School Finance Expenditures for the Novice
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School Finance Expenditures for the Novice
IASBO Annual ConferenceMay 15, 2013
Susan Husselbee, CPA Director of Fiscal ServicesNiles H.S. Dist. 219 847.626.3974 [email protected]
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Expenditures Incurred Via Payroll
• Employees are hired by the Board of Education as recommended by Human Resources/Superintendent
• Substitute pay & overtime is authorized by the appropriate dept. administrator & forwarded to Payroll in the Business Office
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Payroll Processing
• Contracts are set up for employees with annual & hourly rates
• Payroll maintenance is performed (e.g., change deductions)
• Contract gross pay is balanced with prior payroll
• Timesheets entered & balanced• Gross pay is balanced (contracts + timesheets)• Paychecks are processed & distributed
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Exp. Via Purchasing (Site Based)• Staff member wants to purchase an item• Supervising administrator verifies available budget
balance, and that purchase is allowed (e.g., no bidding required)
• Purchase requisition is prepared by dept.• Business Office converts requisition to a purchase
order (PO) & sends PO to vendor• After invoice is received and Accounts Payable is
notified of goods being received, checks are processed
• Checks are held pending Board of Education approval, then mailed to vendor
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How Expenditures Are Coded
• IL Program Accounting Manual (IPAM) for Local Education Agencies (LEAs)– www.isbe.net
• Exp. coded on ISBE AFR & budget by:– Fund– Function– Object
• Your acct. structure may also include location, program, source of funds
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Definition of Funds
• Independent accounting entity with a self-balancing set of accounts including its own assets, liabilities & fund balance
• Within each fund–Debits = credits
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Fund Descriptions
• #10 - Educational– Largest fund– Instructional exp. & support costs such as food
service, social workers, librarians#20 - Operations and Maintenance– Maintaining, improving or repairing buildings and
grounds– Includes custodial/maintenance staff & utilities
• #30 – Debt Service– Bond principal and interest payments
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Funds (cont.)
• #40 - Transportation– Pupil transportation costs for any purpose such as
bus purchases, payments to bus transportation vendors, taxi, van & airfare
• #50 - IMRF/FICA– Board’s share of social security and Medicare taxes
and IMRF obligations
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Funds (cont.)
• #60 – Capital Projects– Bond proceeds for construction are placed here– Construction project costs, land purchase
• #70 - Working Cash– Property tax is levied or bonds sold for this
purpose– Loans and transfers of interest to other funds that
levy taxes– The District’s “savings” account
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Funds (cont.)
• #80 Tort– Workers’ compensation, unemployment insurance,
property insurance– Legal services, risk management exp.
• #90 - Fire Prevention & Safety (Life/Safety)– Fire prevention, safety, energy conservation & school
security– County only can levy property taxes for this purpose if
your architect submits certified plans to the Regional Office of Education (ROE) & ISBE (IL State Board of Education)
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Function Definition and Examples
• Action or purpose for which person or thing is used
• Instruction (#1000)– Teaching of pupils or the interaction between
teacher and pupils (includes aides that assist in instructional process)
– Regular programs, special education, vocational, interscholastic, summer school, gifted, bilingual
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Functions (cont.)
• Support services (#2000)– Services which provide administrative, technical &
logistical support to facilitate & enhance instruction
– Transportation, food service, library/media services, social work/psychological services, nursing services, guidance/counselors, improvement of instruction, superintendent & business offices, office of principal, O & M, data processing
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Functions (cont.)
• Community services (#3000)– Services provided by LEA for community in part or
whole– Public forums, child care centers, welfare activities
(stipends for school attendance)• Nonprogrammed charges (#4000)– All payments to other LEAs (e.g., special education
tuition)
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Functions (cont.)
• Debt services (#5000)– Principal & interest payments
• Provisions for contingencies (#6000)– Used only for budgeting purposes– Actual exp. recorded in proper account
• Other financing uses (#8000)– Operating transfers to other funds– Example: Working Cash Fund interest transferred
to Educational Fund
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Object Definition and Examples
• Describes service or commodity obtained• Salaries (#100)– Amounts paid to permanent, temporary or
substitute employees on the district’s payroll– Types: Regular, temporary & overtime
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Objects (cont.)
• Employee benefits (#200)– Amounts paid by the district on behalf of the
employee– Not paid directly to the employee or included in
gross salary– Payroll related benefits• TRS, IMRF, FICA & Medicare
– Health, dental & life insurance
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Objects (cont.)
• Purchased services (#300)– Services rendered by personnel who are not on
the District’s payroll• Audit & legal services• Telephone & water utilities
• Supplies & materials (#400)– Items consumable in nature• Paper, periodicals, gasoline• Natural gas & electricity
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Objects (cont.)• Capital outlay (#500)– Fixed assets (more permanent in nature)
• Building improvements, equipment, vehicles• Other objects (#600)– Principal & interest payments– Tuition– Dues & fees– Transfers between funds
• Interest earned in one fund may be transferred to another fund (some limitations)• Reported as other financing use not exp.
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Objects (cont.)
• #700 Non-capitalized equipment– Items that would be classified as capital assets
except that they cost less than the capitalization threshold but more than the $500 minimum value established for purposes of calculating per capita cost
• #800 Termination benefits– Payments made to terminated or retiring employees
as compensation for unused sick or vacation days
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Coding Expenditures
• The function & object codes can be as detailed as you want
• Determine how much detail is necessary & beneficial– Example: #41000 General Supplies and #41400
Instructional Materials– Is it beneficial or redundant to have multiple
supply accounts within each instructional budget (e.g., math)?
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Development of ISBE Budget Form
• Need reports that summarize/sub-total all exp. accounts by fund, function & object
• Review which areas need your direct input– Example: Public vendor contracts
• Many parts of the budget have formulas that will carry forward totals to the summary pages
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Budget Form Sections
• Cover page requiring BOE signatures• Summary of revenue, exp., other financing
sources/uses & fund balances by fund• Estimated cash balances by fund– Can’t have negative cash balances
• Revenue by fund and source• Exp. by fund, function & object
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Budget Due Dates
• Budget must be BOE approved within 90 days of fiscal year end– Sept. 30 for most school districts
• Certified copy (including revenues) must be filed with the county clerk within 30 days of adoption per Property Tax Code (35 ILCS 200/18-50)– They’re verifying deficit budget summary & reduction
plan and public vendor contracts are included.• File electronically with ISBE within 30 days of
adoption
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Post Budget on District Website
• Must be done if your district has a website– Annual budget with itemized receipts & exp. (most
use ISBE form)• Must inform parents of its posting & provide
web address– May use any means of communication– Consider adding notice to your student handbook
that parents receive
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Deficit Budget Summary
• Compares the total excess/(deficiency) of direct revenues over direct expenditures with the June 30, 2014 estimated fund balances
• Funds used in calculation:– Educational, O & M, Transportation & Working
Cash
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Deficit Reduction Plan
• Required if budget is not balanced• Rev. & exp. summaries for 4 yrs.• Narratives regarding background & key
assumptions– Foundation levels for general state aid– Equalized assessed valuation & tax rates– Salaries & benefits– Short & long-term borrowing– Educational impact
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Plan Ahead
• Budget Reduction Plans– Involve your superintendent & Board of Education– Needs BOE approval– Financial projections will assist you in determining
which year you may need to comply• Limitation of administrative costs– Est. FY 13 actual & compare to FY 14 budget– Within allowable 5% increase?
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Reporting of Public Vendor Contracts of $1,000 or More
• Part of budget form• Report prior year actual activity• “All contracts & agreements that pertain to
goods & services that were intended to generate additional revenue & other remunerations in excess of $1,000.”
• List vendor, product/service provided, net revenue, non-monetary remuneration & how distributed and purpose of proceeds
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Public Vendor Contracts (cont.)
• Includes without limitation:– Vending machine contracts– Sports & other attire– Class rings– Photographic services
• Contracts need BOE approval• What about fundraisers & activity accounts?
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Public Vendors Clarified
• Student fundraisers are excluded from reporting as long as the fundraiser benefits student activity accounts (e.g., student clubs), & the Board does not control the spending of the funds
• Do report vending machine commissions even if being deposited in activity accounts– ISBE views this as principals/administrators (i.e.,
Board of Ed.) control how funds are spent
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Common Mistakes
• Departments use account codes where they have money not where the item should be charged per ISBE
• Instructional & support service exp. being misstated in financial system which carries errors forward to the annual financial report (AFR) & ISBE school report card
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Common Mistakes (cont.)
• Charging an employee’s pay to purchased service instead of salary– Total salary exp. won’t agree with 941s & W-2s
• Coding capital outlay as supplies– The operating exp. per pupil will be overstated as
capital is backed out of this calculation. This calculation appears in the AFR & school report card.
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Other Comments• Local Government Prompt Payment Act– 50 ILCS 505/1-9– Approved bills shall be paid within 30 days, not 10 as
some vendors require• See if your financial system can lock out certain
object codes from certain Business Office functions– Allows Payroll to input only salary codes– Allows Purchasing to input only non-salary codes
• Reviewing/changing account codes takes time due to the large volume of accounts utilized by districts
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Other Resources
• http://www.iasbo.org• http://www.asbointl.org (internat’l)• http://www.gfoa.org (Government Finance Officers
Assoc.)• http://www.gasb.org (Governmental Accounting
Standards Board)• IASBO, IASB, IASA publications• Legislative updates• Contact your colleagues!
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Questions?
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