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Project Accounting Manual

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					    School Financial Services Update
   Ask questions any time

   School Financial Services
       SAFS System Upgrade
       FY 06–07 Accounting Manual
       FY 06–07 Budget Update
       FY 05–06 F196 Update


   Other topics, comments,
    questions?
                                       1
             SAFS System Upgrade Project

   Why? The current system is old!!
   Who, What, When? A 2-part conversion using $1.9 million
    appropriated in 05-07 budget.
      Part 1, to be completed by mid-September, will “transform” the
       code from COBOL to C# and move it from the old DEC
       Alpha server to new servers in a web-based environment.
      Part 2, to be completed by summer 2007, will make other
       enhancements and changes to the new system.
      WSIPC and the ESDs are already involved and we will assemble
       user-groups for input in the process.
      We will run parallel during 2006–07 but the details are not set.
                              STAY TUNED!!

                                                                      2
School District Accounting Manual
Updates for Fiscal Year 2006–2007

         Christie M. Hazlett
     Supervisor, School District &
           ESD Accounting



                                      3
          2006–07 Accounting Manual Changes
   Chapter 3 – Accounting Guidelines
      Added definitions and guidelines for:

         Carry Over of Revenues

         Deferred Revenues

         Short Term Obligations

      Moved the following sections from Chapter 1 to this Chapter:

         Added Shared Service Arrangements section.

         Added General Fund Fundraising section.

         Added Indirect/Direct Rate Accounting section (same as in
          ABFR).


                                                                  4
         2006–07 Accounting Manual Changes
   Chapter 3 – Accounting Guidelines
      Updated Interlocal Agreement guidelines:

         RCW 39.34.040 only requires the
          interlocal agreement be filed with the
          County Auditor.
         Currently the accounting manual states
          that the agreements needs to be filed
          with the City Clerk, OSPI, and the
          Secretary of State. This is not necessary
          unless there is a board policy.



                                                      5
          2006–07 Accounting Manual Changes
   Chapter 5 – Revenue Accounts
      Inactivated 4171 Traffic Safety Education (Inactive
       Account since FY 02–03).
      Added 4163 Promoting Academic Success (GF).

      Record revenue from OSPI for remediation for students who
       have not met standards in one or more content areas of the
       WASL in the spring of their tenth grade year and on each
       retake thereafter.
      School districts may carry over from one year to the next up
       to 20% of funds allocated under this program; however,
       carryover funds shall be expended for promoting academic
       success programs.

                                                                      6
         2006–07 Accounting Manual Changes
   Chapter 6 – Expenditure Accounts
      63 Promoting Academic Success – State
      Record expenditures for remediation for students who have
       not met standard in one or more content areas of the WASL
       in the spring of their tenth grade year and on each retake
       thereafter.
      The funds may be used for extended learning activities,
       including summer school, before and after school, Saturday
       classes, skill seminars, assessment preparations, and in-school
       or out-of-school tutoring.
      Extended learning activities may occur on the school campus,
       via the internet, or at other locations and times that meet
       student needs. Funds allocated under this section shall not
       be considered basic education funding and shall not supplant
       funding for existing programs and services.
                                                                     7
          2006–07 Accounting Manual Changes

   Chapter 6 – Expenditure Accounts (cont.)
      Updated Activity 12 – Superintendent’s Office:

         Deleted public information from the description.

      Added Activity 15 – Public Relations:
         This activity consists of writing, editing, and other
          preparation necessary to disseminate educational and
          administrative information to parents, students, staff, and the
          general public through direct mailing, the various news
          media, e-mail, internet web sites, and personal contact.
         Opened in Programs 51, 52, and 97.

         The same object codes as in Activity 12 will be allowed in
          Activity 15.

                                                                            8
         2006–07 Accounting Manual Changes

   Chapter 6 – Expenditure Accounts (cont.)
      Updated Activity 64 – Maintenance:
         Include expenditures for moving portable structures
          and maintenance of service systems, including the
          repair and replacement of heating systems, electric
          lighting systems, bells, clocks, intercommunication
          systems, network and voice systems, sewers, fire
          safety systems, plumbing systems, and elevators.




                                                                9
         2006–07 Accounting Manual Changes

   Chapter 6 – Expenditure Accounts (cont.)
      Updated Activity 72 – Information Systems:

         Include the operation of the district’s network including
          server equipment, technology staff, maintenance
          agreements, internet connection fees, right-of-way fees,
          content filtering, and network security.




                                                                      10
          2006–07 Accounting Manual Changes
   Chapter 6 – Expenditure Accounts (cont.)
      Added Activity 21 – Supervision to Programs 88 (Day Care)
       and 89 (Other Community Services).




                                                                   11
          2006–07 Accounting Manual Changes
   Chapter 6 – Expenditure Accounts (cont.)
      Transportation Vehicle Fund Expenditures (Section 10)
         Added descriptions to the following Program, Activity, and
          Object Codes:
         Program descriptions:
         97 Districtwide Support
             These are shared expenditures related to operations of the
              school district as a whole rather than any particular
              program.
         99 Transportation

             Record expenditures for bus purchases, major repair,
              rebuilding and related debt service incurred for pupil
              transportation.

                                                                           12
            2006–07 Accounting Manual Changes
   Transportation Vehicle Fund Expenditures (Section 10) (cont.)
   Activity Code descriptions:
          57 - Cash Purchase or Major Rebuild of Buses

               Record cash expenditures for the purchase or major rebuild of
                buses to this activity. (Major rebuild requires OSPI approval).
          58 - Contractual Purchase or Major Rebuild of Buses

               Record contractual service expenditures for the purchase or major
                rebuild of buses to this activity.
          83 Interest
               Record warrant interest and all other interest expenditures,
                including interest on conditional sales contracts, purchase
                agreements, and interfund loans to this activity.
          84 Principal

               Record the principal portion of matured debt to this activity.


                                                                                13
            2006–07 Accounting Manual Changes
   Transportation Vehicle Fund Expenditures (Section 10) (cont.)
      Activity Code descriptions:

         85 Debt-Related Expenditures

              Record expenditures necessary to issue debt. Also record
                expenditures made to the U.S. Treasury rebating arbitrage earnings.
      Object Codes descriptions:

         Object 7 Purchased Services

              For description, please refer to chapter 6, section 6, page 5, as
                appropriate for qualified expenditures in the TVF.
         Object 9 Capital Outlay

              For description, please refer to chapter 6, section 6, page 7, as
                appropriate for qualified expenditures in the TVF.



                                                                                 14
         2006–07 Accounting Manual Changes

   Chapter 7 – Journal Entries
      New sections added:

         Section 11 – Capital Lease

         Section 12 – Short Term Obligation

         Section 13 – Accounting for Bond Issues and Refundings




                                                               15
         2006–07 Accounting Manual Changes

   Appendix A – Glossary
      Check it out when you get the update – lots and lots of new
       terms added.




                                                                     16
         2006–07 Accounting Manual Changes
   Appendix B – Notes to the Financial Statements
      Added Agency Fund description to Note 1b.

         Agency Funds. These funds are used to account for
          assets that the district holds for other agencies in a
          custodial capacity.




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                 How To Contact Me:
   Christie Hazlett,
    Supervisor, School
    District and ESD
    Accounting
       360-725-6303
       chazlett@ospi.wednet.edu

   If you have suggestions or
    comments on the School
    District Accounting
    Manual – please let me
    know!

                                      18
    FY 06–07 Budget Update
              Mike Dooley
Supervisor, School District/ESD Budget
             (360) 725-6305
      mdooley@ospi.wednet.edu

            Live link to Mike sitting back at the
                 office!




                                                19
              FY 06-07 Budget Update

   F195/F203 Status:
      Both systems are available now.
      PAS (Promoting Academic Success) Program 63 and
       revenue account 4163 were added in April. If a
       budget extension is required to create capacity for
       the 05–06 PAS summer program, OSPI recommends
       using revenue account 4100 and expenditure account
       69 in the F-200 process.
   ABFR Status:
      ABFR Handbook is complete and on our website at
       http://www.k12.wa.us/safs/INS/ABF/0506/hb.asp

                                                             20
             FY 05–06 F196 Update

                     Pam Peppers
Supervisor of School District/ESD Financial Reporting
                   (360) 725-6304
              ppeppers@ospi.wednet.edu




                                                        21
                    FY 05–06 F196 Update
   Indirect Cost Rate Calculation-additional guidance for the distorting
    and indirect expenditure manual input items.

   GL 536, Other Financing Uses – Transfers Out is now open on the
    Statement of Revenue, Expenditures and Changes in Fund Balance
    report and the Budgetary Comparison Schedules (Item 533). GL 535,
    Other Financing Uses (Item 5603 and 5613) is still open in the DSF.

   Traffic Safety Education input item numbers have been removed from
    the F-196.

   Expenditures recorded in Program 63 and revenue account 4163,
    Promoting Academic Success, have been added to the 05–06 F-196.

                                                                            22
               Financial Reporting Update
   2004–05 Statewide SD/ESD Financial Reporting Summary is
    complete and on our website at
    http://www.k12.wa.us/safs/PUB/FIN/0405/fs.asp. Section 3
    reports are in pdf and MS Excel format.

   5-Year Financial history reports have also been updated and posted to
    our website at http://www.k12.wa.us/safs/FiveYearReports.asp.




                                                                        23
     Maintenance of Effort and Recovery and
              Carryover Template
   The Federal Cross-Cutting MOE tests are complete and
    the 04-05 vs. 05-06 template has been posted to our
    website under Training/Tools at
    http://www.k12.wa.us/safs/TT/tt.asp. This template
    can be used to test mid-year MOE as well as assisting
    districts during the 06–07 budget process.

   The Special Education MOE tests are also complete. The
    template will be posted to our Training/Tools website
    soon.

   Steve Shish has updated the 2005–06 Recovery and
    Carryover Spreadsheet through April on our website at
    http://www.k12.wa.us/safs/TT/tt.asp.


                                                             24
                     SDAAC Update

   Meetings are scheduled now through December 2006 for
    the 2007–08 SD Accounting Manual Updates.

   http://www.k12.wa.us/safs/PUB/COM/SDAAC.asp

   Any suggestions for projects?




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                Thank you for coming

   Other topics of discussion?
   Comments?
   Questions




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