ANNUAL STUDENT ACTIVITY WORKSHOP FY JULY 28, 2017

Transcription

1 ANNUAL STUDENT ACTIVITY WORKSHOP FY JULY 28, 2017

2 STUDENT ACTIVITY WORKSHOP FY WELCOME & INTRODUCTION Sherri Mathews-Hazel, CPA Chief Financial Officer

3 FINANCIAL SERVICES STUDENT ACTIVITY WORKSHOP WELCOME Dr. Craig Witherspoon

4 FINANCIAL SERVICES FINANCIAL UPDATES Sherri Mathews-Hazel, CPA Chief Financial Officer

5 FINANCIAL SERVICES What s New for FY 2018

6 New Munis New Munis is coming on January 1 st 2018 More user friendly Vendor Portal P-Card Management Expanded Employee Self-Serve Invoices and Receipts view on-line Online Receiving of Goods & Services

7 New Kronos New Kronos is coming Spring FY 2018 Faster respond time I-pad & I-phone Accessibility for Supervisors Approvals New and Improved Clocks Employees that work 2 jobs will have all their hours visible by them and their supervisors to approve

8 Upcoming Events Teacher Supply Checks to be issued August 15th for $275 funded by State. Deliver to teachers/counselors 1 st day of school. Checks will cut weekly as new hires are added.

9 FINANCIAL SERVICES STUDENT ACTIVITY REVIEW By Cynthia Johnson Student Activity Monitor

10 STUDENT ACTIVITY REVIEW Backup to the bookkeeper Go Fund Me Transfers Deposits Summary Receipts Form ($10 and Less)

11 STUDENT ACTIVITY REVIEW Issuing Receipt Books Issuing Refunds Field Trips EPES Software Deposit Slips and Check Orders Bank Bags Year-End Process

12 FINANCIAL SERVICES STUDENT ACTIVITY OPEN DISCUSSION GRANTS

13 FINANCIAL SERVICES ACCOUNTS PAYABLE & PAYROLL UPDATES Abbie Vella Director of Payroll & Accounts Payable

14 Travel Rates Effective 07/01/ Mileage reimbursed at 53.5 cents per mile --Meal Per Diem: In state $49.00 per day Out of State $58.00 per day

15 TRAVEL TIPS Travel advance of 75% of Travel Request Total Travel reimbursement submitted within 10 days after travel

16 Travel Approval Process Supervisor Approval Executive Level Approval Budget Approval Superintendent Approval Accounts Payable for Processing

17 PAYROLL Avoid payroll overpayments -Code every absence in Kronos i.e. maternity leave Report immediately terminations and no shows Backup approver for Kronos in your absence

18 Overtime and Additional Pay Overtime and Additional Pay: Prior Approval by Supervisor and Executive Staff Complete Required Forms

19 FINANCIAL SERVICES UPCOMING PAY DATES Pay Check: 12 months 7/21/2017 Pay Check: 9 and 10 months 9/1/ months 8/18/2017 First payroll check for the school year will be a direct deposit check for all employees. Employees must be present to sign the attendance log on August 22nd in order to receive their direct deposit on 9/01/2017.

20 FINANCIAL SERVICES STUDENT ACTIVITY WORKSHOP Human Resources Kathleen Parker & Selina Gonzalez

21 FINANCIAL SERVICES STUDENT ACTIVITY WORKSHOP BREAK

22 FINANCIAL SERVICES PETTY CASH REVIEW Abbie Vella Director of Payroll & Accounts Payable

23 FINANCIAL SERVICES PETTY CASH Each transaction less than or equal to $200 Allowable expenses: Supplies and Food Non Allowable expenses: Gifts for employees, students, bereavement, flowers/ food and gift cards No salaries, travel, or equipment allowed Petty cash custodian and the person receiving the funds must sign the form Principal petty cash voucher must be approved by Executive Director Petty Cash is subject to surprise cash audits

24 Student Activity Funds Audit Observations Kelvin Washington, CIA Internal Auditor Richland County School District One Board of Commissioners (803) Student Activity Accounts Workshop July 28,

25 Student Activity Fund Audits Recurring Issues Improper or inappropriate disbursements and fund transfers School fundraising activities not in accordance with procedures Improper accounting of athletic revenues and other receipts Inadequate administration of facility rentals to outside parties Inconsistent oversight of parental organizations activities In accordance with Policy DK and Administrative Rule DK-R regarding nonappropriated funds, the principal is charged with the responsibility of managing student activity funds. The principal should have adequate controls and safeguards in place to ensure proper accounting and use of funds for their intended purpose 25

26 Disbursements Criteria/Standard Student Activity Procedures manual section H, paragraph 3 Checks must be supported by approved requisition (800-8, part 1) and/or Statement from vendor and request for payment (800-8, part 2) signed by principal Per Section H, paragraph 5 checks $1,500 or more must be approved by CFO Administrative Rule AR DK-R, student activities funds should be self-sufficient 26

27 Disbursements Conditions Noted Open account with sporting goods store without prior requisition and approval Engaging in yearbook contract before funds are available in the account Split purchases to stay under $1,500 and avoid getting CFO approval Incomplete W-9 from payees e.g. officers, game officials, etc. Unauthorized use of purchase cards and membership cards Purchases/transfers from student activity funds not benefitting student programs Co-mingling personal/school related purchases and getting reimbursed for full amount 27

28 Disbursements Causes of Condition More focus on convenience than compliance with standards or procedures The bookkeeper wants to enforce compliance but is sometimes ignored Overall lack of attention given to benefits of sound internal controls Impact/Effect of Conditions Inappropriate purchases and funds being diverted for personal use Potentially creates liability issues for school, the District and the Board Causes delinquent payments to vendors and adverse public relations Student programs suffer because funds not used for their intended purposes 28

29 Approved by the Principal Form A to approve Form B to summarize Fundraisers All cash, money orders and checks must be receipted by the sponsor/coach/athletics director using pre-numbered receipts from assigned receipt books and submitted to bookkeeper daily without exception Student Activities Procedures Manual Section K, page 13 Only individual who signs for receipt book shall receipt funds in the receipt book issued Students are not permitted to receipt funds, nor take funds to the bookkeeper Receipt book log and receipt books controlled by bookkeeper when not in use 29

30 Fundraising Activities Conditions Noted Fundraising request and summary forms not always processed and approved Fundraising proceeds were not always receipted to the bookkeeper timely Multiple users of the same receipt book, although assigned to one person Pizza sales via canteen under guise of fundraiser; violates healthy food initiatives Receipt books are not always controlled by the bookkeeper when not in use Cause of Condition Principal delegates approval, but designee lacks authority to enforce compliance Inadequate tracking for high volume fundraising activities Principal did not maintain appropriate oversight; delegation not clearly communicated General apathy towards controls and compliance 30

31 Athletic Revenues Student Activity Procedures Manual Section P, pages 18-19: Ticket Procedures Pre-numbered tickets must be used and accounted for on Form Ticket Statement and Form Ticket Log The Athletic Director shall be responsible for ensuring all athletic ticket reconciliations and game statements are completed and filed for each athletic event immediately after the each event Game Statements Form reviewed and signed by Principal and copy to bookkeeper The AD must maintain all files related to an athletic event 31

32 Deposit of Game Receipts: Athletic Events cont d Obtain deposit slip and night deposit bag from bookkeeper the day of the game Original and one copy of the deposit slip must be included in the deposit bag with the gate receipts Athletic Director must take game receipts to nearest designated bank branch the night of the game, and must be escorted by an officer Copy of the deposit slip, the completed receipt and the signed game receipt form must be turned in to the bookkeeper by 10:00 a.m. the next work day after the game 32

33 Deposit of Game Revenue cont d: Athletic Events cont d Game tickets and game receipts must be counted, verified and reconciled. Two persons should be used to count and verify funds. Both must sign the Ticket Statement form All other forms ( Game Statement and Ticket Log) for athletic events must be completed by the Athletic Director If receipts collected are $500 or less, funds must be counted and verified by two persons. The funds should then be properly secured at the school and submitted to the bookkeeper by 10:00 a.m. the next business day. 33

34 Athletic Receipts Conditions Noted Ticket statements not always complete, accurate and signed by ticket seller and verifier Game statements not prepared timely, accurately or signed by preparer and principal Game receipts are not always timely deposited and receipted to the bookkeeper Game statement does not always reconcile to the deposit slip and/or receipt book Inadequate safeguarding of receipts when timely deposit is not available 34

35 Athletic Revenues Cause of Condition Lack of monitoring and general oversight by the principal Delegation of responsibility without appropriate accountability Inability to maintain appropriate segregation of duties Lack of consistent disciplinary action and inadequate documentation when action taken Effect/Impact of Condition Conditions make it difficult to completely validate accuracy of game receipts Deficiencies in the receipting process increase risk of lost or misappropriated funds Effects the school s and District s ability to manage funds and measure profitability 35

36 Rental of School Facilities Board Policy KF Administrative Rule KF-R Ad hoc committee to review and change the current process Must not interfere with or be detrimental to the school s educational program Principal or designated official Contract and Deposit Rental Fee Schedule Rebate to the School 36

37 Rental of School Facilities Conditions Noted Allowing outside use of facilities without securing a written contract Not having appropriate personnel on duty at all times when school facility is used Not collecting appropriate rental fee from outside group/person using facilities Not notifying Facility Services when outside group uses facilities Inefficiencies in the receivable/collections process when payment not made upfront Accepting donations directly to school to avoid sending rental fee to District office Cause of Conditions Element of intentional disregard for stated policy and procedures is present Rental process is very manual and geographically dispersed, inherently increasing risk Overall lack of fully integrated planning between all areas involved in the rental process 37

38 Outside Rental of School Facilities Impact/Effect of Conditions Lack of contract/hold harmless agreement puts school/district/board at risk Facilities are not always restored in right condition for school s intended use Lost income to District and school when rent is not being collected Not reporting rentals inhibits Facility Service s ability to track and monitor usage Potential for adverse public reaction in the event of an incident during the rental 38

39 Standard Parental Organizations Policy DIBA and Administrative Rule DIBA-R 21 Specific Guidelines for Parental Organization Operations Memorandum of Agreement Issues/Causes Little to no interaction between principal and parental organization (especially booster) Deeply ingrained culture of doing things the way it s always been done Lack of Accountability Impact/Effect Increases risk of misused funds or fraud Potentially alienates parents and erode community spirit and participation Adverse public relations 39

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41 FINANCIAL SERVICES PROCUREMENT SERVICES Robert Hardison Director of Procurement Service

42 STUDENT ACTIVITY WORKSHOP FY JULY 28, 2017 CLOSING REMARKS Arnett Edmond Thank you for coming!!! Have a Great Year!!!!! We Look Forward to Serving You in the New Year!!