BUSINESS PROCEDURES Urbandale Community School District GUIDING - - PowerPoint PPT Presentation
BUSINESS PROCEDURES Urbandale Community School District GUIDING PRINCIPLES General Fund and Student Activity funds are public funds governed by state law and Board policy. Auditors for public funds require a strict accounting
Urbandale Community School District
funds” governed by state law and Board policy.
This manual is a guide for those individuals responsible for working within the district’s financial organization. This manual provides a framework to continue financial processes in a structured and disciplined way so that accuracy and reliability of financial information is at a high level. While the manual serves as a guide it still relies on the human elements of honesty, integrity, and discipline. This manual will also require teamwork throughout the district from all who are assigned responsibility so that the controls that are in place will work effectively.
DISTRICT” tab. Or just follow this link - http://www.urbandaleschools.com/our- district/business-services/
$25,000 shall be governed by regulations set forth in the Business Procedures Manual.
equipment must be approved by your supervisor. Supervisor Approval Superintendent Approval Bids Board Approval < $5,000 $5,000 - $25,000 $25,000 - $50,000 > $50,000 RFPs
BOARD POLICIES: 811, 823 FORMS ASSOCIATED WITH PURCHASE ORDERS:
services must be approved PRIOR to placing an order or requesting a service.
Requisition to Approval
Requisition
Approved by Supervisor Approved by Business Office Would like to buy supplies for class
Purchase Order
Purchase order is given back and she is allowed to make the purchase!
FUNDRAISERS
FORMS ASSOCIATED WITH FUNDRAISERS:
events with the permission of the building principal
which can be articulated clearly.
used for co-curricular or extra-curricular activities.
FUNDRAISING GUIDELINES
FORMS ASSOCIATED WITH FUNDRAISERS:
1. Obtain approval from the building principal 2. Students/parents informed of the goal 3. Sponsors should not set an amount that each student is required to raise. 4. Rewards to individual students is not permitted. a. Prohibited rewards: i. Monetary rewards ii. Junk food 5. Accurate accounting of merchandise and funds. 6. Deposit funds daily with the building secretary. 7. Deposit sheet is completed and given to the building secretary to be sent to the Business Office.
FORMS ASSOCIATED WITH RESALE ACCOUNTS:
ü Contact vendor for total cost and submit a Request for Materials/Services form. ü Take orders from student/staff. Collect money at the time of
ü Submit the approved request for materials/services and the collected funds to the building secretary. ü Resale purchase orders will not be approved by the CFO until all money is collected and copies of the deposit and receipt sheets are received in the business office.
Steps for Resale:
BOARD POLICIES: 420, 829, 825 FORMS ASSOCIATED WITH TRAVEL:
representatives of the Urbandale Community School District and you will be held accountable for anything done outside
Essentials for Reimbursement:
BOARD POLICIES: 810
activities, and departments become the property of the District.
maintain an accounting of expenditures for donations received in their buildings.
decision as to the most appropriate use and housing of a gift collection.
BOARD POLICIES: 518 HEALTHY KIDS ACT: H.R. 3921 UCSD WELLNESS POLICY
lifelong healthy behaviors and habits that are reinforced in grades K-12.
Midnight-4pm throughout the week. Fundraising: Items for sale in fundraisers should
promote healthy foods and beverages.
Modeling: Staff members are discouraged from
consuming foods or beverages of minimal nutritional value in the presence of students. Beverages should be in an unmarked container.
Classroom Snack Consumption: Snacks provided
for celebratory reasons will be consumed after lunch. Snacks must be confined to the classroom and must meet the healthy nutrition guidelines.
Guidelines:
MISCELLANEOUS
Grants: When employees receive a grant, they must contact the
Business Office at the Administration Office in order for a grant code to be established.
Gift Cards/Certificates: Gift cards/certificates cannot be given to
staff or students.
Donations: School organizations are not permitted to make
donations to other non-profit organizations unless that purpose was identified prior to raising the fund.
Personal Responsibility: Failure to follow established fund
management procedures may force the district to hold you personally responsible for incurred expenses.
Q’s & A’s
1. Q: I need to make a purchase, but what if A: Do your best estimate of the cost. The actual don’t know the exact dollar amount to amount invoiced will be adjusted when the put on the requisition? vendor is paid. 2. Q: My students did great on the last A:You can bring sliced fruit or have other test we had! Can I bring candy to nutritious options available! Planning a fun celebrate? activity for your students can also have the same effect on students. 3. Q: Do I really need to turn in a purchase A:
my p-card. in advance will be a necessity.
instead of a cash payment to buy itemized, therefore the Business Office cannot supplies for a party we are having at determine what was bought and what it was the school. Am I allowed to accept used for. this?
Purchase Orders Grants Resale
Travel Bids Fundraising
Questions that have the potential of becoming frequently asked questions