summer bookkeeper june 7, 2016 stevenson elementary...

Summer Bookkeeper Workshop

June 7, 2016Stevenson Elementary

June 8, 2016 Southwest Middle

June 9, 2016Longleaf Elementary

FY16 Year End Process

Year End Schedule (Handout)

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Closing GSF Accounts

Balances in the GSF projects must be sent to Sharon Hartford in Accounting Services by June 15, 2016 (IAM pg. 16-1)

• 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

• Project #607037 – CSAP

• Project #607038 - Cafeteria

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

Brevard After School Procedure

• Cash payments for Brevard After School (BAS) 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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Petty Cash Replenishment

• Replenishing Petty Cash (IAM pg. 16-1)

• Reimbursements from District (BRE)

• PO required• Deadline for entering requisition was 5/31/16

• Reimbursements from Internal (INT)

• Direct pay invoice

• Vendor: School name

Bookkeepers Name

Petty Cash Custodian6

Redeposit of Funds

• Redepositing 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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Deficit Account Balances

Clear up any negative balances by 6/30/XX IAPM page 16-1

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NSF Checks

• 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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Encumbrance Clean Up

• Clearing Encumbrances

• Purchase Order Report

• Panel F820, request card 001

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

• ALL INT Blanket PO’s will be closed by purchasing effective June 30, 2016

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Encumbrance Clean UpReview Encumbrance

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Encumbrance Clean UpPurchase Order Report (FB059)

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UnPosted Invoice Clean Up

• Review Un-Posted Invoices (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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Cycle 2 Invoices

• Review Cycle 2 Invoices

• 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 if you are having trouble printing a check. (Call School Accounting for help)

• 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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Cycle 2 InvoicesReview Cycle 2 Invoices

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Idle Accounts

• Idle/Inactive Accounts (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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CrossPointe Sign On End of business day on Tuesday, June 28, 2016 system will roll to 2017. Change “year” to 2016.

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Change to 2015

CrossPointe Sign On

Option 1: Working in NEW fiscal year (FY17)

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CrossPointe Sign On

Option 2: Working in previous fiscal year (FY16)

JUNE BALANCING ONLY

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change BOTH the Date and the Year back to last day in FY16.

June Balancing

• Bank Statement Reconciliation

• If you have not received your June bank statement by Monday, July 11th, please request a copy from your bank

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

• FY16 will be closed in CrossPointe/AS400 by the close of business on July 15, 2016

• No system access the close of business on July 22, 2016 through July 24, 2016

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Year End

Expectations Actual

Log Review

Logs (Handouts)

• Mail Receipts Log

• Official Receipt Book Log

• Safe Accountability Log

• Safe Combination Log

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Bookkeeper Know It AllSponsored by Community Credit Union

Game Rules• Each table must chose a spokesperson.

• The first question will be chosen by the host.

• After the question is read, all teams will have 30 seconds to discuss the question and determine the answer.

• A random table will then be selected to provide the answer.

• Only the spokesperson can provide the answer.

• Any talking outside of the 30 second discussion will result in a two point penalty for the team. (If individuals have questions they can raise their hand to be called upon).

• If the team provides an incorrect answer then the other teams will receive a chance to “steal” the points.

• A new random table will be selected to provide the answer.

• The team that provides the correct answer will chose the category and point value for the next randomly selected question.

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Refreshment Break15 Minutes

FY16 Internal Accounts Annual Audit

Internal Accounts Annual Audit

• RSM US LLP auditors performing the FY16 Internal Accounts Audit:

• Laura Manlove, CPA

• Matt Potter, CPA

• Scott Ocampo

• Sally Hamilton

• Audits will begin June 20, 2016

• Interim Audits

• Year-End Audits

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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

• Michelle Coppola ext. 617

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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 (Handout) to prepare for the Internal Accounts Audit

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

• All FY16 transfer and adjustment vouchers

• All FY16 ticket sales information

• All NSF checks (that have not been collected on)

• All FY16 yearbook paperwork

• All FY16 fundraiser paperwork

• All 4 quarterly general ledger printouts (only 3 quarters are needed if you are being audited before July 15th)

• All FY16 voided checks/documentation

• All bank statements

• Any deposits on hand

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• FY15 verbal comments will become written comments if found to be an issue during the FY16 audit

• Items that were not tested in FY15 will be verbal comments if found to be an issue during FY16 audit

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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 RSM 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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Reminder

• If your school was selected for an Interim Audit (March 31, 2016 or May 31, 2016 testing) then you could have the auditors contact you for additional information to complete end of year testing.

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Audit Reports

• CrossPointe Reports

• Submit only the reports listed (see envelope)

• Audit reports should be sent by courier while monthly reports should continue to be submitted electronically.

• Interim Audit schools

• Provide reports through May 31, 2016 • due no later than June 15, 2016

• Year-End Audit schools

• Provide reports through June 30, 2016• due no later than July 15, 2016

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Bank Confirmations

• Fill in the information per Example (Handout):

• 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 RSM US LLP (aka RSM)”

• 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 / Safe Authority

• Include all information requested on the form (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 FY16 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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Reminders

Voiding Checks

• Checks issued in FY16 that need to be voided in FY17

• 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 FY17 for PO’s closed in FY16• 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 copy and PO (if applicable)

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Adult Holiday Meals (Handout)

For those schools that are involved in holiday meal collections:

• Collect and remit funds related to the Holiday Meal Procedures: 607038 GSF-Cafeteria.

• When collecting funds on behalf of your Cafeteria for presales please record using: 800.XXXX.607038.3908

• When remitting to the Cafeteria please pay using a direct pay with 800.XXXX.607038.9800.701

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Cooperative Organization Annual ReportEvery external cooperative organization associated with a school must complete a Cooperative Organization Annual Report. The report must be forwarded to the Principal no later than August 31 following the end of the fiscal year.

The school must ensure that the report is completed and mathematically correct. It is the school’s responsibility to ensure that the annual reports are corrected in a reasonable time frame. See Appendix A20 for the Cooperative Organization Annual Report.

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Unique Supplements

The fringe calculation should accompany the check when you send it to the District on where funding should be placed. The amount attached to object 1X3 is the amount that will be paid to the employee. There has also been a special project assigned to the Unique Supplement for tracking.

• 100.xxxx.011123.xxxx.1x3.xxx Supplement

• 100.xxxx.011123.xxxx.210.xxx Retirement 7.26%

• 100.xxxx.011123.xxxx.220.xxx Social Security 7.65%

• 100.xxxx.011123.xxxx.241.xxx Workers Compensation 0.558%

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General Ledger

At the end of each quarter the bookkeeper will print the entire general ledger account activity. Each account will be distributed to the teacher/sponsor responsible for that account. The teacher/sponsor will review the activity and sign off on the report. If there is not a teacher/sponsor responsible for an account then the Principal or Assistant Principal should review and sign off on the report.

The general ledger reviews are always cumulative each quarter.

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Petty Cash / Change Fund

• The petty cash fund / change fund shall be the responsibility of the Principal or other person designated as the custodian and shall be retained in a locked box in a secure locked location. IAPM page 4-2

• Petty Cash / Change Fund should be redeposited during the summer if idle.

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Petty Cash

• Sales tax paid on invoices paid through petty cash cannot be reimbursed. Any cash purchase by an individual in the name of the school is still taxable. IAPM page 4-2

• No one should be using the Petty Cash for an advancement of funds.

• Example: Custodian takes $25 from petty cash to by gas then brings back the difference and a receipt. NOT FOLLOWING PROCEDURE

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Change Fund

The change fund is established from your current checking account funds and “moved” into GL 1113. The cash on hand for ALL change fund balances should be equal to the balance in your 1113 GL Balance sheet.

Each day that a Change fund is used and returned the BK should recount the Change Fund to confirm the daily deposit of sales.

Groups should never be utilizing funds earned for a change fund.

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Sales Tax Exemption

If purchases are made and paid for personally by a staff member, any Florida sales tax paid on these purchases will not be reimbursed.

In order to be tax exempt, payment to the vendor must be made directly by the school or District. This will necessitate the need for a School Internal Accounts Purchase Order form. (Sales Tax Regulation 12A-1.038 (3)(a))

When staff personally pay for items that are for resale then sales tax will not be reimbursed and sales tax must be paid to DOR.

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Public Relations

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

• Prepare memo with proposed budget to the Assistant 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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Bookkeeper Mentors

Thank You!!!

Bookkeeper Mentors – North Training

Angel Greene – Anderson Elementary

Tina Woods – Cocoa High

Patty Freeman – Enterprise Elementary

Susan Smith – Fairglen Elementary

Susie Mitchell – Oak Park Elementary

Betsy DeLettre – Rockledge High

Debbie Legge – Tropical Elementary

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Bookkeeper Mentors – Central Training

C.C. Branham – Cambridge Elementary

Cheryl Cowley - Johnson Middle

Susan Owens – Manatee Elementary

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Bookkeeper Mentors – South Training

Leslie Rowland – Bayside High

Nanise Hill – Discovery Elementary

Sue Gordon – Jupiter Elementary

Claudia Sprague – Roy Allen Elementary

Pat Randolph – Southwest Middle

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Bookkeeper Mentors - FY16-17

• C.C. Branham

• Denise Fulk

• Susan Smith

• Sarah Dwyer

• Cheryl Cowley

• Susan Owens

• Roxanne Mette

• Patty Roissier

• Susie Mitchell

• Kate Pirrung

• Nanise Hill

• Claudia Sprague

• Shannon Alvarez

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Bookkeeper NetworkingGetting to Know You

Internal Accounts Manual UpdatesEffective July 1, 2016

CrossPointe User’s ManualUpdates to reflect changes during FY15

• Table of Contents

• Chapter 9 Journal Entries – Updated when to use #22

• Chapter 12 Year End Process – Updates to match new project #s & Chapter 13

• Chapter 13 – Changed Name to Audit Reports and updated verbiage to reflect current year-end audit process

• A2 Dimension 4 Project – Updated to match projects used now

• A5-1 Year End Financial Report Checklist – Updated to match what we use now

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Internal Accounts Procedure Manual

• TOC

• Chapter 3: Accounting System

• Chapter 5: Receipts

• Chapter 6: Purchasing

• Chapter 7: Disbursements

• Chapter 8: Acquisition or Disposition of Property

• Chapter 9: Transfers & Adjustments

• Chapter 11: Sales Tax

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Internal Accounts Procedure Manual• Chapter 12: Fundraisers

• Chapter 13: Reports

• Chapter 16: Year End Procedures

• Chapter 23: Promotion &Public Relations Funding

• Chapter 27: Grants

• Appendix A1: Chart of Accounts

• Appendix A10: Object code quick reference

• Appendix A15: Music Program Rental Form

• Appendix A24: Fees & Pricing Maximums

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Purchasing

• Purchase Orders not needed for:

• Funds sent to FHSAA

• Blanket Purchase Orders:

• Restricting reimbursements to individual employees to a total of $3000 for the school year.

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Stop Payments

• The District recommends a permanent stop payment be issued for all voided checks over $50.00 that are missing.

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Travel Disbursements

• Vehicle Fuel: Gas receipt reimbursement is last resort option with preapproved travel form.

• Non Employee Travel: Requires a PO (travel form could be used in lieu of Invoice)

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Rental CarCar rental reservations will soon be done through the Enterprise website and will be paid via District or Internal Accounts purchase orders (normal only). Once the new procedure is finalized schools will be notified via an LTP memo and a detailed, step by step presentation will be provided and schools will receive:

• The Enterprise web address (specialized for Brevard Public Schools).• A billing number for their BRE link (used for District POs). • A separate billing number for their INT link (used for IA POs).

• The billing numbers are unique to each site, do not change, should be kept in a secure location, and should not be shared with other users.

• Prior to making an online reservation:• A requisition will need to be created and rolled to a PO.

• A Rental Car Request Form will need to be completed and submitted to the Accounts Payable email.

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Transfers / AdjustmentsTransfers:

Supporting documentation pertaining to the reason for the transfer must be attached to the transfer form. Supporting documentation should include a print out of the GL for the accounts that are being transferred, requests in writing from sponsors, written approval from School Accounting for projects that require approval.

Adjustments:

Supporting documentation pertaining to the reason for the adjustment must be attached to the Adjustment Approval form. Supporting documentation should include copies of the original entry that is to be corrected and documentation that explains why there is a correction.

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Competitive Food RuleCompetitive Food Standard prohibits and/or restricts the sales of any other foods and beverages sold in competition with the food service program for the entire schools day. The “entire school day” is interpreted by FDACS as the period from midnight before to 30 minutes after the end of the official school day. [FR 7 CFR Parts 210 and 220].

The level of restriction is based on the classification of the school as follows:

Elementary

• Prohibited from selling any food or beverages during the school day. Only the school food service program may sell food and beverages during this time. The school day is defined as the midnight before to 30 minutes after the end of the official school day.

Secondary

• Prohibited from selling any food or beverages from the beginning of the school day (midnight before the school day) until 30 minutes following the close of the last lunch period. Only foods meeting the nutritional guidelines may be sold at this time. The nutritional guidelines with a list of preapproved food items is located in the district Wellness Policy and Procedure handbook.

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Outstanding Checks

• $1 - $25 One letter at 90 days• $26 - $49 Two letters (2nd at 180 days)• $50 + Three letters (3rd at 270 days)• Three letters are the maximum ever needed to be sent for an outstanding check.

• Letters should be two to three months apart.• If the recipient is an employee – contact HR for corrected addresses if needed.

• If not getting a response to your letters, try to call them.

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Grants

When a grant is received to be deposited in the Internal Funds of a school, the bookkeeper shall keep the grant award letter and copy of the grant application on file. Disbursements should only be made according to the grant agreement. All internal accounts policies are to be followed and grant language cannot supersede those procedures. The grant shall be recorded in a separate Trust account with prior approval from School Accounting.

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School Accounting Contacts

School Accounting summer hours for June and July

Jenifer Howe ext. 6155 Day Schedule: 6:30 am – 3:00 pm

Michelle Coppola ext. 6174 Day Schedule: 6:30 am – 5:00 pm

Questions

summer bookkeeper june 7, 2016 stevenson elementary...

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