ROLE OF SCHOOL BUSINESS OFFICIAL
Karen Lusk-SmithMountain Brook SchoolsMountain Brook, AlabamaApril, 2008
DUTIES AND RESPONSIBILITIES: Maintain an accounting system in accordance with GAAP and GAAS. Maintain a school payroll accounting system in accordance with
applicable laws and regulations Prepare financial reports annually and at other times as requested by
the local school superintendent, the board of education, and other agencies.
Prepare reports as required by other agencies. Maintain an adequate system of internal controls including property and
inventory. Maintain a sound system of cash management Maintain a sound accounting system in the individual local schools. Maintain a system of contracting and purchasing procedures.
as appropriate.
DUTIES AND RESPONSIBILITIES Maintain the financial operations of the child nutrition program and other
special programs in accordance with state and federal requirements. Coordinate the preparation of the annual budget and any amendments
as appropriate. Carry out all assigned responsibilities in accordance federal, state, and
local laws and with applicable rules and regulations.
ADMINISTRATOR FOR BUSINESS Budgeting Accounting and Finance Maintenance and Operations Purchasing Transportation Capital Facilities Strategic Plan Multi-Year Forecasting Risk Management CNP and Federal Programs
BUDGETING PROCESS
Site Based Justification Sheets For Specific Needs Proposed Budget Is Easy-To-Read,
Understandable, and Concise Format Procedures and Implementation Process for
How to Handle Reductions, When Necessary
ACCOUNTING AND FINANCE Cash Management Investment Practices Recording, collecting, adjusting, and
reporting receivables Employee’s compensation and benefits Analyze, evaluate, monitor and report debt
financing alternative Monitors and reports grant activities
ACCOUNTING AND FINANCE Internal auditing function to provide assurance
that internal control processes are adequately designed and functioning effectively.
External audit and uses the audit to improve its operations
Controls for effective management of capital assets:
- Asset acquisition - Recording cost of facilities to board, public,
or grantors
ACCOUNTING AND FINANCE
Established controls to ensure financial resources are properly managed
Records and reports financial transactions in accordance with prescribed standards
Financial reports are prepared and distributed timely
MAINTENANCE AND OPERATIONS Guidelines and procedures are in place for
daily operations Bid process is in place Analyze data – YTD budget analysis Scheduled ongoing maintenance and
replacement needs Certifications are kept active Follow FLSA for over-time
PURCHASING
THE DISTRICT HAS ESTABLISHED A DEFINED PURCHASING FUNCTION WITH CONTROLS OVER REQUSITIONING, AUTHORIZING, AND THE RECEIVING FUNCTIONS:
Segregation of duties Established controls for authorizing requisitions Established authorization controls to ensure that
goods and services are fair, competitive, and reasonably consistent with acceptable quality performance
Established controls to ensure that goods are received and meet quality standards
PURCHASING
Established controls for processing invoices to ensure quantities, prices, and terms coincide with purchase orders and receiving reports
Established controls to ensure disbursements are properly authorized, documented, and recorded
Established controls to ensure payables/encumbrances (obligations) are properly authorized, documented, and recorded
TRANSPORTATION
Written guidelines are in place for policies and procedures
10-year fleet program for funding Regular inspections of fleet Certification class for employees Dual jobs-FLSA Field trips
CAPITAL FACILITIES
The district uses state and local educational facilities construction funds to meet its five year facilities work plan in a lawful and cost effective manner.
Funds are used appropriately, lawfully, and in accordance with it’s adopted five year plan
Incorporate factors to minimize the maintenance and operations requirements of the new facility
CAPITAL FACILITIES
Plan is based on an evaluation of the physical condition and ability of facilities to meet educational needs. Planning and prioritizing construction needs Construction program complies with current law
and building codes Board ensures responsiveness to the community
through open communication about the construction program and the five year facilities work plan.
CAPITAL FACILITIES
Facilities planning committee that includes broad base of school district personnel, parents, construction professionals, an other community stakeholders.
Established authority and assigned responsibilities for facilities planning
Provides budgetary plans and priorities based on a master plan and input from the facilities planning committee.
Plan is based on demographic study and enrollment projections.
STRATEGIC PLAN
ACTION PLAN OBJECTIVE Goals should be result oriented goals
Describe the end Describe an output Aims productivity improvements Involves projected outcomes Identifies improvement target Secure financial resources necessary to achieve our
goals and use the best management practices to ensure fiscal responsibility
STRATEGIC PLAN
Once you have result oriented goals, explore how to make them SMART goals. SPECIFIC AND STRATEGIC MEASURABLE ATTAINABLE RESULT-ORIENTED TIMEBOUND
MULTI-YEAR FORECASTING
Anticipate financial impact of potential problems
Allow for time to plan and respond and not just react to a budget crisis
Show citizens, legislatures, and others that you are not just focused on today
Helps Boards stay focused on the big picture from a financial perspective
MULTI-YEAR FORECASTING
Make clear what your assumptions are- many people are not educated about budgets
Get people involved in the process Use funds, categories and programs just like
your budgets so people are not having to relearn
Make sure it accomplishes the reason/goal
RISK MANAGEMENT
The District has established procedures that identify various risks, and provide for a comprehensive approach to reducing the impact of losses.
Process to set objectives for risk management activities, identify and evaluate risks, and design a comprehensive program to protect the District at a reasonable cost.
Policies and procedures relating to purchasing and reviewing insurance coverage.
Monitors and evaluates its self-insurance program to ensure its feasibility.
CHILD NUTRITION PROGRAMFood Services Program has a clear direction of
and control over resources and services Identify barriers to student participation in the
school meals program and implement strategies to eliminate barriers.
Cost-efficiency benchmarks based on comparable industry standards.
Implement improvements to increase revenue and reduce costs.
The programs budget is based on departmental goals, revenue, and expenditure projections.
CHILD NUTRITION PROGRAM Financial control process includes an
ongoing review of the program’s financial and management practices.
Account for and report meals served by category.
Evaluate purchasing practices to decrease costs and increase efficiency.
Inventory control system that is appropriate to the size of the school CNP
CHILD NUTRITION PROGRAM System for receiving and storing food,
supplies and equipment. Long-range plan for the replacement of
equipment and facilities that includes preventive maintenance practices.
Safety and environmental health practices and guidelines.
FEDERAL PROGRAMS
Understand the Federal laws and guidelines. Coordinate with the instructional programs Communicate with your coordinators
DIFFERENT ROLES OF THE CFO Manage the business operations for the
school district Supervise and direct departments and
programs Coordinate with instructional programs Advisor to superintendent and board Represent the school district
“The key to a leader’s impact is sincerity. Before he can inspire with emotion, he must be swayed by it himself. Before he can move their tears, his own must flow. To convince them, he must himself believe.”
Winston Churchill
REFERENCES
OPPAGA and the Auditor General, Best Practices and Indicators
Conzemius, Anne and O’Neil, Jan (2001) Building Shared Responsibility for Student Learning.
Finney,Larry(2005)Are You A Highly Effective School Business Official? Mobile, Alabama: Southeastern Association of School Business Officials.
Smith,David(2002)The Role of School Business Official. Tuscaloosa, Alabama: Alabama Association of School Business Officials.
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