Accounting Handbook

This web page works much like a table of contents. Please scroll down to see all links, policies, and procedures available.

• Section 1: Introduction (Internal Control & Ethics)

• Section 2: Strategic Planning & Budgeting

• Section 3: Revenues--Cash Receipts & Deposits

• Section 4: Expenditures--Purchasing & Payments (Non-Personnel Costs)

• Section 5: Expenditures--Payroll, Benefits, Human Resource Management

• Section 6: General Accounting, Chart of Accounts, Cash Management, Banking

Training Resources for Administrators & Staff

SECTION 1: INTRODUCTION

1. Executive Summary Letter to Employees

2. Key Administration & Accounting Principles

3. Guiding Board of Education Financial Policies:

F-1: FINANCIAL ACCOUNTING & REPORTING

F-2: PURCHASING

F-3: BUDGETING

F-4: ETHICAL STANDARDS IN FINANCIAL MANAGEMENT

F-5: INTERNAL CONTROL & AUDIT COMMITTEE

F-6: ANNUAL REVIEW OF FINANCIAL POLICIES & PROCEDURES

4. Internal Control System

5. Key Roles & Responsibilities

BCSD Organizational Structure & Delegated Authority - Training Video (17:22)

6. Public Funds

BCSD Prior Years' Audit Findings & Other Findings Around Utah - Training Video (12:59)

7. Reporting Fraud, Waste, & Abuse

8. Ethics & Accountability:

Utah Public Officers' and Employees' Ethics Act

Nepotism - Prohibiting Employment of Relatives

R277-515. Utah Educator Standards.

R277-113. LEA Fiscal Policies and Accountability.

Training:

• • • • Introduction to Online Training - Training Video (4:26)

      • R277-515 Educator Standards in Utah - Training Video (3:32) and Learning Activity

      • R277-113 Fiscal Policies & Accountability; District Internal Control Framework - Training Video (11:56)

      • Purchasing Ethics & Utah Public Employee Ethics Act - Training Video (14:46)

• • • SECTION 2: STRATEGIC PLANNING & BUDGETING

1. Strategic Planning Overview

2. District Mission, Vision, Values, Belief Statements

3. District Strategic Goals

4. Budgets & Strategic Plans

5. The Budget—A Matter of Choices &Limitations

6. Introduction to the Budget Process

7. Budget Roles & Responsibilities

8. Budget Compliance

9. Budget Development & Review

10. Budget Administration & Management

11. Budget Approval & Adjustments

12. Basis of Budgeting

13. Definition of a Balanced Budget

14. Balanced Budget Requirements for School Checking Account Program

Training:

What is a Budget?, Training Video (18:38)

How to Read a Transaction Detail Report, Training Video (6:20)

A Primary Tool of Leadership....Being "Street Smart" with Budgets, Training Video (35:04)

School LAND Trust Program, Training Video (12:48)

SECTION 3: REVENUES--CASH RECEIPTS, DEPOSITS, FEES, GRANTS, & OTHER REVENUES

1. Cash Receipts General Procedures

2. Cash Receipts & Deposit Procedures

3. Cash/Change Boxes

4. Ticket Sales & Gate Receipts

5. Concession Stands

6. Food Services - Cash Receipts & Deposits

7. School Fees

USOE School Fees: Laws, Rules, Forms FAQ, etc.

School Fees & Fee Waivers - Both Elementary & Secondary Schools, Training Video (10:03)

8. Fund-Raisers

Fundraising Activities - Training Video (11:11)

9. Donations, Gifts, & Sponsorships

10. Vending Machines

R277-719. Standards for Selling Foods Outside of the Reimbursable Meal in Schools.

11. Collection of Utah Tax on Qualified Sales

Utah Tax Commission Publication 35

12. Grants & Reimburseable Claims

Training:

"School Sponsored" and "Non-School Sponsored" Activities - Training Video (16:36)

Cash Receipts & Deposits - General Procedures, Training Video (29:11)

Cash Receipts & Deposits - Food Service, Training Video (6:11)

Cash Receipts & Deposits - Cash Boxes, Training Video (8:37)

Cash Receipts & Deposits - Ticket Sales, Gate Receipts, Concessions, Training Video (13:04)

SECTION 4: EXPENDITURES--PURCHASING, PAYMENTS, CASH DISBURSEMENTS

(NON-PERSONNEL COSTS)

1. Expenditures - General Procedures

2. Authorized Signatures - Checks

District Authorized Bank Accounts - Training Video (6:44)

3. Ethics & Accountability:

Utah Public Officers' and Employees' Ethics Act

Nepotism - Prohibiting Employment of Relatives

R277-515. Utah Educator Standards.

R277-113. LEA Fiscal Policies and Accountability.

Training:

Introduction to Online Training - Training Video (4:26)

R277-515 Educator Standards in Utah - Training Video (3:32) and Learning Activity

R277-113 Fiscal Policies & Accountability; District Internal Control Framework - Training Video (11:56)

Purchasing Ethics & Utah Public Employee Ethics Act - Training Video (14:46)

4. Purchasing

Segregation of Duties

Purchasing Policy & Procedures Apply to All Purchases

Teamwork & Advanced Planning

Purchasing & Payment Process Overview (flow chart)

Purchasing & Payment Procedures:

Purchasing Made Simple - Training Video (27:06)

Step 1: Needs Assessment

Step 2: Determine Specifications

Form: Purchasing Specifications Development Worksheet

Step 3: Solicit Bids, Quotes, & Proposals from Responsive/Responsible Vendors/Contractors

Form: Request for Quotation

Step 4: Vendor Selection

State Contract: State Cooperative Contracts Website

Form: Quotation Summary Form

Form: Sole Source Purchase Approval Form

Step 5: Process the Order with the Vendor/Contractor

Form: Cover Sheet (district)

Form: District Purchasing Authorization Form

Form: Belknap ES Purchasing Authorization Form

Form: Milford ES Purchasing Authorization Form

Form: Minersville School Purchasing Authorization Form

Form: Beaver HS Purchasing Authorization Form

Form: Milford HS Purchasing Authorization Form

Step 6: Receive Goods & Services

Step 7: Make Payment

Form: Accounts Payable Payment Approval Form

Form: Employee Travel Expense Reimbursement Form

Form: Board of Education Travel Expense Reimbursement Form

Form: Student Transportation In-Lieu Reimbursement Request Form

Improper Payments

Change Orders

Common Mistakes

4. Year-End Accounting, Budgeting, & Planning

5. Credit Cards

6. Avoiding Payment of Utah Sales Tax

7. Employee Reimbursements for Supplies

8. Employee Travel Reimbursements

9. Teacher Materials & Supplies Cards

10. Emergency Purchases

11. W9, Vendor ID, & IRS Reporting

12. Expenditure of Restricted Funds, Fundraisers, & Grants

• Training:

"School Sponsored" and "Non-School Sponsored" Activities - Training Video (16:36)

Forms:

• • Purchasing Specifications Development Worksheet

  • Request for Quotation

  • Quotation Summary Form

    • Purchase Authorization Forms

    • Cover Sheet (district)

    • District Purchasing Authorization Form

    • Belknap ES Purchasing Authorization Form

      • Milford ES Purchasing Authorization Form

      • Minersville School Purchasing Authorization Form

      • Beaver HS Purchasing Authorization Form

      • Milford HS Purchasing Authorization Form

  • Sole Source Purchase Approval Form

  • Employee Travel Expense Reimbursement Form

  • Board of Education Travel Expense Reimbursement Form

  • Student Transportation In-Lieu Reimbursement Request Form

  • Accounts Payable Payment Approval Form

  • IRS W-9 Form

  • Credit Card Receipt Form

    • Missing Receipt Form

SECTION 5: EXPENDITURES--PAYROLL, BENEFITS, HUMAN RESOURCE MANAGEMENT

• • Payroll - A Key Management Process - Training Video (17:13)

  • Hiring Procedures - Primary Positions

  • Hiring Procedures - Coaches & Temporary Positions

  • Voluntary Transfers

  • R277-516. Education Employee Required Reports of Arrests and Required Background Check Policies for Non-licensed Employees.

  • R277-500. Educator Licensing Renewal, Timelines, and Required Fingerprint Background Checks.

  • Employee Contracts

  • New Employee Checklist

  • Returning Employee Checklist

  • R277-515. Utah Educator Standards.

  • Legal Liability Protection for Employees

  • Classified Employees:

    • Procedure for Missed Time Clock Punches

      • Overtime & Compensatory Time

    • Federal Program Time & Effort Reporting - Employees Working in Federal Programs (PARs)

      • Employee Payroll Certifications (PARs) for Federal Programs - Training Video (13:39)

  • Administrators Are to Ensure All Coaches Are Directed to Handbook

    • Substitute Teacher Hourly Rates & Required Time Sheet for Sub Teachers

    • Reporting an Employee Injury

    • Employee Benefits:

      • Employee Leave

      • Employee Insurance Benefits

      • Retirement Benefits Eligibility

        • Utah Retirement Systems

    • Employee Notifications:

      • Health Insurance Marketplace, Sep. 17, 2013

      • Health Information Privacy

      • Notification to Employees - Prescription Drug Coverage & Medicare, 9/17/13

    • Required Safeschools.com Training for Employees

      • safeschools.com

    • Salary/Wage Schedules:

      • FY14 Teacher Salary Schedule

      • FY14 Classified Employee Wage Schedule

      • Stipends for Coaches

      • Negotiated Agreements

• Forms:

  • IRS Form W-4

  • Form I-9 Employment Eligibility Verification

    • Complete Form DWS-6

  • Employee Contract Templates & Forms

SECTION 6: GENERAL ACCOUNTING, CASH MANAGEMENT, & BANKING PROCEDURES

• • Compliance with Utah Money Management Act

    • Utah Money Management Council & Act

  • Authorized Bank & Investment Accounts

  • District Authorized Bank Accounts - Training Video (6:44)

  • Authorized Signatures - Bank Accounts

  • Bank Reconciliations

  • Electronic Transfer of Funds

  • Journal Entries

  • Chart of Accounts Overview

    • District Chart of Accounts & Account Codes - Training Video (16:38)

    • Fund Codes

    • Location Codes

    • Program Codes

    • Function Codes

    • Object Codes

  • Student Insurance

  • Financial Policies, Procedures & Resources (archive)

Training Resources for Administrators & Staff