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Volume VII, No 8 ­ April 20, 2018

Thursday, April 26: 2018 PAISBOA Annual Meeting at Springfield Country Club ­DON'T MISS OUT!

REGISTER TODAY!Tuesday­Wednesday, May 8­9: Retirement Planning Dinners at Cabrini Collegeand LaSalle College High School

REGISTER TODAY!Wednesday, May 9 and Wednesday, May 30: Introductory Webinars for the newPAISBOA Career Center website

SAVE THE DATES!!

PAISBOA Copier <copier@paisboa.org>

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April 20, 2018

Don't Miss Next Week's PAISBOA Annual Meeting!

I had the privilege of attending the ATLIS conference this week in Washington, DC as guest of ExecutiveDirector Sarah Hanawald, and presented a workshop with Damian Kavanagh, Executive Director of MISBO, onMaking the Perfect Pitch to Get the Resources You Need for Your School. ATLIS is the Association ofTechnology Leaders in Independent Schools, and their mission is to provide targeted professional developmentto technology professionals. Membership in ATLIS gives schools access to top­notch professional development,a mentorship program, resources, and networking opportunities with colleagues throughout the US.

In the opening keynote, Donna Orem, President of NAIS, spoke about Innovating in The Fast Lane: The Role forTechnology Leaders in the Coming Decade. Donna is a voracious reader and always shares book titles that shefinds interesting in her remarks. This time, there were two that caught my attention. In referencing The SecondMachine Age: Work, Progress, and Prosperity in a Time of Brilliant Technologies by Erik Brynjolfsson andAndrew McAfee, Donna challenged us to think about “When technology changes exponentially but schoolschange logarithmically, it’s crucial to be very deliberate about which technological changes you embrace, in whatpriority.” She moved on to discuss balancing innovation and financial sustainability, suggesting anotherbook, Stretch: Unlock the Power of Less ­and Achieve More Than You Ever Imagined by Scott Sonenshein.Donna compared the “chasing mindset” (new ideas = new resources) and the “stretching mindset” (putting yourcreativity to work with the resources you already have), basically debunking the notion that to innovate you needmore.

Which mindset resonates with you and your school or university? I am looking forward to working with Sarah onsome technology programming for PAISBOA members in the fall, and reading my two new books afterour Annual Meeting next week!!!

Yes, that is correct, the PAISBOA Annual Meeting is next week on Thursday, April 26 at the SpringfieldCountry Club. We have put together a fantastic day for you and your team based on your interests via themember engagement survey and call for programs earlier this year. A required meeting for at least onerepresentative from each school/university, you can REGISTER HERE!

In addition to our Annual Business Meeting, we have invited our vendor partners to join us for the annual VendorShowcase. This is a great opportunity to meet with vendors in a relaxed atmosphere and discuss products andservices that are important to your school or university. We also have two breakout sessions lined up for yourprofessional development needs. The first is related to Debt Financing with Miriam Fisher Schaeffer, JoeBosch, Dan Froelich and Mark Cardone. The second is How Healthy is Your School? with Scott Barron. Inaddition, we have invited Dr. Marisa Porges, Head of The Baldwin School, to share her strategies for schoolsafety and security in a general session for all participants.

We will honor a very deserving business officer with the John Batley Award at our luncheon, and enjoy good foodand fellowship throughout the day. We look forward to seeing you and your team next Thursday!

While the invitation is sent to the Business Officer to attend the Annual Meeting, all members of every school’sBusiness Office team are welcome to attend. REGISTER TODAY!

Take Advantage of the Power of the Flock!!

8/15/2018 Philadelphia Area Independent School Business Officers Association (PAISBOA) Mail - Friday Flyer Vol. VII, No. 08 - April 20, 2018

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Excitement Builds as Annual Meeting Nears! Have YOU Signed Up Yet? There's Still Time!!There’s still time to register for our 2018 PAISBOA Annual Meeting! Set fornext Thursday, April 26 from 9:00 a.m.­2:00 p.m. at the Springfield CountryClub, the meeting is designed to provide information and value in return for yourtime.

Please note that all member schools are expected to send at least one member representative, but you arewelcome to bring as many of your colleagues as you wish.

In addition to our Annual Business Meeting detailing the state of the Association, we are featuring two workshopsand a primary session on school security, financing options, and organizational health and financial sustainability.These topics were developed based on requests and recommendations from you, our Members. Don’t miss theopportunity to learn more about these important topics that affect many of our schools.

You’ll also have a chance to meet our Vendor partners and then honor one of our own with the John BatleyAward.

Schedule for the Day

8:30 am ­ Registration/Check­In9:15 am ­ Annual Business Meeting10:00 am ­ Breakout Workshop Sessions11:00 am ­ Break/Vendor Fair12:00 noon ­ General Session1:00 pm ­ Buffet Luncheon1:45 pm ­ Award Presentations2:15 pm ­ Adjourn

For the complete Agenda and Workshop List, visit our Event Page. Vendors and Members can REGISTER forthe meeting at this link.

We're looking forward to seeing YOU this year on Thursday, April 26! Don't miss it!!

PAISBOA Career Center Set to Launch May 1!We are pleased to announce that the new PAISBOA Career Center will launch on Tuesday, May 1. This newaddition to our Member Services catalogue will replace the former TeachPhiladelphia website and our currentJobs Clearinghouse. The PAISBOA Career Center, which is part of your single sign­on to the PAISBOA website,

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will be completely self­service, so designated representatives from ALL ofour Member Schools will be able to post their school's jobs for FREE! Wehave partnered with NBOA and NAIS so that your jobs will automaticallypost to their job boards as well.

In addition, job seekers will be able to set up search agents, and employerswill have the ability to review and download resumes and develop and tracka qualified talent pool.

More information will be announced in the coming days; we havescheduled two introductory Wednesday Webinars on May 9 and May 30to give you an inside look at how the system works as well as get yourtraining started, so that you can find that perfect candidate! So, SAVE THE DATES and be on the lookout!

Annual Retirement Planning Dinners Scheduled for May 8­9

Sponsored by TIAA

We've scheduled our annual PLANNING FOR RETIREMENT dinnerseries, set to take place in the coming weeks. If you've been thinkingabout retiring or wondering what you might need to consider in that area,please take advantage of these important information sessions.

Proudly sponsored by TIAA, all employees of our member schools are invited to attend. This year's sessionstake place on Tuesday, May 8 and Wednesday, May 9. Each program will last from 6:00­8:30 p.m.

The Tuesday, May 8 program will take place at Cabrini University andthe Wednesday, May 9 program will take place at LaSalle CollegeHigh School. Attendees enjoy a light dinner and learn about importantaspects of Retirement Planning from a panel of professionals, whowill discuss various topics of interest, including Estates and Trusts,Retirement Funds, Social Security, and Medicare.

These free sessions are designed for all employees of PAISBOA member schools. Guests will pay $30 for thedinner and presentation. If your guest works for a PAISBOA school, then their admission is free.

SAVE THE DATES TODAY! You may register for either evening by CLICKING HERE, where you can chooseyour date and location, and whether or not you are bringing a guest or two. You may pay for your non­memberguest at the time of your registration with a credit card.

The Battle on Recycling Contamination

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Jennifer Smith, Waste Management

The sustainability of recycling programs is dependent upon collecting high quality materials without unacceptablematerials and trash.

Waste Management has developed an education and outreach program, Recycle Often. Recycle Right ®website for tips and tools to help reduce and eliminate contamination.We continue to work with customers to improve quality, and to diversify end markets.From an environmental, economic and safety perspective, addressing quality of recycling paves theway to a sustainable future.Sustainable recycling requires strong end markets.We encourage more effort to increase the use of recycled content domestically.

Waste Management Response To Recycling Contamination

WM is working with customers to improve the quality of recyclable materials that we collect and/or process. Wemust eliminate contamination (trash, non­acceptable materials).

WM is providing education and outreach information in collaboration with other industry stakeholders.WM continues to invest in technology at our Materials Recovery Facilities (MRFs) to process cleanermaterial, more efficiently.Many WM contracts include provisions for charging customers for excess contamination. We willenforce these moving forward.We are seeking cost recovery as allowed, charging for contamination.

Through 2017, over 25% of the world’s recyclables were imported by China, including over 50% of the paper andplastics recycled across the globe. In March, China mandated Operation Blue Sky, a screening effort at China’sports to inspect loads, enforcing their material bans and 0.5% contamination limit. China’s new import policiesbanning materials and limiting contamination have global impacts on recycling.

As the global recycling community adjusts to these strict quality standards, Waste Management developed an“All­Hands­on­Deck” approach to mitigate the impacts of the new policies on our business and to sustain theeconomic vitality of our recycling services.

We will continue to update our customers and partners on the latest developments in this very dynamic market.Thank you for joining the battle on contamination!

For more information contact Jennifer Smith at JSmith37@wm.com

Revised Agreement with First Contact HRDesigned to Meet Revised State GuidelinesPAISBOA entered into an agreement with First Contact HR of FortWashington in 2015 to provide background check services, particularlyfingerprinting, to our member schools.

The fact that they could offer fingerprinting on­site proved to be particularlyvaluable, but in late 2017 the fingerprinting world changed when the Stateof Pennsylvania changed equipment service providers, which in turn sentsome of our schools scrambling.

Our HR Steering Committee met with Leon Singletary, President of FirstContact HR and determined that it was worth revising and continuing ourAgreement with First Contact HR. The new version is posted in themember resource area of our website, but here are some of the basics:

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In the past, many members requested that we be able to upload and attach the clearances to theirbackground screening reports. This is now possible at no additional charge.No other vendor in the state offers mobile FBI fingerprinting, so if this service is needed, First Contact HRcan offer it at $15 per person with a $300.00 minimum (20 subjects).As an added bonus, First Contact HR is offering access to their online HR Resource, called HR View, at nocharge to PAISBOA members who take advantage of their other services. This is available to one point ofcontact at each school.PAISBOA Members will receive a 5% discount on customized training services.Institutions that wish to conduct background checks on employees who are not required to undergo stateclearances will receive a 4% discount on a basic background check.First Contact HR also has their own full service fingerprinting sites in Center City, Philadelphia, and FortWashington (available to clients only).

With the recent change to Identogo for FBI fingerprinting, many of the services provided under this agreementare not available elsewhere, at least for now. Leon remains our primary point of contact for this agreement. If youdon’t speak to him at next week’s Annual Meeting, he can be reached at 267­419­1395 or leon.singletary@firstcontacthr.com.

Plant Managers Help Set Priorities for Flooring Decisions

Al Greenough, PAISBOA

Thursday’s Plant Manager meeting was hosted by the folks from Tarkett, one of our Purchasing ConsortiumVendors. Tarkett, better known to us as Tandus Centiva. They offer a complete range of flooring options. Ourpresenters included product experts Melissa Carnival, representing theTandus Centiva product line of floor coverings, carpet tiles and CentivaLVT Products, and Jim DellaFranco, who talked about the Johnsoniteline of products that include rubber and VCT surfaces.

The opening session was led by Jonathan Stanley, Education SegmentVP for Tarkett, who walked the group through the priorities of makingdecisions about flooring projects. This list evolved from the suggestionsof the group, with the priorities assigned by the discussion about them:

1. Assessment of the total cost of ownership2. Sustainability3. Look, pattern, color4. Cost5. Durability6. Warranty

In addition to these suggestions, we later discussed the idea that suitability should be added to the list todescribe the many elements that are likely to encompass design or committee thinking.

We talked about the significant advantages of the PowerBond floor covering product, which recently marked its50th anniversary in production. Bob Meals from Shipley remarked that his classroom installations and walk­offmats have now been in use for about 18 years and show no signs of wear. After the meeting, Bob told somestories about flooded rooms and hallways which – after cleanup and disinfection ­­ still look and perform like new,and invited anyone in the group to stop for a tour of his installations.

Al announced that he had contacted the Williamson College of the Trades, a new PAISBOA member, with thehope of holding the Group’s June meeting at the school.

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Sustainability Group Ends the Year withGreat Meeting at Friends' Central School

Al Greenough, PAISBOA

Over 30 sustainability representatives from PAISBOA schoolsparticipated in the Sustainability Group meeting on the Lower Schoolcampus at Friends’ Central School Tuesday evening April 17.Highlights included a tour of the school’s extensive vegetable gardensand chicken coop, locally sourced sustainable meal and dinner tablediscussion of topics such as renewable energy, food equity and paperwaste.

The Group discussed several upcoming professional developmentopportunities, including our own Walton School Educational Program hosted By Springside Chestnut HillAcademy on August 16.

We are gathering data now to determine if there is sufficient interest to commit to the program. Anyone interestedshould complete this survey right away. Please note: this is not a registration form. It is an indication of interest.

Event Logistics What: Independent School Sustainability Teachers Academy with Walton/ASU Date: Thursday, August 16th Time: 8:30 am ­ 3:30 pm (approximate) Cost: Between $45 ­ $55 per person depending on number of participants Location: Chestnut Hill ­ SCH Academy Audience: Teachers, sustainability professionals and other interested administrators from PAISBOA schools.Invitations will be extended to other independent school teachers as space allows For More Information: Download the Program Flyer

If your school is not already participating in the Sustainability Group, please contact Ron Hill admin@paisboa.orgor Mary Ann Boyer maboyer61@gmail.com. You can also sign up to receive emails through the group’s Listserv.Contact Ron Hill for more information or to be added to the list.

Using an Enrollment Audit to Grow

Tammy Barron, School Growth

Conducting an enrollment audit every few years is a wise way to evaluatethe people, processes, systems, and data within the Enrollment/Admissions office. Enrollment is the primaryrevenue stream for the school, so it just makes sense to independently evaluate the key drivers that contribute toperformance.

Many different factors directly impact enrollment: communication, leadership changes, family onboarding, facultyquality and engagement, financial aid, branding/marketing, parent and student engagement, school board

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leadership, disruptions caused by a crisis, etc. With these dynamics, adjustments will inevitably need to be madein order to optimize the results.

Because enrollment data is critical for accurate forecasting and strategic planning, completing an enrollmentaudit is a best practice recommended by the Enrollment Management Association. Internal and externalenrollment data can be combined with financial data to create more useful reporting for the school’s executiveleadership and board to make decisions regarding forecasting of revenue and expenses.

We recently completed an Enrollment Audit for a school that experienced some growth over the last few years,but they want to find some better ways to increase the number of students in certain grades. Using our uniquedata model and analysis methodology, we helped them identify improvements that could be made in admissions,branding, personnel, and academic programming. We also identified trends that could become opportunities toadjust the school’s value proposition and messaging in order to grow enrollment.

An Enrollment Audit can be completed at any time during the year, but it’s best to avoid those peak times whenthe workload is at its highest. The Admissions team may be confident regarding these key areas, but having anindependent assessment can improve decision making and help build greater trust and confidence with the restof the leadership team and the board.

For more information contact Tammy Barron at Tammy@SchoolGrowth.com

Equal Pay Act Claims On the Rise

Susan M. Guerette, Fisher & Phillips

New Jersey will become the latest state to mandate a comprehensive equalpay law as the Governor announced that he will sign the “Diane B. AllenEqual Pay Act” on April 24, 2018. Equal pay laws are not uncommon andmany states already have them, including Pennsylvania. What makes thislaw different and more robust than laws in other states is that the NewJersey equal pay law will soon extend legal protections beyond gender andprovide relief to all classes of employees protected under the state’santidiscrimination law.

While we are seeing a trend in legislatures enhancing their laws, for sometime we have already been seeing more claims being brought under existing laws. Pennsylvania’s Equal PayLaw currently prohibits discrimination by any employer on the basis of sex by paying wages to any employee at arate less than the rate at which he/she pays wages to employees of the opposite sex for work under equalconditions on jobs which require equal skills. This is an area of easy litigation for plaintiffs’ lawyers who look foran employee who is being paid less than their counterparts doing the same job and then seek discovery on theirpay. If they can confirm that the employee is being paid less than opposite sex employees, the employer willneed to justify the disparity.

Schools can try to head off claims by ensuring that their pay practices and policies relating to compensationresult in equal pay for employees who do substantially similar work. This can include a privileged pay audit,where the school determines whether there are any troubling pay disparities and, if so, takes steps to remedyany differences that could be attributed to membership in a protected class.

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What Happens When You Deposit Employee Deferrals Late?Marcie Carroll, Carroll Consultants

In our research, late deposit of contributions is a frequent error made by plan sponsors and is a key priority of theDepartment of Labor (DOL). In every plan audit conducted by the DOL, the investigator looks to see ifcontributions have been deposited in a timely manner.

A number of years ago, the DOL revised the instructions to Form 5500 requiring plan auditors to review andconfirm that contributions are made in a timely manner. For this reason, it is unlikely that late deposit ofcontributions will go undetected in the case of plans subject to the audit requirement.

The essence of the requirement to deposit deferrals quickly is that once these amounts are withheld fromemployee paychecks, they become plan assets and therefore must be held in trust. It is a prohibited transactionfor a sponsor to continue to hold these amounts after they have become plan assets.

Deadlines for Depositing Contributions ERISA requires plan sponsors to deposit these amounts in the plan trust as of the earliest date they can“reasonably be segregated” from the sponsor’s general assets. Although this timeframe is somewhat subjective,there is an outer limit which is the 15th day of the following month.

This period is sometimes interpreted as a safe harbor, in the sense that the rule has been complied with so longas the deposits are made by the 15th day of the following month. However, the DOL has made clear on manyoccasions that this is not the case. There is rarely a situation where a sponsor can wait this long to makedeposits.

In determining whether contributions have been made in a timely fashion, investigators look at how long it usuallytakes the sponsor to make deposits as the standard. For example, if contributions are generally deposited withintwo to three days after being withheld from employee paychecks, two to three days is seen as the standard. If adeposit for another pay period is delayed for a month, it would be considered late.

Small plans (less than 100 participants), although not subject to plan audit requirement, must still comply with thetimeframe for depositing deferrals. However, the ERISA regulations allow a seven­day safe harbor period forsmall plans. As such, deposits made by small plans will be deemed timely if made within seven business daysfollowing the date withheld from employee paychecks.

What Steps are Required When Deposits are Late? When it is detected that deferrals have not been deposited in a timely manner, the sponsor must follow four stepsof action:

1. Deposit these amounts as quickly as possible;2. Calculate and deposit the lost earnings on these contributions to compensate participants for loss ofinvestment opportunity due to the delay;

3. Report the late contributions on Form 5500 for the year in question; and4. Pay the excise tax on the prohibited transaction.

There are two approaches to correcting late contributions: filing under the DOL’s Voluntary Fiduciary ComplianceProgram (VFCP); or self­correction. Most sponsors elect self­correction rather than undertake the expense andeffort involved in completing a filing under the VFCP.

When a sponsor elects self­correction, lost earnings can be calculated using the interest rate imposed by theInternal Revenue Service on the underpayment of taxes, essentially the same rate as the DOL’s online calculator.However, the plan’s actual investment return must be used if this is greater. The interest on underpayment oftaxes can be in the range of 4 to 6 percent.

The excise tax on the prohibited transaction must be paid. The return used to pay this tax is Form 5330. Althoughthis form is six pages in length, it is relatively simple to complete. The tax is 15 percent. This tax is assessed onlyon the lost earnings and not the late contributions themselves, so the amount of the tax is generally notsignificant – often less than $100.

If a sponsor elects to do a filing under the VFCP, it must still complete the first three steps above. The maindisadvantage of this approach is that the application is time­consuming and cumbersome. It must describe indetail why deposits were not made within the required timeframe and the method of correction, and they will haveto do so under penalty of perjury.

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However, there are three distinct advantages to filing under the VFCP. First, the DOL will not recommend a planfor audit where the late contributions are revealed through a VFCP filing.

The second is that the online calculator may be used to calculate lost earnings regardless of the plan’s actualinvestment return. As mentioned above, the rate for the online calculator is in the range of 4 to 6 percent, farbelow typical investment returns in recent years.

The third advantage is excise tax relief. This relief is available if three conditions are met:

1. Late deposits were made to the plan within 180 calendar days of the date these amounts were withheldfrom employee paycheck;

2. The applicant has not filed under VFCP in the three years prior to the submission date; and3. If the amount of the excise tax exceeds $100.00, a notice of the filing is provided to plan participantsaffected by the delinquent deposits within 60 days of the date of the submission.

Summary Don’t get into a bind with the DOL by depositing employee deferrals late. If deferrals are late, be sure to followthe action steps to rectify the situation.

Founded in the 1950s, Carroll Consultants, Ltd. provides investment advisory, retirement plan consulting and administrationservices to clients throughout the country. For further information about this article, please contact Marcie Carrollat mcarroll@cclbenefits.com or 610­225­1210.

Volunteer Drivers

Robert Pallini, Willis Towers Watson

One of the ways schools attempt to save money is through the use of volunteer driverstransporting students to sporting events, field trips and off­site events. This should beavoided if possible, but if necessary you will want to pay attention to the following:

Vehicles used should be properly insured. Valid proof of insurance should beobtained and documentation should be kept by school administration.Volunteers should be held to the same standards as your own employees, andall drivers should have full background checks and Motor Vehicle Reports pulled prior to allowing them totransport your students.It is recommended that you have at a minimum two adults in the vehicle at all times. Adults while in thevehicle should be mindful of the presence of minors at all times, and should keep the environment ageappropriate based upon their passengers.Students should not be permitted to ride in the front seat, and should always use safety belts or othersafety restraints (car seats) as appropriate.Volunteer drivers should avoid talking/texting while driving, making any unscheduled stops or leavingstudents in an unattended vehicle.There should be no other passengers permitted in the vehicle transporting students. This would includeolder siblings of students or children of the volunteer driver.

The above suggestions are not all encompassing. However, the main concern should always be the safety andsecurity of your students while being transported in a volunteer’s vehicle.

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Tips for Preparing for an Effective IRS Audit

An article series by CBIZ Retirement Plan Services

When preparing to undergo an audit, it is important to remember that auditsare designed to verify proper execution of documents, aid in remedyingmistakes in plans, and prevent fiduciary violations to plan participants. Below are tips to assist:

Choose the audit location carefully. The auditors will most likely need access to both personnel and files ofthe plan that is being audited, so you will most likely want to reserve the conference room or anunoccupied office to work in.Know the auditor process and protocol. Knowing the audit process and procedure of the audit, will assist inmaking the auditors' and your life easier. This will allow you to know what the auditors want, and what theyare looking for, which will provide a much more efficient and hopefully expedited process.Do not be adversarial. Remember, the auditor is there to identify if there are any mistakes in the plan andwhat can be done to remedy these mistakes. They are not there to place blame, and should be seen as apartner in helping to keep your retirement plan qualified.Do not make false statements or make up answers. This should come as no surprise since beinguntruthful will only cause more problems and will delay the inevitable outcome.Do not offer extra information. Providing information that was not requested by the auditor will cause theauditor ask additional questions, which will only slow down the audit process.Do not bother blaming your service providers. As the plan sponsor, if you try and blame your third­partyservice provider(s), this will not work as you are ultimately responsible for monitoring the plan and yourproviders.

Next topic: Preparing to explain practices and procedures.

For More Information: John Shubert is Executive Vice President for CBIZ Retirement Plan Services. He can be reached at407.377.2149 or jshubert@cbiz.com. For more information, visit www.cbiz403bexperts.com.

PAISBOA Discount Still Available for "IRS Form 990" WebinarBecause most charity Form 990 tax information returns are available on the Internet, they can be anorganization's most important public relations document. However, they can also be traps for the unwary thatlead to confusion, serious adverse publicity, media inquiries, and governmental sanctions.

To address this issue, Don Kramer's Nonprofit Issues website is sponsoring "IRS Form 990: Public RelationsOpportunity or Trap for the Unwary" Webinar on Tuesday, April 24 from 1:30­3 p.m. The session will view the full(long form) Form 990 from the perspectives of a donor and a regulator, and discuss best practices for using theform as a tool to provide transparency on an organization's operations.

Don has graciously offered our PAISBOA members a special discounted rate on this webinar. To register andreceive the discount, go to the PAISBOA Discount Page on Don's website. PA CLE & CPE credit is available forthis webinar, so if you're wondering how to better use your school's Form 990, sign up today!

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