Docstoc

Sample of a Business Letter

Document Sample
Sample of a Business Letter Powered By Docstoc
					                     Background for Sample Business Office Task Calendar
A task calendar for the business office is one of many tools that help school business officials to complete
their responsibilities on an efficient and timely basis. Each district, and certainly, each business official’s
responsibilities vary from position to position and district to district.

This sample task calendar, in it’s present form is not intended as the be all, end all for most of you, but it
is intended to be a starting point to help you develop a task calendar or to provide some ideas to help fine
tune your current one. The Task Calendar is presented with two pre-formatted options: "Outline Format"
and "Open Format." The content/information in each of the Task Calendars is identical: the two sample
Task Calendars’ merely have different formats, providing a choice to fit the user’s preference. Under
each month’s heading, you will find those tasks that occur in each of the twelve months, clustered at the
beginning of each month, followed by less frequent or non-recurring tasks.

Note: When you downloaded or opened the Sample Business Office Task Calendar, you may have been
prompted to respond to a question regarding whether you wish to enable macros. For the “Outline
                                                        1
Format” to be fully functional, macros must be “enabled” when the file opens.

By choosing the “Outline Format”, you may opt to expand or collapse information for a more concise view,
enabling better use of your time. This can be done in one of two ways: (First) by clicking on the outline
        2
symbols (located in the extreme upper left margin of the worksheet appearing as “1”, “2”, or “3”); or
(Second) by clicking on one of the 12-months (or by clicking on a “close” month area).

The “Outline Format” allows for three levels of viewing the calendar by clicking on one of the small
numbers ("1," "2," or "3") in the extreme upper left margin of the worksheet: level "1" collapses the
calendar to reveal only the month “headers”; level "2" expands the calendar to reveal all tasks without
clustering tasks that occur in each of the twelve months at the beginning of each month; and level "3"
expands the calendar to reveal all tasks including clustering tasks that occur in each of the twelve months
at the beginning of each month.

You may also expand a specific range within the calendar by clicking on the "+" box in the left margin
immediately below the range. To close the range, click on the "-" box in the left margin at the end of the
range or click on the vertical line created in the left margin when you opened the range.

One final note, within the “Outline Format,” when you need to add/insert rows into the calendar, be sure to
insert the rows within the outline range or month’s range that you want the new item to appear. This will
cause excel to automatically expand the outlined or affected month’s range, and keep the outline and
monthly commands operating properly. If you add/insert rows as the beginning or ending rows of the
range, they may not be included with the range, as it has been defined, and may not expand or collapse
properly with the range.

We intend that there be ongoing review and comments from members, and we will be updating the task
calendar as comments warrant it. So as you use this calendar and find yourself adding tasks, please
pass them on to David Martell at dmartell@msbo.org or 517/327-2581.


1
  The macro security setting in your Excel program determines how “unsigned macros” within an Excel file are treated. If the macro
security setting is set to “High,” macros are automatically “disabled” when a file is opened; if set to “Medium,” you are prompted
whether to enable or disable macros when the file is opened; and if set to “Low,” macros are automatically enabled when the file is
opened.
  For the month buttons to function in the Sample Business Office Task Calendar, your excel macro security must be set to
“Medium” or “Low” when you open the file, and if set to “Medium,” you must enable macros when prompted.
  To set Excel macro security in your Excel program: from the "Tools" menu, select "Macro, "and "Security;" on the "Security Level"
tab select the "Medium" or "Low" option button.
2
 If you do not see outline symbols in the left margin of the outline worksheet, select "Options" from the "Tools" menu, select the
"View" tab and check the "Outline symbols" check box. Also, the Excel “Group and Outline” menu commands may be found in the
“Data” menu. The outline symbols will function whether or not you have macros enabled.
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                      Description
                                                                   JULY




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 2   7/16/2010
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                      JULY
                                                                   Description
                                                                 AUGUST




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 3   7/16/2010
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                      UGUST
                                                                 A Description
                                                              S EP TEMBER




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 4   7/16/2010
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                       TEMBER
                                                              S E PDescription
                                                                OCTOBER




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 5   7/16/2010
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                   OCTOBER
                                                                 Description
                                                               NOV EMBER




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 6   7/16/2010
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                      V EMBER
                                                               N O Description
                                                               DECEMBER




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 7   7/16/2010
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                  DECEMBER
                                                                 Description
                                                                JANUARY




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 8   7/16/2010
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                   JANUARY
                                                                  Description
                                                               FEBRUARY




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 9   7/16/2010
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                  FEBRUARY
                                                                 Description
                                                                  MARCH




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 10   7/16/2010
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                     MARCH
                                                                   Description
                                                                  APRIL




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 11   7/16/2010
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                     APRIL
                                                                  Description
                                                                    MAY




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 12   7/16/2010
                                                              SAMPLE PUBLIC SCHOOLS
                                                          BUSINESS OFFICE TASK CALENDAR
                                                                 Revised April 2007

Due                      Form
Date       Form #        Type                                       MAY
                                                                   Description
                                                                   JUNE




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                    Page 13   7/16/2010
                                                                     SAMPLE PUBLIC SCHOOLS
                                                                 BUSINESS OFFICE TASK CALENDAR
                                                                        Revised April, 2007

  Due                        Form
  Date        Form #         Type                                          Description
                                                                             JULY
 Monthly                                 Month end budget reports to departments
 Monthly                                 Any special reporting to the ISD
 Monthly                                 Financial report for board packets
 Monthly                                 Pull State Aid data information from State website
 Monthly                                 MEGS reports as required
 Monthly        DS-4492       MEGS       Grant Request for Funds - as needed
 Monthly                                 Calculate and pay Employee Insurances
 Monthly                                 Balance bank accounts
 Monthly                                 Weekly accounts payables
 Monthly                                 Bi-weekly payroll
 Monthly                                 Travel reimbursements, bi-weekly
 Monthly                                 Withholdings, taxes, retirement
 Monthly                                 Employee deductions
 Monthly                                 Bank account transfers, direct deposits
 Monthly                                 Administer Petty cash
 Monthly                                 Monthly board checks
 Monthly                                 Accounts receivable – bank deposits
 Monthly                                 Add new employees into system
 Monthly                                 Retirement Reporting
 Monthly                                 Employee Attendance Reporting
 Monthly                                 Post new employment positions available
 Monthly                                 Workers Compensation
 Monthly                                 Board Packets
 Monthly                                 Update Cash Flow
 Monthly                                 Review CEPI website for form due dates (http://michigan.gov/cepi/)
 Monthly                                 Monthly reconciliations of Balance Sheet accounts
 Monthly                                 Monthly Purchase Order status reports
 Monthly                                 Review Next Month's Task to allow for adequate time for preparation by due dates
 Monthly                                 Monthly closing for financial software packages
                                         Organizational meeting Board of Education
                                         Confirmations for audit
                                         Audit preparation
   15th        FS-4731-C       Paper     At Risk Annual report due to state
   25th       SM-4012-A/R      MEIS      Year End Report for School Meals Program
                                         Update signature cards at bank if changed
                                         Update Longevity and Contract Tables
                                         Set up new Fiscal Year files
                                         Quarterly Medicaid
                                         Update Staff Manuals
                                         Notice of board meetings to press, administrators and union reps.
                                         Unclaimed Property Report - send due diligence letters to owners of unclaimed
                                         property of $50 or more
   31st           941                    Quarterly 941
    1st                                  School Bond Loan Fund borrowing resolution-Application to MMBA
Normally July  SP-4887-A      MEGS       School Readiness report due to the state
   20th         DS-4168        Paper     LEA Hours of Instruction
                                         Begin Management Discussion & Analysis for Annual Financial Audit
                                         Goals-Bd of Ed-Supt-Bus Mgr
                                         Employee Honesty Bonds - Bd of Ed - Org Meeting
                                         Banking Institutions/Depositories - Bd of Ed - Org Meeting
           D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                  Page 14   7/16/2010
                                                               SAMPLE PUBLIC SCHOOLS
                                                           BUSINESS OFFICE TASK CALENDAR
                                                                  Revised April, 2007

Due                      Form
Date       Form #        Type                                          Description
                                   Request For Proposals (vehicles/construction/loans/computers/snow plowing/etc)
                                   Annual Maintenance Agreements
                                   SAS-99 & SAS-112 Fin reporting/Fraud monitoring/Intr'l Control (contact auditors)
                                   Periodic Review of Internal Controls - (unannounced onsite audits/petty cash/etc)
                                   Professional Development Plan for ensuing year
                                   Update Real Estate Files (Including deeds/surveys/titles/easements/etc)
                                   Schedule Annual Property Appraisal
                                   Review/Update each Bd of Ed Policy related to Bus Mgr responsibilities
                                   Bus Off Supervision -Schedule Evaluations/Reviews/Staff Goals/etc




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                 Page 15   7/16/2010
                                                                  SAMPLE PUBLIC SCHOOLS
                                                              BUSINESS OFFICE TASK CALENDAR
                                                                     Revised April, 2007

Due                         Form
Date          Form #        Type                                         Description
                                                                         AUGUST
Monthly                               Month end budget reports to departments
Monthly                               Any special reporting to the ISD
Monthly                               Financial report for board packets
Monthly                               Pull State Aid data information from State website
Monthly                               MEGS reports as required
Monthly       DS-4492       MEGS      Grant Request for Funds - as needed
Monthly                               Calculate and pay Employee Insurances
Monthly                               Balance bank accounts
Monthly                               Weekly accounts payables
Monthly                               Bi-weekly payroll
Monthly                               Travel reimbursements, bi-weekly
Monthly                               General Ledger bi-weekly entries
Monthly                               Withholdings, taxes, retirement
Monthly                               Employee deductions
Monthly                               Bank account transfers, direct deposits
Monthly                               Administer Petty cash
Monthly                               Monthly board checks
Monthly                               Accounts receivable – bank deposits
Monthly                               Add new employees into system
Monthly                               Retirement Reporting
Monthly                               Attendance Reporting
Monthly                               Post new employment positions available
Monthly                               Workers Compensation
Monthly                               Board Packets
Monthly                               Update Cash Flow
Monthly                               Review CEPI website for form due dates (http://michigan.gov/cepi/)
Monthly                               Monthly reconciliations of Balance Sheet accounts
Monthly                               Monthly Purchase Order status reports
Monthly                               Review Next Month's Task to allow for adequate time for preparation by due dates
Monthly                               Monthly closing for financial software packages
                                      Statutory School Election Provision (August/November/February/May)
  1st                                 School Bond Loan Fund borrowing resolution-Application to MMBA
                                      Implement all employee contracts
                                      Aides Contracts
                                      Opening Day Packets - (Optional)
                                      Opening Day letter to staff
                                      State Aid Note proceeds received and invested
                                      State Aid Note payment due
                                      Opening day meeting for all employees - (Optional)
                                      Start of year Budget meetings with Administrators
                                      Agreements for Non-resident special education students-Out district/Out County
                                      School opening and preliminary student count - budget effect
 31st         DS-4044       MEGS      Final Reports to the state - carryover funds - Grants ended 6/30
 31st                                 Final Reports to ISD for IDEA funds
                                      Annual Financial Audit "Draft" - Reportable Findings/Mgt Letter/Budget/Fd Bal/etc
                                      Assess Payroll date conflicts for Bank & School Holidays/School Calendar/etc




          D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                 Page 16   7/16/2010
                                                                 SAMPLE PUBLIC SCHOOLS
                                                             BUSINESS OFFICE TASK CALENDAR
                                                                    Revised April, 2007

 Due                       Form
 Date        Form #        Type                                        Description
                                                                    SEPTEMBER
Monthly                              Month end budget reports to departments
Monthly                              Any special reporting to the ISD
Monthly                              Financial report for board packets
Monthly                              Pull State Aid data information from State website -N/A
Monthly                              MEGS reports as required
Monthly      DS-4492       MEGS      Grant Request for Funds - as needed
Monthly                              Calculate and pay Employee Insurances
Monthly                              Balance bank accounts
Monthly                              Weekly accounts payables
Monthly                              Bi-weekly payroll
Monthly                              Travel reimbursements, bi-weekly
Monthly                              General Ledger bi-weekly entries
Monthly                              Withholdings, taxes, retirement
Monthly                              Employee deductions
Monthly                              Bank account transfers, direct deposits
Monthly                              Administer Petty cash
Monthly                              Monthly board checks
Monthly                              Accounts receivable – bank deposits
Monthly                              Add new employees into system
Monthly                              Retirement Reporting
Monthly                              Attendance Reporting
Monthly                              Post new employment positions available
Monthly                              Workers Compensation
Monthly                              Board Packets
Monthly                              Update Cash Flow
Monthly                              Review CEPI website for form due dates (http://michigan.gov/cepi/)
Monthly                              Monthly reconciliations of Balance Sheet accounts
Monthly                              Monthly Purchase Order status reports
Monthly                              Review Next Month's Task to allow for adequate time for preparation by due dates
Monthly                              Monthly closing for financial software packages
09/16/04     SE-4096        Paper    Special Education 4096 cost report due to ISD
                                     Begin compiling budget revision data for fall budget amendment
 30th        SE-4096        Paper    Special Education 4096 cost report due to State
 23rd        SE-4094        Paper    Transportation Report to ISD
  1st                                School Bond Loan Fund borrowing application (for November 1 debt service)
                                     Pupil Count Day - review future student projections
            SM-4012-SL      MEIS     Claim for Reimbursement - School Meals Program
                                     Bus Pupil Headcount - General and Special Ed - Pupil Count Week
  30th        L-4029        Paper    Winter Tax Certification board resolution




         D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                Page 17   7/16/2010
                                                                      SAMPLE PUBLIC SCHOOLS
                                                                  BUSINESS OFFICE TASK CALENDAR
                                                                         Revised April, 2007

  Due                        Form
  Date         Form #        Type                                           Description
                                                                           OCTOBER
 Monthly                                 Month end budget reports to departments
 Monthly                                 Any special reporting to the ISD
 Monthly                                 Financial report for board packets
 Monthly                                 Pull State Aid data information from State website
 Monthly                                 MEGS reports as required
 Monthly       DS-4492       MEGS        Grant Request for Funds - as needed
 Monthly                                 Calculate and pay Employee Insurances
 Monthly                                 Balance bank accounts
 Monthly                                 Weekly accounts payables
 Monthly                                 Bi-weekly payroll
 Monthly                                 Travel reimbursements, bi-weekly
 Monthly                                 General Ledger bi-weekly entries
 Monthly                                 Withholdings, taxes, retirement
 Monthly                                 Employee deductions
 Monthly                                 Bank account transfers, direct deposits
 Monthly                                 Administer Petty cash
 Monthly                                 Monthly board checks
 Monthly                                 Accounts receivable – bank deposits
 Monthly                                 Add new employees into system
 Monthly                                 Retirement Reporting
 Monthly                                 Attendance Reporting
 Monthly                                 Post new employment positions available
 Monthly                                 Workers Compensation
 Monthly                                 Board Packets
 Monthly                                 Update Cash Flow
 Monthly                                 Review CEPI website for form due dates (http://michigan.gov/cepi/)
 Monthly                                 Monthly reconciliations of Balance Sheet accounts
 Monthly                                 Monthly Purchase Order status reports
 Monthly                                 Review Next Month's Task to allow for adequate time for preparation by due dates
 Monthly                                 Monthly closing for financial software packages
                                         Prior fiscal year end Financial Audit presentation to Board of Education
                                         Complete budget amendments to take to November board meeting
   31st           941                    Quarterly 941
                                         Quarterly Medicaid
              SM-4012-SL      MEIS       Claim for Reimbursement - School Meals Program
   7th         SE-4094        Paper      Transportation Cost Report to State
   31st                                  Financial Audit to the ISD
                                         Wire transfer debt service payments for bond issues
    27th                   MEIS (SRSD)   Single Record Student Database (SRSD) to ISD
     1st                   MEIS (MEGS)   Certification of Constitutionally Protected Prayer
     1st         4527      MEIS (MEGS)   Certification of Eye Protective Devices
     1st         2011                    Unclaimed Property Report - prepare report and send remittance
 October                                 E-Rate Form 470 (needs to be filed 28 days before Form 471 - see USAC for details)
    31st                     MEIS        School Infrastructure Database - update (School wide Title I participation)
    31st                   MEIS (SID)    School Infrastructure Database to CEPI
Oct/Feb/Jun                              Budget Review/Update w/Proposed Amendments/Assumptions/Current & 3-Year




           D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                    Page 18   7/16/2010
                                                                  SAMPLE PUBLIC SCHOOLS
                                                              BUSINESS OFFICE TASK CALENDAR
                                                                     Revised April, 2007

 Due                        Form
 Date         Form #        Type                                        Description
                                                                      NOVEMBER
Monthly                               Month end budget reports to departments
Monthly                               Any special reporting to the ISD
Monthly                               Financial report for board packets
Monthly                               Pull State Aid data information from State website
Monthly                               MEGS reports as required
Monthly       DS-4492       MEGS      Grant Request for Funds - as needed
Monthly                               Calculate and pay Employee Insurances
Monthly                               Balance bank accounts
Monthly                               Weekly accounts payables
Monthly                               Bi-weekly payroll
Monthly                               Travel reimbursements, bi-weekly
Monthly                               General Ledger bi-weekly entries
Monthly                               Withholdings, taxes, retirement
Monthly                               Employee deductions
Monthly                               Bank account transfers, direct deposits
Monthly                               Administer Petty cash
Monthly                               Monthly board checks
Monthly                               Accounts receivable – bank deposits
Monthly                               Add new employees into system
Monthly                               Retirement Reporting
Monthly                               Attendance Reporting
Monthly                               Post new employment positions available
Monthly                               Workers Compensation
Monthly                               Board Packets
Monthly                               Update Cash Flow
Monthly                               Review CEPI website for form due dates (http://michigan.gov/cepi/)
Monthly                               Monthly reconciliations of Balance Sheet accounts
Monthly                               Monthly Purchase Order status reports
Monthly                               Review Next Month's Task to allow for adequate time for preparation by due dates
Monthly                               Monthly closing for financial software packages
                                      Statutory School Election Provision (August/November/February/May)
                                                                                                         th
  15th        DS-4169         FID     Financial Information Data (FID) submission to CEPI due Nov. 15 .
  10th         REP           MEIS     Registry of Educational Personnel (REP)
                                      Submission of budget amendments to board for approval
  8th         VE-4033       CTEIS     Voc Ed Report to state
  15th                                Financial audit to the state
  15th        DS-4044        MEIS     Financial Federal reports to the state - Grants ended 9/30
  31st                                Summer Tax board resolution (intent to levy summer taxes)
              SE-4107        MEIS     Review and update bus inventory
             SM-4012-SL               Claim for Reimbursement - School Meals Program
November                              E-Rate Form 471 - (beginning of three month window - see USAC for details)
  30th          REP          MEIS     Registry of Educational Personnel                                                            Change from December




          D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                Page 19                          7/16/2010
                                                                    SAMPLE PUBLIC SCHOOLS
                                                                BUSINESS OFFICE TASK CALENDAR
                                                                       Revised April, 2007

Due                         Form
Date          Form #        Type                                          Description
                                                                        DECEMBER
Monthly                                Month end budget reports to departments
Monthly                                Any special reporting to the ISD
Monthly                                Financial report for board packets
Monthly                                Pull State Aid data information from State website
Monthly                                MEGS reports as required
Monthly       DS-4492       MEGS       Grant Request for Funds - as needed
Monthly                                Calculate and pay Employee Insurances
Monthly                                Balance bank accounts
Monthly                                Weekly accounts payables
Monthly                                Bi-weekly payroll
Monthly                                Travel reimbursements, bi-weekly
Monthly                                General Ledger bi-weekly entries
Monthly                                Withholdings, taxes, retirement
Monthly                                Employee deductions
Monthly                                Bank account transfers, direct deposits
Monthly                                Administer Petty cash
Monthly                                Monthly board checks
Monthly                                Accounts receivable – bank deposits
Monthly                                Add new employees into system
Monthly                                Retirement Reporting
Monthly                                Attendance Reporting
Monthly                                Post new employment positions available
Monthly                                Workers Compensation
Monthly                                Board Packets
Monthly                                Update Cash Flow
Monthly                                Review CEPI website for form due dates (http://michigan.gov/cepi/)
Monthly                                Monthly reconciliations of Balance Sheet accounts
Monthly                                Monthly Purchase Order status reports
Monthly                                Review Next Month's Task to allow for adequate time for preparation by due dates
Monthly                                Monthly closing for financial software packages
 31st                                  Continuing Disclosure-Bond Issues-multiple repositories-Fin Advisors/Bnd Under.
                                       Calculate and process Life Insurance over $50,000 for administrators
 31st           3883        Online -   Municipal Finance Qualifying statement
                            Treasury   (http://michigan.gov/treasury/0,1607,7-121-1751_8013---,00.html)
                            Website
             SM-4012-SL      MEIS      Claim for Reimbursement - School Meals Program
 21st         SE-4568        MiCIS     Special Education Student & Personnel Counts
                                       If bidding insurance, begin insurance policy reviews




          D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                 Page 20   7/16/2010
                                                                  SAMPLE PUBLIC SCHOOLS
                                                              BUSINESS OFFICE TASK CALENDAR
                                                                     Revised April, 2007

Due                         Form
Date          Form #        Type                                        Description
                                                                       JANUARY
Monthly                               Month end budget reports to departments
Monthly                               Any special reporting to the ISD
Monthly                               Financial report for board packets
Monthly                               Pull State Aid data information from State website
Monthly                               MEGS reports as required
Monthly       DS-4492       MEGS      Grant Request for Funds - as needed
Monthly                               Calculate and pay Employee Insurances
Monthly                               Balance bank accounts
Monthly                               Weekly accounts payables
Monthly                               Bi-weekly payroll
Monthly                               Travel reimbursements, bi-weekly
Monthly                               General Ledger bi-weekly entries
Monthly                               Withholdings, taxes, retirement
Monthly                               Employee deductions
Monthly                               Bank account transfers, direct deposits
Monthly                               Administer Petty cash
Monthly                               Monthly board checks
Monthly                               Accounts receivable – bank deposits
Monthly                               Add new employees into system
Monthly                               Retirement Reporting
Monthly                               Attendance Reporting
Monthly                               Post new employment positions available
Monthly                               Workers Compensation
Monthly                               Board Packets
Monthly                               Update Cash Flow
Monthly                               Review CEPI website for form due dates (http://michigan.gov/cepi/)
Monthly                               Monthly reconciliations of Balance Sheet accounts
Monthly                               Monthly Purchase Order status reports
Monthly                               Review Next Month's Task to allow for adequate time for preparation by due dates
Monthly                               Monthly closing for financial software packages
                                      Begin next fiscal year budget recommendations-Include assumptions/timeline/etc
 31st           W-2                   Process and distributed W-2’s (include internal control review)
 31st           1099                  Process and distributed 1099’s (include internal control review)
 31st           941                   Quarterly 941
                                      Quarterly Medicaid
             SM-4012-SL      MEIS     Claim for Reimbursement - School Meals Program
                                      Set up new Calendar Year files
                                      Revenue Concensus Conference - (budget implications)




          D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                Page 21   7/16/2010
                                                                   SAMPLE PUBLIC SCHOOLS
                                                               BUSINESS OFFICE TASK CALENDAR
                                                                      Revised April, 2007

  Due                        Form
  Date         Form #        Type                                        Description
                                                                       FEBRUARY
 Monthly                               Month end budget reports to departments
 Monthly                               Any special reporting to the ISD
 Monthly                               Financial report for board packets
 Monthly                               Pull State Aid data information from State website
 Monthly                               MEGS reports as required
 Monthly       DS-4492       MEGS      Grant Request for Funds - as needed
 Monthly                               Calculate and pay Employee Insurances
 Monthly                               Balance bank accounts
 Monthly                               Weekly accounts payables
 Monthly                               Bi-weekly payroll
 Monthly                               Travel reimbursements, bi-weekly
 Monthly                               General Ledger bi-weekly entries
 Monthly                               Withholdings, taxes, retirement
 Monthly                               Employee deductions
 Monthly                               Bank account transfers, direct deposits
 Monthly                               Administer Petty cash
 Monthly                               Monthly board checks
 Monthly                               Accounts receivable – bank deposits
 Monthly                               Add new employees into system
 Monthly                               Retirement Reporting
 Monthly                               Attendance Reporting
 Monthly                               Post new employment positions available
 Monthly                               Workers Compensation
 Monthly                               Board Packets
 Monthly                               Update Cash Flow
 Monthly                               Review CEPI website for form due dates (http://michigan.gov/cepi/)
 Monthly                               Monthly reconciliations of Balance Sheet accounts
 Monthly                               Monthly Purchase Order status reports
 Monthly                               Review Next Month's Task to allow for adequate time for preparation by due dates
 Monthly                               Monthly closing for financial software packages
                                       Statutory School Election Provision (August/November/February/May)
                                       Continue next fiscal year budget development
   29th          W-3                   W-3 - Summary return of W-2's (include Internal Control Review)
   29th          1098                  1098 - Summary return of 1099's (include Internal Control Review)
                                       Supplemental Pupil Count Day - review student count projections
              SM-4012-SL      MEIS     Claim for Reimbursement - School Meals Program
    29th                               Sales, Use and Withholding Tax Annual Return due to the state
 February                              E-Rate Form 471 - (end of window - see USAC for details)
Oct/Feb/Jun                            Budget Review/Update w/Proposed Amendments/Assumptions/Current & 3-Year




           D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                Page 22   7/16/2010
                                                                    SAMPLE PUBLIC SCHOOLS
                                                                BUSINESS OFFICE TASK CALENDAR
                                                                       Revised April, 2007

  Due                         Form
  Date          Form #        Type                                         Description
                                                                           MARCH
 Monthly                                Month end budget reports to departments
 Monthly                                Any special reporting to the ISD
 Monthly                                Financial report for board packets
 Monthly                                Pull State Aid data information from State website
 Monthly                                MEGS reports as required
 Monthly        DS-4492       MEGS      Grant Request for Funds - as needed
 Monthly                                Calculate and pay Employee Insurances
 Monthly                                Balance bank accounts
 Monthly                                Weekly accounts payables
 Monthly                                Bi-weekly payroll
 Monthly                                Travel reimbursements, bi-weekly
 Monthly                                General Ledger bi-weekly entries
 Monthly                                Withholdings, taxes, retirement
 Monthly                                Employee deductions
 Monthly                                Bank account transfers, direct deposits
 Monthly                                Administer Petty cash
 Monthly                                Monthly board checks
 Monthly                                Accounts receivable – bank deposits
 Monthly                                Add new employees into system
 Monthly                                Retirement Reporting
 Monthly                                Attendance Reporting
 Monthly                                Post new employment positions available
 Monthly                                Workers Compensation
 Monthly                                Board Packets
 Monthly                                Update Cash Flow
 Monthly                                Review CEPI website for form due dates (http://michigan.gov/cepi/)
 Monthly                                Monthly reconciliations of Balance Sheet accounts
 Monthly                                Monthly Purchase Order status reports
 Monthly                                Review Next Month's Task to allow for adequate time for preparation by due dates
 Monthly                                Monthly closing for financial software packages
                                        Finalize next fiscal year budget development
               SM-4012-SL     MEIS      Claim for Reimbursement - School Meals Program
    1st                                 School Bond Loan Fund borrowing application (for May 1 debt service)
   15th                                 State Aid Note Cumulative Cash Deficit Form to MMBA (if required)
                                        Mail year-end purchase order and check request cut off notices
   15th        FS-4731-C      MEGS      At Risk Pupil Free and Reduced Meals Count (Oct Free and Reduced)
   16th                     MEIS (SRSD) Single Record Student Database (SRSD) - Spring submission - due to ISD
Normally Feb                  Paper     Michigan School Readiness Program Mid Year Report
Normally Feb    SP-4881       MEGS      Community Needs and Resources Assessment (School Readiness)




           D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                 Page 23   7/16/2010
                                                                  SAMPLE PUBLIC SCHOOLS
                                                              BUSINESS OFFICE TASK CALENDAR
                                                                     Revised April, 2007

Due                         Form
Date          Form #        Type                                        Description
                                                                          APRIL
Monthly                               Month end budget reports to departments
Monthly                               Any special reporting to the ISD
Monthly                               Financial report for board packets
Monthly                               Pull State Aid data information from State website
Monthly                               MEGS reports as required
Monthly       DS-4492       MEGS      Grant Request for Funds - as needed
Monthly                               Calculate and pay Employee Insurances
Monthly                               Balance bank accounts
Monthly                               Weekly accounts payables
Monthly                               Bi-weekly payroll
Monthly                               Travel reimbursements, bi-weekly
Monthly                               General Ledger bi-weekly entries
Monthly                               Withholdings, taxes, retirement
Monthly                               Employee deductions
Monthly                               Bank account transfers, direct deposits
Monthly                               Administer Petty cash
Monthly                               Monthly board checks
Monthly                               Accounts receivable – bank deposits
Monthly                               Add new employees into system
Monthly                               Retirement Reporting
Monthly                               Attendance Reporting
Monthly                               Post new employment positions available
Monthly                               Workers Compensation
Monthly                               Board Packets
Monthly                               Update Cash Flow
Monthly                               Review CEPI website for form due dates (http://michigan.gov/cepi/)
Monthly                               Monthly reconciliations of Balance Sheet accounts
Monthly                               Update Cash Flow - assess if need cash borroworing
Monthly                               Monthly Purchase Order status reports
Monthly                               Review Next Month's Task to allow for adequate time for preparation by due dates
Monthly                               Monthly closing for financial software packages
 30th          L-4029        Paper    Summer Tax Certification board resolution
                                      Provide Bd of Ed Members information May Election (open trustee positions)
                                      School Bond Loan Fund borrowing resolution (Due MMBA 8/1) Begin to Prepare
                                      Present next fiscal year draft budget to board of education (all funds)
 30th            941                  Quarterly 941
                                      Quarterly Medicaid
             SM-4012-SL      MEIS     Claim for Reimbursement - School Meals Program
 15th        DS-4168-B       Paper    District Planned Hours of Instruction
                                      Staff list to Administrators re: return to work letters
                                      Update district map to done by July 1
                                      Wire transfer debt service payments for bond issues
  1st                                 Initial contact-Auditors-Engagement letter or RFP/timeline/reporting changes/oth




          D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                Page 24   7/16/2010
                                                                  SAMPLE PUBLIC SCHOOLS
                                                              BUSINESS OFFICE TASK CALENDAR
                                                                     Revised April, 2007

Due                         Form
Date          Form #        Type                                        Description
                                                                            MAY
Monthly                               Month end budget reports to departments
Monthly                               Any special reporting to the ISD
Monthly                               Financial report for board packets
Monthly                               Pull State Aid data information from State website
Monthly                               MEGS reports as required
Monthly       DS-4492       MEGS      Grant Request for Funds - as needed
Monthly                               Calculate and pay Employee Insurances
Monthly                               Balance bank accounts
Monthly                               Weekly accounts payables
Monthly                               Bi-weekly payroll
Monthly                               Travel reimbursements, bi-weekly
Monthly                               General Ledger bi-weekly entries
Monthly                               Withholdings, taxes, retirement
Monthly                               Employee deductions
Monthly                               Bank account transfers, direct deposits
Monthly                               Administer Petty cash
Monthly                               Monthly board checks
Monthly                               Accounts receivable – bank deposits
Monthly                               Add new employees into system
Monthly                               Retirement Reporting
Monthly                               Attendance Reporting
Monthly                               Post new employment positions available
Monthly                               Workers Compensation
Monthly                               Board Packets
Monthly                               Update Cash Flow
Monthly                               Review CEPI website for form due dates (http://michigan.gov/cepi/)
Monthly                               Monthly reconciliations of Balance Sheet accounts
Monthly                               Monthly Purchase Order status reports
Monthly                               Review Next Month's Task to allow for adequate time for preparation by due dates
Monthly                               Monthly closing for financial software packages
                                      Statutory School Election Provision (August/November/February/May)
                                      Public Budget Presentation (Proposed Budget)
             SM-4012-SL      MEIS     Claim for Reimbursement - School Meals Program
                                      Reasonable Assurance letters (less than full year employees)
                                      Board approve summer tax collection agreements
                                      Publish Budget Public Hearing Notice
                                      If bidding insurance, insurance bids due date
                                      Review Headlee calculation and prepare L-4029's
 31st         DS-4524        Paper    ISD Indirect Cost Rate
                                      Revenue Concensus Conference (budget implications)




          D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                Page 25   7/16/2010
                                                                   SAMPLE PUBLIC SCHOOLS
                                                               BUSINESS OFFICE TASK CALENDAR
                                                                      Revised April, 2007

  Due                        Form
  Date        Form #         Type                                        Description
                                                                           JUNE
  Monthly                              Month end budget reports to departments
  Monthly                              Any special reporting to the ISD
  Monthly                              Financial report for board packets
  Monthly                              Pull State Aid data information from State website
  Monthly                              MEGS reports as required
  Monthly     DS-4492        MEGS      Grant Request for Funds - as needed
  Monthly                              Calculate and pay Employee Insurances
  Monthly                              Balance bank accounts
  Monthly                              Weekly accounts payables
  Monthly                              Bi-weekly payroll
  Monthly                              Travel reimbursements, bi-weekly
  Monthly                              General Ledger bi-weekly entries
  Monthly                              Withholdings, taxes, retirement
  Monthly                              Employee deductions
  Monthly                              Bank account transfers, direct deposits
  Monthly                              Administer Petty cash
  Monthly                              Monthly board checks
  Monthly                              Accounts receivable – bank deposits
  Monthly                              Add new employees into system
  Monthly                              Retirement Reporting
  Monthly                              Attendance Reporting
  Monthly                              Post new employment positions available
  Monthly                              Workers Compensation
  Monthly                              Board Packets
  Monthly                              Review CEPI website for form due dates (http://michigan.gov/cepi/)
  Monthly                              Monthly reconciliations of Balance Sheet accounts
  Monthly                              Monthly Purchase Order status reports
  Monthly                              Review Next Month's Task to allow for adequate time for preparation by due dates
  Monthly                              Monthly closing for financial software packages
                             MEGS      Submission of Consolidated Application
                                       Current year ending final budget amendment-Additionally next fiscal year budget
                                       adoption by Board of Education (all funds)

1st or ASAP   L-4029         Paper    Summer Tax Levy Certification resolution
                                      Send Tax Rate request to local municipalities, county clerks/treasurers
           SM-4012-SL       MEIS      Claim for Reimbursement - School Meals Program
                                      Hold Budget Hearing
                                      Make sure all administrators are aware of their next year's budget numbers
                                      Set up new Fiscal Year files for all funds general ledgers
                                      Property/Casualty/Fleet/Workers Comp/School Board Liability renewals finalized
                                      Health/Dental/Vision Insurance renewals finalized
   30th        REP          MEIS      Registry of Educational Personnel (REP)
                                      Accounts receivables (Year End)
                                      Accounts payables (Year End)
                                      Payroll accruals
                                      Deferred Revenue
                                      New fiscal year administrator contracts
                                      New fiscal year support staff set-up/contracts
                                      Classified Staff Manual Update
   27th                     Paper     State Aid Note Application due to MMBA
        D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                                                   Page 26   7/16/2010
                                                                SAMPLE PUBLIC SCHOOLS
                                                            BUSINESS OFFICE TASK CALENDAR
                                                                   Revised April, 2007

Due                      Form
Date       Form #        Type                                            Description
30th       SE-4107        MEIS     Bus Inventory reviewed and updated
                                   Tuition Rate calculation / resolution
13th       DS-4151        Paper    Indirect Cost Report adjustments due to state
30th                      MEIS     School Code Master - update
30th                      MEIS     School Infrastructure Database (SID) - "update"




       D:\Docstoc\Working\pdf\fa5eb352-6005-4248-885c-986e3a542458.xls                      Page 27   7/16/2010

				
DOCUMENT INFO
Description: Sample of a Business Letter document sample