parker school district nepn code: da policy reference

Parker School District NEPN Code: DA

Policy Reference Manual

FISCAL MANAGEMENT GOALS

The Board recognizes that money and money management compose the foundational support of the

whole school program. To make that support as effective as possible, the Board intends:

1. To encourage advance planning through the best possible budget procedures;

2. To explore all practical sources of dollar income;

3. To guide the expenditure of funds so as to extract the greatest educational returns;

4. To expect top-quality accounting and reporting procedures; and

5. To maintain a level of expenditure needed to provide high quality education without imposing

an excessive tax burden on the community

Reviewed: 11/11/2013

Revised: 12/9/2013

Parker School District NEPN Code: DB


ANNUAL BUDGET

The school district budget will be prepared by the Business Manager with the assistance of the

Superintendent and building principals, and presented to the Board for review. The Business Manager

will establish a time line for the preparation of the budget.

Legal References:

SDCL 10-12-29 (Annual school district levy report)

SDCL 10-12-42 (Annual levy for general fund)

SDCL 10-12-43 (Excess tax levy authorized)

SDCL 10-12-44 (County auditor authorized to raise additional revenue)

SDCL 13-11-2 (Adoption of annual school budget)

SDCL 13-16-3 (General fund defined)

Cross References:

DBC: Budget Deadlines and Schedules


Revised: 12/9/2013

Parker School District NEPN Code: DBD


BUDGET PLANNING

Budget planning for the district will be an integral part of program planning so that the annual operating

budget may effectively express and implement all programs and activities of the school system. Budget

planning will be a year-round process involving broad participation by administrators, supervisors, and

teachers, other personnel throughout the school system, citizens and citizen groups.

The Superintendent, in cooperation with the Business Manager, will have overall responsibility for

budget preparation, including the construction of, and adherence to, a budget calendar. Principals will

develop and submit budget requests for their particular schools after seeking the advice and suggestions

of staff members.

The budget request will reflect the principal’s judgment as to the most effective way to use resources in

achieving progress toward educational objectives of the school.

The Board will give careful consideration to budget requests, review allocations for fairness and for their

consistency with educational priorities of the school system.

Legal References:

SDCL 13-11-2 (Adoption of annual school budget)

SDCL 13-11-2.1 (Contingency line item in budget)

SDCL 13-11-3 (Report of levy amount to county auditor)

SDCL 13-39-13 (Contract & agreements with federal & state agencies)


Revised: 12/9/2013

Parker School District NEPN Code: DBDA


GENERAL FUND BALANCE

The School Board is committed to operating the district in a fiscally responsible manner while balancing

student needs and the district’s financial obligations.

To ensure the district has the resources necessary to meet ongoing and routine financial commitments,

the district shall maintain a general fund balance at a level sufficient enough to cover the cash-flow

needs of the district. The district may also hold in reserve a portion of the district’s general fund that

may be necessary to address long-term district financial plans or unanticipated emergency expenditures.

At least once per school year, the superintendent shall provide the board with recommendations

regarding the management of the district’s general fund balance, including financial information

detailing the district’s cash-flow and reserve needs.

Legal References:

SDCL 13-13-10.1 (Definition of terms)

SDCL 13-16-3 (General fund defined)

Cross References:

DA: Fiscal Management Goals

DB: Annual Budget


Revised: 12/9/2013

Parker School District NEPN Code: DBJ


BUDGET IMPLEMENTATION

The district budget serves as the control to direct and limit expenditures. Overall responsibility for this

control rests with the Superintendent, who will establish the procedures for budget control and

reporting throughout the district.

The Superintendent is authorized to spend money called for in the budget classification without further

approval of the Board. School Board approval must be secured to expend money in excess of major

budget classifications.


Revised: 12/9/2013

Parker School District NEPN Code: DE


REVENUES FROM TAX SOURCES

In an attempt to provide the best education possible within the financial resources available, the Board

will:

1. Request adequate local funds for the operation of the school district. The amount of the

financial support requested will yield sufficient revenue for the total expenses of the school

district.

2. Accept all available state funds to which the district is entitled by law or through state

regulations.

3. Accept all federal funds that are available providing there is a specific need for them and

matching funds that are required are available.

Legal References:

SDCL 13-11-7 (Monthly payments to school districts)

SDCL 13-13 (General state aid to schools – Sections 1-41)

SDCL 13-14 (Grants and donations to schools – Sections 1-5)


Revised: 12/9/2013

Parker School District NEPN Code: DGD


CREDIT CARD AND PURCHASE CARD USE

The District is committed to using its financial resources wisely. The Board recognizes that credit cards

and purchase cards may provide school employees with a convenient payment option, particularly in

emergency situations, and may also improve business office efficiency.

The Board authorizes the use of credit card or purchasing cards for official district purchases and

acquisitions. It shall be the responsibility of the Business Manager to authorize and control the use of

credit and purchasing cards, subject to the Board’s final approval of payment.

To ensure the proper use of district-issued credit and purchase cards, the Business Manager shall

develop appropriate administrative regulations to accompany this policy. The regulations shall include,

but are not limited, to:

1. Procedures for the issuance, return and revocation of district-issued credit or purchase cards,

including consequences for individuals who make unauthorized purchases;

2. Guidelines that establish acceptable purchases, including procedures to ensure purchases made

at unapproved merchants are disallowed or blocked;

3. Appropriate single-purchase and monthly spending limits;

4. Procedures for making phone, fax or internet purchases;

5. Procedures that ensure all cardholders understand the district’s credit and purchase card use

policies, including the cardholder agreement that must be signed by each person in possession

of a district-issued credit or purchase card;

6. Procedures designed to comply with district financial audits, including any required

documentation of original receipts;

7. Controls to provide for the periodic review and reconciliation of credit and purchase card

statements, including procedures that ensure purchases by employees are viewed by someone

other than the cardholder.

Any cardholder benefits or revenue generated from the use of district-issued credit or purchase cards

shall be for the exclusive use of the district.

Legal References:

SDCL 4-3-27 (Credit card use for purchases)


Revised: 12/9/2013

Parker School District NEPN Code: DH


BONDED EMPLOYEES AND OFFICERS

School district business managers must be bonded for an amount determined by the School Board. The

bond of the business manager will not be less than the amount that may come into his possession at any

one time during the school fiscal year.

School personnel authorized to be in charge of trust and agency funds must also be bonded. When

several school district personnel need to be bonded, the Board will approve a blanket bond.

Legal References:

SDCL 3-1-5 (Oath of office for civil officers)

SDCL 3-1-8 (Acting as officer without qualifying as misdemeanor)

SDCL 3-19-1 (Payment allowed for claims against officers)

SDCL 3-19-2 (Payment allowed for claims against officers)

SDCL 3-19-3 (Determination of payment)

SDCL 13-8-18 (Amount of business manager’s bond)

SDCL 13-8-19 (Approval and filing of bonds)

SDCL 13-8-20 (New or additional bond required)

SDCL 13-8-21 (Action on bond after default

SDCL 13-16-19 (Stewardship of trust and agency funds)

SDCL 13-16-20 (Disbursements authorized)


Revised: 12/9/2013

Parker School District NEPN Code: DJF


PURCHASING PROCEDURES

All materials to be ordered by the school district staff, whether for local or out-of-town orders, must be

requisitioned through the business office. The business office will maintain a central record system for

the purpose of combining orders, avoiding duplication of purchases, taking full advantage of lowered

prices for bulk purchasing, to follow up on delayed orders of delivery and to reconcile deliveries to

orders before payment is made. This delivery control will be applied to all purchases, regardless of point

of delivery.

Principals and department heads will examine carefully all requisitions submitted by teachers,

custodians and other employees for supplies, equipment and services. They will be responsible for

verifying that items requested are needed before signing the requisitions and sending to the Business

Office.

All orders must include the name and address of the supplier as well as the purchase price. If the exact

price is unavailable, an estimate of the cost should be given.

If any person orders materials other than through the Business Manager’s office he will be responsible

for their payment.


Revised: 12/9/2013

Parker School District NEPN Code: DJG


VENDOR RELATIONS

The School Board wishes to maintain good working relations with vendors who supply materials,

supplies and services to the district. Constructive efforts by the administration to seek the advice and

counsel of vendors about how to improve such relationships are encouraged, subject to the limitations

of the district’s policies.

School officials involved in the selection or purchase of materials and services shall abide by district

conflict of interest policies and avoid situations that could interfere, or appear to interfere, with the

ability to make free and independent decisions regarding purchases on behalf of the district.

Each purchase shall be made with a commitment to the ethical expenditure of district resources and on

the basis of quality, price and delivery, with past service being a factor if all other considerations are

equal. Vendors have no obligation to contribute to solicitations from schools and any contributions on

behalf of vendors shall be accepted according to applicable district policies with the expectation that the

district shall not extend favoritism to any vendor.

No employee shall endorse any product of any type or kind in such a manner as will identify him/her in

any way as an employee of the District.

SOLICITATIONS

Suppliers are encouraged to submit information about their products to the District’s purchasing

supervisor. The purchasing supervisor will meet with vendors to discuss their products as time and

schedule allow.

VENDOR RELATIONS WITH SCHOOLS, STAFF AND STUDENTS

No agent or salesperson shall be permitted to discuss business propositions, to distribute business

propositions, or to canvass students and/or employees on district property unless approved by the

Superintendent or a designee.

School officials shall not accept gifts from suppliers, contractors and others doing or seeking to do

business with the school system if the gift serves no ethical business purpose or would create an actual

or perceived embarrassment to the school district upon public disclosure.

Any employee receiving a gift from a vendor, contractor, or supplier with an estimated value in excess of

$50 shall report such gift to the business manager where a record of such gifts shall be maintained.

Legal References:

SDCL 5-18A (Public Agency Procurement)

SDCL 5-18B (Procurement of Public Improvements)

SDCL 5-18C (Procurement by Local Government Units)

SDCL 5-18D (Procurement by State Agencies)

SDCL 6-1-1 (Local officer interest in public purchase or contract)

SDCL 6-1-2 (Conditions for local officer contract permitted)

SDCL 13-20 (School District purchases and contracts)

SDCL 13-20-2.1 (Interest of district officer in sale of equipment)

Cross References:

BBFA: Board Member Conflict of Interest

GBCA: Staff Conflict of Interest


Revised: 12/9/2013

Parker School District NEPN Code: DLB


SALARY DEDUCTIONS

Deductions will be made from the paychecks of all employees for federal income tax, for retirement in

keeping with state requirements and for OASI (Social Security).

ADDITIONAL DEDUCTIONS

In addition, the Board authorizes the following types of deductions from employee salaries, provided

the employee has obtained the proper permission or payroll withholding authorization with the

Business Manager.

1. Employee contributions to the health and life insurance programs and any other similar

programs that are or may be approved by the Board.

2. Deductions for tax-sheltered annuity programs.

It shall be at the discretion of the Business Manager to determine the authorization of salary deductions.

Legal References:

SDCL 3-10 (Voluntary Salary Deductions)

SDCL 3-11 (Social Security Coverage)

SDCL 3-12 (South Dakota Retirement System)


Revised: 12/9/2013

Parker School District NEPN Code: DLC


EXPENSE REIMBURSEMENTS

Personnel and officials who incur expenses in carrying out their authorized duties will be reimbursed by

the district upon submission of a properly filled out and approved voucher and such supporting receipts

as required by the Business Manager. Reimbursement will be in accordance with Board approved travel

allowance, which will comply with the limits established by the State Board of Finance.

Such expenses may be approved and incurred in line with budgetary allocations for the specific type of

expense.

When official travel by personally owned vehicle has been authorized, mileage payment will be made at

the rate currently approved by the Board, and in accordance with the State Board of Finance.

Legal References:

SDCL 3-9 (Travel Expenses and Allowances) ( SS 1, 2, 5, 5.1, 5.2 and 8 thru 17)

SDCL 4-7-10.4 (Budgeting for payment of expenses of board members)

Governor’s Budget Report (odd-numbered years)<br/>


Revised: 12/9/2013

Parker School District NEPN Code: DM


CASH IN SCHOOL BUILDINGS

Money collected by school district employees and by student treasurers will be handled with good and

prudent business procedures both to demonstrate the ability of school system employees to operate in

that fashion, and to teach such procedures to the students.

All moneys collected will be receipted and accounted for and deposited properly.

The amount of money retained overnight in schools will be limited to that needed for day to day

operation. All depositories used by the school district will provide for making bank deposits after

regular banking hours in order to avoid leaving large sums of money in the building overnight.

Cafeteria receipts, other than moneys needed for daily operations, will be deposited daily.


Revised: 12/9/2013

parker school district nepn code: da policy reference

Documents