semi-annual bookkeeper workshops - brevard public...

Semi-Annual

Bookkeeper

WorkshopsJUNE 9, 2015

LOCKMAR ELEMENTARY SCHOOL

JUNE 10, 2015

NORTH AREA OFFICE

JUNE 11, 2015

KENNEDY MIDDLE SCHOOL

FY15 Internal Accounts Audit

McGladrey LLP auditors performing the FY15 Internal Accounts Audit:

Jill Reyes, CIA

Laura Manlove, CPA

Audits will begin June 22, 2015

Interim Audits

Year-End Audits

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Bookkeeper and principal will receive email notification of audit date

First year bookkeepers will be supported by School Accounting on audit day

Schools experiencing bookkeeper or principal turnover during June or July will be audited as close to the turnover date as possible

Use the Audit Checklist (see handout) to prepare for the Internal Accounts Audit

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The auditors could arrive at your school first thing in the morning on the day of your audit

Have a place designated for the auditor(s) to sit :

Your office

Conference room

Empty office

If any questions arise during the audit please contact school accounting for guidance

Jenifer Howe ext. 615

Nancy Stanifer ext. 602

Michelle Coppola ext. 617

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The following items must be ready for the auditors to review upon their arrival:

All FY15 transfer and adjustment vouchers

All FY15 ticket sales information

All NSF checks (that have not been collected on)

All FY15 yearbook paperwork

All FY15 fundraiser paperwork

All 4 quarterly general ledger printouts (only 3 quarters are needed if you are being audited before June 30th)

All FY15 voided checks/documentation

All bank statements

Any deposits on hand

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FY14 verbal comments will become written comments if found to be an issue during the FY15 audit

Items that were not tested in FY14 will be verbal comments if found to be an issue during FY15 audit

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Cash Receipts & Cash Disbursements

Selection is based on the FY15 deposit register and check register

The auditor will provide a list of documents selected for review when he/she arrives at your school

Pull the entire deposit associated with each cash receipt selected

Pull the check and all back-up associated with each cash disbursement selected

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Auditors will be focusing on the following areas:

Frequency of Remittance

Authorization of Expenditures

Fundraising Activities

Official Receipts

Monies Collected Forms

Sales Tax

Documentation of Disbursements

These were areas of concern on the FY14 Internal Accounts Audit

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Testing areas from FY14 will be reviewed again in FY15:

Direct Pay – cycle “D” invoices

Cycle “2” invoices

Documentation to “R” vendors

Refunds – to district and non-district employees - No PO

Reimbursements – to non-district employees - PO required

Documentation to “E” vendors

Reimbursements – to district employees - PO required

Blanket P.O.’s

Safe access

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After the auditor leaves your school the audit findings and back-up documentation will be reviewed a second time

It is possible that you will receive a phone call or e-mail from someone at McGladrey requesting more information or asking additional questions

If you have any questions or concerns during or after the audit please do not hesitate to call or email School Accounting

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FY15 Internal Accounts Audit Reports

CrossPointe/AS400 Reports

Submit only the reports listed (see envelope)

Interim Audit schools

Provide reports through May 31, 2015

due no later than June 15, 2015

Year-End Audit schools

Provide reports through June 30, 2015

due no later than July 15, 2015

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FY15 Internal Accounts Audit Reports12

General Ledgers

Printing individual account General Ledger

( CrossPointe Manual pg. 11-11)

Panel F606

Request 003

Dates: 07012014 thru 05312015 * or 06302015*

Dates may not cross fiscal years

Enter account/project number

* Depends on audit date

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Printing General Ledgers 14

INT Year-End Schedule15

INT Year-End Procedures

Balances in the GSF projects must be sent to Accounting Services by June 15, 2015 (IAM pg. 16-1)

GSF – General Service Funds:

Project #607030 – Driver’s Education Fees

Project #607031 – Fee Summer Programs

Project #607032 – Lost & Damaged Textbooks

Project #607033 – Paid Transportation

Project #607034 – School Age Child Care (see next slide)

Project #607035 – Vandalism Repayments

Project #607036 – Dual Enrollment

Balances should be paid with a Direct pay invoice Vendor #V0000218427

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Cash payments for School Age Child Care (SACC) activity should be posted to project #607034, GSF – School Age Child Care (IAM pg. 5-5)

Issue direct pay invoice

Vendor code: School Name – SACC

Check is given to SACC site coordinator

Attach a copy of the General Ledger for account #607034

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Review Un-Posted Invoices (see handout)

Never un-post an invoice which has had a:

check issued against it

check voided against it

Unless changes need to be made to the invoice and another check issued.

If the invoice is not needed:

DO NOT un-post the invoice

Cancel invoice by placing an “X” in the action field on the F204 panel.

Invoices which are not needed and have not had a check issued against them should be deleted.

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INT Year-End ProceduresReview un-posted invoices and resolve by June 30, 2015.

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Review Cycle 2 Invoices (see handout)

The invoice amount exceeds the PO amount by 20% or greater (does not apply to Blanket PO’s)

A new accounting string has been added to the invoice

Never change the cycle on an invoice to a 2 in lieu of receiving

All cycle 2 invoices must meet the criteria for a cycle 2 and require principal approval on the paper copy of the PO

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Review Cycle 2 Invoices

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INT Year-End ProceduresDirect Pay “D” Invoices (see handout)

The invoice must meet the criteria for “PO not needed” on page 6-1 of IAM

Invoices with a referenced PO do not qualify to be a cycle D

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Idle/Inactive Accounts (see handout) (IAM pg. 9-1)

Review the Principal’s Report and the F601 & F603 panels in AS400

The account has had no activity for a minimum of 6 months

The account is no longer needed or the class or club is disbanded

An idle/inactive account may remain open if the account will be used in the next fiscal year

Transfers into or out of Trust accounts require approval from School Accounting

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Replenishing Petty Cash (IAM pg. 16-1)

Reimbursements from District (BRE)

PO required

Deadline for entering requisition was 5/29/15

Reimbursements from Internal (INT)

direct pay invoice

Vendor: School nameBookkeepers Name

Petty Cash Custodian

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INT Year-End ProceduresRedepositing the Change Fund or Petty Cash (IAM pg. 16-1)

F609 panel

Ledger Action: G

Accounting String:

Fund: 800

General Ledger:

1112 (Petty Cash)

1113 (Change Fund)

Cost Center: Four-digit school number

Project: must be 000000

Function and object code: none

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Returned (NSF) Checks (IAM pg. 16-1)

NSF checks may be written off prior to year-end

Principal approval required

Adjustment #20 Write-off NSF Check (CrossPointe manual pg. 9-2)

Attach proper documentation showing attempts made to collect the funds

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Clearing Encumbrances

Purchase Order Report

Panel F819, request card 001

Email the Purchase mailbox and request closure of “Normal” PO’s, as needed

ALL Blanket PO’s will be closed by purchasing effective June 30, 2015

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Encumbrance Review

28INT Year-End Procedures

29INT Year-End Procedures

Purchase Order Report (FB059)

Bank Confirmations

Fill in the following information only (see handout):

1. School name

2. Bank name & address

3. June 30, 2015

4. Bank Account Name

(examples: Money Market, Business Checking, Savings, etc.)

5. Bank account #

6. Bookkeeper signature, date, and printed name

(underneath signature)

7. Bookkeeper’s e-mail address

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Bank Confirmations

A separate form should be completed for each bank your school has accounts with

Include all of the bank accounts at each bank

Do not fill in the interest rate or balance sections

Do not bring this form to your bank

Send completed confirmation form(s) via courier to Jenifer Howe no later than June 15th

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Bank Confirmations

Electronic Confirmations Your school may receive an electronic bank confirmation

request.

A pre-determined authorized signer (the bookkeeper, unless otherwise noted, such as when there is no bookkeeper) will receive an e-mail to complete the confirmation process.

The subject line of the e-mail should read “Information requested by McGladrey LLP (aka McGladrey)”

There should be a link in the e-mail to click on to get started

Follow the instructions to complete the confirmation process

If you have any questions please contact the customer service number found in the e-mail

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Bank Signature &

Safe Combination Authority

Include all information requested on the form (see handout):

1) Safe combination/key changing procedures

2) Current Internal Accounts check signers

3) Employees who have access to the safe/vault

4) Employees that currently hold the positions of Principal, AP, & Bookkeeper and the date they started in their positions

5) Employees that were previously in these positions, if there was turnover during FY15 and the date they vacated the position

Form must contain principal’s signature and date

Send completed authority form via courier to Jenifer Howe no later than June 15th

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CrossPointe/AS400 Sign-On

End of business day on Friday, June 26, 2015 system

will roll to 2016. Beginning 6/27/15 change “year” to

2015

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Change to 2015


Beginning July 8, 2015 CrossPointe/AS400 sign-on date will be:

DATE YEAR

07082015 2016

Two options:

If working in new fiscal year (FY16)

DATE YEAR

Leave dates as is 07082015 2016

If working in previous fiscal year (FY15)

June balancing only

DATE YEAR

change dates to 06302015 2015

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Option 1: Working in new fiscal year (FY16)

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Option 2: Working in previous fiscal year (FY15)

JUNE BALANCING ONLY

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change BOTH the Date

and the Year back to

last day in FY15.

June 2015 Balancing

Bank Statement Reconciliation If you have not received your June bank statement by

Wednesday, July 8th, please request a copy from your bank

If you are unable to balance please e-mail or call School Accounting ASAP

FY15 will be closed in CrossPointe/AS400 by the close of business on July 15, 2015

No system access the close of business on July 17, 2015 through July 19, 2015

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Voiding Checks

Checks issued in FY15 that need to be voided in FY16

Checks issued as Direct Pay or issued against a PO that is still open

Void as usual – see CrossPointe manual pg. 7-8

School Accounting will process check voids in FY16 for PO’s closed in FY15

The following items are needed:

Copy of check stub

Copy of PO

Reason for the void

Whether or not the check will be re-issued

Replacement check number (if applicable)

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Travel ProceduresDistrict (BRE) and Internal (INT) travel guidelines:

Travel form is located at:

Accounting Services website/accounting forms/accounts payable forms/travel and leave of absence form

Employee Travel (INT):

Requires a pre-approved travel expense report

No PO is required

Direct pay invoice to “E” employee vendor

Non-Employee Travel (INT):

Allowed to use the travel expense report and it must be pre-approved

PO is required for reimbursement

“R” vendor code

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Internal Accounts Manual Updates

Chapter 4: Bank and Cash Accounts

A. (1) Establishing Checking Accounts

A written request should be made to establish an account at a banking institution. The written request should be sent from the Principal to the Director of Accounting Services on school letterhead.

A. (2) Authorized Check Signers

(b) The following positions at the school are considered authorized check signers: Principal, Bookkeeper, Assistant Principal or Secretary. Any exceptions or additions to this procedure should be approved in writing by School Accounting.

(c) Only original blue ink signatures can be used to authorize a check. Electronic signatures or signature stamps are not permitted to be used for authorization.

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A. (5) Reconciliation

A reconciliation of the checking account shall be performed monthly. It is recommended that the reconciliation be completed within two (2) business days of receipt of the bank statement, but no later than, five (5) business days.

A. (7) Online Bank Access

When online banking is available, the online activity should be limited to review only. The Principal and the Bookkeeper shall be the only authorized staff with access to the account. No online payments are permitted.

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C. Cash on Hand or Change Fund

The dollar limits of the cash on hand or change fund shall be set at a reasonable level for each event. Adequate safeguards shall be placed over the cash at all times, e.g. cash shall be held in a lock-type change box in a secure locked location.

C. (2) Closing a Change Fund

Reworded: Remember that this receipt will be for the amount of the change fund only. The Bookkeeper must substantiate the deposit with a completed Monies Collected Form. The Bookkeeper is not to fill out the Monies Collected Form. To close out a change fund, enter a receipt/deposit with a ledger action of “G”.

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D. Investments

Cash in the Internal Accounts checking account in excess of immediate needs shall be invested with qualified depositories for the purpose of making a profit, as required by Florida Statutes.

D. (1) Investing Idle Funds

The schools must adopt the District’s Investment Policy. Guidelines can be provided if needed.

(b) Contact School Accounting for information and assistance on the investment of funds and a listing of qualified public depositories.

E. Safe/Vault

Principal’s responsibility to determine which staff members need access to the safe/vault.

No more than 5 staff members shall have access to the safe/vault.

If a Principal believes that more than 5 staff members are required to have access, the Principal should contact School Accounting in writing for approval.

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Chapter 5: Receipts

B. (1)(e) Monies Collected Form

Checks received from Brevard Schools Foundation and District that would be deposited to multiple projects may be listed on one monies collected form.

D. (1)(a) School Age Child Care – Receipt of Funds

Cash payments collected by office staff member shall be deposited into the Internal Accounts GSF account for SACC and a check should be issued from the GSF account to SACC for those funds before end of year.

F (3)(d) Example #4

Removed: “An adjustment #27 should be processed in the amount of $5 to write off the bank fee.”

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Chapter 6: Purchasing

A. (1)(c) General Policy

Unless otherwise stated in a contract signed by an authorized representative of the District, purchase orders follow normal payment terms of forty-five (45) days, per Chapter 218.74 of Florida Statutes.

A. (2)(a-i) “Purchase Orders are not needed for”

(2)(b) now reads: Funds sent to the district

(2)(d) now reads: Funds sent to a non SBBC school for athletic events & gate receipts

Added:

(i) Employee travel reimbursements (non-employee travel requires a PO)

(j) Security guard services

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B. Competitive Requirements & thresholds

(1) Purchases Less Than or Equal To $3,000.00

Purchasing Services may require solicitation of written or verbal quotations for any procurement in an amount less than $3,000.00 at the discretion of the Purchasing Director or designee.

(a) the school may obtain informal quotes by documenting telephone calls, receiving faxes, or printing on-line quotes from at least three vendors. The informal quotes must be documented either on the face of the School Internal Accounts Purchase Order or included as an attachment.

(b) Informal quotes are suggested on all single or multiple items totaling $750.00 to $2,999.99. They are not necessary if the value of the procurement is less than $750.

(c) Or utilizing solicitation, term contract, state contract, piggyback, sole source, or other exemption as specified herein. Additional approval requirements may be required for exemptions to competition.

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C. Special Conditions for Internal Accounts

(1) School Store, Concessions, and Fundraising Purchases

When purchasing items with Internal Funds, the requirement for requesting informal quotes, formal quotes, or bids will not apply provided that the following two conditions are met:

(a) Items are acquired for resale to students in the School Store, for resale in school-managed concession stands or purchased for fund-raising activities.

(b) The purchase amount is less than the School Board Policy threshold (currently $25,000).

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D. Purchase of Gift Cards

(2) Employees - awards and appreciation only. However, it is the employee’s responsibility to report gift cards received as income on their 1040 tax return.

Per IRS Publication 525 “if your employer gives you cash, a gift certificate, or a similar item that you can easily exchange for cash, you include the value of that gift as extra salary or wages regardless of the amount involved”

Chapter 7: Disbursements

D. Electronic Payments

Any form of electronic payment transactions are prohibited from being processed. At this time only sales tax is authorized to be paid online through the Department of Revenue website.

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Chapter 25 Renamed: Principal Discretion A. (1) Advertising

These revenues are generated by advertising marketing agreements entered into at the School or District level and have no imposed restrictions on how the funds are to be used within the contract agreement.

A. (2) Donations – Unrestricted

These revenues are generated via unrestricted donations from the community which are documented with a letter or a written agreement and kept on file.

Donation agreements with businesses (Target) that specify that the funds generated are completely unrestricted. A copy of the agreement should be kept on file at the school to document unless a donation payment was sent to the school through a District agreement (SCCU).

Donations received from the community in which the purpose of the funds are explicitly stated as “could be used for staff purposes”. Documentation should be kept on file to document the donator intent.

A. (3)Teacher Welfare/Sunshine

These accounts are typically funded by dues collected from staff members and are held to be used for predetermined staff purchases.

A. (4)Vending

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Chart of Accounts Updates

New Accounts/Projects (CPUM A2)

Music:

204010 Guitar

204011 Guitar Rentals

205010 Handbells

216010 Percussion

217010 Performances

General:

701020 Advertising – District

701030 Advertising – School

704020 Donation - Unrestricted

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Chart of Accounts Updates

Deleted Accounts/Projects

Athletics:

199010 Other Athletics – A

199011 Other Athletics - B

Music:

299010 Other Music - A

299011 Other Music - B

299012 Other Music - C

299013 Other Music - D

299014 Other Music - E

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Updates from previous Workshop

Teachers/staff may provide change before remitting funds to the bookkeeper

Emailed or faxed invoices are acceptable as original documents.

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New Procedures

Centralized Email:Beginning July 1, 2015

School Accounting

[email protected]

Electronic Monthly ReportsBeginning July 1, 2015

Scan reports in color and in the order listed on the Monthly Financial Report Checklist

Email to the School Accounting mailbox

Monthly Financial Report Supplement (see handout)

Month-end balancing and procedures

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Important RemindersRefunds

From Vendors: (CrossPointe manual pg. 3-3)

Record the deposit on the F609 panel

Ledger Action: “X”

Accounting String: 800.1530.xxxx.xxxxxx.9800.xxx

Project and object code (refer to original check issued to vendor)

To Parents: (CrossPointe manual pg. 6-5)

Create a Direct Pay invoice on the F203 & F204 panels

Vendor code: “R”

Accounting String Type: “R”

Accounting String: 800.xxxx.xxxxxx.39xx.

Project and function (refer to original MCF)

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Important Reminders

Transfers out of the General account and transfers into and out of trust accounts require approval from School Accounting (IAM Ch 9 Page 1)

E-mail School Accounting for approval

E-mail should include detail of the transfer request

During the school year the cafeteria at your school will be audited

School Accounting Auditors will ask to see the fundraising paperwork to review food sales during the day.

Remember the restrictions on food sales (Chapter 12 of IAM)

INT change fund and INT & SACC petty cash will be verified.

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Important Reminders

Deadline for setting up/replenishing the Public Relations Account is September 1

Prepare memo with proposed budget to the Area Superintendent for approval

Approval from School Accounting is required for funds transfer out of the General account #707010

Refer to Chapter 23 of the Internal Accounts Manual for allowable expenditures and expenditure limits

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School Accounting Contacts

School Accounting summer hours for June and July

Jenifer Howe ext. 615

6:30 am – 3:00 pm

Nancy Stanifer ext. 602

7:00 am – 3:30 pm

Michelle Coppola ext. 617

7:00 am – 3:30 pm

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Questions 59

semi-annual bookkeeper workshops - brevard public...

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