presenters susan barkley division of district support susan.barkley@education.ky.gov 502.564.3930...
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SCHOOL FOOD SERVICE FINANCE
ISSUES
Presenters
Susan Barkley
Division of District Support
susan.barkley@education.ky.gov
502.564.3930 extension 4437
Sue Bartenfield
Division of School and Community Nutrition
sue.bartenfield@education.ky.gov
502.564.5625 extension 4922
Nonprogram Food Costs Required by Healthy Hunger-Free Kids Act Effective date: July 1, 2011 (SFY 12) Objective: Ensure nonprogram activities
are not subsidized by program revenues
Program Activities
Nat’l School Lunch
Breakfast
After School Snack
Fresh Fruit &
Vegetable
All other activities are nonprogram
Calculate Nonprogram Food Cost
Obtain an average
reimbursable meal cost
Multiply the average meal
cost by the number of
meals served in a month
Equals one month’s food
costs for reimbursable
meals
Subtract calculated
cost for reimbursable meals from total food
cost
Equals nonprogram food cost
Include: NSLP, breakfast, FFVP, and after school snack
Non-program food revenue tool
Gather the following information:• Food costs of reimbursable meals• Food costs of non-program foods• Revenue from non-program foods• Total revenue
SNP Report
Objective: To ensure that cash balance does not exceed three months’ operating costs
A positive number in “Excess Balance” means there is more than 3 months’ operating costs available
“Opening Balance” will automatically populate from prior period’s report
SNP Financial Report
Jul - Dec 2013
REVENUES AND EXPENDITURES
1. Opening Balance (populates from prior period closing balance) $ 203,678.39
2. Revenues for Reporting Period
a. Program Revenues (object codes 161*) $ 228,644.25
b. State Matching Requirement (object codes 3***, except 3900) $ -
c. Federal Reimbursement (object codes 4***) $ 578,936.54
d. Nonprogram Revenue (object codes 11**, 12**, 13**, 14**, 15**, 162*, 163*, 1650, 1690, 17**, 18**, 19**, 5***) $ 13,854.07
e. Total Revenues - Items 2: (a + b + c + d) $ 821,434.86
f. Percent Program Revenues = Items 2: (a + b + c) / e 98.31%
g. Percent Nonprogram Revenues = (100 - Item 2f) 1.69%
3. Expenditures for Reporting Period
a. Program Food Expenditures (object code 0630) $ 440,093.27
b. Nonprogram Food Expenditures (object codes 1630N, 1630C) $ 276,511.31
c. Salaries (object codes 01**) $ 60,201.25
d. Employee Benefits (object codes 02**, except 0280) $ 19,929.91
e. Purchased Services (object codes 03**, 04**, 05**) $ -
f. Equipment Purchase (object codes 073*) $ 23,198.07
g. Supplies/Miscellaneous (Object codes 061*, 062*, 064*, 0650, 066*, 067*, 0680, 069*, 071*, 0720, 08**, 0910, 0914, 0915, 0920, 093*, 0940, 0950, 0960, 0990) $ -
h. Indirect Costs (if applicable) (object code 0913) $ -
i. Total Expenditures = Items 3: (a + b + c + d + e + f + g + h) $ 819,933.81
4. Closing Balance = (Item 2e + Item 1 - Item 3i) $ 205,179.44
5. Gain or Loss = (Item 2e - Item 3i) $ 1,501.05
6. Three Month Average Operating Cost = (Item 3i / 2) $ 409,966.91 7. Cash Balance (balance sheet account 6101) $ 173,479.37
8. Excess Balance = (Item 7 - Item 6) $ -
9. Indirect Cost Rate 10.7100%
10. Indirect Cost for Food Service Operation = Items 3:(c + d) * Item 8 $ 8,582.05
2/15/2014 SAMPLE COUNTY BOARD OF EDUCATION PG 1
BALANCE SHEET FOR 2014 glbalsht
FUND: 51 FOOD SERVICE FUND /
NET CHANGE ACCOUNT
FUND: 51 FOOD SERVICE FUND FOR PERIOD BALANCE
ASSETS 51 6101 CASH IN BANK 43,780.81 173,479.37
51 6171 INVENTORIES FOR CONSUMPTION 0.00 31,791.00
TOTAL ASSETS
43,780.81 205,270.37
LIABILITIES 51 7421 ACCOUNTS PAYABLE 0.00 -90.89
51 7603 PURCHASE OBLIGATIONS -90,064.59 641,231.70
TOTAL LIABILITIES -90,064.59 641,140.81
FUND BALANCE 51 6302 REVENUES CONTROL -384,737.40 -1,025,113.25
51 7602 EXPENDITURES CONTROL 137,278.20 819,933.77
51 8739 RESTRICTED - NET ASSETS (FD SVC) 203,678.39 0.00
51 8753 ASSIGNED - PURCH OBL - CURRENT 90,064.59 -641,231.70
TOTAL FUND BALANCE 46,283.78 -846,411.18
TOTAL LIABILITIES + FUND BALANCE -43,780.81 -205,270.37
* * END OF REPORT - Generated by Beyonce * *
Project Codes
Commodities – 201X School breakfast – 203X National school lunch – 205X Special milk – 206X Child and adult care food – 208X Summer food – 209X Nutrition education & training – 214X Fresh fruits & vegetables – 215X NSLP equipment, child nutrition – 225X
Object Codes
0630 – Food Suggestion:
0630N – Nonprogram food costs0630C – CACFP food costsOr use some other character at the end of
0630 to segregate these costs 0639 – Other
Use this for commodity fees to keep them separate from commodity food value
Revenue Object Codes
May use 1620 as a summary code instead of breaking out into 1621-1629
May use 1630 as a summary code instead of breaking out into 1631-1637
Indirect Cost Issues
Use nonrestricted rate or a lesser rate Apply the rate to salaries and benefits
(excluding on-behalf payments) Cannot treat something as a direct cost
if it is also included in the indirect cost pool
Indirect Cost Pool
Indirect Cost Issues
If a cost is considered a direct cost to one federal program, it must be treated as a direct cost to ALL federal programsExample: garbage removalExample: maintenance personnel
Recommendation: make indirect cost entry monthly
Other Issues
Administrative ReviewFinance component will involve finance
officers Interest earned on food service funds –
make entry monthly
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