GENERAL
How do I know if these financial policies apply to the before/after school program at my school?
These financial policies only apply to schools with a school-based before/after school program, which is defined by these two criteria:
The schools acts as the provider of before/after school programming, with BPS staff facilitating the programming (not a third party provider) AND
The school collects money from parents/families for their child's participation in the programming.
Can third parties be used to facilitate before/after school programs?
Yes. The selection may be subject to formal procurement from a technical perspective, but this financial policy doesn't apply since the third party will manage financials directly.
How long should I keep financial records?
Financial records should be retained by the school for a period of seven years.
What are allowable expenses that can be purchased with before/after school program funds?
Before/after school programs should be self-funded, meaning that the programs should sufficiently pay for themselves and the funds should be spent down by the end of the school year so a school is not left with a large excess rollover balance. Most of the funds collected from parents/families go towards payroll for before/after school staff and specialists. Other allowable expenses out of the account include: program supplies, materials, equipment, and field-trips. School-wide materials, supplies, equipment, and field trips CANNOT be spent with before/after school funds.
It's the day of a special activity in the before/after school program and we realize we don't have all of the needed supplies. How do we buy last minute supplies?
Reimbursements should only be specific to materials purchased for the before/after school program. The employee who will be making the last minute purchase should first receive approval from the school leader to make the purchase. Then, the employee should file for reimbursement, which entails being a City of Boston vendor before submitting a hard copy of the Non Order form along with receipts to Lisa Greaves in Business Services.
How does my school purchase a laptop for our program lead?
BPS has a one device per employee rule, so only program leads that do not already have a BPS device are eligible to purchase one using before/after school funds. Schools interested and eligible to purchase a laptop should reach out to Yvonne Macrae by Friday, September 13th for more information and next steps.
How does my school purchase a cell phone and service for our program lead?
School-based before/after school programs are eligible to purchase a cell phone and service, which runs approximately $300/year. The exact bill will be determined at the end of the school year and deducted from the school's Before/After School Account. Schools interested in purchasing a cell phone and service should reach out to Yvonne Macrae by Friday, September 13th for more information and next steps.