School Financial Services Update

1
School Financial Services Update

• Ask questions any time
• School Financial Services
• SAFS System Upgrade
• FY 0607 Accounting Manual
• FY 0607 Budget Update
• FY 0506 F196 Update
• Other topics, comments, questions?

2
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 200607 but the
  details are not set.
• STAY TUNED!!

3
School District Accounting Manual Updates for
Fiscal Year 20062007

• Christie M. Hazlett
• Supervisor, School District ESD Accounting

4
200607 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).

5
200607 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.

6
200607 Accounting Manual Changes

• Chapter 5 Revenue Accounts
• Inactivated 4171 Traffic Safety Education
  (Inactive Account since FY 0203).
• 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.

7
200607 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.

8
200607 Accounting Manual Changes

• Chapter 6 Expenditure Accounts (cont.)
• Updated Activity 12 Superintendents 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.

9
200607 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.

10
200607 Accounting Manual Changes

• Chapter 6 Expenditure Accounts (cont.)
• Updated Activity 72 Information Systems
• Include the operation of the districts network
  including server equipment, technology staff,
  maintenance agreements, internet connection fees,
  right-of-way fees, content filtering, and network
  security.

11
200607 Accounting Manual Changes

• Chapter 6 Expenditure Accounts (cont.)
• Added Activity 21 Supervision to Programs 88
  (Day Care) and 89 (Other Community Services).

12
200607 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.

13
200607 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.

14
200607 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.

15
200607 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

16
200607 Accounting Manual Changes

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

17
200607 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.

18
How To Contact Me

• Christie Hazlett, Supervisor, School District and
  ESD Accounting
• 360-725-6303
• chazlett_at_ospi.wednet.edu
• If you have suggestions or comments on the School
  District Accounting Manual please let me know!

19
FY 0607 Budget Update

• Mike Dooley
• Supervisor, School District/ESD Budget
• [phone]
• mdooley_at_ospi.wednet.edu
• Live link to
  Mike sitting back at the office!

20
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 0506 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

21
FY 0506 F196 Update

• Pam Peppers
• Supervisor of School District/ESD Financial
  Reporting
• [phone]
• ppeppers_at_ospi.wednet.edu

22
FY 0506 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 0506 F-196.

23
Financial Reporting Update

• 200405 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.

24
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 0607 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 200506 Recovery and
  Carryover Spreadsheet through April on our
  website at http//www.k12.wa.us/safs/TT/tt.asp.

25
SDAAC Update

• Meetings are scheduled now through December 2006
  for the 200708 SD Accounting Manual Updates.
• http//www.k12.wa.us/safs/PUB/COM/SDAAC.asp
• Any suggestions for projects?

26
Thank you for coming

• Other topics of discussion?
• Comments?
• Questions