Summer Bookkeeper Workshop

May 30, 2018 (AM)Meadowlane Int. Elementary School

May 30, 2018 (PM)Sherwood Elementary School

June 5, 2018 (AM)Jefferson Middle School

June 5, 2018 (PM) Atlantis Elementary School

Purchasing Services

FY18 Year End Process

Year End Schedule (Handout)

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Closing GSF AccountsBalances in the GSF projects must be sent to Sharon Hartford in Accounting Services by June 15, 2018 (IAM pg. 16-1)

• Project #607030 – Driver’s Education Fees

• Project #607031 – Fee Summer Programs

• Project #607032 – Lost & Damaged Textbooks

• Project #607033 – Paid Transportation

• Project #607034 – School Age Child Care (see next slide)

• Project #607035 – Vandalism Repayments

• Project #607036 – Dual Enrollment

• Project #607037 – CSAP

• Project #607038 - Cafeteria

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Balances should be paid with a Direct pay invoice to Vendor #V0000218427

Brevard After School Procedure• Cash payments for Brevard After School (BAS) activity

should be posted to project #607034, GSF – School Age Child Care (IAM pg. 5-5)

• Issue direct pay invoice• Vendor code: School Name – SACC • Check is given to SACC site coordinator• Attach a copy of the General Ledger for account #607034

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Petty Cash Replenishment• Replenishing Petty Cash (IAM pg. 16-1)

• Reimbursements from District (BRE)• PO required

• Deadline for entering requisition was 5/31/18

• Reimbursements from Internal (INT)• Direct pay invoice

• Vendor: School name

Bookkeepers Name

Petty Cash Custodian7

Redeposit of Funds• Redepositing the Change Fund or Petty Cash (IAM pg. 16-1)

• F609 panel• Ledger Action: G• Accounting String:

• Fund: 800• General Ledger:

• 1112 (Petty Cash) • 1113 (Change Fund)

• Cost Center: Four-digit school number• Project: must be 000000• Function and object code: none

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Deficit Account BalancesClear up any negative balances by 6/30/XX IAPM page 16-1

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NSF Checks• Returned (NSF) Checks (IAM pg. 16-1)

• NSF checks may be written off prior to year-end• Principal approval required

• Adjustment #20 Write-off NSF Check (CrossPointe manual pg. 9-2)• Attach proper documentation showing attempts made to collect the funds

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Encumbrance Clean Up• Clearing Encumbrances

• Purchase Order Report

• Panel F820, request card 001

• Email the Purchase mailbox and request closure of “Normal” PO’s, as needed

• ALL INT Blanket PO’s will be closed by purchasing effective June 30, 2018

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Encumbrance Clean UpReview Encumbrance

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Encumbrance Clean UpPurchase Order Report (FB059)

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Unposted Invoice Clean Up• Review Un-Posted Invoices (Handout)

• Never un-post an invoice which has had a:• check issued against it• check voided against it

• Unless changes need to be made to the invoice and another check issued.• If the invoice is not needed:

• DO NOT un-post the invoice• Cancel invoice by placing an “X” in the action field on the F204 panel.

• Invoices which are not needed and have not had a check issued against them should be deleted.

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Cycle 2 Invoices• Review Cycle 2 Invoices

• The invoice amount exceeds the PO amount by 20% or greater (does not apply to Blanket PO’s)

• A new accounting string has been added to the invoice

• Never change the cycle on an invoice to a 2 if you are having trouble printing a check. (Call School Accounting for help)

• All cycle 2 invoices must meet the criteria for a cycle 2 and require principal approval on the paper copy of the PO

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Cycle 2 InvoicesReview Cycle 2 Invoices

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Idle Accounts• Idle/Inactive Accounts (Handout) (IAM pg. 9-1)

• Review the Principal’s Report and the F601 & F603 panels in AS400

• The account has had no activity for a minimum of 6 months

• The account is no longer needed or the class or club is disbanded

• An idle/inactive account may remain open if the account will be used in the next fiscal year

• Transfers into or out of Trust accounts require approval from School Accounting

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CrossPointe Sign On End of business day on Thursday, June 28, 2018 system will roll to 2019. Change “year” to 2018.

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Change to 2018

CrossPointe Sign On Option 1: Working in NEW fiscal year (FY19)

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No Changes Needed

CrossPointe Sign On Option 2: Working in previous fiscal year (FY18)

JUNE BALANCING ONLY

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Change BOTH the DateAnd the Year back to lastDay in FY18

June Balancing• Bank Statement Reconciliation

• If you have not received your June bank statement by Monday, July 9th, please download a copy from Wells Fargo CEO Portal to complete your monthly reconciliation

• If you are unable to balance please e-mail or call School Accounting ASAP

• FY18 will be closed in CrossPointe/AS400 by the close of business on July 16, 2018

• No system access the close of business on July 21, 2018 through July 23, 2018

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Year End

Expectations Actual

FY18 Internal Accounts Annual Audit

Internal Accounts Annual Audit• RSM US LLP auditors performing the FY18 Internal

Accounts Audit:• Laura Manlove, CPA

• Stephanie Tantillo

• Audits to begin June 18, 2018• May Interim Audits

• June Year-End Audits

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Internal Accounts Annual Audit• The auditors could arrive at your school first thing in the

morning on the day of your audit.• Have a place designated for the auditor(s) to sit :

• Your office• Conference room • Empty office

• If any questions arise during the audit please contact school accounting for guidance.

• Kelli Peck ext. 602• Cheryl Cowley ext. 615• Michelle Coppola ext. 617

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Internal Accounts Annual Audit• Bookkeeper and principal will receive email notification of

audit date

• First year bookkeepers will be supported by School Accounting on audit day

• Schools experiencing bookkeeper or principal turnover during June or July will be audited as close to the turnover date as possible

• Use the Audit Checklist (Handout) to prepare for the Internal Accounts Audit

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Internal Accounts Annual Audit• The following items must be ready for the auditors to review

upon their arrival:• All FY18 transfer and adjustment vouchers• All FY18 ticket sales information• All NSF checks (that have not been collected on)• All FY18 yearbook paperwork• All FY18 fundraiser paperwork• All 4 quarterly general ledger printouts (only 3 quarters are needed if you

are being audited before July 15th) • All FY18 voided checks/documentation • All bank statements• Any deposits on hand

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Internal Accounts Annual Audit• FY17 verbal comments will become written comments if

found to be an issue during the FY18 audit

• Items that were not tested in FY17 will be verbal comments if found to be an issue during FY18 audit

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Internal Accounts Annual Audit• After the auditor leaves your school the audit findings and

back-up documentation will be reviewed a second time

• It is possible that you will receive a phone call or e-mail from someone at RSM requesting more information or asking additional questions

• If you have any questions or concerns during or after the audit please do not hesitate to call or email School Accounting

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Internal Accounts Annual AuditReminder

• If your school was selected for an Interim Audit (May 31, 2018 testing) then you could have the auditors contact you for additional information to complete end of year testing.

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Audit Reports• CrossPointe Reports

• Submit only the reports listed (see envelope)• Audit reports should be sent by courier while monthly reports should

continue to be submitted electronically. Remember courier schedule!

• May Interim Audit schools• Provide reports through May 31, 2018

• due no later than June 15, 2018

• June Year-End Audit schools• Provide reports through June 30, 2018

• due no later than July 15, 2018

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Bank Confirmations• Electronic Confirmations

• Your school will receive an electronic bank confirmation request. • A pre-determined authorized signer (the bookkeeper, unless otherwise

noted, such as when there is no bookkeeper) will receive an e-mail to complete the confirmation process.

• The subject line of the e-mail should read “Information requested by RSM US LLP (aka RSM)”

• There should be a link in the e-mail to click on to get started• Follow the instructions to complete the confirmation process• If you have any questions please contact the customer service number

found in the e-mail

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Bank / Safe Authority• Include all information requested on the form (Handout):

• 1) Safe combination/key changing procedures

• 2) Current Internal Accounts check signers

• 3) Employees who have access to the safe/vault

• 4) Employees that currently hold the positions of Principal, AP, & Bookkeeper and the date they started in their positions

• 5) Employees that were previously in these positions, if there was turnover during FY18 and the date they vacated the position

• Form must contain principal’s signature and date

• Send completed authority form via courier to Cheryl Cowley no later than June 15th (courier schedule)

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Refreshment Break15 mins

Centralized Internal AccountsOverview

2018 Calendar Year Timeline• Armored Car – July 1, 2018

• Summer Schedule (July 9)

• Regular Schedule (July 30)

• P-card • PILOT – Fall 2018

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2019 Calendar Year Timeline• Deposits (Phase In)

• Disbursements (Phase In)

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Reminders

TurnoverEnsure the following are updated:

• Safe Accountability Log

• Safe Combinations Log

Change:

• Safe Combination

• Bank Signatures

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Bank Signature Card Updates

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Voiding Checks• Checks issued in FY18 that need to be voided in FY19

• Checks issued as Direct Pay or issued against a PO that is still open• Void as usual – see CrossPointe manual pg. 7-8

• School Accounting will process check voids in FY19 for PO’s closed in FY18• The following items are needed:

• Copy of check stub• Copy of PO• Reason for the void• Whether or not the check will be re-issued• Replacement check copy and PO (if applicable)

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Adult Holiday MealsFor those schools that are involved in holiday meal collections:

• Collect and remit funds related to the Holiday Meal Procedures: 607038 GSF-Cafeteria.

• When collecting funds on behalf of your Cafeteria for presales please record using: 800.XXXX.607038.3908

• When remitting to the Cafeteria please pay using a direct pay with 800.XXXX.607038.9800.701

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Cooperative Organization Annual ReportEvery external cooperative organization associated with a school must complete a Cooperative Organization Annual Report. The report must be forwarded to the Principal no later than August 31 following the end of the fiscal year.

The school must ensure that the report is completed and mathematically correct. It is the school’s responsibility to ensure that the annual reports are corrected in a reasonable time frame. See Appendix A20 for the Cooperative Organization Annual Report.

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Unique SupplementsThe fringe calculation should accompany the check when you send it to the District on where funding should be placed. The amount attached to object 1X3 is the amount that will be paid to the employee. There has also been a special project assigned to the Unique Supplement for tracking. Grant Management project is 011156.

• 100.xxxx.011123.xxxx.1x3.xxx Supplement

• 100.xxxx.011123.xxxx.210.xxx Retirement 7.92%

• 100.xxxx.011123.xxxx.220.xxx Social Security 7.65%

• 100.xxxx.011123.xxxx.241.xxx Workers Compensation 0.558%

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General LedgerAt the end of each quarter the bookkeeper will print the entire general ledger account activity. Each account will be distributed to the teacher/sponsor responsible for that account. The teacher/sponsor will review the activity and sign off on the report. If there is not a teacher/sponsor responsible for an account then the Principal or Assistant Principal should review and sign off on the report.

The general ledger reviews are always cumulative each quarter.

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Petty Cash / Change Fund• The petty cash fund / change fund shall be the responsibility

of the Principal or other person designated as the custodian and shall be retained in a locked box in a secure locked location. IAPM page 4-2

• Petty Cash / Change Fund should be redeposited during the summer if idle.

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Petty Cash• Sales tax paid on invoices paid through petty cash cannot be

reimbursed. Any cash purchase by an individual in the name of the school is still taxable. IAPM page 4-2

• No one should be using the Petty Cash for an advancement of funds. • Example: Custodian takes $25 from petty cash to by gas then brings

back the difference and a receipt. NOT FOLLOWING PROCEDURE

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Change FundThe change fund is established from your current checking account funds and “moved” into GL 1113. The cash on hand for ALL change fund balances should be equal to the balance in your 1113 GL Balance sheet.

Each day that a Change fund is used and returned, the BK should recount the Change Fund to confirm the daily deposit of sales.

Groups should never be utilizing funds earned for a change fund.

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Sales Tax ExemptionIf purchases are made and paid for personally by a staff member, any Florida sales tax paid on these purchases will not be reimbursed.

In order to be tax exempt, payment to the vendor must be made directly by the school or District. This will necessitate the need for a School Internal Accounts Purchase Order form. (Sales Tax Regulation 12A-1.038 (3)(a))

When staff personally pay for items that are for resale then sales tax will not be reimbursed and sales tax must be paid to DOR.

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Public Relations• Deadline for setting up/replenishing the Public Relations

Account is September 1 • Prepare memo with proposed budget to the Assistant Superintendent

for approval

• Approval from School Accounting is required for funds transfer out of the General account #707010

• Refer to Chapter 23 of the Internal Accounts Manual for allowable expenditures and expenditure limits

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Internal Accounts Manual UpdatesEffective July 1, 2018

CrossPointe User’s ManualUpdates to reflect changes during FY18

• Table of Contents

• Chapter 9 Journal Entries – Updated when to use #22

• Chapter 12 Year End Process – Updates to match new project #s & Chapter 13

• Chapter 13 – Changed Name to Audit Reports and updated verbiage to reflect current year-end audit process

• A1 Accounting String Dimensions – Updated to match objects used now

• A2 Dimension 4 Project – Updated to match projects used now

• A5-1 Year End Financial Report Checklist – Updated to match what we use now

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Internal Accounts Procedure Manual• TOC

• Chapter 3: Accounting System

• Chapter 4: Bank and Cash Accounts

• Chapter 5: Receipts

• Chapter 6: Purchasing

• Chapter 7: Disbursements

• Chapter 8: Acquisition or Disposition of Property

• Chapter 9: Transfers & Adjustments

• Chapter 11: Sales Tax

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Internal Accounts Procedure Manual• Chapter 12: Fundraisers

• Chapter 13: Reports

• Chapter 16: Year End Procedures

• Chapter 23: Promotion & Public Relations Funding

• Chapter 27: Grants

• Appendix A1: Chart of Accounts

• Appendix A10: Object code quick reference

• Appendix A15: Music Program Rental Form

• Appendix A24: Fees & Pricing Maximums54

Armored Car Deposits• All monies collected must be intact, prepared and packaged

daily into a sealed deposit bag and stored in the school safe until the scheduled armored car pick up. All packaged deposits must be documented and ready for pick up by the Armored Car personnel at end of day on the day before the scheduled pick up.

• The deposit date in the accounting program should reflect the date of deposit posted by the bank.

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Travel Disbursements• Vehicle Fuel: Gas receipt reimbursement is last resort option

with preapproved travel form.

• Non Employee Travel: Requires a PO (travel form could be used in lieu of Invoice)

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Transfers / AdjustmentsTransfers:

Supporting documentation pertaining to the reason for the transfer must be attached to the transfer form. Supporting documentation should include a print out of the GL for the accounts that are being transferred, requests in writing from sponsors, written approval from School Accounting for projects that require approval.

Adjustments:

Supporting documentation pertaining to the reason for the adjustment must be attached to the Adjustment Approval form. Supporting documentation should include copies of the original entry that is to be corrected and documentation that explains why there is a correction.

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Competitive Food RuleCompetitive Food Standard prohibits and/or restricts the sales of any other foods and beverages sold in competition with the food service program for the entire schools day. The “entire school day” is interpreted by FDACS as the period from midnight before to 30 minutes after the end of the official school day. [FR 7 CFR Parts 210 and 220].

The level of restriction is based on the classification of the school as follows:

Elementary

• Prohibited from selling any food or beverages during the school day. Only the school food service program may sell food and beverages during this time. The school day is defined as the midnight before to 30 minutes after the end of the official school day.

Secondary

• Prohibited from selling any food or beverages from the beginning of the school day (midnight before the school day) until 30 minutes following the close of the last lunch period. Only foods meeting the nutritional guidelines may be sold at this time. The nutritional guidelines with a list of preapproved food items is located in the district Wellness Policy and Procedure handbook.

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Outstanding Checks• $1 - $25 One letter at 90 days• $26 - $49 Two letters (2nd at 180 days)• $50 + Three letters (3rd at 270 days)• Three letters are the maximum ever needed to be sent for an outstanding check.

• Letters should be two to three months apart.• If the recipient is an employee – contact HR for corrected addresses if needed.

• If not getting a response to your letters, try to call them.

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GrantsWhen a grant is received to be deposited in the Internal Funds of a school, the bookkeeper shall keep the grant award letter and copy of the grant application on file. Disbursements should only be made according to the grant agreement. All internal accounts policies are to be followed and grant language cannot supersede those procedures. The grant shall be recorded in a separate Trust account with prior approval from School Accounting.

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GoFan Ticket SalesTickets are available for sale online at GoFan through FHSAA if the school has a District or Regional event. Patrons are able to present their tickets at the gate from their mobile device.

• When tickets are redeemed at the gate from a mobile device the staff member/ticket taker will need to validate the ticket by clicking redeemed on the individual’s phone or mobile device.

• The ticket seller will need to keep a tally of how many GoFan tickets are redeemed at the gate and write that number on The Report of Tickets Sold form.

• The bookkeeper shall keep the following backup attached to both the Ticket Recon file and the MCF deposit file.

• (a) Invoice from GoFan

• (b) Check copy and check stub from GoFan

• (c) Ticket Recon for the game event

• (d) MCF

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New Accounting Dimensions - INT• 717010 - Parking Permits

• 648 – Technology Related Capitalized Furn, Fix & Equip

• 649 – Technology Related Noncapitalized Furn, Fix & Equip

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New Accounting Dimensions - BRE• 319 – Technology Related Professional & Technical Services

• 359 – Technology Related Repairs & Maintenance

• 369 – Technology Related Rentals

• 379 – Telephone & Other Data Communication Services

• 391 – Print Shop Requisitions

• 399 – Other Technology Related Purchased Services

• 519 – Technology Related Supplies

• 529 – Technology Related Textbooks

• 539 – Technology Related Periodicals

• 799 – Miscellaneous Technology Related 63

School Accounting Contacts

School Accounting summer hours for June and July

Kelli Peck ext. 6025 Day Schedule: 7:30 am – 4:00 pm

Cheryl Cowley ext. 6155 Day Schedule: 6:30 am – 3:00 pm

Michelle Coppola ext. 6174 Day Schedule: 6:30 am – 5:00 pm

Questions