CHIEF FISCAL OFFICERS MEETING AGENDA Wednesday, August ... · You may contact Chelsey at...

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CHIEF FISCAL OFFICERS MEETING AGENDA Wednesday, August 23 rd 12:00 p.m. 2:00 p.m. 12:00 p.m. 12:15 p.m. Lunch 12:15 p.m. 2:30 p.m. CFO Meeting 1) Introductions and What’s New a) Additions to the Agenda b) Staff Changes c) District Sharing 2) Reminders a) Interest due quarterly on all federal funds if over $500 b) AB1200 Public Disclosure-include copy of TA and MYP when submitting Form should be signed by BOTH Superintendent and CBO before submitting Disclosure of a settlement is required even if no salary/benefit change c) AB2197 disclosure required for non-voter approved debt d) Document wages charged to federal/state programs e) Complete Admin to Teacher ratio form. (Retain for your audit records) f) Clear due to/due from accounts if not already done g) Vacation payout cannot be charged to federal and most state programs h) Reconcile payroll liability accounts i) Send Official DAT files to Paramjeet j) Remember to include TRC with hard copy to SCSOS 3) Mandated Block Grant (pgs. 3-4) 4) Reconcile payroll liability accounts 5) Vision Screening 6) Back to School (Page 5) 7) District Payroll Training (pgs. 7-8) 8) CALPADS 9) Education Protection Act (EPA) 10) ESSCO 11) Human Resource 12) Minimum Wage (pgs. 9-10) 13) In-Lieu Property Taxes 14) Payroll (pgs. 11-37) a) Employer Advisory Committee CFO Meeting August 2017 1 of 59

Transcript of CHIEF FISCAL OFFICERS MEETING AGENDA Wednesday, August ... · You may contact Chelsey at...

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CHIEF FISCAL OFFICERS MEETING

AGENDA Wednesday, August 23rd

12:00 p.m. – 2:00 p.m.

12:00 p.m. – 12:15 p.m. Lunch 12:15 p.m. – 2:30 p.m. CFO Meeting 1) Introductions and What’s New

a) Additions to the Agenda b) Staff Changes c) District Sharing

2) Reminders

a) Interest due quarterly on all federal funds if over $500 b) AB1200 Public Disclosure-include copy of TA and MYP

when submitting

Form should be signed by BOTH Superintendent and CBO before submitting

Disclosure of a settlement is required even if no salary/benefit change

c) AB2197 disclosure required for non-voter approved debt d) Document wages charged to federal/state programs e) Complete Admin to Teacher ratio form. (Retain for your

audit records) f) Clear due to/due from accounts if not already done g) Vacation payout cannot be charged to federal and most

state programs h) Reconcile payroll liability accounts i) Send Official DAT files to Paramjeet j) Remember to include TRC with hard copy to SCSOS

3) Mandated Block Grant (pgs. 3-4)

4) Reconcile payroll liability accounts

5) Vision Screening 6) Back to School (Page 5)

7) District Payroll Training (pgs. 7-8)

8) CALPADS

9) Education Protection Act (EPA)

10) ESSCO

11) Human Resource

12) Minimum Wage (pgs. 9-10)

13) In-Lieu Property Taxes

14) Payroll (pgs. 11-37)

a) Employer Advisory Committee

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b) CalSTRS new member workshop c) Revised I-9 Form

15) Donated Commodities (page 39) 16) 2017-18 Budget Act (pgs. 41-45)

17) Unaudited Actuals

a) DUE 9/15 b) Send official DAT file to Paramjeet Kaur c) Import official DAT file from Adopted Budget into SAC2017ALL d) Don’t forget manual adjustment to ICR for employment separation costs e) Special Ed MOE

Verify MOE is met before closing (manual input required for prior year amounts)

Only need to complete LEA forms, not SELPA

Complete all tests

Complete excel file for exemptions and send with MOE form. (If needed). Retain backup documentation

http://www.cde.ca.gov/sp/se/as/documents/leamoeexempwrksht.xls

All LEA forms will be sent to CDE f) Verify CEA is met or waiver will be filed. Manual adjustments may be required g) ALL TRC exceptions are cleared and explanation are entered and appropriate

–send TRC report (exceptions only) with SACS h) GANN Limit

Remember manual adjustments for unrestricted state income if applicable

GANN LIMIT CALCULATION REQUIRES A SEPARATE BOARD RESOLUTION. Send a copy to SCOE.

18) School Services Articles (pgs. 47-54)

a) What is the criteria in classifying a position as an employee or independent contractor?

b) What are the legal requirements regarding disposal of textbooks? c) Top Legislative Issues for 2017 d) Is there a Maintenance of Effort requirement for the CTEIG program? e) Critical deadlines

19) Upcoming Workshops (pgs. 55-59)

a) CASBO Workshops b) SSC Workshops

20) Next Meeting

a) September 13th — Board Room

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Location: Sutter County Superintendent of Schools

970 Klamath Lane

N/S Board Room

Yuba City, CA 95993

What we’ll cover:

Purchase Orders/Payables Account Coding & Deposits/Receivable Account Coding

Cash/Budget Transfers

CALPADS and Attendance Reporting

Payroll Process and Procedures

QCC-Reports, Tips and Shortcuts

Who should attend?

District staff responsible for:

Business functions (coding items and financial reports)

Attendance data submission and reporting

Entering items in QCC

Submitting items for payroll

*Lunch will be provided.

Please join Sutter County SOS

External Business and Payroll Department

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SEPT 15, 2017 13TH ANNUAL SCSOS PAYROLL WORKSHOP This workshop is intended for district payroll staff. Join your colleagues for a morning of in-depth discussion on general payroll, CalPERS/CalSTRS membership and retirees.

FREE REGISTRATION for our district payroll staff

LIMITED SEATING

Register early to save your

spot!

Includes morning refreshments,

lunch and a USB that contains the

most current forms and

publications!

SUTTER COUNTY SUPERINTENDENT OF

SCHOOLS 970 Klamath Lane

Yuba City, CA 95993

North/South Board Room

8:30 a.m. – 1:00 p.m. (Lunch will be served 12:00-1:00)

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13th ANNUAL DISTRICT TRAINING

REGISTRATION

September 15, 2017

Name of District Office

Address

Attendee

E-mail phone

Staying for lunch Mark for vegetarian option □

Attendee

E-mail phone

Staying for lunch Mark for vegetarian option □

Attendee

E-mail phone

Staying for lunch Mark for vegetarian option □

Please send registration to

Sutter County Superintendent of Schools

Attn: Chelsey McGraw

970 Klamath Lane

Yuba City CA 95993

Fax (530) 822-2920

By August 31, 2017

You may contact Chelsey at [email protected] (530) 822-2943 with any questions. CFO Meeting August 2017

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Our Mission: Securing the Financial Future and Sustaining the Trust of California’s Educators

California State Teachers’

Retirement System

Retirement Readiness

100 Waterfront Place

West Sacramento, CA 95605

(916) 414-1024

August 9, 2017

On September 23, we will host our first-ever New Member Workshop to introduce new

members to CalSTRS, their retirement plan.

At our workshop, your new employees will learn about their benefits as a CalSTRS member,

how their retirement benefit is calculated, and steps they can take now to increase their

benefit. They will also learn about Pension2, CalSTRS’ voluntary defined contribution plan,

which offers low-cost 403(b) and 457(b) plans for additional income in retirement.

The event is scheduled for Saturday morning, September 23, from 8 a.m. to 1 p.m., at all six

CalSTRS Member Service Centers.

You will find flyers, with registration information, to post and distribute to help us spread the

word to your new employees. We also created an email to send to your new employees, which

you will find at https://www.calstrs.com/benefits-planning.

If you have questions or would like marketing materials for the event, please contact 916-

414-1024 or email [email protected].

Sincerely,

Sandy Blair

CalSTRS Retirement Readiness Director

Enclosures

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CalSTRS.com/workshops or call 800-228-5453 and select option 3

REGISTER TODAY. We’ve made it easy. Simply go to:

Stay engaged, be informed! Your CalSTRS benefits explainedWelcome to the California State Teachers’ Retirement System! You’re off to a great start—now learn more about your benefits and how CalSTRS Pension2 low-cost 403(b) and 457(b) plans can help you save more for your future.

We’ll be in West Sacramento, Santa Clara, Glendale, Irvine, Riverside and San Diego

Date: Saturday, September 23

Time: 8 a.m. to 1 p.m.

Location: CalSTRS Member Service Centers

Workshops and times — sign up for one or both:

My Retirement System – 9 a.m. to 10 a.m.

Pension2 – 10:30 a.m. to 12 p.m.

We’ll also help you register for myCalSTRS, your online resource for managing your personal information and CalSTRS accounts and more.

Join us Saturday, September 23

CalSTRS is your retirement plan—we’re here for you

2017 CALSTRS NEW MEMBER WORKSHOP

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L5���A3B3�2+)+H$(�;I�2&'1�9:"'��;<>YJ?9]?��k.-;I�:o7�po7q�oi-r�p;[l�;iB�.A[lo7;s.[;oi9m?��k.-;I�:o7�po7q�oi-r�p;[l�IlB�.A[lo7;s.[;oi9>?��io[�k.-;I�:o7��X6-orX�i[

tuvw�x�yz�x{y|}�~�����������������Q�T��������Q�S�����P��������������QTT�QU�R���QU��@C�����P���Q���������U��T��S�U�����4gF�5����U�����P��R���U���R������U���U��R���U�Q�R���Q�����Q���T�Q����U���RT��5

CFO Meeting August 2017 37 of 59

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CFO Meeting August 2017 38 of 59

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Donated Commodities Reporting

Object 8221, Donated Food Commodities, was established in 2015–16 to allow LEAs to

record the fair market value of commodities received from the federal government for

use in school meal programs. LEAs should recognize the receipt of donated food

commodities at their fair market value in the period when all eligibility requirements are

met (typically, at the time of donation) by crediting revenue and debiting expenditures or

inventory.

The CDE reminded participants the use of Object 8221, while optional for 2015–16, is

mandatory for 2016–17.

LEA receives donated food commodities during the year, paid $1,000 with a FMV of

$15,000

Entry:

Object 47XX $15,000

Object Cash $ 1,000

Object 8221 $14,000

At year end the LEA has commodities remaining on hand for which they paid $100 with

a FMV of $1,500

Entry:

Object 9320 $100

Object 47XX $100

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54 of 59

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Records Retention - 11/28/2017 - Folsom Cordova Folsom Cordova USD Tuesday - November 28, 2017

Sacramento Section Administering School Risks Schools Insurance Authority Wednesday - November 29, 2017

Pupil Attendance Accounting for School Site Personnel -

11/30/2017 - Santa Clara COESanta Clara COE - Milipitas

Room

Thursday - November 30, 2017

Sacramento Section 2017 Holiday Luncheon DoubleTree by Hilton Sacramento Friday - December 08, 2017

Evaluation and Performance Management - 1/12/2018 -

Orange County DEOrange County Dept. of Education Friday - January 12, 2018

Principles of School Law - 01/13/2018 - San Joaquin COE San Joaquin COE Saturday - January 13, 2018

Maximizing ADA & Maintaining Compliance with

Independent Study - 1/23/2018 - Marin COEMarin COE Tuesday - January 23, 2018

2018 CBO Boot Camp - San Diego Marriott Coronado Island Resort

& Spa

Thursday - February 01, 2018

CFO Meeting August 2017 55 of 59

Page 56: CHIEF FISCAL OFFICERS MEETING AGENDA Wednesday, August ... · You may contact Chelsey at chelseym@sutter.k12.ca.us (530) 822-2943 with any questions. ... rp p c r rg } ` q a h k a

Project Management Essentials - 2/1/2018 - Webinar WEBINAR Thursday - February 01, 2018

Understanding RFP & Bidding Processes - 02/05/2018 -

Sacramento Area

Natomas USD Monday - February 05, 2018

Project Management Essentials - 2/8/2018 - Webinar WEBINAR Thursday - February 08, 2018

Project Management Essentials - 2/15/2018 - Webinar WEBINAR Thursday - February 15, 2018

Project Management Essentials - 2/22/2018 - Webinar WEBINAR Thursday - February 22, 2018

Pupil Attendance Accounting for Business Office Personnel -

02/26/2018 - Folsom Cordova USD

Folsom-Cordova USD Monday - February 26, 2018

Sacramento Section Spring Conference & Vendor Show Location TBD Friday - March 02, 2018

Advanced Budgeting - 03/02/2018- Napa COE Napa COE Friday - March 02, 2018

Year-End Closing - 4/10/2018 - Marin COE Marin COE Tuesday - April 10, 2018

K-12 Technology Overview & Best Practices - 4/13/2018 -

San Joaquin COE

San Joaquin COE - Nelson

Center95206

Friday - April 13, 2018

Year-End Closing - 04/24/2018 - Dunsmuir Dunsmuir High School - Annex

Building

Tuesday - April 24, 2018

CFO Meeting August 2017 56 of 59

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Sacramento Section Lunch & Learn Location TBD Friday - May 11, 2018

Contracts - 5/23/2018 - San Joaquin COE San Joaquin COE - Nelson Center Wednesday - May 23, 2018

Debt Financing - 6/16/2018 - San Joaquin COE San Joaquin COE - Nelson Center Saturday - June 16, 2018

CFO Meeting August 2017 57 of 59

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