacher Organizations Sunshine Funds Teacher of the Year Parent Support Groups
Reference Guide for 23000 and 70000 Student Activity Funds Description 23000 Accounts 70000 Accounts Supplies, Materials and Equipment to be used by student members of the group Yes Yes Supplemental classroom instructional needs and general office supplies, including school furnishings and equipment which will benefit the general student body. Yes Yes Travel Travel meals consumed by the student members & their adult sponsors Yes Yes Educational field trips, meals, and other activities planned for the benefit of students as recognition for accomplishments. The travel expenditures for staff who must accompany students on a trip are also acceptable provided that expenditures do not exceed the reimbursable limits established by the District's travel policies. Yes Yes In-district mileage reimbursement for staff members on school business, subject to travel allowances as established by District's travel policies and superintendent approval. No Yes
Reference Guide for 23000 and 70000 Student Activity Funds Awards, Incentives, and Gifts 23000 Accounts 70000 Accounts Expenditures related to appreciation and recognition ceremonies of the student members Yes Yes Awards such as plaques, paperweights, certificates, school apparel that does not exceed the dollar value per calendar year in accordance to IRS, in recognition of students, staff, or volunteers for service to the school District. Yes Yes Any expense which appears to benefit private individuals or entities No No Gift cards, gift certificates, or the like for District employees. Cash awards, gift cards, and gift certificates of any value are always taxable to the employee and must be reported at the time the gift or award is given. No No Purchase of a non-cash gifts of nominal value gifts for a person or organization; this includes retirement gifts, flowers, holiday gifts, and food gifts. No Yes Supplemental pay for staff salaries and benefits No No
Reference Guide for 23000 and 70000 Student Activity Funds Meetings and Meals 23000 Accounts 70000 Accounts Appreciation meals furnished to staff No Yes Daily coffee and other drinks for the faculty and staff No Yes Parent/student functions such as open house, parent night, & graduation. Refreshments & snacks for meetings related to activities for students. Yes Yes Refreshments and snacks for teacher in-service and staff development. No Yes
Student Activity Fund Forms Exhibit 1 Application for New Student Activity Account -If a new student activity fund is required Exhibit 2 Monthly Log of All Student Activities by School Site - A log of all principal approved activities/fundraisers Exhibit 3 Student Activity Fundraising Application to be submitted by sponsor for principal approval prior to commencement of fundraising activities Exhibit 4 Sponsor s Agreement to Comply with District Student Activity Funds Manual Exhibit 5 Student Activity Funds Transfer Form - to transfer funds within 23000 student activity funds. Exhibit 6 Change Fund - to provide cash in denominations necessary to permit the making of change for cash collecting operations. Editable Exhibit forms are available at District s website=>departments=>finance=>forms
1 2 Instructions: Please print legibly Always double check your Total and complete all areas needed in deposit ticket 3 4 5 6 1 2 3 4 5 6 Date Currency count according bills Total amount in Bills Total Amount in coins Total amount in check Check information 8 7 7 Total Amount (Currency+Coins+Check) 8 Total Amount (Currency+Coins+Check)
Instructions: 1 Date 6 4 1 2 3 5 7 8 2 3 4 5 6 7 Name of person turning in money Amount Written dollar amount Description Amount / Last four numbers of Account Cash or Checks 8 Receipted by Please attached Money Count form to all receipts
3 1 2 1 Instructions : Purpose activity 4 5 2 3 4 5 6 Date money count Teacher Name Student Name Amount collected per Student Total Amount collected 7 6 7 Substitute Signature (if Teacher is not available) Teacher must keep record of all money being received. At the end of the day Teacher must submit funds collected and money count form. A receipt must be given to Teacher.
If you have a teacher receipt book assign in campus, please include Teacher receipt with office of superintendent receipt After the deposit is complete please send yellow copies to me so I can post on Visions White receipt goes to the person turning in money White deposit ticket goes in security bag Pink copies stay in book