charter school recommended fiscal policies and … · web viewthis guide contains the essential...

Hampden-Wilbraham Regional School District621 Main Street

Wilbraham, MA 01095

Business Office

Fiscal Policies and Procedures Guide

Beth L. Regulbuto, SFO, M.Ed.Assistant Superintendent for Business

Hampden-Wilbraham Regional School DistrictBusiness Office Fiscal Policies and Procedures – October 2012

Table of Contents

100 INTRODUCTION.................................................................................................... 3

101 SCOPE AND ORGANIZATION..............................................................................3102 Purpose of Guide..............................................................................................4103 Amending the Guide......................................................................................... 4

PART I – RECOMMENDED POLICIES................................................................................5

200 INTERNAL CONTROL POLICIES........................................................................5201 Compliance with Laws.....................................................................................5203 Organizational Conflict of Interest or Self-Dealing (Related Parties)................6204 School Committee Authorities...........................................................................7205 Signature Authorities........................................................................................ 8206 Government Access to Records........................................................................8207 Security of Financial Data................................................................................8208 Security of School Documents..........................................................................8209 Use of School Assets........................................................................................9210 Use Of School Credit Cards..............................................................................9

300 FINANCIAL MANAGEMENT POLICIES.............................................................9301 Basis of Accounting.......................................................................................... 9302 Accounting Policies..........................................................................................9303 Basis of Presentation....................................................................................... 10304 Revenues........................................................................................................ 10305 Expenditures................................................................................................... 11306 Internal Funds................................................................................................. 11307 Other Funds.................................................................................................... 11308 Incurred Costs................................................................................................. 12310 Grant/Contract Invoicing................................................................................12311 Investments..................................................................................................... 13312 Budgets........................................................................................................... 13313 Insurance and Bonding...................................................................................13314 Massachusetts Teacher Retirement System.....................................................14315 Record Retention and Disposal.......................................................................14316 Financial Reporting........................................................................................15317 Audit............................................................................................................... 15318 Audit/Finance Committee...............................................................................16319 Chart Of Accounts.......................................................................................... 16

400 POLICIES RELATED TO ASSETS, LIABILITIES, AND NET ASSETS..........16401 Assets............................................................................................................. 16402 Bank Accounts................................................................................................ 16403 Petty Cash Payments....................................................................................... 18404 Criteria for Capitalizing and Depreciating for Property and Equipment..........18405 Impairment of Assets......................................................................................18406 Betterments..................................................................................................... 18407 Liabilities........................................................................................................ 19

-1-


408 Accounts Payable............................................................................................ 19409 Accounts Payable Payment Policy..................................................................19410 Accrued Liabilities.......................................................................................... 19411 Liability for Compensated Absences...............................................................19412 Debt................................................................................................................ 20413 Long-term Debt.............................................................................................. 20414 Short-term Debt.............................................................................................. 21415 Net Assets....................................................................................................... 22

500 COST ACCOUNTING POLICIES........................................................................22501 Consistency in Cost Accounting.....................................................................22502 Unallowable Costs.......................................................................................... 22503 Separate Records of Unallowable Costs..........................................................23504 Cost Accounting Period..................................................................................23505 Gain or Loss on Disposition of Assets............................................................23

600 PROPERTY MANAGEMENT POLICIES...........................................................23601 Property and Equipment.................................................................................23602 Recording and Reporting of Property..............................................................23603 Physical Inventories........................................................................................ 24604 Disposal of Property and Equipment...............................................................24

700 PROCUREMENT POLICIES................................................................................24701 Procurement – Goods and Services.................................................................24702 Emergency Purchases.....................................................................................25703 Procurement – Construction............................................................................25704 Procurement – Educational Services...............................................................26

800 PAYROLL AND TRAVEL POLICIES.................................................................26801 Payroll Policies............................................................................................... 26802 Employee Mileage Reimbursement.................................................................26

900 CONSULTANTS AND CONTRACTORS POLICIES.........................................27901 Consultant Utilization.....................................................................................27902 Independent Contractors.................................................................................27

PART II – RECOMMENDED PROCEDURES....................................................................27

1100 GENERAL ACCOUNTING PROCEDURES........................................................281101 Overall Accounting System Design.............................................................281102 General Ledger Activity..............................................................................281103 General Ledger Close-Out..........................................................................29

1200 CASH MANAGEMENT PROCEDURES..............................................................301201 Cash Receipts.............................................................................................. 301202 Cash Disbursements....................................................................................311203 Petty Cash Funds........................................................................................321204 Prepaid Items.............................................................................................. 33

1300 GRANTS MANAGEMENT PROCEDURES........................................................331301 Revenue Recognition and Invoicing............................................................331302 Grants Receivable.......................................................................................34

-2-


1400 PAYROLL PROCEDURES....................................................................................351401 Personnel Requirements..............................................................................351402 Personnel Data............................................................................................361403 Timekeeping............................................................................................... 371404 Preparation of Payroll.................................................................................381405 Payroll Payment.......................................................................................... 391406 Payroll Withholdings..................................................................................39

1500 PROPERTY AND EQUIPMENT (P&E) PROCEDURES...................................401501 Property & Equipment Acquisitions............................................................401502 Recordkeeping Over Property & Equipment...............................................411503 Depreciation................................................................................................ 421504 Inventory of Property & Equipment............................................................421505 Disposal of Property & Equipment.............................................................421506 Property & Equipment Acquired Through Government Grants/Contracts...43

1600 ACCOUNTS PAYABLE PROCEDURES.............................................................441601 Accounts Payable........................................................................................441602 Purchasing.................................................................................................. 451603 Expense Reimbursement.............................................................................47

1700 OTHER LIABILITIES PROCEDURES................................................................481701 Accrued Liabilities...................................................................................... 481702 Deferred Revenue.......................................................................................48

1800 MANAGEMENT REPORTING PROCEDURES.................................................491801 Annual Budget............................................................................................491802 Financial Reporting.....................................................................................501803 Payroll Tax Compliance..............................................................................50

APPENDIX A: RECOMMENDED CHART OF ACCOUNTS...........................................52

APPENDIX B: SAMPLE FORMS.........................................................................................69REGIONAL SCHOOL DISTRICT PURCHASE ORDER........................................70REGIONAL SCHOOL DISTRICT PURCHASE REQUISITION.............................72REGIONAL SCHOOL DISTRICT PETTY CASH VOUCHER...............................73REGIONAL SCHOOL DISTRICT CHECK VOUCHER..........................................74REGIONAL SCHOOL DISTRICT CASH RECEIPT...............................................75REGIONAL SCHOOL DISTRICT TIME SHEET....................................................77REGIONAL SCHOOL DISTRICT CONFERENCE/PROFESSIONAL LEAVE....................................................................................Error! Bookmark not defined.

INSTRUCTIONS……………………………………………………………………………….80

100 Introduction101 Scope and Organization

The Guide consists of three sections: Part I contains the recommended policies; Part II contains the recommended procedures; and the Appendices contain the Recommended Chart of Accounts and sample forms.

-3-


102 Purpose of Guide

A. The Guide provides recommendations, that when modified to meet the individual school’s needs, can become the official document for the accounting and administrative functions conducted by the Regional School District. The Guide can and should be modified where the Regional School District deems appropriate.

B. The Guide can provide standards and directives for sound management and promote consistent, prudent financial and administrative practices. Also, it can provide guidance to the school in the application of various federal and Massachusetts laws and regulations and the Department of Education’s requirements for the administration of grants and contracts awarded by the U.S. Government and other funding sources.

C. The Guide should be used in conjunction with and referenced to the Regional School District’s existing personnel policy manual, job descriptions and other policy manuals maintained by the school.

103 Amending the Guide

This Guide contains the essential fiscal policies and procedures for a Regional School District, as of the date of promulgation. From time to time, as additional matters require changes to this Guide, management of the Regional School District should amend this Guide.

-4-


PART I – RECOMMENDED POLICIES

200 Internal Control Policies

The Regional School District, under the direction of the School Committee, is required to establish and maintain adequate accounting records and internal control procedures. Internal control consists of five components: control environment, risk assessment, control activities, information and communication, and monitoring. The objectives of internal control relate to financial reporting, operations, and compliance.

The Regional School District and all levels of management are responsible for preventing and detecting instances of fraud and related misconduct and for establishing and maintaining proper internal controls that provide security and accountability of the resources of the school. Management is also responsible for recognizing risks and exposures inherent to these areas of responsibility and for being aware of indications of fraud or related misconduct.

Any employee with reasonable basis for believing fraudulent or related misconduct has occurred should report such incidents to the designated authorities within the school or the Office of the Inspector General as stated in M.G.L Chapter 12A, §14 ‘Complaints by public employees; investigation.’

Internal control policies provide the Regional School District with the foundation to properly safeguard its assets, implement management’s internal policies, provide compliance with state and federal laws and regulations and produce timely and accurate financial information. The following policies will highlight some of the areas of internal control that the Regional School District should consider:

201 Compliance with Laws

The Regional School District will follow all the relevant laws and regulations that govern Regional School Districts within the Commonwealth of Massachusetts. Additionally, U.S. Government laws and regulations that relate to grant funding will be adopted as the grant funding is received. The following are specific policies of the Regional School District:

A. Political Contributions

No funds or assets of the Regional School District may be contributed to any political party or organization or to any individual who either holds public office or is a candidate for public office. The direct or indirect use of any funds or other assets of the Regional School District for political contributions in any form—whether in cash or other property, services, or the use of facilities—is strictly prohibited. The Regional School District also cannot be involved with any committee or other organization that raises funds for political purposes.

-5-


Following are examples of prohibited activities:

1. Contributions by an employee that are reimbursed through expense accounts or in other ways.

2. Purchase by the organization of tickets for political fundraising events.

3. Contributions in-kind, such as lending employees to political parties or using the school’s assets in political campaigns.

B. Record Keeping

To provide an accurate and auditable record of all financial transactions, the school’s books, records, and accounts are maintained in conformity with generally accepted accounting principles as required by the Commonwealth’s statutes, applicable to Regional School Districts.

Further, the school specifically requires that:

1. No funds or accounts may be established or maintained for purposes that are not fully and accurately described within the books and records of the school.

2. Receipts and disbursements must be fully and accurately described in the books and records.

3. No false entries may be made on the books or records nor any false or misleading reports issued.

4. Payments may be made only to the contracting party and only for the actual services rendered or products delivered. No false or fictitious invoices may be paid.

203 Organizational Conflict of Interest or Self-Dealing (Related Parties)

The Regional School District may not be operated for the benefit of an affiliated or unaffiliated organization or an individual in his or her own private capacity or individuals related to the Regional School District or members of its management, unless the private benefit is considered merely incidental. The Regional School District will follow M.G.L. Chapter 71, conflict of interest laws and disclosures which restrict public officials and employees from taking advantage of their position to gain improper benefits for themselves, relatives, their associates, or their friends. The law also restricts board members from voting on matters affecting their financial interest and limits the circumstances under which they can receive anything of value because of their official position. A board member may not vote or enter into any discussion if one of the following groups will receive financial benefit:

A. The School Committee member, his/her immediate family, or his/her business partner;

-6-


B. A business organization in which the School Committee is serving as an officer, director, trustee, partner or employee; or

C. Any person or organization with which the School Committee is negotiating or has any arrangement concerning prospective employment.

The private benefit preclusion will extend to:

A. Sale or exchange, or leasing, of property between the school and an affiliated or unaffiliated organization or a private or related individual.

B. Lending of money or other extension of credit between the school and an affiliated organization (excluding component units) or unaffiliated organization or a private or related individual.

C. Furnishing of goods, services or facilities between the school and an affiliated organization (excluding component units) or unaffiliated organization or a private or related individual.

D. Payment of compensation, unless authorized by the School Committee or its governing body, by the school to an affiliated or unaffiliated organization or a private or related individual.

E. Transfer to, use by, or for the benefit of a private or related individual of the income or assets of the school.

Thus, the Regional School District will be guided by the principle of arms-length standards with all affiliated or unaffiliated organizations or with a private or related individual(s).

Related party transactions shall include transactions between a school and members of the board, management, contracted management organization, employees, related individuals and affiliated companies. Related individuals within the scope of this definition include spouses, parents, children, spouses of children, grandchildren, siblings, father-in-law, mother-in-law, sister-in-law and brother-in-law of a board member or school employee.

204 School Committee Authorities

The School Committee is responsible for the operation of the Regional School District in accordance with the provisions of M.G.L. c.71, Section 16A and all other state and federal laws and regulations and conditions as the Board or Commissioner of Education may establish from time to time. The School Committee is also responsible for operating the school in accordance with the representations made in its Regional School District application submitted to and approved by the School Committee or member towns.

Specifically, the School Committee, in accordance with the Regional Agreement, shall have the sole authority to approve and will incorporate into its own minutes such matters as (i) change of the School’s name, with the Department of Education’s Regional School District office approval (ii) adoption of the annual operating and capital budgets, (iii) selection or termination of key employees (iv) key employees’ salary and salary changes, (v) incurrence

-7-


of debt, mortgages or other encumbrances and their covenants and restrictions, within the terms of the Regional Agreement (vi) investment policies, (vii) depository and investment banks, (viii) purchase or sale of property (ix) opening up or closing checking or savings accounts, and (x) selection of the Regional School District ’s certified public accountants and (xi) other activities associated with the operations of the Regional School District .

The School Committee will meet regularly to ensure that its fiduciary duty is maintained. The School Committee will review the following: prior meeting minutes, business items, educational items, subcommittee reports, Superintendent/Assistant Superintendent for Business reports, new business and other items.

205 Signature Authorities

To properly segregate duties within the Regional School District, the Treasurer and Assistant Superintendent for Business are the only individuals with signatory authority and is responsible for authorizing all cash transactions.

206 Government Access to Records

The Assistant Superintendent for Business will provide access to the Regional School District's records if requested to the Comptroller General of the Commonwealth of Massachusetts or his designee and provide supporting records, as requested by government auditors, to facilitate the completion of such audits or reviews in a timely manner.

207 Security of Financial Data

A. The school’s accounting software should be reviewed to ensure that general and application controls to unauthorized access to data is precluded (i.e., proper password protection and authorizations for inquiry or browse only functions.)

B. The system's accounting data must be backed up daily by the IT Department to ensure the recoverability of financial information in case of hardware failure. The back up should be stored in a fire safe area and properly secured.

C. All other financial data, petty cash box, unused checks and unclaimed checks will be secured by the Assistant Treasurer from unauthorized access.

208 Security of School Documents

Originals of the following corporate documents are maintained and their presence is verified on a periodic basis:

A. Regional Agreement and all related amendmentsB. Regional School District by-lawsC. Minutes of the School Committee and subcommitteesD. Banking agreementsE. LeasesF. Insurance policiesG. Vendor invoicesH. Grant and contract agreements

-8-


I. Fixed asset inventory listJ. Contract and grant billings

209 Use of School Assets

School employees should not use any of the school’s assets for personal use without prior approval of the School Committee and with proper justification.

210 Use Of School Credit Cards

Regional School District credit cards should only be issued with the formal approval of the School Committee and with proper justification. The cost/benefit to the Regional School District should be fully reviewed to ensure that no other method is appropriate. If credit cards are issued they should be assigned to certain Regional School District employees and should be used only for school-related expenditures. All charges must be supported by invoices or travel reports to be eligible for payment by the Regional School District.

Monthly credit card statements are reconciled to invoices and travel reports and are approved by the Regional School District Leader, unless not deemed independent; then the approval would be performed by the Assistant Superintendent for Business.

300 FINANCIAL MANAGEMENT POLICIES

301 Basis of Accounting

The Regional School District will maintain its accounting records and related financial reports on the modified accrual basis of accounting.

302 Accounting Policies

The accounting policies and financial reporting adopted are consistent with the requirements of the Governmental Accounting Standards Board (GASB), including Statement of Governmental Accounting Standards No. 34 – Basic Financial Statements – and Management’s Discussion and Analysis – for State and Local Governments. GASB is the recognized standard setting body for establishing governmental accounting and financial reporting principles.

Under the Massachusetts Educational Reform Act of 1993, the Committee has the responsibility of reviewing and approving the budget for the District and establishing a level of funding that will provide high quality education for the students. The Committee is further charged, in compliance with State law, with the establishment of sound fiscal practices that support the mission and vision of the District. The following statutes shall serve as a basis for administration of this policy by the Committee as implemented by the Superintendent:

Chapter 71, Section 16 Status, Powers, and Duties Chapter 71, Section 16B Budget: Apportionment of Expenses Chapter 71, Section 16B1/2 Excess and Deficiency Fund

-9-


Chapter 71, Section 16D Regional School Aid Chapter 71, Section 16D1/2 Audits: Apportionment of Costs Chapter 71, Section 16g1/2 Establishment of Stabilization Funds by Regional

School Districts Any other State or Federal statutes shall apply, including GASB 43 and 45

303 Basis of Presentation

Financial statements for governmental fund types are reported using the current financial resources measurement focus and the modified accrual basis of accounting.

The annual assessments to the District’s Member Towns for operating and capital costs, state aid to the District attributable to the general fund and various inter-government revenues attributable to the special revenue or capital project funds, tuition income, and interest income as earned, comprise the significant revenues susceptible to accrual. Charges for contributions, gifts, and other miscellaneous revenues are recorded as revenues when received because they are generally not measurable until actually received.

Federal and state grants and other entitlements are recognized as revenue in the period the District is entitled to the resources and the amounts are available. Expenditure-driven programs currently reimbursable are recognized as revenue when the qualifying expenditures have been incurred and the amounts are available. Amounts owed to the District which are not available are recorded as receivables and deferred revenue. Amounts received prior to the entitlement period are also recorded as deferred revenue.

Fiduciary fund financial statements use the accrual method of accounting.

304 Revenues

Under the modified accrual basis of accounting, revenues are recognized when they are both measurable and available. Revenues are considered to be available when they are collectible within the current period or soon enough thereafter to pay liabilities of the current period. For this purpose, the government considers revenues to be available if they are collected within 60 days of the end of the current fiscal period.

305 Expenditures

Under the modified accrual basis of accounting, expenditures are recorded when liabilities are incurred or goods are received. Debt service expenditures, as well as expenditures related to compensated absences and claims and judgments, are recorded only when payment is due.

306 Internal Funds

Certain receipts and expenditures within the District, although not included within the regular school budget, will be subject to the provisions of M.G.L. Chapter 30B. All funds collected from miscellaneous sources are public monies and their receipt and

-10-


expenditures are under the control of the policy of the Committee. Examples of internal funds are: ticket sales to school events, money collected by student drives, membership fees in classes and clubs, athletic fees, money collected for school trips, separate check book funds raised by PTOs, and donations and grants for student activities. The following provisions will be followed with reference to the receipts and expenditures of internal funds.

Adults supervising funds must be bonded (Treasurer, Assistant Treasurer, and Student Activity Director.)

The Principals are responsible for the control of internal funds within their schools under guidelines developed by the Assistant Superintendent for Business and the Superintendent. State guidelines will be provided by the Assistant Superintendent and in accordance with State law regarding administration of Student Activity Accounts.

Unless paid by check, numbered receipts (or numbered tickets) will be given for all monies received for school sponsored activities and fees.

The Committee is not responsible for any funds left in school buildings overnight.

Disbursement of internal funds will be by numbered check with two signatures.

307 Other Funds

The Committee will encourage the Administration to seek and secure all possible sources of State, Federal and other special funds that will enhance the educational opportunities for the students within the District. The Superintendent will keep informed of all possible funds available to the District and will submit applications for grant funds to the Committee whenever there is a fiscal requirement on the District. The Superintendent will supply the Committee with an annual report detailing grants submitted and the approval status. In order to prevent duplication and to ensure the quality of the applications, all grant applications must be submitted to the Superintendent’s Office for review and approval before submission. All competitive and discretionary Federal and State grant proposals exceeding $100,000 must be approved by the Committee.

The Committee may receive gifts that may be used or expended without resulting in reduction of income from regular sources (M.G.L. Chapter 71, Section 37A). All gifts, grants, and bequests must be officially accepted by the Committee and become the property of the District. To be acceptable a gift must satisfy the following criteria:

Must satisfy a purpose consistent with the goals of the District, and not place any restrictions on current school programs

1. Must not result in unreasonable demands being made on the staff

Must not start a program that the Committee is unwilling to continue once the funds given are exhausted

Must not result in any hidden cost to the District

-11-


Must not be in conflict with the law or Committee policy, nor should the acceptance of a gift imply the endorsement of a given product or service

Awards for educational purposes, given directly to a teacher or administrator, are acceptable if in compliance with the above criteria.

308 Incurred Costs

For the purpose of invoicing funding sources for allowable costs under cost reimbursement grants or contracts, the term "costs incurred" is defined as follows: costs related to items or services incurred directly for the grant or contract and received at the time of the request for reimbursement and not specifically disallowed by the funding source.

309 Cash Management

A. The District maintains cash accounts at the following banks:

1. Peoples Bank – Operating, Payroll, Accounts Payable, Food Service

2. Monson Savings Bank – Student Activities Account

B. A schedule of aged accounts and grants receivable is prepared monthly and reviewed by the Assistant Superintendent for Business for collection. Appropriate collection procedures are initiated, if necessary.

310 Grant/Contract Invoicing

In accordance with state finance regulation 815 CMR 2:00, Section 2.05 (4)(b), Grant Effective Start Date, grant recipients may expend state, federal, and other grant funds only as of the date their grant (the Standard Contract Form) was executed by the authorized signatory of the Department of Education. In the case of the Department of Education, this means the date that the grant is entered as approved into the Department of Education's grants management system.

A. All invoices are submitted to the funding sources by dates specified in the grant or contract agreement.

B. The invoicing format is that specified by the funding source.

311 Investments

The Regional School District shall follow, to the extent possible, M.G.L. Chapter 44, Section 54 and 55B, in regards to investment management.

312 Budgets

A. The Superintendent and Assistant Superintendent for Business prepare an annual operating budget containing revenues, expenditures, capital expenditures and debt service payments. These budgets are reviewed and approved by the School Committee, by a 2/3 vote at the annual meeting and modified, as necessary.

-12-


Proposition 2½ limits the amount of revenue a city or town may raise from local property taxes each year to fund municipal operations. Communities must seek voter approval to raise additional funds beyond Proposition 2½ limits. Since regional school districts do not directly tax citizens, the function of Proposition 2½ is limited to the member communities of a district. These member communities may have to rely on such a funding source to fund regional school assessments or capital projects.

The law requires that a community cannot levy more than 2.5 percent of the value of all taxable property in the community, which is known as the levy ceiling. Furthermore, the amount of the total levy for a fiscal year, known as the levy limit, cannot increase by more than 2.5 percent of the maximum allowable limit of the prior year, plus certain allowable increases such as new growth from property added to the tax rolls.

B. Financial statements displaying budget vs. actual results are prepared by the Business Office and reviewed by the Assistant Superintendent for Business and presented to the School Committee at each monthly board meeting.

313 Insurance and Bonding

A. The District maintains minimum levels of coverage, as deemed appropriate by the School Committee, for the follow policies:

1. General liability

2. Business & personal property (including auto/bus)

3. Computer equipment

4. Workers' compensation

5. Personal injury liability

6. Unemployment

7. Fidelity bond

8. Board Insurance

The District requires proof of adequate insurance coverage from all prospective contractors, as deemed applicable by the School Committee.

314 Massachusetts Teacher Retirement System

The Massachusetts Teacher Retirement System (MTRS) is a contributory retirement sys-tem designed to provide benefits to Massachusetts teachers and administrators per MGL Chapter 32. Staff members employed by the school who are eligible for membership are required to join the system. See http://www.mass.gov/mtrb/ for full details about eligi-bility, required payroll deductions and reporting deadlines.

The Treasurer and Assistant Treasurer are bonded for $300,000 which renews every year. The school principals’ and secretaries’ bonds fall under the District’s NGM Insurance.

-13-

http://www.mass.gov/mtrb/


315 Record Retention and Disposal

A. Records are maintained for the following minimum periods in compliance with the Commonwealth of Massachusetts School Department Records Retention Schedule:

1. Books, records, documents, and other supporting evidence including paid, cancelled, or voided checks, accounts payable records, vendors' invoices, payroll sheets and registers of salaries and wages, tax withholding statements, employee timesheets and other public documents are retained for seven years after the original entry date.

B. The following records supporting federal contracts, as required by U.S. Office of Management and Budget, are retained for the indicated minimum periods:

1. For three years after submission of the final report of expenditures: general ledger, trial balance, accounts payable and accounts receivable ledger, payroll register, and petty cash book, check register and checks, invoices. Except for:

a) If any litigation, claim, or audit is started before the expiration of the 3-year period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and final action taken.

b) Records for real property and equipment acquired with Federal funds shall be retained for 3 years after final disposition.

2. Permanently: Audit reports, annual corporate reports, Regional Agreement, School Committee minutes, tax and legal correspondence, labor contracts, insurance claims and policies, and retirement and pension records.

C. The disposal date determined under this policy is the end of the fiscal year, or the date of final payment of government grants.

D. All records not supporting government grants or otherwise covered by rules of the Internal Revenue Service are retained for three years from the end of the fiscal year in which the records were originally prepared.

E. All financial records are maintained in chronological order, organized by fiscal year.

F. In connection with the disposal of any records, a memorandum of record disposal is prepared by the Assistant Superintendent for Business listing the record or the class of records disposed of. The School Committee certifies this memorandum of records disposal.

316 Financial Reporting

The Assistant Superintendent for Business maintains supporting records in sufficient detail to prepare the District’s financial reports, including:

A. Annually:

1. Financial statements for audit

2. Annual budget

-14-


3. End of year Report

4. Certification of E & D

B. Monthly:

1. Trial balance

2. Internally generated budget vs. actual financial statements with explanations for significant variances

3. Billing invoices to funding sources

4. Accounts payable listing

C. Quarterly:

1. IRS Form 941 and payroll tax returns and comparable state taxing authority returns

2. Other reports upon request

317 Audit

The School Committee contracts annually with a qualified independent certified public accounting firm to conduct an audit of the Regional School District’s financial statements in accordance with auditing standards generally accepted in the United States of America, Government Auditing Standards issued by the Comptroller General of the United States, 2003 Revision (GAS) and, if applicable, the U.S Office of Management and Budget’s Circular A-133. The selected audit firm must be familiar with these standards, related Commonwealth of Massachusetts and Regional School District regulations, and the Massachusetts Regional School District Audit Guide (which can be found at http://finance1.doe.mass.edu/charter), in order to properly conduct the audit engagement.

318 Audit/Finance Committee

The School Committee appoints an audit/finance subcommittee. This subcommittee will nominate the independent auditor and review the scope and results of the audit. The audit/finance subcommittee also receives notice of any consequential irregularities and management letter comments that the auditor noted during the engagement. Additionally, the subcommittee will develop a corrective action plan to address all relevant weaknesses noted by the auditor. The audit/finance subcommittee will also review all financial information of the Regional School District and provide recommendations to the School Committee.

319 Chart Of Accounts

The chart of accounts of the Regional School District is noted in Appendix A. The chart of accounts will assist schools in managing their operations, preparing financial statements and also facilitating their preparation of the End of Year Financial Report as required by the Department of Elementary and Secondary Education.

-15-

http://finance1.doe.mass.edu/charter


400 POLICIES RELATED TO ASSETS, LIABILITIES, AND NET ASSETS

401 Assets

Economic resources that are recognized and measured in conformity with generally accepted accounting principles. Assets also include certain deferred charges that are not resources, but are recognized and measured in conformity with generally accepted accounting principles. The following sections describe policies related to the recognition of assets.

402 Bank Accounts

A. Bank accounts for the indicated purpose(s) and limitation(s) have been authorized by the School Committee of the School at the indicated Federal Deposit Insurance Corporation (FDIC)-insured banks:

Name of Bank Purpose/Limitation of AccountMonson Savings Bank Student Activities Account

Controls Over Cash Receipts: Receipts collected by faculty and advisors should be remitted daily to the principal’s

office. Accompanying each remittance should be a “deposit slip’ summarizing the collection by checks and cash, and describing the student activity involved.

Upon receiving the money, the principal’s office should count the amount reconciling it to the accompanying deposit slip, and prepare a two-part receipt.

One copy of the receipt would go to the faculty advisor and the second copy would be used by the principal’s office to summarize and report monthly collections.

Money should be sent to the Assistant Treasurer on the day the principal’s office receives it.

A copy of the deposit ticket is retained by the Assistant Treasurer and reconciled with the total of all the receipt slips which comprised the deposit.

Under no circumstances should any payments be made from undeposited receipts.

Controls Over Cash Disbursements: All payments should be made by check. There should be three authorized check signers (one of which is preferably the

principal), and all checks should require two signatures. A “Request for Payment” form should be prepared by the faculty advisor detailing

the amount of the payment, the related student activity, a description as to the nature of the payment, and the identity of the vendor who will receive the payment.

An invoice from the vendor must accompany all “Request for Payment” forms. Checks should be prepared by the principal’s office only when a “Request for

Payment” form and the supporting vendor invoice is present. Checks should be prepared only after the most recent cash report (see “Controls Over

Reporting” below) is examined to determine if funds are available in the particular student activity requesting the payment.

Each check signer should initial the “Request for Payment” form and the invoice when they sign the check.

-16-


After the payments are made, each “Request for Payment” form and the invoice should be stamped paid with the date and associated check number. These stamped forms should then be filed alphabetically by vendor.

Either a “one-write” manual system or a computerized package system should be used to record disbursements by student activity.

Any out-of-pocket expenses paid by a faculty advisor should be reimbursed through the disbursements system as though the faculty advisor was a vendor

Only expenditures associated with student activities should be paid by these funds. No payments for budgeted school operations should be paid by these funds.

Controls Over Reporting: Every month cash receipts and disbursements reports with beginning and ending

cash balances should be prepared for each student activity, as well as a summarized report for all activities.

A bank reconciliation should be performed monthly reconciling balances on the bank statement to both the checkbook balance and to the monthly summarized cash report balance.

East month the individual student activity cash report should be given to the faculty advisor responsible for that activity.

General Controls: All student activity bank accounts should only use the District’s identification

number. Personnel who handle these funds (e.g., principals and their secretaries) should be

bonded. Any interest income earned should be reported in a separate student activity

category. Money accumulated in this category could be used for administrative expenses (e.g., accounting forms, bank charges, external audits, etc.) associated with operating this student activities fund.

Annually, an internal audit of the student activity fund should be conducted by an independent party such as the District’s Assistant Treasurer.

Every three years an audit should be conducted by a party independent of the District.

The student activities fund should not include any type of scholarship trust fund. These trust funds should be accounted for by the District’s Assistant Treasurer.

All elementary schools can have a maximum of $5,000 in their checking accounts. Both middle schools can have up to $15,000 and the high school up to $75,000.

403 Petty Cash Payments

A. Petty cash payments are made from a fund not to exceed $400, and should be for cash advances, local expense reimbursement, and small-dollar vendor purchases, provided proper documentation is furnished with each request. No individual payment shall be greater than $75.

B. The petty cash account is balanced on a monthly basis by the Assistant Treasurer. The replenishment check is made out to “HWRSD - Petty Cash” on an as needed basis.

-17-


404 Criteria for Capitalizing and Depreciating for Property and Equipment

All tangible personal property with a useful life of more than one year and a unit acquisition cost of $5,000 or more is capitalized and recorded in the statement of net assets. Depreciation associated with the fixed asset will be calculated based on its useful life and straight-line depreciation method. The depreciation expense will be recorded in the statement of revenues, expenses, and changes in net assets.

405 Impairment of Assets

A recognized impairment of an asset is reflected when circumstances warrant. The appropriate adjustment is made for any impaired assets, accompanied by a description of the impaired asset and the measurement assumptions used in determining the impairment. All impairments should be reported to the School Committee for approval of the adjustment to the fixed asset subsidiary ledger.

406 Betterments

Expenditures for significant betterments of existing leased/owned properties are recorded in fixed assets at cost. Maintenance and repairs are expensed as incurred. Depreciation associated with the betterment will be calculated based on its useful life and straight-line depreciation method. The depreciation expense will be recorded in the statement of revenues, expenses, and changes in net assets.

407 Liabilities

Economic obligations that are recognized and measured in conformity with generally accepted accounting principles. Liabilities also include certain deferred amounts that are not obligated, but are recognized and measured in conformity with generally accepted accounting principles. The following sections describe policies related to the recognition of liabilities.

408 Accounts Payable

Only valid accounts payable transactions based on documented vendor invoices, receiving reports, or other approved documentation are recorded as accounts payable.

409 Accounts Payable Payment Policy

The School Committee’s intention is to purchase competitively, without prejudice. The acquisition of materials, equipment, and services is centralized in the Business Office and will follow the provisions of M.G.L. Chapter 30B. Purchase requisitions are received by the Business Office and approved by the Assistant Superintendent for Business, and a purchase order is subsequently issued. Funds are encumbered to ensure availability for payment. Vendors and suppliers are paid as their payment terms require, taking advantage of any discounts offered.

-18-


410 Accrued Liabilities

Salaries, wages earned, and payroll taxes, together with professional fees, rent, and insurance costs incurred, but unpaid, are reflected as a liability when entitlement to payment occurs.

411 Liability for Compensated Absences

A. Compensated absences arise from employees' absences from employment due to vacation leave or other school-designated circumstances. When the Regional School District expects to pay an employee for such compensated absences, a liability for the estimated probable future payments is accrued if all of the following conditions are met:

1. The employee's right to receive compensation for the future absences is attributable to services already performed by the employee.

2. The employee's right to receive the compensation for the future absences is vested or accumulates.

3. It is probable that the compensation will be paid.

4. The amount of compensation is reasonably estimable.

B. Compensated absences not required to be paid upon employee termination and are only recorded when matured, for example, as a result of employee resignation and retirement.

412 Debt

The Treasurer’s responsibilities also include a major role in the issuance of debt. Debt instruments must be signed by the Treasurer. Upon the authorization of long-term debt, the Treasurer works with the District’s financial advisor, bond counsel, and other local officials to prepare for the sale. The Treasurer negotiates borrowings, prepares the necessary documents and notes, and reports to the Department of Revenue, Director of Accounts on all debt issued.

Districts borrow money for a variety of purposes such as satisfying cash flow needs, financing the acquisition of capital assets, and paying for construction and repair of infrastructure. State law strictly regulates both the purposes for which districts can borrow and the time periods for which these borrowings can occur. Borrowing purposes and maximum loan durations are set out in M.G.L. Chapter 44, Sections 7 and 8. Districts may incur both short-term and long-term debt. They generally make short-term borrowings for periods of one year or less, often in anticipation of a particular municipal revenue source.

Issuing debt requires an affirmative vote by the School Committee. Temporary loans require a majority vote and longer-term borrowing, a two-thirds vote. For long term debt, member communities must also vote to authorize the District to incur debt. The Treasurer shall issue bonds and notes in the name and upon the full faith and credit of said District; said bonds or notes shall be signed by the Chairman and Treasurer of the District School Committee.

-19-


413 Long-term Debt

Long-term debt involves loans with a maturity date of 12 months or more. It is issued using an instrument called a bond, which is a written document containing an express promise of the bond issuer to repay a specified sum of money, alternately referred to as the face value, par value or bond principal, to the buyer of the bond on a specified future date, called the maturity date, together with periodic interest at a specified rate.

M.G.L. Chapter 44 sets out strict rules and procedures regarding municipal borrowing. The issuance of long-term debt always requires a 2/3 vote of the School Committee, followed by a 2/3 vote of member districts (unanimous in a two-town district).

The Bureau of Accounts (BOA) of the Department of Revenue (DOR) possesses jurisdiction and responsibility to monitor and maintain records of municipal indebtedness. On or about July 1st of every year, BOA’s Director of Accounts sends to each community a form called Statement of Indebtedness, which the district must fill out and return to the bureau. Furthermore, upon a district’s authorizing debt, the clerk must notify BOA by furnishing the Director with a copy of the vote within 48 hours after the vote becomes effective.

Once debt has been properly authorized by legislative authority and all other legal requirements have been met, the municipal treasurer must prepare and sign the notes or bonds. The chairman of the School committee must sign debt instruments for regional school district borrowings.

414 Short-term Debt

The short-term debt instrument is called a “note,” which is a written document containing an express promise of the signer to pay a definite sum of money at a specified time, not more than a year from the execution of the note. Notes are categorized according to the purpose for which they are issued. For example, notes issued in anticipation of the receipt of operating revenues are called Revenue Anticipation Notes (RANs) and notes issued in anticipation of bond proceeds are called Bond Anticipation Notes (BANs).

BANs may be fully repaid when the long-term debt is issued. Prepayment of BANs extinguishes the borrowing authority. BANs may also be issued when the total amount of a bond issue is not needed immediately or when the long-term issue is intended to include several different projects that have different startup dates and construction schedules. Sometimes BANs are issued when bond interest is high, postponing the bond issuance until a more favorable time.

M.G.L. Chapter 44, Section 4, permits districts to incur short-term debt, Revenue Anticipation Notes (RANs), in any fiscal year in anticipation of current revenues of that fiscal year. Such borrowing requires approval of the School Committee and the School Committee Chairperson must countersign the notes. For a District, the borrowing cannot exceed the District’s aggregate receipts in the year preceding that for which the debt is incurred. The aggregate amount borrowed by a District must be approved by the Treasurer or bond counsel and must be shown on an estimated cash flow statement

-20-


prepared on a form approved by the Treasurer. Borrowings for periods less than one year may be renewed, so long as the total term does not exceed one year from the date of the original borrowing. Revenue Anticipation Notes must be paid within one year of their issue date; however, payment may span two separate fiscal years.

Treasurers may borrow on or after July 1st of any fiscal year that their cash flow analysis indicates a need for borrowing. To determine whether a need exists, Treasurers should analyze monthly operating cash receipts for the preceding one or two years, the comparative expenditures made during those years and the anticipated disbursements for the subject year.

If this analysis indicates the likelihood of a cash deficit at any time during the fiscal year, the Treasurer may initiate a revenue anticipation borrowing. The Treasurer can borrow the projected net cash shortfall prior to the expected receipt of revenue for the fiscal year. The Treasurer can also borrow a larger amount in order to provide a cash reserve to counteract any reduction or tardiness in anticipated receipts or to advance payments for the acquisition of capital equipment funded by an appropriation. The Treasurer should update the cash flow statement at least monthly and be continually on the lookout for any extraordinary payments that could transform cash flow projections.

Treasurers must be aware when making municipal borrowings that the federal arbitrage laws, set out in Section 103 of the IRS Code, restrict the investment of tax exempt bond and note proceeds in higher yielding, taxable securities and requires that certain earnings on such notes and bonds be paid to the IRS. Treasurers may not borrow in anticipation of revenue if other revenue funds are invested.

The Treasurer should fix the due date of revenue anticipation borrowing to occur shortly after the revenue is to be received.

Issues Relating to Revenue Anticipation Borrowings:

1. Regional school district Treasurers must obtain authorization from their School Committees for such borrowings. They should acquire this authority early in the fiscal year to avoid last minute crises.

2. The total amount of each borrowing should not exceed the amount reasonably required and should be substantiated by a cash flow projection.

3. Since the federal government has established strict arbitrage laws and regulations relating to the amount of tax-free interest a local governmental entity can earn on investments of notes and bonds proceeds, the Treasurer should regularly consult with the municipality’s financial advisor and bond counsel to make certain that municipal borrowings do not contravene these laws and regulations.

415 Net Assets

Net assets are recorded in accordance with generally accepted accounting principles applicable to special purpose governmental units. Net assets include the following: Unrestricted Restricted

-21-


Investment in Capital Assets, net of related debt

500 COST ACCOUNTING POLICIES

501 Consistency in Cost Accounting

Practices used by the Regional School District in estimating costs in grant/contract proposals are consistent with its accounting practices used in accumulating and reporting costs. Accounting practices used by the Regional School District in accumulating and reporting actual costs are consistent with its practices used in estimating costs in its grant and contract proposals.

502 Unallowable Costs

Costs expressly unallowable or mutually agreed to be unallowable, are identified in separate general ledger accounts and excluded from billings to a grant or contract with the respective funding source. Available guidance includes, but is not limited to, OMB Circular A-87 - Cost Principles for State, Local and Indian Tribunal Governments, OMB Circular A-102 - Grant and Cooperative Agreements with State and Local Governments, OMB Circular A-133 - Audits of State and Local Governments and Nonprofit Organizations.

503 Separate Records of Unallowable Costs

The Regional School District maintains separate records of all expressly and mutually agreed upon unallowable costs.

504 Cost Accounting Period

The fiscal year of the Regional School District is July 1st through June 30th. The same accounting period is used for all adjusting entries and accruals.

505 Gain or Loss on Disposition of Assets

Gains and losses from the sale or other disposition of property are recorded as revenue in the year in which they occur, and are reflected as such on the Statement of Revenue, Expenditures, and Changes in Net Assets.

600 PROPERTY MANAGEMENT POLICIES

601 Property and Equipment

GASB34 requires maintenance of an inventory of fixed assets, including infrastructure, which must be reported on financial statements

602 Recording and Reporting of Property

In the fund financial statements, fixed assets used in governmental fund operations are accounted for as capital outlay expenditures of the governmental fund upon acquisition.

-22-


Fixed asset are not capitalized and related depreciation is not reported in the fund financial statements.

Capital assets, which include construction in progress, buildings, machinery and equipment, computers, and vehicles, are reported in the applicable governmental or business type activities, if any, columns in the government-wide financial statements. Capital assets are defined by the District as assets with an initial, individual cost of more than $5,000 and an estimated useful life in excess of two years. Such assets are recorded at historical cost or estimated historical cost if purchased or constructed. Significant donated capital assets are recorded at estimated fair market value at the date of donation.

The cost of normal maintenance and repairs that do not add to the value of the asset or materially extended the asset’s life are not capitalized. Major outlays for capital assets and improvements, for which the District has title are capitalized as projects are constructed.

603 Physical Inventories

Inventories, if any, are valued at a cost using the first-in/first-out (FIFO) method. Inventories of governmental funds are recorded as expenditures when consumed, rather than when purchased.

604 Disposal of Property and Equipment

A. No item of property or equipment shall be removed from the premises without prior approval from the Assistant Superintendent for Business and/or the School Committee.

B. The Regional School follows M.G.L. Section 30B, Sections 15 and 16, for disposition of supplies and real property.

C. When property is retired, the appropriate asset in the fixed asset subsidiary will be adjusted and properly reflected in the general ledger.

700 PROCUREMENT POLICIES

701 Procurement – Goods and Services

The Regional School District procures only those items and services that are required to perform the mission and/or fill a bona fide need. Each school is required to designate a procurement officer who must participate in the public purchasing official certification program conducted by the Office of the Inspector General. Procurements are made using best value contracting which includes assessing the best value considering quality, performance and price. MGL, Chapter 30B is required to be followed by the District. The District will use a competitive procurement process, which requires sound business practices for purchases less than $5,000. The District will also select the best value by obtaining three written quotes for items greater than $5,000 and less than $25,000. Finally, a formal bid process will be used for items greater than $25,000, in which three bids will be received and evaluated using a formal evaluation process.

A. The District adheres to the following objectives:

-23-


1. Procurements will be completely impartial based strictly on the merits of supplier and contractor proposals and applicable related considerations such as delivery, quantity, etc.

2. Make all purchases in the best interests of the school and its funding sources.

3. Obtain quality supplies/services needed for delivery at the time and place required.

4. Buy from responsible and dependable sources of supply.

5. Obtain maximum value for all expenditures.

6. Deal fairly and impartially with all vendors.

7. Be above suspicion of unethical behavior at all times; avoid any conflict of interest, related parties or even the appearance of a conflict of interest in the Regional School District supplier relationships.

B. The Regional School District will execute a Purchase Order for all purchases and it shall be approved by the Assistant Superintendent for Business.

C. All lease agreements will be evidenced by a lease or sublease agreement approved by the School Committee and signed by the Chairperson or another designee. The agreement will identify all the terms and conditions of the lease. Any real estate agreement to rent or sell will require a beneficial interest disclosure as required in M.G.L. Chapter 7, Section 40J.

702 Emergency Purchases

An “emergency purchase” is the purchase of goods or services that are so badly needed that the District will suffer financial or operational damage if they are not secured immediately. A decision to purchase may be declared in an emergency at the District’s discretion and “best value” procurement guidelines must be followed. In addition, the purchase must be authorized by the Assistant Superintendent for Business or another Regional School District designee.

703 Procurement – Construction

The District is required to comply with certain laws while constructing a new facility or performing construction on its current facility. These laws include numerous federal and state laws inclusive of the Commonwealth’s public bidding and prevailing wage laws. When undertaking construction or renovation projects, the District should seek advice from the Commonwealth of Massachusetts Office of the Attorney General and the Commonwealth of Massachusetts Division of Occupational Safety regarding the applicability of these laws and also the advice of legal counsel regarding the specific construction project.

Public Bidding Laws - This law applies to the “construction, reconstruction, installation, demolition, maintenance or repair of any building by a public agency

-24-


estimated to cost more than $25,000” (M.G.L. Chapter. 149, Section 44A(2)). Regional School Districts are considered public agencies under the statutes of the Commonwealth.

Prevailing Wage Statute - This law requires payment of a minimum hourly wage rate for certain classifications of labor performed on state and local construction projects. (M.G.L. Chapter. 149, Sections 26-27D). The Division of Occupational Safety issues prevailing wage schedules for construction projects covered by the prevailing wage statute and determines whether the prevailing wage statute applies to certain construction projects.

704 Procurement – Educational Services

The Commonwealth of Massachusetts Department of Elementary and Secondary Education must approve the terms of the contracts with individuals or organizations that provide “substantially all educational services” (M.G.L. Chapter 71, Section 89(j)(5). These contracts are not valid or in effect prior to receiving final approval from the Department of Elementary and Secondary Education.

800 PAYROLL AND TRAVEL POLICIES

801 Payroll Policies

A. Full-time employees are paid on a 12-month, bi-weekly schedule from July 1 to the following June 30.

B. Employee’s time is properly approved by both the individual and the supervisor and reported to the Business Office or designated representative.

C. All employee payroll amounts are calculated based upon approved rates included in the individual’s personnel file.

D. Any changes to the pay rates or benefits are properly authorized.

E. All payroll taxes—including MTRS deductions—and benefits are properly calculated and any deposits made in a timely manner.

F. Payroll liabilities and expenses are recorded in the general ledger by the Fund Accountant after review and approval of the payroll register.

G. All payroll tax reports are prepared in a timely manner and reviewed by a designated individual for accuracy prior to filing.

802 Employee Mileage Reimbursement

A. All employees are reimbursed at the standard mileage rate per mile, as determined by the Internal Revenue Service for use of their own vehicle for business related travel. In addition, parking fees and tolls paid are reimbursable if properly supported.

-25-


B. All employees requesting such mileage reimbursement are required to furnish a Travel Report containing the destination of each trip, its purpose and the miles driven, parking fees and tolls, within one month after the travel date. Each employee is responsible for detailing the travel and related expenses and including the required supporting documentation.

C. The travel report must be signed by the employee and approved by their direct supervisor.

900 CONSULTANTS AND CONTRACTORS POLICIES

901 Consultant Utilization

The utilization of all consultants and contract personnel are sufficiently evidenced by:

A. Details of all agreements (e.g., work requirements, rate of compensation, and nature and amount of other expenses, if any) with the individuals or organizations providing the services and details of actual services performed.

B. Invoices or billings submitted by consultants, including sufficient detail as to the time expended and nature of the actual services performed.

C. The use of a management contract for educational and administrative services will clearly identify the contractor’s performance requirements, including students’ academic achievement, contractor’s compensation and the Regional School District’s rights to educational curricula and intellectual property developed. If the contract provides substantially all educational services, then the contract will be approved by the Commonwealth of Massachusetts Board of Education prior to signature by the Regional School District. (Also see Section 704: Procurement – Educational Services.)

902 Independent Contractors

The use of consultants is closely monitored so as not to vary from the rules of the Internal Revenue Code and M.G.L Chapter 193. In particular, consultants will:

A. Be free from the employer’s control and direction in performing the service, both under a contract and in fact.

B. Provide a service that is outside the employer’s usual course of business.

C. Must be engaged in an independent trade, occupation, profession, or business of the same type.

D. Not receive any fringe benefits as such, although their fee may include provision for fringe benefits.

E. Not be assigned a permanent workstation.

-26-


F. Use his or her own stationery or time sheet in billing for services.

PART II – RECOMMENDED PROCEDURES

The following section of the Guide will provide procedures, which will support the policies contained in Part I of the Guide.

1100 GENERAL ACCOUNTING PROCEDURES

In this section, procedures are described for the overall accounting system design, General Ledger activity and General Ledger closeout for the Regional School District .

1101 Overall Accounting System Design

Control Objective

To establish a coding structure that supports financial reporting and management’s decision-making.

Major Controls

A. Assistant Superintendent for Business Involved in Designing the Chart of Accounts/Coding Structure

To support decision-making, the Assistant Superintendent for Business, along with assistance from additional resources, including the School Committee, management, and outside consultants, should be involved from the outset in setting the chart of accounts/coding structure. The coding generally follows a four-digit general ledger account number with classes designated for grants or other funding to be accounted for separately. An example of the chart of accounts structure is included in Appendix A.

B. Establishment of Control Accounts

Control accounts for fixed assets, accounts receivable and accounts payable will be established with subsidiary detail listings and will be reconciled monthly to these control accounts.

C. Use of Contra Accounts

If necessary, the accounting structure provides for offsetting contra accounts (e.g. an allowance for doubtful accounts, accumulated depreciation) to adjust historical cost to current levels for financial reporting purposes.

D. Segregation of Unallowable Costs

Accounts are established to capture and segregate unallowable costs.

-27-


1102 General Ledger Activity

Control Objective

To ensure that all General Ledger entries are current, accurate, and complete.

Major Controls

A. Timeliness of Entries

All entries are made soon after the underlying accounting event to ensure the financial records and reporting is current.

B. Support Documentation

All entries are supported by adequate documentation that clearly indicates the justification and authorization for the transaction.

C. Audit Trail

A complete audit trail is maintained by the use of reference codes, from source documentation through the books of original entry and general ledger, to periodic reporting statements.

Procedures

1. Financial data on source documentation is verified against original documents (e.g., invoice, purchase order, etc.) by the Assistant Superintendent for Business before entering into the accounting system.

2. Each entry in the accounting system is reviewed and approved by the Assistant Superintendent for Business.

3. Non-recurring entries, such as for correcting entries, recording accruals, and recording non-cash transactions, are prepared as circumstances warrant and on an as needed basis.

4. All entries in the books of original entry (e.g., cash receipts journal and disbursements) are made soon after the accounting event from authorized forms, and are prepared and reviewed by qualified accounting personnel.

5. All General Journal entries are supported by General Journal Vouchers that have supporting documentation attached, and are approved by the Assistant Superintendent for Business.

1103 General Ledger Close-Out

Control Objective

To ensure the accuracy of financial records and reports.

-28-


Major Controls

A. Trial Balance

Monthly, a trial balance is prepared to ensure the accuracy of the general ledger account balances.

B. Reconciliation of General Ledger Control Accounts with Subsidiary Ledgers

Reconciliations are prepared on a monthly basis.

Procedures

1. At the end of each month, a trial balance of all general ledger accounts is prepared by the Business Office staff and reviewed by the Assistant Superintendent for Business.

2. Reconciliation between the general ledger control accounts and the subsidiary ledgers are completed by the Fund Accountant or the Assistant Treasurer and reviewed by the Assistant Superintendent for Business.

3. At fiscal year end and after the annual audit, all income and expense accounts are closed out, and the general ledger balances are agreed to the audited financial statements.

1200 CASH MANAGEMENT PROCEDURES

In this section, procedures are described for cash receipts, cash disbursements, and petty cash funds and prepaid items.

1201 Cash Receipts

Control Objective

To record cash receipts completely and accurately and to prevent the diversion of cash assets.

Major Controls

A. Cash Flow Projection

The Regional School District annually prepares and updates monthly a cash flow projection for operations and capital cash needs to monitor and ensure adequate cash flow.

B. Cash Receipts Policies

The Regional School District has internal control systems in place to monitor cash receipts, and ensure that deposits are made in a timely manner. The District also uses electronic fund transfers to accelerate deposits.

C. Internal Accounting Controls

-29-


(i) Opening of mail is assigned to an employee with responsibilities independent of access to files or documents pertaining to accounts receivable or cash accounts. All mail is date stamped upon receipt.

(ii) Listed receipts and credits are compared to accounts receivable and bank deposits.

(iii) General Ledger control accounts are reconciled with Accounts Receivable Subsidiary Ledger.

Procedures

1. Mail is date stamped and sorted by the Receptionist who forwards the checks to the Assistant Treasurer.

2. All checks are restrictively endorsed immediately by the Assistant Treasurer.

3. The Assistant Treasurer prepares journal entries and deposit slips.

4. A copy of each check to be deposited is made and attached to a copy of the deposit slip and filed to provide support for all deposits. Checks are kept for the fiscal year, then destroyed/shredded.

5. The Assistant Superintendent for Business reviews and signs off on journal entries.

6. The Assistant Treasurer inputs journal entries.

7. Assistant Treasurer makes deposits on a daily or no later than on a weekly basis. If deposits are made other than daily, the deposits are maintained in a secure fireproof cabinet with limited access.

8. Reconciliation of cash receipts to deposit slips and bank statements are performed by the Assistant Treasurer and Treasurer on a monthly basis.

1202 Cash Disbursements

Control Objective

To disburse cash for authorized purposes and record cash disbursements completely and accurately.

Major Controls

A. Cash Disbursement Policies

Check preparation and signatures are delayed until the due date, consistent with discounts, if available.

B. Internal Accounting Controls

(i) Pre-numbered checks and special check protective paper.

(ii) Match disbursement records against accounts payable/open invoice files.

(iii) Bank statements reconciled to cash accounts and any outstanding checks verified by either the Assistant Superintendent for Business or the Fund Accountant, if applicable.

-30-


(iv) Supporting documentation canceled to prevent resubmission for payment.

(v) Detailed comparison of actual vs. budget disbursements on a periodic basis.

(vi) Separation of duties to the extent possible for an organization the size of the District.

Procedures

1. When the transaction is complete and payment is due, a pre-numbered check is prepared by the Business Office. All supporting documentation: (e.g. vendor invoice, purchase order, purchase requisition, etc.) is attached and the package is submitted to the Treasurer and Assistant Superintendent for Business for review and to the School Committee for approval.

2. All invoices submitted for signature will include approvals for payment, expense account(s) charged, grant account(s) charged, if applicable, check number and date of payment.

3. The Treasurer signs checks, after examining the supporting documentation.

4. After having been signed, the checks are mailed directly to the payee by receptionist.

5. All supporting documents are canceled (i.e. stamped PAID) by the signatory and filed by Administrative Assistant for Expense Administration.

6. On a periodic basis, cash disbursement records are matched against accounts payable/open invoice files for any discrepancies.

7. Bank statements are reconciled soon after receipt by either the Assistant Treasurer or the Treasurer, if applicable, and reviewed by the Assistant Superintendent for Business.

1203 Petty Cash Funds

Control Objective

To control the use of petty cash funds for valid transactions.

Major Controls

Internal Accounting Controls

Reconciliation of petty cash funds by employees with responsibilities independent of cash receipts, disbursements, or custody.

Procedures

1. The Regional School District will maintain a petty cash fund with a balance of $400, which will be maintained and secured by the Assistant Treasurer.

2. The Assistant Treasurer maintains a log of all disbursements made from the petty cash fund and uses a Petty Cash Voucher for all petty cash disbursements. No disbursements will be greater than $75.

-31-


3. When the fund needs to be replenished, a check request is prepared by the Assistant Treasurer, attaching the log of disbursements and the supporting vouchers. See cash disbursement procedure above for payment.

4. Any differences between the check request to bring the fund up to the petty cash amount and total disbursements made are reviewed and a justification is prepared.

5. Fund disbursements are entered into the general ledger by expense category when the fund is replenished.

1204 Prepaid Items

Control Objective

To ensure proper accounting for prepaid expenses.

Major Controls


(i) Preparation and updating of an amortization schedule to reflect the incurring of expenses for prepaid items (e.g., prepaid insurance).

(ii) Detailed prepaid expenses reconciled with the general ledger control account.

Procedures

1. Vendor invoices are reviewed by the Assistant Superintendent for Business to identify all required prepayments.

2. For payment of prepaid items, the transaction is coded to reflect the appropriate portion of the payment representing the prepaid portion.

3. An amortization schedule is prepared to reflect the incurring of an expense for prepaid items.

4. A standard journal entry is prepared by the Fund Accountant, if applicable, to record the monthly expense.

5. A reconciliation is performed on a monthly basis between the subsidiary ledger and the prepaid expense General Ledger control account.

1300 GRANTS MANAGEMENT PROCEDURES

In this section, the procedures are described that cover revenue recognition and invoicing, billing, accounts and contributions receivable.

-32-


1301 Revenue Recognition and Invoicing

Control Objective

To ensure that grant and contract billings are adequately supported, recorded on a timely basis, and reflect the terms and conditions of the grant or contract.

Major Controls

A. Invoicing Policy

Invoices are prepared based on contract agreement dates.

B. Invoice Format

Invoice formats vary depending on the funding source.

C. Segregation of Unallowable Costs

Accounts are maintained for explicitly unallowable costs.

D. Internal Accounting Controls

(i) Verification of services performed before invoice processing.

(ii) Reconciliation of expenditures incurred or units billed to invoices prepared.

(iii) Control of revenue with use of General Ledger control accounts.

(iv) Separation of duties between the preparation of the invoice and its review and approval to the extent possible for an organization the size of the District.

Procedures

1. On a monthly basis, program costs, or an electronic spreadsheet noting total units served, is reviewed by the Fund Accountant and recorded on an invoice format prescribed by the funding source. Unallowable or unbillable costs are excluded from claimed costs.

2. The invoice is entered in the Grants Receivable ledger, which, depending on the accounting software, should automatically prepare an entry to record the corresponding revenue.

3. Arithmetic extensions are verified and invoices are reviewed for accuracy and completeness by the Fund Accountant and signed by the Assistant Superintendent for Business.

4. Invoices are mailed to the funding source by the Assistant Superintendent for Business.

5. Copies of invoices and supporting documents are filed by funding source.

1302 Grants Receivable

Control Objective

To ensure the accuracy, completeness, and timeliness of accounts receivable balances and collection.

-33-


Major Controls

A. Separation of Duties

To the extent possible, the responsibility for posting invoices is kept separate from those with responsibilities for cash functions.

B. Use of Control Accounts

A General Ledger control account is reconciled to individual receivable balances within the Grants Receivable subsidiary ledger.

Procedures

1. Payments and other adjustments are posted to the Grants Receivable subsidiary ledger.

2. The Grants Receivable subsidiary ledger is reconciled monthly to the General Ledger control account on a monthly basis.

3. Any Grants Receivable balance greater than 90 days old is followed up and investigated.

4. A final report is submitted to the respective funding source after the end of the project period.

1400 PAYROLL PROCEDURES

Payroll procedures are organized under six categories: personnel requirements, personnel data, timekeeping, preparation of payroll, payroll payment, and payroll withholdings.

1401 Personnel Requirements

Control Objective

To ensure that the School hires only those employees—full or part-time—that it absolutely needs and exerts tight control over hiring new employees.

Major Controls

Payroll Policies - The School has adopted payroll policies for installing new employees on the payroll system and removing terminated employees from the system, as well as monitoring vacation and sick pay.

Procedures

New Employees

1. Requests for new employees are initiated by the Administrator and compared with the approved annual personnel budget.

2. A Recommendation Letter is initiated when hiring a new employee. Included in this letter are the job description, approved pay rate, and grant funding, if any.

-34-


Information in this letter is reviewed by the appropriate Administrator and entered into in-house payroll software.

3. New employees complete an Application for Employment.

4. New employees complete an IRS W-4 Form and Massachusetts Form M-4.

5. A CORI (Criminal Offender Record Information) background check is conducted on new employees and their CORI reports are placed in their employment files.

Vacation and Sick Pay

1. Employees accrue vacation time based on personnel policy of the Regional School District.

2. Employee is required to provide at least two weeks advanced notice to supervisors for a vacation request.

3. Regular part-time employees will earn vacation time on a pro-rata basis based on personnel policy of the Regional School District.

4. Employees' earned vacation balances are adjusted monthly to reflect vacation time earned and taken and reviewed by the Assistant Superintendent for Business.

5. Sick leave taken is monitored against each employee's available sick time on an electronic spreadsheet and reviewed by the Assistant Superintendent for Business.

6. Before vacation time is paid, a request is entered into AESOP by the employee, which is reviewed and approved by the Assistant Superintendent for Business.

7. The Business Office staff or Assistant Superintendent for Business monitors vacation and sick time by maintaining a log for each individual.

8. A General Journal entry is prepared at year-end to record the accrued vacation liability.

9. Unused vacation time is based on personnel policy and contracts of the Regional School District.

Terminations

1. For each terminated employee, a Termination Letter documenting the reasons for termination is completed and routed to the Assistant Superintendent for Business for approval.

2. The approved Termination Letter is communicated to the Payroll and Benefits Accountant for updating, including the effects on the fringe benefits, such as, health, dental, pension, COBRA, etc.

3. The approved Termination Letter is maintained in the terminated employee's personnel file.

-35-


1402 Personnel Data

Control Objective

To calculate and record payroll data accurately and completely for all employees.

Major Controls


(i) A precise paper trail covering all transactions.

(ii) Changes in personnel data approved by responsible officials.

(iii) Separate payroll and personnel files periodically reviewed and reconciled.

Procedures

1. Changes to personnel data are initiated with an Appointment Letter when making changes in new hires, terminations, pay rate changes, or payroll deductions.

2. The Assistant Superintendent for Business authorizes any change to payroll data.

3. Authorized changes are communicated to the Payroll and Benefits Accountant and entered into the in-house payroll software.

4. A copy of the Appointment Letter is retained in the employee's personnel file.

1403 Timekeeping

Control Objective

To ensure that payment for salaries and wages is made in accordance with documented time records.

Major Controls

A. Timekeeping Policies

Employees are instructed on the proper charging of time to assure the accuracy of recorded time to cost objectives.

B. Time Sheet

Labor hours are accurately recorded and any corrections to timekeeping records, including the appropriate authorizations and approvals, are documented.

C. Internal Reviews

The District personnel monitor the overall integrity of timekeeping.


Reconciliation of hours charged on time sheets to attendance records.

-36-


Procedures

Time Sheet Preparation

1. Hourly employees prepare time sheets on a bi-weekly basis.

2. In preparing time sheets, employees:

(i) Enter hours in ink and sign the completed timekeeping record

(ii) Make all corrections in ink by crossing out the error and initialing the change.

(iii)Submit the completed time sheet to their supervisor for review and signature.

Approval and Collection of Time Sheets

1. Each employee's time sheet is forwarded to their supervisor on a bi-weekly basis, which ensures all the timesheets are submitted in a timely manner. The Supervisor forwards the timesheets to the Payroll and Benefits Accountant, who enters them into the in-house payroll software.

2. Authorized timesheets are collected by the Administrative Assistant or Supervisor and forwarded to the Business Office for processing.

Reconciliation of Payroll to Time Sheets

1. Hours shown on time sheets are reconciled to the hours recorded on the Payroll Register by the Fund Accountant for each time sheet period and reviewed by the Assistant Superintendent for Business.

1404 Preparation of Payroll

Control Objective

To ensure that payment of salaries and wages is accurately calculated.

Major Controls


(i) Time records or contracts are periodically reconciled with payroll records.

(ii) The responsibility for checking the accuracy of payroll calculations is separated from the responsibility for payroll preparation to the extent possible for the size of the District.

Procedures

1. The Administrative Assistant or Supervisor forwards approved time sheets to the Business Office.

-37-


2. The total time recorded on time sheets and the number of employees is calculated by the Payroll and Benefits Accountant.

3. Recorded hours from the bi-weekly time sheets are accumulated by the Payroll and Benefits Accountant and entered into the in-house payroll software.

4. The payroll reports produced by the in-house payroll software (e.g., calculations, payrolls and payroll summaries) are compared with time sheets, pay rates, payroll deductions, compensated absences etc., by the Fund Accountant/ Assistant Superintendent for Business.

5. The Assistant Superintendent for Business verifies gross pay and payroll deductions.

6. The total hours and number of employees are compared with the totals in the Payroll Register by the Fund Accountant.

7. The Payroll Register is reviewed and approved by the Assistant Superintendent for Business prior to forwarding of the payroll checks for signature to the Treasurer.

1405 Payroll Payment

Control Objective

To ensure payment for salaries and wages by check, direct deposit, cash or other means is made only to employees entitled to receive payment.

Major Controls


(i) Pre-numbered checks are used and all check numbers are accounted for.

(ii) A complete audit trail on all payroll checks and direct deposit with authorizing signatures at each juncture is maintained.

Procedures

1. Checks and payroll register are forwarded to the Treasurer for signature.

2. Payroll payments by check, direct deposit or cash are distributed by the Business Office for forwarding to employees and the payroll register is filed.

3. The Assistant Superintendent for Business controls and monitors all undelivered and uncashed payroll checks, respectively.

4. The payroll bank account is reconciled monthly by the Assistant Treasurer or Treasurer and reviewed by the Assistant Superintendent for Business.

1406 Payroll Withholdings

Control Objective

To ensure that payment withholdings are correctly reflected and paid to the appropriate third parties.

-38-


Major Controls

A. Reconciliation of Payment and Payroll Withholdings

Payroll withholdings are recorded in the appropriate General Ledger control accounts and reconciled with payments made to third parties.


The in-house payroll software calculates payroll withholdings, which are reviewed and verified by the Assistant Superintendent for Business.

Procedures

1. The in-house payroll software calculates payroll withholdings—including MTRS deductions—for each employee. These are summarized by pay period and recorded in the General Ledger.

2. Payments for payroll withholdings are reconciled with the amounts recorded in the General Ledger control accounts by the Fund Accountant.

3. The Assistant Superintendent for Business reviews the accuracy and timeliness of payments made to third parties—including MTRS—for payroll withholdings.

4. Original withholding and benefit election forms, maintained in the employee file, are prepared by the employee and reviewed and approved on a periodic basis by the Assistant Superintendent for Business.

5. The Assistant Treasurer/Payroll and Benefits Accountant prepare and file the required MTRS reports and Internal Revenue Service and Commonwealth of Massachusetts payroll tax forms after review by the Assistant Superintendent for Business.

1500 PROPERTY AND EQUIPMENT (P&E) PROCEDURES

This section is organized into six parts: P&E acquisitions, record keeping over P&E, depreciation of P&E, inventory of P&E, disposal of P&E, and Government-furnished and School-acquired property and equipment.

1501 Property & Equipment Acquisitions

Control Objective

To control the acquisition of P&E and completely and accurately record fixed asset acquisitions in order to safeguard fixed assets from loss.

Major Controls

A. P&E Acquisitions Tied to Budget

All acquisitions of property and capital equipment are either designated in the approved budget, or subsequently approved by the School Committee.

-39-


B. P&E Acquisitions Based on Approved Requests

Official approval is obtained by a vote of the School Committee before a P & E purchase is made.


Fixed asset acquisitions are reconciled with capital expenditure authorizations.

Procedures

1. Capital budget requests over $5,000 are submitted annually for review and approval by the town Board of Selectmen.

2. Authorization requests for the acquisition of fixed assets are reviewed against the capital budget by the Assistant Superintendent for Business and approved by the School Committee over $5,000 submitted to towns.

3. A copy of the Purchase Order for capital expenditures is entered into the fixed assets subsidiary or comparable worksheet for proper identification of all fixed assets.

4. Information on each asset is entered in the fixed assets subsidiary or comparable worksheet.

1502 Recordkeeping Over Property & Equipment

Control Objective

To completely and accurately record fixed asset acquisitions, transfers, and dispositions on a current basis.

Major Controls

A. Capitalization Policies

The School follows generally accepted accounting principles as applicable to special purpose business-type activity government entities. All fixed assets purchased are capitalized in the year of purchase, and recorded in the general ledger. The District follows the policy of capitalizing all fixed assets purchased greater than $5,000 per unit.

B. Fixed Asset Classification

Fixed assets are accounted for by the following classifications: land, building, equipment, betterment, leasehold improvements, equipment, furniture, and computer hardware and software.

C. Complete Record of P&E Acquisition Costs

The fixed assets subsidiary ledger contains the full history of each capital asset acquired: original acquisition cost, and any costs incurred to prepare the asset for use.

-40-


Procedures

1. Asset acquisitions, transfers, and dispositions are entered in the fixed assets subsidiary ledger on a periodic basis.

2. The fixed assets subsidiary ledger is reconciled with the control account in the general ledger on a monthly basis. Any differences are analyzed by the Fund Accountant and resolved by the Assistant Superintendent for Business.

1503 Depreciation

Procedures

The School capitalizes all fixed assets when acquired, and records the historical cost of these items in the general ledger. In accordance with generally accepted accounting principles as they relate to special purpose business-type activity, government entities, under GASB 34, depreciation expense must be recorded in the general ledger. The Regional School District will use the straight-line method of depreciation over the assets useful life as determined as follow:

Computers 3 yearsOffice Equipment 5 yearsVehicles 5 yearsOffice Furniture 7 yearsLeasehold Improvements Useful life or life of lease, whichever is lessBuilding Improvements 20 yearsBuilding 40 years

1504 Inventory of Property & Equipment

Control Objective

To ensure that all recorded assets exist and are in use.

Major Controls


(i) All property and equipment is tagged when received.

(ii) Physical inventories are performed annually.

(iii) Differences between physical inventories and amounts recorded in the control account are analyzed and reconciled.

Procedures

1. The Fund Accountant prepares a printout of recorded fixed assets by asset classification.

2. An inventory of fixed assets is taken annually.

3. The inventory of fixed assets is compared to the amounts recorded in the general ledger control account. Differences are investigated and resolved by the Assistant Superintendent for Business monthly.

-41-


1505 Disposal of Property & Equipment

Control Objective

To ensure that assets no longer in use are disposed of in accordance with existing policies.

Major Controls

A. Disposal Policies

The District has adopted policies on the disposition of property and equipment.


(i) Use of fixed asset disposal authorization forms.

(ii) Disposal or transfer of fixed assets only with proper authorization.

(iv) Periodic count of fixed assets that is reconciled with fixed assets recorded in the control account in the general ledger.

Procedures

1. We follow the procedures of Massachusetts General Law, Chapter 30B, Sections 15 and 16, on the disposal of assets.

1506 Property & Equipment Acquired Through Government Grants/Contracts

Control Objective

To assure that property and equipment are properly obtained, used, and managed during the performance of government grants or contracts.

Major Controls

A. Record keeping

The School maintains detailed records on all property and equipment.

B. Custody

All property and equipment, when not in use, is stored in a secure area.

C. Inventory

All property and equipment is inventoried.

Procedures

1. All property and equipment acquired through government grants or contracts are identified in the fixed asset subsidiary ledger.

2. On an annual basis, the Assistant Superintendent for Business inventories all property and equipment and ensures that fixed assets are being used for the purpose intended.

-42-


3. If necessary, the District obtains approval from the appropriate government agency for the disposition property and equipment acquired through a government grant or contract, and the Assistant Superintendent for Business authorizes the disposition as described in the previous section.

1600 ACCOUNTS PAYABLE PROCEDURES

This section is organized into three major parts: accounts payable, purchasing, and expense reimbursement.

1601 Accounts Payable

Control Objective

To ensure that invoices are accurately recorded on a timely basis for authorized purchases.

Major Control

A. Reconciliation of Accounts Payable Records

Reconciliation of source data, subsidiary ledger totals, and general ledger control accounts is performed periodically to ascertain the accuracy of accounts payable entries.

B. Internal Reviews

Internal reviews are conducted to determine if duplicate payments or overpayments exist.

Procedures

Voucher Preparation and Review of Voucher

1. Invoices are received by the Administrative Assistant, who forwards them to the Principal/Director or designated personnel for approval.

2. Approved invoices are forwarded to the Business Office.

3. Invoices are compared to the Purchase Order and the packing list.

4. The invoice is reviewed for:

(i) The nature, quality, and quantity of goods ordered and the related price

(ii) Accuracy of all arithmetic calculations and extensions

(iii) Allow ability of expenditure

(iv) Proper general ledger account and department coding

5. The invoice is input into the general ledger through the accounts payable subsidiary ledger after it is reviewed by the Assistant Superintendent for Business.

6. Checks are run twice a month through the School Committee warrant process, and vendors are paid based on terms of the invoices, as recorded within the system. See Cash Disbursement section for issuing of checks.

-43-


Purchase Discounts

1. The Fund Accountant establishes all vendors within the accounting system upon initial use of the vendor.

2. The Assistant Superintendent for Business reviews the invoice for any purchase discount date and ensures that the vendor file is established and properly capturing any discount allowed.

Reconciliation of Accounts Payable Records

1. The total balance in the accounts payable subsidiary ledger is reconciled with the general ledger control account monthly.

2. Debit balances in the accounts payable subsidiary ledger are resolved appropriately (e.g., an offset against other amounts due the vendor, requesting payment from the vendor, etc.)

1602 Purchasing

Control Objective

To ensure that goods and services are acquired at fair and reasonable prices and the highest personal standards of conduct are maintained in all relationships with vendors, suppliers, and subcontractors.

Major Controls

A. Purchase Requirements

The District has developed cost-effective and efficient purchase requirements in order to achieve full and open competition, meet delivery schedules, control inventory and material, and expedite purchases.

B. Required Competition

The District utilizes the following procurement guidelines:

Contracts under $5,000 - The school uses sound business practices when procuring goods and services for amounts less than $5,000.

Contracts from $5,000 to $25,000 - The school seeks price quotes from at least three vendors and awards the contract to the responsible vendor offering the supply or service needed for the lowest price.

Contracts greater $25,000 - The school conducts a formal advertised competition using sealed bids or proposals. An award is offered to the qualified bidder who meets the District’s specifications and offers the lowest price.

Construction Contracts – The District follows all state and federal guidelines inclusive of the Commonwealth’s public bidding laws.

-44-


C. Selecting the Vendor

The District selects the most responsive and responsible vendor to provide required materials and services, and promotes competition in order to obtain fair and reasonable prices.


(i) Approval by the School Committee of purchases equal to or exceeding $25,000 prior to contract/purchase order finalization.

(ii) Adoption of policy requires the reporting of unethical conduct to management and subsequent restitution of any gain resulting from such conduct.

Procedures

Purchase Requirements

1. After approval of the annual budget, the Assistant Superintendent for Business reviews the District’s needs to uncover patterns of orders, and opportunities for clustering orders, to achieve volume discounts.

2. In preparing purchase requisitions, the Principal/Director or designee identifies minimum needs.

Processing Purchase Requisitions

1. Purchase Requisitions are entered into the A/P System electronically and forwarded to the Principal/Supervisor/Director for approval.

2. The Purchase Requisitions includes the following:

(i) A description of items ordered

(ii) A cost estimate

(iii) The required delivery information

(iv) A statement of the nature and purpose of the procurement

3. Purchase Requisitions are approved by the Assistant Superintendent for Business, after review of the remaining budget.

4. Approved Purchase Requisitions are forwarded to the Administrative Assistant for Expense Administration.

Processing Purchase Orders

1. A Purchase Order is prepared by the appropriate staff and is approved by the Assistant Superintendent for Business.

2. Before a Purchase Order is sent to a supplier, it is reviewed by the Assistant Superintendent for Business for accuracy of the dates, account coding, quantities listed, and arithmetic extensions.

3. Purchase Orders are approved by the Assistant Superintendent for Business.

-45-


4. Two copies of the Purchase Order are prepared. One copy is forwarded to the vendor, and the other copy is filed alphabetically by vendor in the business office and entered in the Purchase Order Log by pre-assigned number to track outstanding commitments.

Obtaining Bids and Quotations

1. The Assistant Superintendent for Business requests bids or quotations verbally on transactions not expected to exceed $5,000, and in writing for transactions between $5,000 and $25,000. Items greater than $25,000 will require formal bid requests and evaluation before Purchase Order is issued.

2. In evaluating bids received, the Assistant Superintendent for Business, who acts as Chief procurement Officer for the District, performs and documents a cost or price analysis before awarding a contract.

Negotiation and Award

1. Award may be made to other than the low bidder in circumstances where the higher bid demonstrates best value contracting procedures to the school (can use MGL c.30B as a guide). In such situations, the Assistant Superintendent for Business shall prepare a justification statement for such awards, furnishing a brief explanation of the factors leading to such a decision.

1603 Expense Reimbursement

Control Objective

To ensure the Regional School District pays only for authorized business expenses.

Major Controls

A. Travel Policies

The School has adopted policies on travel reimbursement.

B. Employee Expense Reimbursement Documentation

Employees are required to obtain and furnish documentation for individual expenses and company credit card purchases.


(i) Justification for travel approved by Assistant Superintendent for Business.

(ii) Documentation for incurred employee expenses.

(iii) Documentation and approval for company credit card purchase.

Procedures

Expense Advance or Reimbursement

-46-


1. Soon after traveling, but not exceeding 30 days, an employee who seeks reimbursement for authorized expenses completes a Travel Report detailing the expenses incurred and also attached supporting documentation.

2. All credit card purchases are supported by invoices in order to be reimbursed.

3. The employee's Travel Report and invoices are reviewed and approved by the Assistant Superintendent for Business.

1700 OTHER LIABILITIES PROCEDURES

This section describes procedures for recognizing and recording accrued liabilities and deferred rev-enue.

1701 Accrued Liabilities

Control Objective

To accurately control and record accrued liabilities.

Major Controls

A. Maintaining an Accrual Register

To properly set up and monitor accrued liabilities and accrual accounts related to salaries and wages, vacation pay, and payroll taxes.

B. Reconciliation of the Subsidiary Schedules with the General Ledger Control Account

On a periodic basis, a reconciliation is performed between the subsidiary schedule and the general ledger control account.

Procedures

1. An accrual subsidiary schedule is established and maintained by the Fund Accountant for each type of accrual.

2. The school records all accruals at fiscal year end, or when determined necessary by the Assistant Superintendent for Business.

3. A general journal entry is prepared at year-end to record all accruals by the Fund Accountant and approved by the Assistant Superintendent for Business.

1702 Deferred Revenue

Control Objective

To accurately control and record deferred revenue.

Major Controls

A. Maintaining a subsidiary schedule of revenue deferred

-47-


To properly set up and monitor deferred revenue and properly record revenue in accordance with generally accepted accounting principles.

B. Reconciliation of the Subsidiary Schedule with the General Ledger Control Account

On a periodic basis, a reconciliation is performed between the subsidiary schedule and the general ledger control account.

Procedures

1. A deferred revenue subsidiary schedule is established and maintained by the Fund Accountant for each type source of revenue for which the school receives advanced funding.

2. The Assistant Superintendent for Business determines the extent of revenue recognized and consequently the revenue deferred for all revenue sources for which the school receives advanced funding.

3. A general journal entry is prepared at year-end by the Fund Accountant to record all deferred revenue and approved by the Assistant Superintendent for Business.

1800 MANAGEMENT REPORTING PROCEDURES

In this section, procedures are covered for supporting the annual budget, financial reporting, and tax compliance.

1801 Annual Budget

Control Objective

To effectively support the preparation of the annual budget and its periodic review.

Major Controls

A. Budget Process

The School Committee works with the Superintendent and Assistant Superintendent for Business to prepare the annual operating and capital budgets and cash flow projection. The budgets and projection are submitted to the member towns for approval at their respective annual town meetings.


Accuracy and completeness of the budgets and projection

Procedures

1. In preparation of the annual operating and capital budgets and cash flow projection, the Assistant Superintendent for Business prepares preliminary budgets and the projection for review by the Superintendent in consultation with the School Committee.

-48-


2. To support the budgets and projection estimates, the Assistant Superintendent for Business prepares current year-to-date financial data with projections of year-end totals.

3. The Superintendent and the School Committee review the budgets and projection submitted for completeness and reasonableness.

4. The School Committee approves and adopts the final budgets and projections and recommends the budget to the towns for approval.

5. The adopted budget totals are entered in the general ledger by the Assistant Superintendent for Business for the new fiscal year, in order to prepare budget to actual reports.

1802 Financial Reporting

Control Objective

To ensure the accuracy, completeness, and timeliness of financial reporting to support decision-making.

Major Controls

A. Schedule

Monthly managerial reports are prepared based on a pre-determined schedule.

B. Review and Approval

Financial reports are reviewed for accuracy and completeness.

C. Audit

The annual financial statements of the school are audited by a certified public accounting firm.

Procedures

1. The Fund Accountant/Assistant Superintendent for Business prepare monthly budget vs. actual financial reports and cash flow projection for the School Committee meetings.

2. The District submits to an annual audit of its financial statements by a qualified certified public accounting firm, in accordance with Governmental Auditing Standards and the Massachusetts Regional School District Audit Guide.

3. The District shall submit the audited financial statements to the Office of the State Auditor and the Commonwealth of Massachusetts Department of Elementary and Secondary Education.

1803 Payroll Tax Compliance

Control Objective

To accurately prepare and file required tax documents on a timely basis.

-49-


Major Controls

A. Preparation

Obtain an in-house payroll software to assist in the preparation of periodic payroll tax filings.

B. Approval of Tax Returns

Payroll tax documents are prepared by the Assistant Treasurer and reviewed and approved by the Assistant Superintendent for Business.

Procedures

1. The School maintains a schedule of required filing due dates for:

(i) IRS Form W-2 - Wage and Tax Statement.

(ii) IRS Form W-3 - Transmittal of Income and Tax Statements.

(iii) IRS Form 941 - Employer's Quarterly Federal Tax Return for Federal Income Tax Withheld from Wages and FICA Taxes.

(iv) IRS Form 1099 MISC (also 1099-DIV, 1099-INT, 1099-OID) - U.S. Annual Information Return for Recipients of Miscellaneous Income.

(v) Quarterly and annual state(s) unemployment tax return(s).

(Note: Regional School District s are not required to pay Federal unemployment (FUTA), but are required to pay State Unemployment either by the contributory method or reimbursement method).

(vi) MTRS retirement deduction reporting

2. Before submission, all payroll tax documents and the supporting schedules are prepared by the Assistant Treasurer and reviewed for accuracy and completeness by the Treasurer and Assistant Superintendent for Business.

-50-


APPENDIX A: RECOMMENDED CHART OF ACCOUNTS

-51-


CHART OF ACCOUNTS - CRITERIA FOR FINANCIAL REPORTING

This section describes the general requirements for reporting revenue and expenditure data from school committee appropriation, municipal spending in support of schools, revolving and special funds and state and federal grants and contracts. Each school district shall report the following revenues and expenditures as required in the annual End-of-Year Financial Report in accordance with M.G.L. c.72, s.3.

A. Revenue Classification

1. General fund receipts:

a. Regional school district assessments received from member cities and towns and excess and deficiency funds applied to a given year’s budget;

b. Tuition receipts, transportation fees, earnings on investments, rental fees, medical care and assistance, e-rate receipts, and other general fund revenue;

c. The cash value of all non-revenue receipts.

2. State aid receipts:

a. Chapter 70 (school aid), chapter 70B(construction aid through MSBA)

b. Pupil transportation, charter reimbursement and facilities aid, circuit breaker and foundation reserve

3. State and Federal Grant receipts:

a. State grants or contracts received from the Department or any other state agency.

b. Federal grants or contracts received from the Department, from other state agencies or from any other federal government source

4. Revolving and special fund receipts:

a. School lunch receipts, including state and federal reimbursements

b. Athletic and other student body receipts for admission for school events

c. Tuition receipts for school choice or other receipts for adult education, community school programs, out of district tuitions or summer school.

d. Other local receipts as permitted by law, such as culinary arts programs, insurance reimbursements, lost schoolbooks or costs of industrial arts supplies, self-supporting recreation and park services or rental of school facilities.

e. Private receipts shall include all non-governmental grants or gifts.

B. Expenditures - Functional Classification

This section specifies the criteria for reporting functional categories of expenditures and gives the specific items that should be reported under these categories. Reporting of municipal expenditures must also comply with reporting instructions entitled: Reporting by Municipal Agencies.

1000 DISTRICT LEADERSHIP & ADMINISTRATION: Activities which have as their purpose the general direction, execution, and control of the affairs of the school district that are system wide and not confined to one school, subject, or narrow phase of school activity.

-52-


1100 General Administration

1110 School Committee

Salaries, clerical and support staff

Contracted Services

Supplies, equipment and materials

Dues and subscriptions

Stipends and meeting costs

Travel expenses

1200 District Administration

1210 Superintendent (and Office)

1220 Assistant Superintendents (Instruction/Academic Programs: Assistant Superintendent for Community Relations)

1230 District-Wide Administration (Assistant to Superintendent, Grants Manager, Director of Planning)

Salaries, professional, clerical, support staff

Contracted Services

Supplies and materials


Travel expenses for staff

1400 Finance and Administrative Services

1410 Finance and Business

1420 Human Resources, Benefits, Personnel

1430 Legal Services for School Committee (Costs of School Committee representation for collective bargaining and other litigation)


Contracted Services




1435 Legal Settlements (Costs representing settlement of litigation actions)

Contracted Services

Supplies and Materials

Other Expenses

1450 District wide Information Management and Technology (Expenditures that support the data processing needs of the school district, including student databases)

-53-



Contracted Services

Supplies, materials, disks



Hardware and software under $5,000 unit value

2000 INSTRUCTIONAL SERVICES: Instructional activities involving the teaching of students, supervising of staff, developing and utilizing curriculum materials and related services. Instructional services directly attributable to schools must be reported on a school basis, while district-wide services, such as supervisory may be reported on a district-wide basis.

2100 District wide Academic Leadership – Regular Day, Special Education, Ch 74 Occupational Day, English Language Learners, Academic Support, Adult Education, and other managers responsible for delivery of student instructional programs at the district level

2110 Curriculum Directors (Supervisory)

2120 Department Heads (non-supervisory)


Contracted Services




2200 School Building Leadership: Building Level – Curriculum leaders, department heads, school principals and assistants, headmasters and deans.

2210 School Leadership – Building – Principal’s Office

2220 School Curriculum Leaders/Department Heads – Building Level

Salaries, professional salaries or the prorated share of salaries, clerical and support staff


Dues, stipends and subscriptions


2250 Building Technology: (Expenditures that support a school's daily operation- non instructional)


Supplies, materials, disks


Hardware and software under $5,000 unit value


-54-


Principal portion of a loan or the cost of a lease/purchase agreement for non-instructional building technology.

2300 Instruction - Teaching Services

2305 Classroom Teachers – Certified teachers with primary responsibility for teaching designated curriculum to established classes or students in a group instruction setting, including itinerant music, art and physical education teachers and others who travel from classroom to classroom and/or school to school.

2310 Specialist Teachers - Certified teachers who provide individualized instruction to students (in-class or pull out, one to one or small groups) to supplement the services delivered by the student’s classroom teachers. Include reading recovery, Title 1 reading specialist, special education, academic support and language acquisitions services,

Professional Salaries

2315 Instructional Coordinators and Team Leaders (Non-Supervisory) – Includes curriculum facilitators, instructional team leaders and department chairs that are non-supervisory

Salaries, professional, clerical, support

2320 Medical/Therapeutic Services (Costs for Occupational Therapy, Physical Therapy, Speech, Vision and other therapeutic services that are provided by licensed practitioners)

Salaries, professional, clerical support

Contracted Services

2325 Substitutes - Include long and short term as well as certified and non-certified teachers who cover vacant positions or absences.

2330 Non-Clerical Paraprofessionals/Instructional Assistants hired to assist teachers/specialists in the preparation of instructional materials or classroom instruction. (Includes American Sign Language Specialists).

Other Salaries

Contracted Services

2340 Librarians and Media Center Directors

Salaries, professional, clerical, other

2350 Professional Development for teachers, support staff and school councils

2351 Professional Development Leadership Development (Director of Professional Development)

Salaries, professional and clerical


Other expenses

2353 Teacher/Instructional Staff-Professional Days - Staff who participate in in-service days beyond the contractual classroom days exceeding the 180-day requirement.

-55-


Include stipends for professional staff providing or receiving professional development services beyond the length of a regular school day.

Salaries, Professional and Other

2355 Substitutes for Teachers/Instructional Staff at Professional Development Activities

Other Salaries

2357 Professional Development Stipends, Providers and Expenses -Instructional supervisors, teachers and other professional staff who spend one-half or more of their time providing teacher training and implementation. Include full time or prorated share of salaries of professional staff training teachers, teachers being trained to implement new curriculum or instructional practices, teachers targeted for training and support to remedy performance weaknesses, master teachers, mentor teachers, curriculum coaches and other who provide in-district professional development.

Professional Salaries


Contracted Services



Tuition and/or conference fees

2400 Instructional Materials and Equipment.

2410 Textbooks and Related Software/Media/Materials

Contracted Services

Supplies and Materials – including workbooks, materials, and accessories, such as CD-ROMs and videos, provided as an integrated package as well as printed manuals used to support direct instructional activities

Other Expenses

2415 Other Instructional Materials

Contracted Services


Books, periodicals, reference materials for use in school libraries or classroom libraries

Other Expenses

2420 Instructional Equipment

Contracted Services


Other Expenses

All Equipment, including vocational and science lab equipment irrespective of unit cost.

-56-


Lease/purchase of equipment used to produce instructional material

2430 General Supplies


Paper, pens, crayons, chalk, paint, toner, calculators etc.

2440 Other Instructional Services

Other Salaries

Contracted Services


Other Expenses

Field trips, including admissions and transportation costs

Distance Learning Services

2450 Instructional Technology: (Expenditures to support direct instructional activities defined in Function 2000)

2451 Classroom (Laboratory) Instructional Technology

Contracted Services

Supplies, materials and disks



Computers, services, networks, scanners, digital cameras used in the classroom or computer laboratories

Instructional technology equipment

2453 Other Instructional Hardware

Contracted Services


Other Expenses

Computers, servers, networks, scanners, digital cameras etc for school libraries and media centers

2455 Instructional Software

Contracted Services


Other Expenses

Software, including the cost of programs and licenses

CD-ROMs

2700 Guidance, Counseling and Testing Services-57-


2710 Guidance

Salaries, guidance counselors, school adjustment counselors, and social workers

Salaries or the prorated share of salaries, clerical and support staff


Contracted Services


Other expenses

2720 Testing and Assessment

Salaries, professional, clerical and other

Reference materials

Testing and assessment materials

Contracted services



2800 Psychological Services (Salaries and expenses for psychological evaluation, counseling and other services provided by a licensed mental health professional)

Salaries, school psychologists, and psychometrists and assistants




Contracted services, including independent evaluation


3000 OTHER SCHOOL SERVICES: Other than instructional services.

3100 Attendance and Parent Liaison Services

Salaries, attendance and truancy officers, parent information centers


Contracted Services


Census Costs


Investigatory services


3200 Health Services

Salaries, school physicians and school nurses

-58-



School medical supplies


Contracted services



3300 Student Transportation Services (To and from school)

Salaries, student transportation supervisors, dispatchers, school bus drivers, and school bus maintenance personnel


Fuel, lubrication, tires, and school bus maintenance

Contracted services

Insurance premiums for student transportation services

School bus monitors

3400 Food Services

Salaries, school lunch supervisors, food preparers, kitchen personnel, and aides

Food and supplies


Contracted services



3510 Athletic Services

Salaries, coaches, trainers, and assistants in intramural and interscholastic sports

Contracted services

Transportation services for students to and from athletic events

Athletic rental services

Uniforms

Athletic supplies and materials



3520 Other Student Activities

Salaries, musical directors, drama coaches, and other extra-curricular personnel


Printing

-59-




Transportation services for students to and from activities


3600 School Security

Salaries, security personnel, school police and hall monitors


Printing




4000 OPERATION and MAINTENANCE OF PLANT: Housekeeping activities relating to the physical plant and maintenance activities for grounds, buildings and equipment. Expenditures classified as a 4000 expenditure must not exceed the per project dollar limit for extraordinary maintenance or for non-instructional equipment.

4110 Custodial Services

Salaries, custodians, janitors, engineers, truck drivers and other maintenance personnel

Contracted Services

Custodial supplies and materials



4120 Heating of Buildings


Other expenses, including the cost of coal, fuel oil, electricity, gas, steam and wood

Contracted services

4130 Utility Services


Other expenses, including the cost of water, trash, sewage and hazardous waste disposal, electricity, telephone services and non-heating fuels

Contracted services

4210 Maintenance of Grounds


Grounds keepers, equipment operators and aides

Supplies, materials and tools -60-


Contracted services

Other expenses


4220 Maintenance of Buildings


Building maintenance, engineers, licensed trades people, painters and aides

Supplies, materials and tools


Contracted services

4225 Building Security System – Installation and Maintenance (less than $5,000 of building security system.


Contracted services

Other Expenses

4230 Maintenance of Equipment

Salaries, of repair personnel


Equipment parts and replacement of equipment and furnishings

Contracted services

4300 Extraordinary Maintenance

Contracted Services


Equipment and tools

Principal portion of a loan or the cost of a lease/purchase agreement

4400 Networking & Telecommunications: (Expenditures to support the school district's infrastructure)


Contracted Services


Other expenses, including, Wiring, PBX Systems, File Servers, etc.

4450 Technology Maintenance


Contracted Services


-61-


Other Expenses

Equipment and tools

5000 FIXED CHARGES: Retirement and insurance programs, rental of land and buildings, debt service for current loans, and other recurring items, which are not generally provided for under another function.

5100 Employee Retirement

Contributions to employee retirement systems

Social Security contributions

Contributions to pension plans

Medicaid contributions

5200 Insurance Programs

Employee unemployment, health, and life insurance premiums or payments, and workers' compensation for active employees

5250 Insurance for Retired School Employees

Health insurance premiums for retired school employees

5260 Other Non Employee Insurance

Insurance premiums for property, fire, liability, fidelity bonds

Judgments against the school district resulting from self-insurance

5300 Rental-Lease of Equipment. Expenditures for this purpose may only exceed the per project dollar limit for extraordinary maintenance ($100,000) or non-instructional equipment ($5,000) for a three year period. After the third rental year the cost must be reported as a 7000 (fixed asset) expenditure. Do not include lease/purchase agreements.

Annual operating lease/rental costs

5350 Rental-Lease of Buildings

Annual capital lease/rental costs

5400 Debt Service (Interest) on Current Loans - RANS

Annual interest charge on borrowing for revenue anticipation notes (RANS) for school purposes with a term of one year or less

5450 Debt Service (Interest) on Current Loans - BANS

Annual interest charge on short term borrowing for bond anticipation notes (BANS) for school purposes.

5500 Other Charges: (Other items of a recurrent nature for school purposes)

Costs of municipal and other public safety inspections

Bank Charges

Contracts for Medicaid billing

5550 Crossing Guards

-62-


Salaries of crossing guards

6000 COMMUNITY SERVICES: Services provided by the school district for the community as a whole, or some segment of the community.

6200 Civic Activities

Citizens' meetings Parent-teacher-student association activities Public forums and lectures School Council meetings and activities Advisory Council meetings Public forums and lectures Salaries or the prorated share of salaries, clerical and support staff Contracted services Supplies, materials, travel expenses and other expenses

6300 Recreation Services


Contracted services

Supplies, materials, travel expenses for staff and other expenses

6800 Health Services to Non-Public Schools

Salaries or the prorated share of salaries, clerical and staff support

Salaries, physicians and nurses

Contracted services

Medical supplies and materials


Other expenses

6900 Transportation Services to Non-Public Schools (To and from non-public school, regardless of distance.)

Salaries, student transportation supervisors, dispatchers, school bus drivers, school bus maintenance personnel


Fuel, lubrication, tires and school bus repairs

Contracted service

Insurance premiums

School bus monitors

7000 ACQUISITION, IMPROVEMENT AND REPLACEMENT OF FIXED ASSETS: Acquisition of land or existing buildings, improvements of grounds, construction of buildings, additions to buildings, remodeling of buildings, or acquisition of initial or additional non instructional equipment exceeding the $5,000 unit cost and $100,000 extraordinary maintenance

-63-


cost as defined in 603 CMR 10.00. Costs corresponding to revenue received as a lump sum or progress payment revenue receipt from MSBA whether or not outstanding BANs exist. Costs directly related to a school construction project supported through local appropriation.

7100 Acquisition and Improvement of Sites

Purchase of school building sites

Improvement of school building sites

Grading, landscaping, sewers, storm drains, retaining walls, and surfacing

Capital leases costs

Principal portion of a loan not reported in 8100

7200 Acquisition and Improvement of Buildings

Construction of buildings

Acquisition of existing buildings

Additions to existing buildings

Acquisitions of portable school buildings/classrooms

Rehabilitation of school buildings

Lease/Purchase of Buildings

Capital leases


7300 Acquisition and Improvement of Equipment

Acquisition of new, non-instructional school equipment having a useful life of more than one year and an acquisition cost of more than $5,000.

Acquisition of school furniture and fixtures (bulk purchases)

Acquisition of school machinery

Lease/Purchase of Equipment

Capital leases


7350 Capital Technology

Hardware or other technology purchases exceeding the $5,000 unit cost

Capital leases

Lease/Purchase of capital technology


7400 Replacement of Equipment

Capital leases

Lease/Purchase of Equipment

-64-


Replacement of non-instructional equipment having a useful life of more than one year and an acquisition cost of more than $5,000.


7500 Acquisition of Motor Vehicles

Purchase of passenger vehicles for school administrative use

Purchase of trucks for school maintenance use

Purchase of school buses

Lease/Purchase of motor vehicles, trucks or buses

Capital leases


7600 Replacement of Motor Vehicles

Passenger vehicles, truck, and school buses purchased to take the place of existing equipment

Lease/Purchase of motor vehicles

Capital leases


8000 DEBT RETIREMENT AND SERVICE: Retirement of debt and payment of interest and other debt costs. Principal and interest on current loans are not part of this function, but are reported in fixed charges (5400/5450).

8100 Long Term Debt Retirement/School Construction

Annual Principal of loans used to finance the purchase or construction of schools.

8200 Long Term Debt Service/School Construction

Annual Interest on bonds and loans used to finance the purchase or construction of schools.

8400 Long Term Debt Service/Educational Expenditures

Annual Interest on bonds and loans used to finance the purchase of educational expenditures and for other equipment and maintenance costs, such as books, instructional equipment, and extraordinary maintenance. Report the principal of these loans in the cost category of the purchase (e.g. fixed assets, instructional technology, etc.).

8600 Long Term Debt Service/Other

Annual Interest on bonds and loans used to finance the purchase of non-instructional equipment, and to pay for capital maintenance projects in excess of one hundred thousand dollars ($100,000). Principal costs should be reported in the appropriate 7000 series

9000 PROGRAMS WITH OTHER SCHOOL DISTRICTS: Transfers of payments to other school districts or to non-public schools for services provided to students residing in the sending city or town.

-65-


9100 Programs with Other Districts in Massachusetts

Tuition or transfer payments to other public school districts in Massachusetts for resident students

Tuition to non member Collaboratives

Tuition to non member Regional School Districts

9110 School Choice Tuition

Transfers made by the state from the sending school district's State Aid to the receiving school district or municipality. Deducted from state aid payments and recorded as an expenditure

9120 Tuition to Charter Schools (Horace Mann or Commonwealth)

Transfers made by the state from the sending school district's State Aid to the Charter School. Deducted from state aid payments and recorded as an expenditure

9200 Tuition to Out-of-State Schools

Tuition or transfer payments to school districts in other states for resident students

9300 Tuition to Non-Public schools

Tuition or transfer payments to non-public schools for resident students

9400 Tuition to Collaboratives

Payments of assessments to member Collaboratives for administrative and instructional services in accordance with collaborative agreements.

9500 Payments to Regional School Districts

Payments or assessments to member regional school districts for capital and operating budgets in accordance with regional school district agreements.

C. Object Code Expenditures: This section defines the category of goods or services purchased under the functional categories defined above.

01 Salaries ProfessionalThe full-time, part-time and prorated portions of payments to personnel services of a professional nature rendered to an education plan. Categories included as professional are Superintendents, Principals, Supervisors, Teachers, Librarians, Counselors, Psychologists and other professional educators.

02 Salaries Secretarial and ClericalPayments for a grouping of assignments to perform the activities of preparing, transferring, transcribing, systematizing or preserving communications, records and transactions, regardless of the level of skills required.

03 Salaries OtherPayment for a grouping of assignments regardless of level of difficulty that relate to supportive services. Included as other salaries: Custodians, Aides, Substitutes, Paraprofessional, Food Service Personnel, School Bus Drivers, Cross Walk Guards and other classified salaries not identified as professional, secretarial and clerical.

04 Contract Services-66-


Payments for services rendered by personnel who are not on the payroll and are not regular employees, including all related expenses covered by the contract.

05 Supplies and Materials- Materials and items of an expendable nature that is consumed, worn out or deteriorated in use, loses its identity through fabrication or incorporation into a different or more complex unit or substance. These items are defined as having a unit price of under $5,000.

06 Other Expenditures -Expenditures not chargeable to another object code, such as dues, subscriptions and travel for staff. (food, coal, fuel oil, gas, steam, wood, file servers)

09 Transfers – Payments to other local educational agencies, (LEAs) and regional school districts for services rendered. This object code includes all of functional code 9000.

Notes:Supervisory refers to individuals responsible for a program/activity and for directing and evaluating personnel in that program/activity. Non Supervisory refers to individuals responsible for a program/activity and for coordinating personnel working in that program/activity.

-67-


APPENDIX B: SAMPLE FORMS

-68-


REGIONAL SCHOOL DISTRICT PURCHASE ORDER

DATE P.O. NO.

Vendor Ship ToNameAddress

Attn:

Regional School District Address

Attn:

FOB

DESCRIPTION QTY RATE ITEM # AMOUNT

Total $0.00

The above purchase order number must appear on all correspondence, packing sheets and bills of lading. Send invoices Attn: Assistant Superintendent for Business.

-69-


REGIONAL SCHOOL DISTRICT PURCHASE REQUISITION

To: Assistant Superintendent for Business

Tel: Fax:

FROM: ______________________ CLASSROOM : ______________

PLEASE ORDER THE FOLLOWING ITEMS FROM:

Vendor Name: _________________________________________________Address: _____________________________________________________Phone : ___________________________ Fax : ______________________

Catalog No. Page Quantity Description Price Total

Shipping & Handling:

$________

Charged to Account __________________ Approved ____________________________Supervisor/Director

Account Budget: _____________________ Approved _____________________________Assistant Superintendent for Business

PO No.: _____

Note: Request for purchase less than $5,000 requires verbal quote. Items greater than $5,000, but less than $25,000 requires written quote from three vendors. Items greater than $25,000 requires formal bid form three vendors.

-72-


REGIONAL SCHOOL DISTRICT PETTY CASH VOUCHER

Requested By: ___________________

Date: ___________________

Amount: ___________________

Reason: ___________________

Asst. Superintendent for Business Approval: _______________________________

Date: _______________________________

Account #: _______________________________

Amount: _______________________________

Note: All petty cash transactions must be supported by receipts and no individual will be reimbursed more than $75. If reimbursement is more than $75, please complete a travel report.

-73-


REGIONAL SCHOOL DISTRICT CHECK VOUCHER

Date ___________________

Amount ___________________

Due Date ___________________

PERSON MAKING THIS REQUEST1. Name _______________________________

2. School _______________________________

3. Phone # __________________ Ext. ________

4. Funding Instructions _____________________________________________ (example: Primary, Secondary, Extended Day, and Specific Grants)

PAYEE INFORMATION1. Payee Name______________________________________________________

2. Street ____________________________ and/or P.O. Box # __________

3. City ____________________________ 4. State______ 5. Zip ______

6. Phone # ( ) ______ - _________

OTHER INFORMATION

1. Purpose ________________________________________________________

_______________________________________________________________

_

2. Special Instructions _______________________________________________

3. Business Office Should _____ Mail Check to Payee of

_____ Notify ( ) when ready………………………………………………………………………………………………………

FOR BUSINESS OFFICE USE ONLYACCOUNTS PAYABLEENTERING DATE _________________

DISTRIBUTIONAcct. # _____________.____ ________ $________________

Acct. # _____________.____ ________ $________________

Acct. # _____________.____ ________ $________________

TOTAL $ _______________

VENDOR NO.: ______________ CHECK NO.: ___________________ DATE: _______________

NOTE: All Vendor supporting documentation must be attached to this form to process the check request.

-74-


REGIONAL SCHOOL DISTRICT CASH RECEIPT

CASH RECEIPT

Date ________________________

Received From _____________________________________________________

Address _________________________________________________________

________________________________________________ Dollars $ _________

For ______________________________________________________________

HOW PAID

CASH

CHECK

MONEY ORDER BY:

-75-


REGIONAL SCHOOL DISTRICT TIME SHEET

EMPLOYEE NAME PAY PERIOD ENDING

POSITION SOCIAL SECURITY

DATE DAY TIME IN TIME OUT TOTAL HOURS REMARKS

SATURDAY

SUNDAY

MONDAY

TUESDAY

WEDNESDAY

THURSDAY

FRIDAY

TOTAL HOURS FOR WEEK

DATE DAY TIME IN TIME OUT TOTAL HOURS REMARKS

SATURDAY

SUNDAY

MONDAY

TUESDAY

WEDNESDAY

THURSDAY

FRIDAY

TOTAL HOURS FOR WEEK

GRAND TOTAL - TWO WEEKS

I CERTIFY THE ABOVE TIME IS CORRECT

EMPLOYEE SIGNATURE SUPERVISOR/PRINCIPAL SIGNATURE

*** PAYROLL OFFICE USE ***

EMPLOYEE NUMBER PERIOD ENDING

CODE DATE

RATE SIGNATURE

TOTAL

-77-


CONFERENCE/PROFESSIONAL LEAVE APPROVAL AND REIMBURSEMENT

PARTICIPANT to complete for registration: (P.O. # ______________ office use only)

Name ___________________ School __________________ Date Submitted ________Title of Activity _________________________________________________________Date(s) __________________________________ Location (city, state) _________________Total # of hours: ____________ (required for ‘pdp’ documentation)

Registration Fee: $ ___________ (attach a completed registration form and a copy of the conference description)

Method of payment: I need a purchase order ___ I will pay by check/credit card ____

Substitute coverage requested for # of days ___ Substitute coverage not requested ___I have entered this activity in AESOP as a PD day (mandatory!) _____

PARTICIPANT to estimate travel expenses: (P.O. # ______________office use only) Travel expenses must be estimated prior to attendance at the conference.Registration: $ _________________ Meal Allowance:Mileage: $_________ Lodging: $________ Breakfast ($4.00) ___(# _____miles @ $0.565/mile) (#___nights @ $___ per night) Lunch ($6.50) ______Tolls/Parking: $___________ Other: ________________ Dinner ($11.00) _____Air Travel: $_____________ Total estimated travel expenses: $ __________

APPROVERS to complete and sign: Total Sub Cost $_________

Registration Fee Substitute Travel ExpensesFunding Source Funding Source Funding Source

Description: Acct. #: Department Head Date Grant Coordinator Date Dir. Of Student Services Date Principal Date Asst. Supt/Designee Date

PARTICIPANT to complete for reimbursement upon return: (P.O. # ______office use) Include all original receipts for travel expenses. Attach a copy of your cancelled check or credit card statement for cost of registration, if applicable.Registration: $ _________________ Meal Allowance:Mileage: $_________ Lodging: $________ Breakfast ($4.00) ___(# _____miles @ $0.56/mile) (#___nights @ $___ per night) Lunch ($6.50) ______Tolls/Parking: $___________ Other: ________________ Dinner ($11.00) _____Air Travel: $_____________ Total reimbursement requested: $ __________

I hereby certify that these itemized expenses are true and correct, and incurred by me during approved travel in the service of the Hampden-Wilbraham Regional School District.

Signature:________________________________________ Date ________________________Reimbursement approved by: Date

RETURN COMPLETED FORM WITHIN 30 DAYS OF THE CONFERENCE TO: Andrea Noonan, Assistant Superintendent’s Office

-78-


REGIONAL SCHOOL DISTRICT TRAVEL REIMBURSEMENTNAME SCHOOL

IN-DISTRICT TRAVEL

DATE TO FROM LOCATION PURPOSE OF TRAVEL ROUND TRIP MILES

OUT OF DISTRICT TRAVEL

DATE TO FROM LOCATION PURPOSE OF TRAVEL ROUND TRIP MILES

TOLLS, MEALS, LODGING, MISC. EXPENSE – PLEASE ATTACH RECEIPTSCONFERENCE TRAVEL SUBJECT TO ADVANCE ATTENDANCE APPROVAL

SUMMARY OF CHARGES

MILES RATE TOTAL ACCOUNTS TO BE CHARGED

IN

OUT

OTHER

TOTAL

DATE AUTHORIZATION SIGNATURE

SUBMITTED BY ___________________

APPROVED PRINCIPAL

APPROVED CENTRAL OFFICE

-79-


Instructions – Accounts Payable:

Entering Purchase Orders and Requisitions Log In to Infinite Visions Click on Purchasing & Payables Click on Purchasing Click on Control Panel

1. Click on >* second line ( under Window)_2. Enter vendor, ship to address, dac and requester3. Click on >* to enter order4. Enter description in first box, item number in second, price for single item in

amount column (all on first line). 5. Enter quantity, account number, shipping automatically figured based on 10% (all

on second line).

NOTE: If you wish to charge an item different account numbers , after entering single price, go to actions, pick either distribute by % or distribute by $, a small box will appear, enter the quantity, and then enter the account number you wish to charge, the amount for that line, and the next account number on the next. Then click ok, it will bring you back to your requisition, and click ok again. Proceed from there as you would normally do.

6. Click ok7. If you have several items to order, enter as item h.8. When order complete click on the cancel bottom in top box.9. You should be back on full screen with your completed order.10. Click ok

Approving Requisitions Click on Purchase Requisitions

1. Click on Actions2. Click on Select all or check the small box to the left next to the requisition3. Click on Actions again4. Click on Approve Requisitions – near bottom of the column5. Answer Yes to question.

NOTE: Your Control Panel can be very useful. If you need to check an order where it is in the approval process, if it has been paid, or a price you paid for an item. Go to your Control Panel, click on apply selection, in right hand corner.

Receiving Purchase Orders Electronically Purchasing and Payables Receiving Purchase Order Receiving

1. Enter your merchandise received2. Go to add button - >*3. Enter purchase order number or use drop down menu4. Double click on left side of item to be received – new screen will appear

-80-


5. Enter quantity received6. Click ok at bottom

Note: If several items, have to do each line separately and when complete click ok.

Printing Reports General Ledger Click on Reports General Ledger Report Writer

1. Go to blank space where it says Dac- click down arrow to find your school or department

2. Go to actions3. Print reports4. Select report5. Select print general ledger report6. Click ok7. Click on Enterprise Edition at bottom of screen to see report.

Processing an AP Warrant

Before you begin, all invoices need to be signed by the Business Manager. All utility bills and invoices pertaining to Maintenance need to be signed by the Director of Maintenance.

Invoices need to be approved either by checking the Receivable Report or by matching the receiving copy of the purchase order with the invoice.

Steps for processing the warrant: Purchasing and Payable Payables Invoice Processing – double click

1. Next screen go to the >* (add new record) to begin entering invoicesNote: The date and due date must be the same. To set the due date

2. Go to Actions, Set Default Due Date. 3. The Group ID is EW4. If paying a purchase order enter the number5. Always enter the invoice number for reference for vendor6. If not a purchase order (on line) enter quantity, unit price and account number7. Press the ok button, and yes to close purchase order, unless the order is not

complete, or it’s a yearly encumbrance, then answer no.

Post Invoices1. Enter Group Id – EW2. Enter User Id and Date of warrant3. Apply selections – go to Actions – select all – back to actions Post Invoices4. Memo: Month (Jan-June) Expense Warrant

Voucher Processing

1. Go to >* to add voucher2. Choose bank – Accounts Payable – Upper right hand corner

-81-


3. Enter Group Id (EW), User name, Date, then press the apply selection button4. Go to Actions – Select all.

The select total must match the total box – if they do, press ok and a voucher Number will appear. – NOTE: At this time if a W-9 is needed from an individual

5. That report will appear. Print it.6. Select cancel button on bottom of page –Voucher on main menu shows “pending”7. Highlight pending line, go to Actions and select the process line. It should now

prepped. 8. You are now ready to print your checks.

NOTE: You now exit out of voucher processing and go to General Ledger on Main Page. General Ledger Banking Check Manager

1. Select PeoplesBank-Accounts Payable2. Actions3. Print AP Checks4. Voucher will come up on screen, press ok5. Under check options be sure to check print signature6. After checks print, x out 7. Go to actions8. Print reports9. Go to actions again10. Print voucher reports11. Final step - select the ok button at the bottom of the screen.

When process complete file the warrant in the warrant book and give to Business Manager to bring to School Committee meeting for signatures.

Give the Assistant Treasurer a copy of the signature page with the total amount of the warrant printed out. He or she will let you know if sufficient money is in the account and when the checks can be mailed.

Checks are not mailed until after the School Committee Meeting.

The warrants are processed the Second and Fourth Tuesday of the month.

Voiding Checks in Infinite Visions General Ledger Banking Check Manager

1. Enter Bank Account – PeoplesBank Accounts Payable2. Enter check number that you are voiding3. Go to Actions – select Void Check –

NOTE – If everything is exactly the same, including address, you can reissue check.

4. Enter Reason for void – example lost check5. Pick the bank account

-82-


6. The next number should automatically come up.7. Print the check.8. After you print the checks and run the reports, the void report will have to be run.9. Be sure to save the report.

My suggestion is file the check with the check that had to be void.

Give a copy of the void report and the voided check to the Assistant Treasurer

If the check cannot be reissued, void the check, and then go through the warrant process to issue a new check.

If the reissue can wait, put the check on the next warrant.

Instructions – Payroll:

TimeClock Plus Export into VisionsWhen logged in as administrator:

Period (top toolbar, 4th selection) Exports

1. Select “Load” (bottom center tool bar)2. Select InfiniteVisions from Saved Exports Manager box3. Click OK

In Module Settings:1. Edit the check date2. Click OK

“Ignore selected job code items during export” box is checked3. Select “Process” bottom tool bar, far right4. Select “Load” in Job Code Selection box5. Select “Ignored Leave Codes” from Load saved list6. Click OK7. Click ok again8. Box appears – “The export was successful”9. Click OK10. At bottom of screen a pop up box will appear – select Save, Save As – 11. My Documents, payroll name – ie – Dec 5 pay.dat, click save

Now, go into Visions to complete the import.

Visions Import Hours from TimeClock export file Attendance Time Entry

1. Actions2. Import Hours From ASCII File3. Box appears – This procedure will import position time from an ASCII file. Do you

wish to continue? – YES-83-


4. Find the payroll in My Documents folder, and open…processing records…if successful a box appears “Time Card Hours Import Processing” (If not successful, must clear errors and try again.***)

5. Click OK and hours will be added to time entry 6. Time Card Hours have been Posted, click ok7. UNLOCK RECORDS from the Action menu. If you do not unlock, you will not be

able to edit any hours. Records Marked as unlocked, click ok.

***To clear errors, check to see that there are positions in Visions that match TimeClock Position. Create positions as necessary and re-try the import. Call TimeClock for help if export will not run.

PeoplesBank – Payroll Processinghttps://www.bankatpeoples.com

From right side menu – Select Cash Management Login from drop down menu Enter Login ID - hampwilb5 Password – 888*Hwrsd (as of 3/1/2015) Click login Choose phone number to get a “Secure Access Code” Wait for call, follow steps, get code for next screen (press 1) Enter Secure Access Code and click submit

Step 1: PeoplesOnline Cash Management Screen – Enter DD information

Left menu – select Payroll Select or Import Batch – browse for the current DD file on H drive Check “Effective Date” field on right side Verify amount to check copy printed during payroll process Select Approve Get code from fob, enter code, approve Next screen, look for “Authorized” status and verify amount again

Step 2: PeoplesOnline Cash Management Screen – Enter Federal Tax information

Left menu – select Tax Payment Select Form 941 – Employers Quarterly Tax Return Federal Tax Deposit from menu “Complete Form” (top section) Review and change, where needed the following:

1. Tax Period End Date2. Effective Date (of payroll)3. Tax type (Deposit)

Tax Payment Detail Sections – on right – click on circle to select “Split Payments” Tax Payment Detail 2 – enter Medicare amount (from check) Tax Payment Detail 3 – enter Withholding amount (from check) Submit Get code from fob, enter code, approve Next screen, look for “Authorized” status and verify amount again

-84-


Step 3: PeoplesOnline Cash Management Screen – Enter MA tax information

Left menu – select tax payment Select tax authority - Massachusetts State Tax Select Withholding Weekly depository from menu Review and change, where needed the following:

1. Tax Period End Date2. Effective Date (of payroll)3. Enter Taxpayer Name – HWRSD4. Enter Amount

Submit Approve (icon, at top) Enter code from fob, click send

Review all information on Authorization/Approval screen Click Submit when all three steps (DD, fed tax, state tax) Review transaction to make sure details contain State Tax “0166D” and Fed Tax “94105” Print transaction page Fax to Cash Management with signed fax cover page Sign off online banking Signed fax cover page, confirmation page, MA Tax payment check, 941 Tax payment

check, Direct Deposit payment check and copies of warrants go to Assistant Treasurer

Payroll Voucher ProcessingHow to make a voucher to print a check for a deduction payment, not generated by system

Payroll Payroll Processing Invoice Processing Add a New Record

1. Vendor Information:2. Select Vendor3. Invoice Information: Put in invoice amount in payment info box4. Group ID Monthly – M5. Date (date you want to process it)6. Due Date – use date of payroll7. Payment Information: Put in invoice amount

Detail: 1. Description, Qty,Unit Price2. Account (Returned DD - 1010 0101 21 0…Short term disability payment –

Colonial Life 1010 0242 00..)3. OK

Payroll Payroll Processing Payroll Voucher Processing Add record

1. Add voucher tab comes up-85-


2. Select bank account 3. Select check to print4. Ok5. Actions6. Process (now says prepped)7. File, Close

Now ready to print check through “General Ledger, Banking, Check Manager”

iVisions Employee Profile Changes

When an employee requests a change to their demographic data using the web portal - iVisions, an email is sent notifying Payroll/Benefits that there is a change to be processed.

Payroll Employees Employee Profile Changes

1. Select – show open records2. Apply Selection3. List will appear4. Export to excel5. Print and give copies to Donna Rhodes and Beverlie Macauley

Go back to Visions1. Actions2. Post

Changes are now posted to employee records

Hampden County Retirement Monthly Report

Payroll Reports MA – County/State Report

1. Verify the Year and Month2. Check off the following boxes:

Last nameShow Check DetailGroup by RateHampden 2%Hampden County Retirement

3. Print report

Payroll Reports Pay Period Deductions Register

4. Select Deduction5. After Tax Hampden County

-86-


6. Hampden 2%7. After Tax Hampden County 2% (currently no report, no EE with 2%)8. Select Pay Periods (monthly report data needed)9. Print reports10. Compare total of reports to check amount11. For employees over 70 that are still working: Print pay histories for those employees

over 7012. Complete and sign certification paper13. Mail with deduction check to Hampden County

Current EEs over 70:Cavros, SPeterson, MWholley, GWurszt, JYamer, J

Instructions – Treasury:

Student Activities

Student Activities Deposit Procedures

All deposits are sent via interoffice mail by school secretaries/bookkeepers. Count all the cash and verify same amount is on deposit form and deposit ticket Verify all checks-that the parent is not on the bounced check list; date is correct; check

made payable is correct, amount and the written amount must match and check must be signed in order to be deposited

If there are 5 or more checks in the deposit an adding machine tape is required for the bank. On the tape, the date and account # must be written under the total.

If it is a large amount of checks, they must be grouped together (30 to a group) and an adding machine tape is required for the bank. On the tape, the date and account # must be written under the total. Do this for every group of checks

Verify the checks total(s) using the adding machine tape(s) against the deposit form and deposit ticket.

Once everything is verified, sign and date the deposit form. Scan and email the form to the school secretary/bookkeeper for their records.

Using the copier in the kitchen Scan badge on side of copier Load pages into top feeder Click the “Scan” button when it appears on the screen Click the “Mail” button when it appears on the screen (this will send it directly to the

recipients’ email address) If you click on the “Folder” button it will send the file to the H: drive and you will have

to locate it using the description you type in next Click on the user name box Click on the “delete all” button Type in the recipients’ email address Click OK

-87-


Click on the subject box Click on the “delete all” button Type in “deposit form” or something that notifies the recipient as to what the email is in

regards to Click OK Click on the √ Next button Click on the second √ Next button Click on Scan Once complete, click on the √ Done button Click Logout You can enter the deposits individually or wait until the end of the week once all deposits

have been received to enter them all into the Excel spreadsheet at the same time (I find this easier)

If you wait until the end of the week, put the deposit forms in the Student Activities folder on the desk (standing up) so that you remember to take them to enter with the ones received on Friday

Once you’ve received all of your deposits for the week, they need to be entered into the Student Activities monthly Excel spreadsheet

Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Open the Student Activities file called “SA mm.yy” Group the deposit forms by school to make entry easier Find a blank tab at the bottom of the spreadsheet that has enough lines for the amount of

deposit forms received (makes it easier to enter) Enter all deposit information (use the descriptions the secretary’s put on the forms as

well) Once all deposits are entered, print the worksheet Also, once all deposits are entered double click on the tab and enter the date of deposit

(usually Fridays) Relocate the tab (drag and drop) according to the date so that the worksheet is in

sequential order from first to last Go to the last tab called “Total” and in the top section, enter the date the deposits will be

made at the bank and in the appropriate columns, enter each deposit form amount by school to get a total deposit for each school that is making a deposit that week

Verify the amounts entered (using the “deposit total” column) equals the deposit worksheet total at the bottom of the page.

Place the worksheet and corresponding deposit forms in the Student Activities folder on the desk

Bring deposits to Monson Savings Bank The following business day, put the processed deposit tickets and worksheet with

attached deposit forms together and prepare to enter them into Infinite Visions Log in to Infinte Visions Double click on General Ledger Click on Banking Double Click Deposit Manager Select the bank you are depositing the funds into using the drop down arrow Click on Apply Selection

-88-


Click * Add to add the deposits Enter the date the deposit was made at the bank Type a memo in the line (Deposits #X - #X helps for tracking purposes) Enter the total amount in the “check” box (you do not need to separate cash if you do not

wish to, it is not required) One by one, enter the deposits Enter the account number associated with the deposit form In the “Description” box, describe the item you are depositing (Gr1 FT to Symphony

Hall) Enter the amount You do not need to enter anything in the Receipt/Reference tab; however if you cannot

enter all of the description in that box, continue it into this box (the more info the better) Do this for every deposit form attached to the worksheet and when finished, the variance

box should be $0.00, the total amount box will equal the check amount box at the top of the page

When complete, click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to

continue?” and click “Yes” Print the “deposit ticket” and “journal entry” Close out the deposit box when the last entry is complete and printed Put the deposit reports behind the worksheet, put the processed deposit tickets next and

finally the deposit forms and staple together. File the deposit in the Student Activities folder on the desk with the other deposits and

transfer requests made

Student Activities-Balancing Monthly Checking Account Bank Statements and Agency Account Balances by Schools

An email is sent from Monson Savings Bank around the 20th of every month stating that the bank statements are available to view

Open Internet Explorer Under the Favorites tab on the top of the page, open the Monson Savings Bank –

eStatements file If it does not open, use this website: https://www.monsonsavings.com/ Under the Quick Links section, click on the eStatements Login You will be directed to another screen Enter Username and Password Click Sign In On the left hand side of the page you will see every bank account the District has with

Monson Savings Bank Click on the View Statement link under the first checking account number When it opens, print a copy for your records Click on the disk icon and Save As: Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder

-89-

https://www.monsonsavings.com/


Double click on the “FYXX SA Bank Statements” folder Rename the file using the school’s initials and MM.YY format (ex MRHS 03.15) Repeat this for every checking account ensuring you printed and saved all 7 Sign Out of the bank’s eStatements screen Close (“X”) the page once signed out Close (“X”) the first Monson Savings Account page (never logged in so it’s ok to “X”

out of it) Go into your email account Send every secretary and individual email with their school bank statement attached Go through the copies of the bank statements paying attention to the check copies. If

there are vendors who received checks from the District and we do not have a W9 on file from them, an email needs to be sent to the school secretary asking them to either get one or send a copy of the invoice to you and call the vendor yourself. Every vendor paid must have a W9 on file

All W9s go to the Accounts Payable Department to be filed If there is a vendor that uses his/her social security # for their business, make a copy of

the W9 and cancelled check page of the school who wrote the check, staple them together and file the paperwork in the folder on the desk labelled “Student Activities 1099 Vendor Payments”. At the end of the calendar year these vendors and their payments must be added into Infinite Visions so that they are issued a 1099 if they total $600 or more in payments from the District.

After the monthly Student Activities Agency Account (SA mm.yy) spreadsheet has been balanced, email the spreadsheet to the secretaries so that they can verify all of their deposits have been received and recorded as well as recording the interest amount each school is entitled to into their spreadsheet(s).

There is a contact group called “Secretaries” in email to use to send the file When the secretaries send back their balanced bank statements, go through them and

make sure everything was entered, recorded and updated correctly If there are any questions or if something is not balanced, either call or email the

secretary asking for clarification or a new spreadsheet/file Once they have balanced their checking account bank statements and deposits to the

agency spreadsheet, they will send a copy of their bank statement (all pages, if not email secretary asking for all pages), manual check register (MT, SH & SR still use the small check register), bank register spreadsheet (SH, MT, SR, TWB, GM) and MRHS will send a copy of their outstanding check list with their checking and savings account balance paperwork and total account reconciliation report. That report balances the checking and savings account amounts together and it equals the total amount on the total tab (ex MRHS column) on the monthly Student Activities spreadsheet (SA mm.yy).

All schools will report that they balance to the total tab on the monthly Student Activities spreadsheet (SA mm.yy). If they do not, send the secretary an email saying their amount does not equal your amount and ask them to recheck their figures and send another spreadsheet once they are in balance.

MRHS CD Interest Check Deposits

Monson Savings Bank will send a check via mail for the monthly interest received on the CD held for MRHS at the bank

Make a copy of the check and stub-90-


On the copy write the month the check corresponds to and the date you will be depositing it into Monson Savings Bank-usually the next Friday (ex-“Feb interest depositing on 3/13/15”) so the MRHS Student Activities Bookkeeper knows when to record it in her/his system

Scan and email the copy to the Bookkeeper Using the copier in the kitchen Scan badge on side of copier Load pages into top feeder Click the “Scan” button when it appears on the screen Click the “Mail” button when it appears on the screen (this will send it directly to the


to locate it using the description you type in next Click on the user name box Click on the “delete all” button Type in the recipients’ email address Click OK Click on the subject box Click on the “delete all” button Type in “deposit form” or something that notifies the recipient as to what the email is in

regards to Click OK Click on the √ Next button Click on the second √ Next button Click on Scan Once complete, click on the √ Done button Click Logout In the second drawer of the desk, locate the Monson Savings Bank deposit tickets book

and remove a deposit ticket with its corresponding yellow copy Put the date on the top of the ticket (usually the day you go to the bank) and the amount

in the checks section and in the 2 total boxes on the bottom of the ticket In the top drawer of the desk locate the “For deposit only HWRSD” stamp and stamp the

back of the check and write the account # as well Remove the check stub (that will be attached to the worksheet in the next section along

with the copy of the check & stub paper) Attach (with a paperclip) the check to the deposit ticket and put it in the Monson Savings

Bank deposit bag located in the 3rd drawer of the black filing cabinet The interest amount will need to be entered into the Student Activities monthly excel

spreadsheet Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the Student Activities file called “SA mm.yy” Go to the last tab labeled “Total” In the top section on the first available line, enter the date Tab all the way over to the MRHS column and enter the amount on the check Click on the “CD INT” tab Enter the date and amount in the receipts column

-91-


Print the worksheet Attach it to the check stub and copy of the check and check stub and stand it up in the

Student Activities folder on the desk-hold until deposit is made Go back into the Student Activities spreadsheet file Click on the “CD INT ADJ” tab, enter the date, on the first line enter the amount in the

debit column and on the 2nd line enter the same amount in the credit column so they equal Print the worksheet Put it in the Student Activities folder on the desk standing up as well The Fund Accountant enters the information on that worksheet but first, it needs to be

saved as its own file. Click on the box in the upper left corner to highlight the entire worksheet Right click and select copy Click File at the top of the screen Select New A screen appears with available template options Click Create to open a blank workbook Put your cursor in the worksheet, right click and Paste the file Go to File Select Save As Make sure you are in the correct Fiscal Year folder and rename the worksheet using the

month and year and “CD Interest” in the description (make sure you don’t lose the .xlsx extension)

Click Save Before this new worksheet is sent, the following must be done: In the new worksheet, delete the first 4 so that only the description line and the 2 entry

lines remain plus delete the information below the entries so that only 3 lines are in the worksheet

File – Print Look at it in the Print Preview screen so that all the columns are on one page and the

gridlines show. If they do not, under the page setup button, make the adjustments. There is no need to print this spreadsheet because you already have the other one

(Interest Adj) to use so you can just click “File” again to close it – save it! Close out of the spreadsheet and email it to the Fund Accountant-in the body of the text

type in that the deposit will be made on a specified date so that that date can be used when the entry is posted into Infinite Visions-attach the file!

She/he will import it into Infinite Visions Once that is done the report needs to be printed for your files Log in to Infinite Visions General Ledger Reports Journal Transactions By Entry General Journal A pop up box appears and using the drop down arrow locate the entry Click OK The pop up box continues to appear so once the JE is on the screen click Close to close

the box Use the Print All Reports icon to print the report File-Close to close the screen

-92-


Attach that report to the correct worksheet and put it in the Student Activities folder on the desk

Bring that deposit along with all of the Student Activities deposits to Monson Savings Bank on a weekly basis

Once the deposit has been made at Monson Savings Bank, it must be recorded in Infinite Visions

Log into Infinite Visions General Ledger Banking Deposit Manager Select Monson Savings Bank using the drop down arrow (watch account #s) Click on Apply Selection Click * Add to add the deposits Enter the date the deposit was made at the bank Type a memo in the line (I use MM/YY MRHS CD Interest) Enter the total amount in the “check” box Enter the account number associated with the deposit form (1089-0400) In the “Description” box next to the account description, enter information to describe

the deposit (mm.yy MRHS CD deposit) Enter the amount You do not need to enter anything in the Receipt/Reference tab When complete, click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to

continue?” and click “Yes” Print the “deposit ticket” and “journal entry” Close out the Add Deposit box when done Attach the reports to the worksheet, processed deposit ticket, check stub and copy and

put it in the Student Activities folder on the desk.

Student Activities Agency Account Bank Statement and Reconciliations

An email is sent from Monson Savings Bank at the end of every month stating that the bank statement is available to view

Open Internet Explorer Under the Favorites tab on the top of the page, open the Monson Savings Bank –

eStatements file If it does not open, use this website: https://www.monsonsavings.com/ Under the Quick Links section, click on the eStatements Login You will be directed to another screen Enter Username and Password Click Sign In On the left hand side of the page you will see every bank account the District has with

Monson Savings Bank Click on the View Statement link under the saving account number #0241059631 When it opens, print a copy At the end of the quarter print a copy of the statement for savings account #240120728-

this is the MRHS cd-this shows the quarterly deposits that the bank enters into the

-93-

https://www.monsonsavings.com/


account and then sends the District a check in that amount to be deposited into the regular savings account under MRHS’ balance

Sign Out of the bank’s eStatements screen Close (“X”) the page once signed out Close (“X”) the first Monson Savings Account page (never logged in so it’s ok to “X”

out of it) The interest amount will need to be entered into the Student Activities monthly excel

spreadsheet and Infinite Visions Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the Student Activities file called “SA mm.yy” Go to the last tab labeled “Total” In the top section, in the 1089 Interest column, using the last box enter the amount on the

bank statement. Scroll down to the bottom of the spreadsheet and on the left side you will see that several

line numbers are missing (usually 54-56) Highlight lines 53-57 Right click anywhere in the highlighted area and “unhide” those lines This reveals the total amount of interest broken down by school Verify the total amount of the interest is correct If it is not (sometimes it is off by a few cents), go into the MRHS box and either add or

subtract the difference accordingly so that the total is correct Highlight the row with the amount of interest in it (schools only 1080-1087) and right

click in the highlighted area and select Copy Go into the top section and on the last line in the section, put the cursor in the 1080 Stony

Hill column box, right click and select Paste Special When the box appears, click Values and OK to close the box This copies the amounts only into that line Hit the Escape key (top of the keyboard) to stop the selection from blinking Highlight lines 54-56 again, right click in the selection and Hide those lines again Go back to the top section and on that last line where the interest is, change the amount

in the 1089 Interest to a negative amount (-x.xx) so it doesn’t double the total interest deposit in the last column

In the 1089 Interest column in the box above the last one, record the interest amount again. This puts the amount back on the spreadsheet so the interest gets recorded to ensure the bank statement balances to it

Scroll down to the bottom of the spreadsheet and verify the MSA Balance line equals the bank statement

Once it is balanced, click on the Interest tab (2 to the left of the Total tab) and open it Enter the bank statement date under deposit date In the appropriate box in the receipt column, enter the amount of interest received Print the worksheet Log into Infinite Visions to enter this amount General Ledger Banking Deposit Manager Select Monson Savings Bank using the drop down arrow (watch account #s)

-94-


Click on Apply Selection Click * Add to add the deposits Enter the date the deposit was made at the bank Type a memo in the line (I use MM/YY Interest Deposit) Enter the total amount in the “check” box Enter the account number associated with the deposit form (1089-0400) In the “Description” box next to the account description, enter information to describe

the deposit (mm.yy deposit) Enter the amount You do not need to enter anything in the Receipt/Reference tab When complete, click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to

continue?” and click “Yes” Print the “deposit ticket” and “journal entry” Close out the Add Deposit box when done Staple the reports to the back of that worksheet and file in the Student Activities folder

on the desk Click on the Interest Adj tab located right next to it Enter the date in the top box next to the “Student Activity Interest for” so that the deposit

date is in the same box with that information Enter the interest total and individual school’s interest amount in the appropriate boxes

(start in the top box in the debit column) This will take the amount of the 1089 account (it is an in/out account so that the interest

can be given to each school accordingly). The debits will be to the “0250” accounts and the credits will go into the “0400” (revenue) accounts.

Total both columns to make sure they equal then delete the totals (it is not needed once you know the columns balance)

Print the worksheet Click on the box in the upper left corner to highlight the entire worksheet Right click and select copy Click File at the top of the screen Select New A screen appears with available template options Click Create to open a blank workbook Put your cursor in the worksheet, right click and Paste the file Go to File Select Save As Make sure you are in the correct Fiscal Year folder and rename the worksheet using the

last day business day of the month (usually the bank statement date) using the format “mm.dd.yy” (make sure you don’t lose the .xlsx extension)

Click Save This is the spreadsheet that is sent to the Fund Accountant to enter into Infinite Visions.

Before it is sent the following must be done: In the new worksheet, delete the first 2 lines (Student Activities Interest for line and a

blank one) so that only the description line and the individual entries remain Look at it in the Print Preview screen so that all the columns are on one page and the

gridlines show. If they do not, under the page setup button, make the adjustments. There is no need to print this spreadsheet because you already have the other one

(Interest Adj) to use-95-


Close out of the spreadsheet and email it to the Fund Accountant She/he will import it into Infinite Visions Once that is done the report needs to be printed for your files Log in to Infinite Visions General Ledger Reports Journal Transactions By Entry General Journal A pop up box appears and using the drop down arrow locate the entry Click OK The pop up box continues to appear so once the JE is on the screen click Close to close

the box Use the Print All Reports icon to print the report File-Close to close the screen If any transfers were done, the Accounts Payable Manager will have to create a warrant

and process those transfers just like any regular AP warrant Once that is done she will tell you that it is all set After the interest has been logged by you, the Fund Accountant has done her/his portion

and AP has done hers/his, you can print the reports to verify everything has been done Log in to Infinite Visions General Ledger Reports General Ledger Report Writer Go to Actions at the top of the page Select Print Report(s) The Print Reports screen appears Find the report names you wish to print (Agency Bank Account #1, Agency Breakdown

Acct #2 and Agency Interest Account #3) and click the “selected” box next to each You will have to do them individually because there is an error in the system and if you

try to view and print all three at the same time an error box appears and it completely throws you out of Infinite Visions

Enter the appropriate From and To dates Select the Print Trial Balance Report Click OK Print all 3 of these reports On the “Agency Bank Account #1” report, the “1088.0105” amount should equal the

Student Activities monthly spreadsheet (“Total” tab) using the “balance” line. The 1088.0100 amount on the report should be $0.00

The Agency Breakdown Acct #2 report should also equal the “Balance” line under the Total tab in the Student Activities monthly spreadsheet

If it does, print 2 copies of the Total worksheet One copy goes to the Assistant Superintendent for Business The other copy is kept for your records The Agency Interest Account #3 report “fund total” should be $0.00. Again, this is an

in/out account to first record the interest and then it disperses the amounts to the individual schools based on their share in the savings/agency account.

Those 3 reports are stapled to the Total worksheet and filed in the Student Activities folder on the desk

-96-


Once all these step are complete, it is time to balance the bank statement in Infinite Visions

Log in to Infinite Visions General Ledger Banking Bank Statements Under Bank Account use the drop down arrow to select the correct MSB account Apply Selection Click the “*” add button Verify the Bank Account is correct Enter Ending Date according to bank statement (usually last Friday of month) Enter Beginning Balance Enter Ending Balance There is a difference in the amounts to verify Go to Actions at the top of the box Select Outstanding Deposits All deposits that were done at the bank and the interest deposit are listed Click Actions Select All to check all deposits Click OK It brings you back to the Add Bank Statement Detail box Verify Difference box is “$0.00” If it is not, find the error and correct it If it is correct, click OK Go to Actions and the top of the page Select Reconcile Statement Uncheck every box except the Bank Reconciliation Report Click OK A new page opens at the bottom of the screen Click on the report to view The Variance should read $50,009.27 (this is the amount of the CD) & is ok File Close the report Go back to Actions Select Reconcile Statement Make sure all boxes are checked Click OK A pop up screen appears stating there are no outstanding other disbursements for this

bank Click OK Another pop up screen appears stating there are no outstanding deposits for this bank Click OK Another pop up screen appears stating there are no outstanding checks for this bank Click OK A final pop up screen appears stating that the deposit is not in balance due to the

$50,009.27 variance Click OK to close the statement The reports appear on the bottom of the screen-click it open Click the Print All Reports icon at the top of the screen File – Close the reports page

-97-


Pick up the reports from the printer in the kitchen & put with the bank statement Log into Excel Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the “FYXX Student Activities Bank Reconciliation” file Locate the correct month’s tab on the bottom of the report Using the current month Student Activities spreadsheet-totals page enter the amount of

the deposits, interest and checks on the “per bank” side of the reconciliation spreadsheet (because it is a savings account the bank does not break these amounts down and if your balances agree, it is easier to use the spreadsheet you’ve been working in all month)

Make sure the “Ending Balance” amount on the bank side equals the bank statement and the monthly Student Activities total page

On the Per GL side, using the report “Agency Bank Account #1” that was printed when the account was balanced to the bank statement initially, enter the ending amount under the 1088.0105 section in the appropriate box.

This will make the “adjusted total” amounts on each side balance. If it does not, you will need to figure out where the error is (at this point is should

balance because everything has been done to ensure that it is balanced) After it is balanced, using the “Agency Breakdown Acct #2” report, enter the amounts

per school in the section below according to the fund account listed. That report balances to the Student Activities spreadsheet-totals page and will equal the

two “adjusted total” amounts above Once everything is entered and balanced, print the spreadsheet Attach the spreadsheet to the bank statement and the Infinite Visions bank statement

reports File in the top drawer of the desk with the rest of the bank statements After the bank statement is balanced and filed, remove all of the deposit and transfer

paperwork along with the “Total” worksheet and corresponding reports and file them in the top drawer of the gray filing cabinet in its own hanging file folder in front of the treasury hanging file folder for the corresponding month.

Student Activities Request for Transfer of Funds

When funds are low in the individual school’s student activity checking account, the secretary/bookkeeper will send either an email or written request of deposit to the Assistant Treasurer.

Along with the request is a current copy of the checkbook register/spreadsheet verifying funds are needed.

If it is an email request, print the email and attached spreadsheet Before transferring funds, verify there is enough money in the school’s account to

transfer the amount requested Do this by locating the current month Student Activities spreadsheet Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Locate the “SA xx.xx” excel spreadsheet and open it

-98-


Go to the last tab called “Totals” and under the correct school’s column, review the ending balance to ensure enough funds are available to do the transfer

Once verified log on to the Monson Savings Bank website using Internet Explorer https://monsonsavingsbusns.btbanking.com/onlineserv/CM/

Enter company name, company password, user name and user password Click Submit You will be directed to the Main Menu Click the Payments & Transfers tab at the top of the page Click Add Transfer In the “From Account” use the drop down box to select the “Flex Statement Savings”

account In the “To Account” use the drop down box to select the school requesting the transfer Enter the amount requested The system automatically defaults to today’s date. If this is correct move to the next box

and if that is not the date to use, enter a new date In the “Transfer Memo” box enter a description of the transfer. I use “Replenish XX SA

checking account” to denote which school is receiving the transferred funds Click Add The Transaction will show at the bottom of the screen Go to File and Print to print a copy of that screen for your records Click Submit A pop-up window appears asking if you wish to process the transfer Click Submit On the Account Transfer Confirmation screen, click on the 2 “+” signs to view all of the

transfer information and balances Go to File and Print to print a copy of that screen for your records Log Out of the bank website and close the tab Scan the 2 reports to the school secretary that requested the transfer Scan badge on side of copier Load pages into top feeder Click the “Scan” button when it appears on the screen Click the “Mail” button when it appears on the screen (this will send it directly to the


to locate it using the description you type in next Click on the user name box Click on the “delete all” button Type in the recipients’ email address Click OK Click on the subject box Click on the “delete all” button Type in “Transfer request complete” or something that notifies the recipient as to what

the email is in regards to Click OK Click on the √ Next button Click on the second √ Next button Click on Scan Once complete, click on the √ Done button Click Logout

-99-

https://monsonsavingsbusns.btbanking.com/onlineserv/CM/


The transfer now needs to be recorded in the current fiscal year/month Student Activities spreadsheet.

Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Open the Student Activities file called “SA mm.yy” Find the correct “TFR” tab that has the prepopulated G/L account number and

description and enter the date and amount Label the tab with the date of the transfer and leave the “(TFR)” next to it Relocate the tab (drag and drop) according to the date so that the file has sequential order

from first to last transactions Print 2 copies of the spreadsheet Go to the last tab called “Total” and under the Transfers section, record the date and

amount in the appropriate columns One copy goes to Accounts Payable Second copy needs to first be recorded in Infinite Visions before filing. Log in to Infinite Visions to enter the transfer as an Invoice Double click on “Purchasing and Payables” Click on the “+” next to Payable Double click on Invoice Processing Click the “+” button to add a record In the Vendor box type in caps “ELECTRONIC PAYMENTS” In the Invoice # box enter the school initials, month and year (ex MRHS0215) In the Date box, enter the date of the transfer In the Group ID box type “SAW” (student activities warrant) In the Due Date box enter the last week day of the month and if it ends on a weekend, the

last Friday of the month that the transfer occurred In the Invoice box, enter the amount of the transfer In the Description box, enter something that denotes the transfer. I usually enter “Fund

MRHS SA checking account” (or correct school) to distinguish the entry In the Qty box enter “1” In the Unit Price box enter the amount of the transfer In the Account box enter the G/L account that corresponds to the school (ex MRHS is

1087-0000-00-000-00-0-0-00). Once you type the first 4 digits it will populate the rest with zeros because that is the first account number for almost every GL account. The Chart of Accounts book is located on the bookshelf behind the desk. The student activities fund account numbers range from 1080-1087 for the schools.

Click OK A Budget Balance Warning pop up screen may appear warning that the amount is over

budget and since this is not a budgeted amount, click OK The next pop up screen appears asking if you wish to clear the screen before entering the

next invoice. Click Yes or No Enter another transfer if there is one If not, click Cancel The entry you made appears on the screen File, Close to go back to the Main Menu Staple together the excel transfer form and the 2 reports from the bank

-100-


File them in the Student Activities “Current Month JE” folder on the desk

Student Activities Stop Payments

The school secretary or bookkeeper will notify the Assistant Treasurer via email or telephone call that a check needs to have a stop payment placed on it

You will need to make sure the check has not been cashed as of the effective date of the stop payment

Log on to the Monson Savings Bank website using Internet Explorer https://monsonsavingsbusns.btbanking.com/onlineserv/CM/

Enter company name, company password, user name and user password Click Log In You will be directed to the Main Menu Click the Account Activities and Reporting tab at the top of the page Select the school for which the check needs the stop payment In the date range, enter the date of the last statement in the “From” box and today’s date

in the “To” box Click Submit On the screen you will get a list of all of the transactions that have taken place since the

last bank statement If you do not see the check as being cashed, the stop payment can be initiated Go back to the Account Activities and Reporting tab at the top of the page Hover over the tab so that you can select Add Stop Payment Verify the Contact information on top is correct Enter all of the requested information for the stop payment Click Add Go to File and Print to print a copy of that screen for your records Log Out of the bank website and close the tab Scan the report to the school secretary that requested the stop payment Scan badge on side of copier Load pages into top feeder Click the “Scan” button when it appears on the screen Click the “Mail” button when it appears on the screen (this will send it directly to the


to locate it using the description you type in next Click on the user name box Click on the “delete all” button Type in the recipients’ email address Click OK Click on the subject box Click on the “delete all” button Type in “stop payment request complete” or something that notifies the recipient as to

what the email is in regards to Click OK Click on the √ Next button Click on the second √ Next button Click on Scan Once complete, click on the √ Done button

-101-

https://monsonsavingsbusns.btbanking.com/onlineserv/CM/


Click Logout File the report in school’s bank statement file in the lower desk drawer

Payroll Warrants

Posting Warrant Totals and Tax Checks: The warrants and corresponding checks will be given to you from the Payroll Manager

after every payroll has been processed See the Instructions for handling the FieldEddy checks See the instructions for wiring HWEA’s payment through PeoplesBank Open a Microsoft Excel spreadsheet Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Open the Treasurer’s Report file called “TR mm.yy” Go to the last tab – Ledger Scroll to the bottom of the page and locate the Payroll Warrant section In the first column, enter the date of the payroll In the Payroll column (E), add up both warrants (as negative amounts) Make sure the bottom figure does not fall before $380,000 with the payment of the

warrant If it is, you will need to transfer funds from the PeoplesBank Money Market account

*3622 in to the Treasury account If it is ok, staple the warrants together and file the warrants in the back of the Treasurer’s

file on the desk with the rest of the monthly deposits and back-up Those deposits and reports stay in the file until every account has been verified, balanced

and the bank reconciliations have been done. Then they move to the gray filing cabinet with the other files

Gather the PeoplesBank ACH Transmittal Fax sheet, the confirmation report showing it went through to the bank, the report from PeoplesBank showing the ACHs were processed by the Payroll Manager and the 3 checks (MA taxes, 941 taxes and direct deposit), paperclip them all together and file them in the front of the Quarterly Taxes folder that is on the desk.

Those checks will stay there until the next quarter reporting period occurs.

Wiring Payment to HWEA: Must be filed after every payroll Information is given to you from the Payroll Manager Log on to PeoplesBank using the following address: https://secure10.onlineaccess1.com/PeoplesBankOnline_35/Authentication/Login.aspx Enter Login ID and Password Click OK Select the Last 4 digits of the telephone number you want to receive your access code

pass When the bank calls, answer the phone, say hello and press one to get the code and enter

it into the Secure Access Code box Click Submit Select “Wire Transfer” from the left hand side column

-102-

https://secure10.onlineaccess1.com/PeoplesBankOnline_35/Authentication/Login.aspx


Select the Recipient “HW Education Association” from the dropdown box Enter payment amount from the check provided by Payroll Enter the payroll date to wire the funds Enter the description using “pay period ##” as indicated on the deduction check Click Submit A box appears so that you can verify the information you entered. If it is ok, click on

Approve. Another box appears asking if you are sure and say Yes. It will then ask you for a security code which you will get using the little black “Symantec VIP” unit found in the top drawer of my desk. Click the power button and after a few seconds, a 6 digit numeric code will appear on the display. Use that code and enter it on to the screen and click OK

A box appear showing the wire Double click on it Hit the printer icon to print the report Sign Off Put the report with the check and wait for a member of the PeoplesBank Cash

Management Team to call you and verify that you in fact initiated the wire, to whom and the amount

On the day the wire is sent, you will receive a Secured Email from PeoplesBank. Scroll down the email until you see “If clicking Open Message does not work, copy and

paste the link below into your Internet browser address bar” Right click that link https://bankatpeoples-secure.com/s/e? and “Open link in new tab” Enter email and password information and “Sign In” Click on the wire email Click on the attachment Select the program to open it with and click OK Print the form “Sign out” of the bank email and close the tab Staple together with the check and transaction detail report from the bank, 3-hole punch

it and put all of the papers in the current year Payroll Bank Statement binder on the bookshelf grouping it with the month the check payment corresponds with

FieldEddy Insurance Check Filing: The check will be given to you from the Payroll Manager after every payroll Verify the amount on the check equals the amount on the receipt of deposit attached to it. Three hole punch it and put the file in the current year Payroll Bank Statement binder on

the bookshelf grouping it with the month the check payment corresponds too When the payroll account bank statement comes in, verify that the correct amount was

deducted from our account under the Withdrawals and Debits section of the statement. It will say “External Withdrawal TASC TASC Flex Claim” as the description

If it is not correct, notify the Payroll Manager If it is correct, file the report

Mass Teachers’ Retirement System-Deduction Checks: Must be filed after every payroll Information is given to you from the Payroll Manager Log on to MA Teachers’ Retirement website using the following address: http://www.mass.gov/mtrs/ Click on the Employers tab at the top of the page

-103-

http://www.mass.gov/mtrs/

https://bankatpeoples-secure.com/s/e?


Click on MyTRS Employer sign-in on the right-hand side of the page Enter user name and password Click Log In Under the Employer Management section , select EFT Payments Click on the Pay Now tab at the top of the page Enter payment amount, Description (month & full year) and reporting period

(XX/XXXX) Click Continue A box will appear to ask you if you want to continue – click Finish Print the next page for your records File the online confirmation paper and the check in the corresponding Payroll Bank

Statement binder with the month the payment is being deducted Verify the correct amount was removed from the account when the bank statement

comes in

Accounts Payable Warrants

Posting Warrant Totals: The warrants for Food Service, Athletics and the General Fund will be given to you by

the Accounts Payable Manager after the warrant has been processed. Warrants are done according to the School Committee meeting schedule. These

meetings normally take place on the 2nd and last Tuesday of every month. There will be times when a check is needed out of schedule but you will be given a copy of the warrant to log on to the Treasurer’s monthly report

Open a Microsoft Excel spreadsheet Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Open the Treasurer’s Report file called “TR mm.yy” Go to the last tab – Ledger At the top of the page is a section for recording the Accounts Payable warrants In the first column, enter the date of the warrant In the Accounts Payable column (D), add up all warrants (as negative amounts) Make sure the bottom figure does not fall before $380,000 with the payment of the

warrant If it does, you will need to notify the Accounts Payable Manager that checks will need to

be held until a certain time. Timing of releasing A/P checks depends on many factors. You need to determine if

there is a payroll coming up that requires the use of the funds available first. Also, when town assessment payments as well as Chapter 70 payments are received. Usually the timing of payments will determine when you can have those checks released

However, around January of every year you will need to transfer funds from the PeoplesBank Money Market account *3622 in to the Treasury account because town assessment payment schedules usually skip the month of January yet bills still need to be paid.

If funds are available, first let the Accounts Payable Manager know that checks can be released.

-104-


Next, staple the warrants together and file them in the back of the Treasurer’s folder on the desk with the rest of the monthly deposits and back-up

Those deposits and reports stay in the file until every account has been verified, balanced and the bank reconciliations have been done. Then they move to the gray filing cabinet with the other files

Entering deposits into Infinite Visions

Log in to the system Double click on General Ledger Click on Banking Double Click Deposit Manager Select the bank you are depositing the funds into using the drop down arrow Click on Apply Selection Click * Add to add the deposit Enter the date Type a memo in the line Enter the total amount in the “check” box (you do not need to separate cash if you do not

wish to, it is not required) Enter the account numbers you wish to charge for each item you have to deposit On the same line as the “Description”, describe the item you are depositing Enter the amount When complete, click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to

continue?” and click “Yes” Print the “deposit ticket” and “journal entry” Enter additional deposits if needed Close out the deposit box when the last entry is complete and printed Staple and file the deposits together for the day

Voiding Deposits in Infinite Visions

First locate the deposit worksheet and paperwork that needs to be voided Open the Excel spreadsheet file (Treasury or Student Activities) that has the deposit that

needs to be voided Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Find the file and open it Locate the tab on the bottom that corresponds to the date of the deposit Open the tab Correct the account number that was entered incorrectly Print a new copy of the worksheet If it affects bank accounts, be sure to go to the “Ledger” tab and correct the error on that

worksheet as well Log in to the system

-105-


Double click on General Ledger Click on Banking Double Click Deposit Manager Select the bank account from which the void must occur using the drop down arrow Click on Apply Selection Locate the deposit that needs to be voided Highlight the line Look to see if the deposit has been cleared If it has, you will have to reopen the bank account by going into Bank Statements, open

the bank account, click Apply Selection, locate the bank reconciliation in question, highlight the line, go to Actions, select Open Statement, double click on the line when it is open, locate the deposit and delete it so that it goes back to the “Outstanding Deposits” screen, click OK and get out, void the deposit, enter the correct one, go back into Bank Statements, open the bank account, open the statement, go to Actions, Outstanding Deposits, chek it off, Click OK and reconcile the statement again

If it has not been cleared, highlight the line and go to Actions at the top of the page Select Void Deposit The Void Deposit box appears Enter the date of the original deposit Enter a description reason for the void (wrong account, wrong back, etc) Click OK Open the Print tab on the bottom of your screen Print the Void Reports File – Close the Print Screen page Either stay on the bank account screen or go to the correct bank account the deposit was

supposed to be deposited Click * Add to add the deposit

PeoplesBank- Remote Depositing for Bank Accounts

Deposits are done daily or when the amount of checks warrant it Log on to PeoplesBank using the following address: https://secure10.onlineaccess1.com/PeoplesBankOnline_35/Authentication/Login.aspx Enter Login ID and Password Click OK Select the Last 4 digits of the telephone number you want to receive your access code


it into the Secure Access Code box Click Submit Select “Remote Deposit” from the left hand side column A new tab opens Click on Start PeoplesBank eDeposit A pop-up box appears asking if you would like to continue with the transaction Click OK The PeoplesBank Business eDeposit screen appears Click on Capture Items

-106-



In the Load Next Deposit box that appears enter the deposit number (you select), verify the correct account the deposit is to be sent to and the total amount of the deposit

Click Start Scan The Scan Control screen appears Load a few checks at a time into the Panini (to avoid jamming) on the desk near the

monitor-checks forward face and outward Watch the checks carefully to make sure they don’t stick together When all the checks are scanned for that deposit click “upload” on the top of the screen Click “Finished” when the Uploading Deposit pop-up screen comes up and is done

processing Continue these steps until all deposits are scanned, processed and entered After all deposits are entered and you are back to the PeoplesBank Business eDeposit

screen, click on Balance Items The screen shows the deposits scanned, amounts and if the checks are in balance or not. If they are not in balance, open the deposit by highlighting the gray button next to the

line and click “Select” This opens the deposit. On the left hand side are a list of the checks that were scanned.

Review each one to ensure the correct amount was captured. If it wasn’t, fix it until the red box turns green and the deposit is balanced. Click on the “Done” tab on the top of the page. Do this for all deposits if necessary.

When all deposits are balanced and you are back to the PeoplesBank Business eDeposit screen, click on “Transmit Deposits”

Select all the deposits (box next to each line) and click “Transmit” When they are transmitted, click “Exit” to get out of the screen Next select “Reports” on the PeoplesBank Business eDeposit screen Select one deposit at a time and click on the “Deposit Detail Report” Print that report for every deposit Next print the Deposit Status Report Finally, print the Deposit Transmission Report When they are all printed, Exit out of the reports screen Exit out of the PeoplesBank Business eDeposit screen Log out of the PeoplesBank eDeposit When completely finished with the banking, Sign Off of the PeoplesBank Cash

Management screen Gather reports from copier

PeoplesBank-Transferring Funds Between Accounts

There will come a time when you need to transfer funds between accounts to pay bills Open Internet Explorer Under Favorites, select PeoplesBank – Online Banking If that does not work, log on using the following address: https://secure10.onlineaccess1.com/PeoplesBankOnline_35/Authentication/Login.aspx Enter Login ID and Password Click OK Select the Last 4 digits of the telephone number you want to receive your access code

pass When the bank calls, answer the phone, say “hello” then press one to get the code and

enter it into the Secure Access Code box-107-



Click Submit On the main menu, under Transactions, select Funds Transfer The Transfer of Funds screen appears Using the drop down arrows select the From Account and To Account accounts Enter the Transfer Date Enter the Amount Enter a Description Scroll down to the bottom of the page and click Submit A pop up box appears asking if you are sure you want to submit that transaction Click OK You will be brought to the Online Activity screen Locate the transfer and double click on the transaction to view and print a copy Click on the printer icon in the top of the box On the printer screen, verify the correct printer and then click print Once it has printed, Close out of the Transaction Details screen Sign off from the bank when you are done File – Exit to close the webpage This transfer will need to be logged on to the monthly Treasurer’s Report (TR mm.yy) Open Microsoft Excel File - Open Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Open the Treasurer’s Report file called “TR mm.yy” Find the correct “TFR” tab that has the prepopulated G/L account numbers and

descriptions. If there is not one, use one of those tabs and enter the information Enter the deposit date and amount transferred Print the worksheet Relocate the tab (drag and drop) according to the date so that the worksheet is in

sequential order from first to last On the “Ledger”, scroll to the bottom of the page and locate the Transfer lines On the first available line, enter the date in the first column Tab across the worksheet until you come to the account that the money came out of and

enter the amount as a negative number Tab across again until you locate the account the money was transferred in to and enter

the amount as a positive Now you need to record the entry into the accounting system Log in to Infinite Visions Double click on General Ledger Click on Banking Double Click Deposit Manager Select the bank account that the money is going in to using the drop down arrow Click on Apply Selection Click * Add to add the deposit Enter the date Type “Transfer Funds” in the memo line Enter the total amount in the “check” box (you do not need to separate cash if you do not

wish to, it is not required)-108-


Enter the account number of the bank account that the money was transferred out of as indicated on the worksheet

On the same line as the “Description”, enter Transfer of Funds Enter the amount When complete, click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to

continue?” and click “Yes” Print the “deposit ticket” and “journal entry” using the “print all” icon File – Close to close the print screen Close out the deposit box when the last entry is complete using Cancel Staple the worksheet, the Transaction Details report from PeoplesBank and the 2 reports

from Infinite Visions together and file them in the Treasury folder on the desk

PeoplesBank-Verification of Checks

Vendor will contact Accounts Payable (or you if the AP Manager is away) and say they didn’t receive their payment

Accounts Payable (or you) will go into Infinite Visions and see if a check was issued and subsequently cashed or not

Employees will contact Payroll (or you) when they have misplaced a check as well Log in to Infinite Visions Double click on General Ledger Click on Check Manager Using the dropdown arrow, select the appropriate bank account Apply Selection Enter the Payee Name Apply Selection (to narrow down the list) All checks that have been issued to this vendor will appear See if the check was issued, if so was it cashed? This screen will tell you If it wasn’t issued then AP must contact the staff member who placed the order and go

from there If it was cashed, contact the vendor and let them know (sometimes they request a copy of

the front and bank to find their error) If it was not cashed, you will have to see if it has been since the last bank statement was

balanced and before AP voids it to reissue a new one Log on to PeoplesBank using the following address: https://secure10.onlineaccess1.com/PeoplesBankOnline_35/Authentication/Login.aspx Enter Login ID and Password Click OK Select the Last 4 digits of the telephone number you want to receive your access code


enter it into the Secure Access Code box Click Submit On the main menu, locate the account the check was processed from and double click on

it Under Search, use the drop down arrow to select the option you wish to use in order to

locate the check (I use the single check option to look up a check)-109-



Enter the check # in the appropriate box Click Submit If the check was not cashed, it will tell you there are not items to display If the check was cashed, it will display the check and when it was cashed If you need to print the check, select the front and back options and print both sides using

the printer icon “X” out of the page Sign off from the bank when you are done

PeoplesBank-Issuing Stop Payments on Checks Instructions

There will come a time when a vendor or employee will contact Accounts Payable, Payroll (or you if they are away) and say they lost their check or never received it

Accounts Payable, Payroll (or you) will go into Infinite Visions and see if a check was issued and subsequently cashed or not

Log in to Infinite Visions Double click on General Ledger Click on Check Manager Using the dropdown arrow, select the appropriate bank account Apply Selection Enter the Payee Name If you know the approximate date range when the check was or should have been issued,

you can enter those dates to narrow the selection Apply Selection All checks that have been issued to this vendor will appear See if the check was issued, if so was it cashed? This screen will tell you If it wasn’t issued then AP or Payroll must do what they need to do and go from there If it was cashed, contact the vendor/employee and let them know (sometimes they

request a copy of the front and bank to find their error) If it was not cashed, you will have to see if it has been since the last bank statement was

balanced and before AP voids it to reissue a new one Log on to PeoplesBank using the following address: https://secure10.onlineaccess1.com/PeoplesBankOnline_35/Authentication/Login.aspx Enter Login ID and Password Click OK Select the Last 4 digits of the telephone number you want to receive your access code


enter it into the Secure Access Code box Click Submit On the main menu, locate the account the check was processed from and double click on

it Under Search, use the drop down arrow to select the option you wish to use in order to

locate the check (I use the single check option to look up a check) Enter the check # in the appropriate box Click Submit If the check was cashed, it will display the check and when it was cashed

-110-



If you need to print the check, select the front and back options and print both sides using the printer icon

If the check was not cashed, it will tell you there are not items to display and you need to void it

Go back to the Home page On the left side of the screen, click on Stop Payment Using the drop down arrow and select the appropriate account Enter a comment (lost check, never received, etc) Enter the check # Enter the Payee name Enter the Amount Click Submit A pop-up screen appears asking are you sure you wish to submit the transaction Click Ok The Submit Transaction screen opens Verify the information you entered is correct Click Approve A second pop-up screen appears asking are you sure you wish to submit the transaction Click Ok The Online Activity screen appears showing the processing of the transaction Double click anywhere on the transaction to view and print it Click the printer icon The Printer box appears Select the MP6001 printer (black & white in the kitchen) Click Print Once it is printed, click Close at the top of the box Repeat this process if more than one check is to be stopped at this time Sign off from the bank when you are done Take the Stop Payment Reports from the bank and attach it to the Void Reports that AP

or Payroll give you and file them in the appropriate FYxx Bank Statement binder on the book shelf (3-hole punch them first)

Keep the reports with the bank statement month that you posted the stop payment (look at the Void Date on the Infinite Visions report for verification

Wiring Bond Payments through PeoplesBank

Must be paid according to the invoices received by the various banks who hold the Bonds Log on to PeoplesBank using the following address: https://secure10.onlineaccess1.com/PeoplesBankOnline_35/Authentication/Login.aspx Enter Login ID and Password Click OK Select the Last 4 digits of the telephone number you want to receive your access code


it into the appropriate box Click OK Select “Wire Transfer” from the left hand side column Select the appropriate bank Recipient from the dropdown box

-111-



Enter payment amount from the invoice Enter the payment date due according to the invoice Enter the description (account #, etc) as indicated on the invoice Click Submit A box appear so that you can verify the information you entered. If it is ok, click on

Approve. Another box appears asking if you are sure and say Yes. It will then ask you for a security code which you will get using the little black “Symantec VIP” computerized unit found in the top drawer of my desk. Click the power button and after a few seconds, a 6 digit numeric code will appear on the display. Use that code and enter it on to the screen and click OK

A box appear showing the wire Double click on it Hit the printer icon to print 2 copies of the report Sign Off On the day the wire is sent, you will receive a Secured Email from PeoplesBank. Scroll down the email until you see “If clicking Open Message does not work, copy and

paste the link below into your Internet browser address bar” Right click that link https://bankatpeoples-secure.com/s/e? and “Open link in new tab” Enter email and password information and “Sign In” Click on the wire email Click on the attachment Select the program to open it with and click OK Print 2 copies of the form “Sign out” of the bank email and close the tab Take a copy of that report, an invoice copy and copy of the journal entry made in the

monthly excel spreadsheet and file it in the appropriate bond folder in the top drawer of the black filing cabinet

Take the other copy, the invoice and a copy of the journal entry and file it in the monthly “treasury account” manila folder located on the desk

Recording Food Service Deposits & Bank Verification

You must track monthly Food Service deposits in various formats. Each school sends their lunch deposits via interoffice mail on a daily basis (day behind) Also, parents have the option to pay online through My School Bucks and these deposits

are posted directly to the Food Service bank account at PeoplesBank Lunch deposits sent by the schools are tracked using an Excel spreadsheet Every month a new spreadsheet needs to be created Open Microsoft Excel Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Double click on the current fiscal year Food Service folder Side note - In June create a new folder in the next Fiscal Year You will also need to create a new HWRSD Bank Deposit Log spreadsheet as well. Open the current month spreadsheet (Mar 2015) File – Save As and rename it (Apr 2015)

-112-



Each tab is to represent a school, plus a special income and totals tabs are to be included Starting on the first tab (MRHS), delete all of the days and amounts in the first 2 columns

(be sure to NOT delete the total at the bottom of the page) Using the school calendar, enter the days school is in session for the month in the first

column. Highlight all of the dates in the first column and the next 2 blank columns (A-C) Either right click and select Copy or go to the top of the page and select Copy Move to the next tab (TWB) Place your cursor in the first “date” box in that worksheet and either right click and hit

Paste or go to the top of the page and select Paste (this copies the dates from the first tab and deletes the amounts and misc. notes from the prior month

Do this for the rest of the tabs up through Special Income (when you get to that tab, press the Enter key on the keyboard so it takes the selection out of “Paste” mode

Highlight just the dates in that tab, right click and copy or go to the top of the page and select Copy

Move to the Totals tab and put your cursor in the first “date” box and either right click and Paste the new dates or go to the top of the page and select Paste (since this worksheet contains all of the formulas, you do not want to delete them)

Save the file When the schools send the deposit bags in a sealed bank bag, remove the top tab from

each bag, label it with the date, total amount of the deposit and school name (anywhere on that tab).

If you need to order more bags, email both Dave Thibault and Joe Fimognari at PeoplesBank and they will send (or hand deliver) more to you.

Using those tabs, enter the amounts into the appropriate tabs in the Excel spreadsheet. The Food Service Clerical worker for the District is located at MRHS and is responsible

for their daily deposits. She will bring you that deposit every day by 3:00pm. You will do the same thing with the top tab, enter the amounts onto the MRHS tab and

put the deposit bag with the others Save File and close the spreadsheet Prepare deposit bags for courier pick-up Courier Express comes on Tuesday, Wednesday and Friday afternoon between 3:00 and

3:30pm each week to pick up these deposits and any cash deposits for PeoplesBank accounts only. During vacation week and summer, there is no courier service so any deposits must be brought to the East Longmeadow branch to be deposited. On days there is no pick-up, the bags must be locked up in the black filing cabinet.

When the courier arrives, you will count the deposits in front of him and he will log that number on their delivery ticket and give you the pink copy to hold on to with the top tabs from the deposit bags.

On the day after the deposits are verified and deposited by the bank, you will receive a Secured Email from the branch head teller with the deposit log attached.

Open the email and scroll down until you see “If clicking Open Message does not work, copy and paste the link below into your Internet browser address bar”

Right click that link https://bankatpeoples-secure.com/s/e? and “Open link in new tab” Enter email and password information and “Sign In” Click on the spreadsheet email Click on the attachment Select the program to open it with and click OK Click on the Enable Editing tab highlighted in yellow at the top of the spreadsheet

-113-



Open a new Microsoft Excel spreadsheet Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Double click on the current fiscal year Food Service folder Double click on the current fiscal year “Hampden.Wilbraham Bank Deposit Log” file to

open it Go back into the bank’s spreadsheet, if there are any Treasury deposits on the log, delete

them first (they are not counted on this log). Next, highlight only the rows with the food service deposits (from the Deposit column to the Amount column) and copy and paste them into the “Hampden.Wilbraham Bank Deposit Log” file. If there was an error in one of the deposits and there is a note included in the file, copy the note information as well so that Julie can see the error.

Update the color in the “Date” column so that one color is used to separate the monthly deposits because this file is used for the entire fiscal year (plus it’s easier when summing the amounts every month).

In the first empty row in the “Amount” column, auto sum the rows for the entire month. If you haven’t opened the monthly Food Service spreadsheet (Mar 2015), open it now. The total amount on the Bank Log must equal the Total tab on your Food Service

monthly spreadsheet (Mar 2015). If it does not, you need to determine where the error is and correct it. First, check the tabs you took off the deposit bags to see if the amount you entered was

incorrect or if the total on the tab varies from the bank deposit log. If there was an addition error by one of the school’s Food Service Managers, the bank

will put a note on the spreadsheet they send telling you about the error and revise the deposit and you will have to do the same on the monthly deposit spreadsheet under the appropriate school.

If there is no note and a discrepancy still exists between the amounts, you will need to log on to the PeoplesBank website https://secure10.onlineaccess1.com/PeoplesBankOnline_35/Authentication/Login.aspx to view deposits in the Food Service account. This will determine which amount is incorrect and therefore, which spreadsheet will need to be corrected.

Enter Login ID and Password Click OK Select the Last 4 digits of the telephone number you want to receive your access code


enter it into the Secure Access Code box Click Submit In the center of the page, locate the Food Service account and double click on the name Locate the deposit in question and verify the amount. Correct the spreadsheet that contains the error and compare the total amounts on each

again. Once everything is verified and the total is correct, delete the total off of the

“Hampden.Wilbraham Bank Deposit Log”, save it and then email it as an attachment to Julie Dougal and Dawn Barillaro in the Food Service Department (label the email description “deposits” so they are aware of what it is regarding

-114-



Throw away the courier’s pink delivery ticket and the top tabs of the bags because you no longer need to keep them once everything has been verified.

Remember to log deposits daily even though the courier might not pick up the deposits that day

Food Service – Recording End of Month Deposits Instructions

Once you have all of the totals (monthly food service deposits from the schools, and the MySchoolBucks amounts) you will need to enter them into the monthly Treasurer’s deposit report and then Infinite Visions

Print the spreadsheet first (this can be attached to the Food Service bank statement when it comes in)

Open a new Microsoft Excel spreadsheet Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Open the Treasurer’s Report file called “TR mm.yy” On the “Ledger” tab, scroll to the middle of the page and locate empty lines to enter the

deposits. Enter the date (last day of the month) in the first column, the school deposits are

categorized as a “regular” deposit and the amount goes in the Food Service-PeoplesBank column

On the next available line, enter the date (last day of the month) in the first column, the MySchoolBucks deposits are categorized as an EFT deposit and that total amount also goes in the Food Service-PeoplesBank column

Next, locate the (FS) tab next to the (ZBA) tab and enter the school’s deposits on that worksheet. The Special Income deposits are broken out from the regular deposits and entered separately and the total amount of all of the schools combined is entered in the top box of the debit column

Print the worksheet Next, locate a MySchoolBucks FS tab and enter the total amount of both deposit types

from the MySchoolBucks report Print the worksheet Post the deposits in Infinite Visions General Ledger Banking Deposit Manager Select PeoplesBank Food Service using the drop down arrow Click on Apply Selection Click * Add to add the deposit Enter the last day of the month Type a memo in the line (for the MySchoolBucks total I use mm/yy MySchoolBucks

online deposits and for the school deposits I use mm/yy Food Service Deposits – make sure to log these deposits individually)

Enter the total amount in the “check” box Enter the account number associated with the deposit form (2701-0400 for both)

-115-


In the “Description” box next to the account description, enter information to describe the deposit (same as the memo line description)

Enter the amount You do not need to enter anything in the Receipt/Reference tab When complete, click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to

continue?” and click “Yes” Print the “deposit ticket” and “journal entry” Staple the worksheet, MySchoolBucks report and the 2 Infinite Visions reports together

and file in the Treasury Account folder on the desk Repeat the steps for the second worksheet deposit Close the Deposit box File – Close the Deposit Manager to go back to the main menu Staple the worksheet, the monthly Food Service deposits report and the 2 Infinite Visions

reports together and file in the Treasury Account folder on the desk

Meals Tax Payments from Food Service

Must be filed before the 20th of the month for lunch sales from the prior month Information is given to you from the Food Service Director Log on to MA DOR Webfile for Business using the following address:

https://wfb.dor.state.ma.us/webfile/business/Public/Webforms/Login/Login.aspx Click on “File, Pay or Amend Returns” Select “Sales Tax on Meals & Beverages – Seasonal” Choose the month for which you are reporting sales, hit “Start” File in the boxes using the information provided by the Food Service Director File form Print verification Select Bank Account and date to have amount deducted from that account Print verification Submit Log out

PeoplesBank-Treasury/Sweep Bank Reconciliations

Log in to Infinite Visions General Ledger Banking Bank Statements Under Bank Account use the drop down arrow to select the PeoplesBank-Treasury

account Apply Selection Click the “*” add button Verify the Bank Account is correct Enter Ending Date according to bank statement (usually last Friday of month) Enter Beginning Balance (fixed compensating balance amount) Enter Ending Balance (same as beginning balance amount)

-116-

https://wfb.dor.state.ma.us/webfile/business/Public/Webforms/Login/Login.aspx


There is no difference but you have to complete the reconciliation Go to Actions at the top of the box Select Outstanding Deposits All deposits that were posted in Infinite Visions are listed (including interest) Go to Actions Select All OK The amount that now appears on the “Add bank Statement Detail” screen should equal

the amount of “deposits” on the Treasury Account bank statement PLUS the interest amount on the Sweep Account bank statement

If it does not, you must find the error(s) and fix them before continuing If it does, go to Actions Adjustments Enter as a negative amount the amount of interest from the Sweep account Leave the date as is (statement date) Enter “Transfer interest to sweep account” for your reference Click OK This reduces the variance amount which should now equal your actual total deposits

amount in the Treasury account Go back to Actions Adjustments Enter as a negative amount the total deposits from the Treasury account Leave the date as is (statement date) Enter “Transfer deposits to sweep account” for your reference Click OK This reduces the Variance to $0.00 Click OK Now you are on the main bank statement page for the Treasury account Go to Actions and the top of the page Select Reconcile Statement Uncheck every box except the Bank Reconciliation Report Click OK A new page opens at the bottom of the screen Click on the report to view The $380,000 compensating balance amount is the difference between the Ending

Balance per GL amount and the Variance amount File Close the report Go back to Actions Select Reconcile Statement Make sure all boxes are checked Click OK A pop up screen appears stating there are no outstanding other disbursements for this

bank Click OK Another pop up screen appears stating there are no outstanding deposits for this bank Click OK Another pop up screen appears stating there are no outstanding checks for this bank Click OK

-117-


A final pop up screen appears stating that the deposit is not in balance due to the variance amount

Click OK to close the statement The reports appear on the bottom of the screen-click it open Click the Print All Reports icon at the top of the screen File – Close the reports page once they have been printed Pick up the reports from the printer in the kitchen & put with the bank statement Once you have also reconciled the AP and Payroll Bank Statements you need to verify

that all accounts balance together (AP and Payroll are ZBA accounts and money only sweeps in and out of them when called for)

Open Microsoft Excel File - Open Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the “FYxx PeoplesBank Statement Reconciliation” spreadsheet Also have in front of you the Trial Balance-Treasury Accts reports from Infinite Visions

in order to enter information on to this spreadsheet as well On the left side of the report under the “Per GL”, enter the amount in the PeoplesBank

Treasury account (1010-0101) We are also in possession of a CD that belongs to the Town of Wilbraham that contains

monies paid for the Stony Hill/Mile Tree bonds and every year in February we extract a certain amount of money and use it to pay a portion of the April bond payment that Wilbraham is responsible to pay. This amount needs to be removed from the amount in Treasury in order to balance the statements because the CD is separate from the Treasury at the bank but not our records

Enter that amount as a negative on the line below the Treasury amount On the other side, the “Per Bank” amount was last month’s ending balance Enter the amount of deposits according to the Treasury Account bank statement In the “Transfer/checks/misc” box, using the AP and Payroll bank statement amounts,

add those amounts together as negative amounts Enter the interest amount from the Sweep Account bank statement The ending balance will equal the combined ending balances on the Treasury and Sweep

account bank statements. If it does not, then you must find the error(s) and fix them After you have verified the ending balance equals the bank statements, enter the

outstanding check amounts for Payroll and Accounts Payable on the lines below the ending balance amount (using negative amounts).

You find these amounts on their prospective Bank Reconciliation Reports from Infinite Visions (Less Outstanding Checks)

Once those amount have been entered, the Adjusted Total amounts on both sides of the worksheet must balance and there will be no variance

If everything is ok, print 3 copies of the worksheet. One copy goes with the Treasury bank statement, one with Accounts Payable and the last

one goes with Payroll Staple together the Treasury Account bank statement, the Bank Reconciliation Reports

from Infinite Visions and the copy of the combined bank reconciliation excel worksheet Staple the pages of the Sweep Account Bank Statement together

-118-


File both bank statements in the top drawer of the desk in the Peoples – Treasury Account folder for the current fiscal year

PeoplesBank- Accounts Payable Bank Reconciliations

Log in to Infinite Visions General Ledger Banking Bank Statements Under Bank Account use the drop down arrow to select the PeoplesBank-Accounts

Payable account Apply Selection Click the “*” add button Verify the Bank Account is correct Enter Ending Date according to bank statement (usually last Friday of month) Enter Beginning Balance (ZBA account so amount is $0.00) Enter Ending Balance (ZBA account so amount is $0.00) There is no difference but you have to complete the reconciliation Go to Actions at the top of the box Select Outstanding Checks Highlight the Number column, right click on it and sort Ascending to make sure all

checks are listed from oldest to newest like the bank statement does Next check off any payments under the Withdrawals/Debits section of the bank statement

first-making sure that the amounts match (electronic wires/payments) Once you’ve finished checking those payments, move to the Checks section and check

off all checks that have cleared the bank Once all have been selected, click OK Make sure the Difference amount in Infinite Visions matches the Withdrawals amount on

the bank statement If not, you must locate the error and take necessary steps to fix it If you selected checks that did not yet clear, you can highlight the incorrect check row

and hit the Delete key on your keyboard The system will ask you if you are sure that you want to remove the selected row Click Yes This will only move that check back to the Outstanding Checks listing If your reconciliation balances to the bank statement, go to Actions Adjustments Enter as a positive number the total amount of the cleared checks Leave the date as is (statement date) Do NOT check the Post to GL box (you have already made these entries in the system) Enter “Transfer to sweep account” for your reference Click OK This reduces the variance amount to $0.00 Click OK to close the Add Bank Statement Detail box Now you are on the main bank statement page for the Accounts Payable account Go to Actions and the top of the page Select Reconcile Statement Uncheck every box except the Bank Reconciliation Report

-119-


Click OK A new page opens at the bottom of the screen Click on the report to view Take the variance amount, subtract it from the Ending Balance per GL amount and the

difference between the two will equal the “Less Outstanding Checks” Amount (at this point because all errors have been fixed/corrected/adjusted)

File Close the report Go back to Actions Select Reconcile Statement Make sure all boxes are checked Click OK A pop up screen appears stating there are no outstanding other disbursements for this

bank Click OK Another pop up screen appears stating there are no outstanding deposits for this bank Click OK A final pop up screen appears stating that the deposit is not in balance due to the variance

amount Click OK to close the statement The reports appear on the bottom of the screen-click it open Click the Print All Reports icon at the top of the screen File – Close the reports page once they have been printed Pick up the reports from the printer in the kitchen & put with the bank statement Hold bank statement/reports until the Payroll and Treasury Bank Statements have been

reconciled as well. Review Treasury instructions for further information.

Reviewing Outstanding Checks Listing after Bank Reconciliation is Completed If employees have an outstanding check on this list and they have a District email

account, send them an email and cc the Accounts Payable Manager telling them they were issued a check and they need to cash it

If people or companies on this list have outstanding checks 2 months old or later, a letter is sent to them

Open Microsoft Word File – Open Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Locate the “Outstanding Payables” letter Log in to Infinite Visions to get the address(es) Double click on Purchasing and Payables Click on Vendors Double click on Vendor Maintenance Enter the person’s name-last name first or company name (once it has been selected) Apply Selection Double click on the arrow button near the name to open the screen Copy the name and address information into the letter Click Cancel to close the box in Infinite Visions Highlight the mailing address

-120-


Go to the Mailings tab at the top of the page Click on the Envelopes icon Make sure a District envelope is in the bypass tray of the copier in the kitchen Click Print Remove the highlight by clicking anywhere in the document File – Print Change the printer using the drop down arrow and select “Follow youBW on

Equitrac” Click Print You will receive a notification in the bottom right corner of the screen saying the

document went to the copier Locate District letterhead (bottom right drawer of desk or more in closet) Go to the copier in the kitchen Scan your badge on side of copier Click the “Follow You Printing” button when it appears on the screen Load letterhead into the top 8 ½ x 11” drawer-right side, face down-top of the page

facing the wall Select the letter you sent to the copier Select Print The letter will print Sign the letter Make a copy of the letter Logout of the copier Mail the original to the employee/vendor and file a copy in the current fiscal year

payroll bank statement binder on the book shelf-front side pocket On the Outstanding Check Listing report from Infinite Visions, document whether

you have sent an email to the employee or sent a letter to the vendor/person, include the date and make a copy of that page

Give the copy to Accounts Payable so that she/he is aware of the situation because the letter and/or email states to contact Accounts Payable if a new check is required.

After a month has gone by and you’ve balanced another bank statement and the employee still hasn’t cashed the check, send a 2nd email as a reminder.

After a month has gone by and you’ve balanced another bank statement and the vendor/person still hasn’t cashed the check, make a copy of the copied letter and in handwriting write the date and 2nd Notice on the top of the letter and send it again.

If the check remains uncashed after the second attempt, have Accounts Payable call the vendor to find out the reason the check hasn’t been cashed

If they are referees, send an email to the Athletics Secretary and have her call or email the person

Once the bank statement has been reconciled fully (with Treasury and Payroll) file the bank statement, Infinite Visions reports and the Excel bank reconciliation worksheet in the current fiscal year bank statement binder located on the book shelf.

PeoplesBank- Payroll Bank Reconciliations

Log in to Infinite Visions General Ledger

-121-


Banking Bank Statements Under Bank Account use the drop down arrow to select the PeoplesBank-Payroll account Apply Selection Click the “*” add button Verify the Bank Account is correct Enter Ending Date according to bank statement (usually last Friday of month) Enter Beginning Balance (ZBA account so amount is $0.00) Enter Ending Balance (ZBA account so amount is $0.00) There is no difference but you have to complete the reconciliation Go to Actions at the top of the box Select Outstanding Checks Highlight the Amount column, right click and sort the amounts Descending (largest

first). This will help when you are checking off the wire/transfer section on the bank statement

Check off all of the payments under the Withdrawals/Debits section of the bank statement first-making sure that the amounts match

Once you’ve finished checking those payments, highlight the Number column, right click on it and sort Ascending

This puts all the check numbers in order from oldest to newest like the bank statement does

Using the bank statement check off all checks that have cleared the bank Once all have been selected, click OK Make sure the Difference amount in Infinite Visions matches the Withdrawals amount on

the bank statement If not, you must locate the error and take necessary steps to fix it If you selected checks that did not yet clear, you can highlight the incorrect check row

and hit the Delete key on your keyboard The system will ask you if you are sure that you want to remove the selected row Click Yes This will only move that check back to the Outstanding Checks listing If your reconciliation balances to the bank statement, go to Actions Adjustments Enter as a positive number the total amount of the cleared checks Leave the date as is (statement date) Do NOT check the Post to GL box (you have already made these entries in the system) Enter “Transfer to sweep account” for your reference Click OK This reduces the variance amount to $0.00 Click OK to close the Add Bank Statement Detail box Now you are on the main bank statement page for the Payroll account Go to Actions and the top of the page Select Reconcile Statement Uncheck every box except the Bank Reconciliation Report Click OK A new page opens at the bottom of the screen Click on the report to view

-122-


Take the variance amount, subtract it from the Ending Balance per GL amount and the difference between the two will equal the “Less Outstanding Checks” Amount (at this point because all errors have been fixed/corrected/adjusted)

File Close the report Go back to Actions Select Reconcile Statement Make sure all boxes are checked Click OK A pop up screen appears stating there are no outstanding other disbursements for this

bank Click OK Another pop up screen appears stating there are no outstanding deposits for this bank Click OK A final pop up screen appears stating that the deposit is not in balance due to the variance

amount Click OK to close the statement The reports appear on the bottom of the screen-click it open Click the Print All Reports icon at the top of the screen File – Close the reports page once they have been printed Pick up the reports from the printer in the kitchen & put with the bank statement Hold bank statement/reports until the AP and Treasury Bank Statements have been

reconciled as well. Review Treasury instructions for further information.

Reviewing Outstanding Checks Listing after Bank Reconciliation is Completed If employees have an outstanding check on this list and they have a District email

account, send them an email and cc the Payroll Manager telling them they were issued a check and they need to cash it

If vendors on this list have an outstanding check 2 months old or later, a letter is sent to them

Payroll’s list is very small now because all employees are required to be on direct deposit. However, new employees will always be issued a paycheck or two before their direct deposit is effective and there are still vendors who are paid through the payroll deductions so if one of those checks is old, you will have to send a letter to them (if no email account).

Open Microsoft Word File – Open Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Locate the “Outstanding Payroll Check” letter Log in to Infinite Visions to get the employee’s address Double click on Payroll Click on Employees Double click on Employee Maintenance Enter the employee’s name-last name first (once it has been selected) Apply Selection Double click on the arrow button near the name to open the screen Copy the employee’s address into the letter

-123-


Click Cancel to close the box in Infinite Visions Highlight the mailing address Go to the Mailings tab at the top of the page Click on the Envelopes icon Make sure a District envelope is in the bypass tray of the copier in the kitchen Click Print Remove the highlight by clicking anywhere in the document File – Print Change the printer using the drop down arrow and select “Follow youBW on

Equitrac” Click Print You will receive a notification in the bottom right corner of the screen saying the

document went to the copier Locate District letterhead (bottom right drawer of desk or more in closet) Go to the copier in the kitchen Scan your badge on side of copier Click the “Follow You Printing” button when it appears on the screen Load letterhead into the top 8 ½ x 11” drawer-right side, face down-top of the page

facing the wall Select the letter you sent to the copier Select Print The letter will print Sign the letter Make a copy of the letter Logout of the copier Mail the original to the employee and file a copy in the current fiscal year payroll

bank statement binder on the book shelf-front side pocket On the Outstanding Check Listing report from Infinite Visions, write a note next to

the employee’s name that you sent an email or letter, include the date and make a copy of that page

Give it to Payroll so that she/he is aware of the situation because the letter states to call Payroll if a new one is required.

After a month has gone by and you’ve balanced another bank statement and the employee still hasn’t cashed the check, either send another email or make a copy of the copied letter and in handwriting write the date and 2nd Notice on the top of the letter and send it again.

If the check remains uncashed after the second attempt, call the employee at the number listed in Infinite Visions on the Employee Maintenance screen

Once the bank statement has been reconciled fully (with Treasury and Accounts Payable) file the bank statement, Infinite Visions reports and the Excel bank reconciliation worksheet in the current fiscal year bank statement binder located on the book shelf.

Unibank Online Payments-Athletics, Adult Ed, Student Activities, Early Childhood and MRHS Preschool

Every month, parents have the option to pay for certain activities using our online bill pay program with Unibank

-124-


Athletics has access to the website and they keep track of the parents that pay online for sport purposes. They also track Adult Ed payments as well. You will still need to post the payments on to the current month’s Treasurer’s spreadsheet and Infinite Visions so you will need to include those Activities in your reports.

Student Activities relies on you to print reports weekly (especially at the beginning of the school year) to show which parents have paid for their students to participate in those Activities.

For Student Activities Reporting only, go to the Unibank Online Payments- Student Activities instructions section for further information

Under Favorites, select Unibank – Login Or, login using this link https://admin.unibank.com/login.aspx Enter username and Password Log In On the left hand side of the page, hover over Review Data Select View Reports Enter the Start Date and End Date of the period you want to view In the upper right hand corner of the box, under Selected Reports, use the drop down

arrow and select Transaction Detail Under Select Transactions, use the drop down arrow and click the box near Select All or

you can chose to view only certain activities-up to you how you want to view/print reports

Click Run The transactions appear at the bottom of the page by activity To print the report, click on the Floppy Disc icon on the left hand side of the page Use the drop down arrow to select PDF A pop up box appears asking what you want to do with this report Click Open Using the Printer icon, print a copy of the report File – Exit to get out of that screen Click Exit Customer Reports under Customer Reports at the top of the page to go back to

the home page On the left hand side of the page, hover over Review Data again Click Research You will now have the option to print reports using the Confirmation Number from the

Transaction Detail Report you printed or Search by Transaction Information (I use this option)

Enter the From and To dates for the reporting period Using the drop down arrow, search for the Activity (you only need to print reports for

Early Childhood, Two-Day Program and Three-Day Program (new) Click Search The payments that have been made will appear below Click on the confirmation number to open the transaction In the Transaction section, in maroon coloring will be the activity this report applies to Click on that transaction to see the detail Click the Print button Print one copy Close the print screen when it has printed It takes you back to the Research page Select the next confirmation number and repeat the above steps

-125-

https://admin.unibank.com/login.aspx


After you have printed all of the reports for that Activity, go back and select the next one Repeat the above steps to view and print those transaction reports Go back to the Research page and search for the Transactions for the last Activity Repeat the above steps to view and print those transaction reports When you are done printing reports for all Activities, click the Home page at the top of

the page In the right-hand corner of the page click Log Out when you are done with Unibank File – Exit to close the webpage Before you file the reports in the appropriate files, you will need to open both the “FYxx

Early Childhood Program” and “FYxx MRHS Preschool Program” spreadsheets to record those payments just like you would when the parent pays by check.

Once that has been done, the reports can be filed in the back of the Early Childhood Program and MRHS Preschool Program folders in the bottom drawer of the desk

You will enter these payments in the current monthly Treasurer’s spreadsheet (TR mm.yy)

Open Microsoft Excel File – Open Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the “TR mm.yy” spreadsheet On the bottom of the spreadsheet are numerous tabs. Find an “EPAY” tab that has the

prepopulated G/L account numbers and descriptions to enter the information and date at the top of the page. If one is not present, use any EPAY tab and revise the worksheet.

Print the worksheet Rename the tab using the date of the deposit and leave the (EPAY) there to distinguish it

from other deposits (double click on the tab itself in order to rename it). Move the tab (drag and drop) to the beginning section of the spreadsheet and place it

accordingly based on sequential dates. Go to the “Ledger” tab at the end of the spreadsheet and find the next open line to enter

the date and under the UniBank column, enter the total amount of the depostit Log in to Infinite Visions to post the deposit Double click on General Ledger Click on Banking Double Click Deposit Manager Select Unibank using the drop down arrow Click on Apply Selection Click * Add to add the deposit Enter the date Type “EPAYS-Athletics, Early Childhood, MRHS Preschool and Student Activities” in

the memo line (or only the Activities being paid for on the worksheet) Enter the total amount in the “check” box Enter the account number to charge for each deposit on that worksheet On the same line as the “Description”, write the same information written on the

worksheet (important for tracking purposes) Enter the amount When complete Click “OK”

-126-


A box will come up and ask you “This will post deposit to the GL. Do you wish to continue?”

Click “Yes” Print the “deposit ticket” and “journal entry” using the “print all” icon at the top of the

page File and Close the print screen Click cancel to close out the deposit box when the last entry is complete Staple the worksheet, the Deposit Ticket and Journal Entry reports from Infinite Visions

and the Transaction Detail report from UniBank together and file them in the “Treasury Current Month JE” folder on the desk

Unibank Online Payments- Student Activities

Every month, parents have the option to pay for the Student Activities fee using our online bill pay program with Unibank

Every week, especially at the beginning and end of every month, you need to log into the Unibank website and check for payments made by parents

Open Internet Explorer Under Favorites, select Unibank – Login Enter the User Name and Password Log In On the left hand side of the page, hover over Review Data Select View Reports Enter the Start Date and End Date of the period you want to view In the upper right hand corner of the box, under Selected Reports, use the drop down

arrow and select Transaction Detail Under Select Transactions, use the drop down arrow and click the box near MRHS

Activity Click Run The transactions appear at the bottom of the page by activity To print the report, click on the Floppy Disc icon on the left hand side of the page Use the drop down arrow to select PDF A pop up box appears asking what you want to do with this report Click Open Using the Printer icon, print 2 copies of the report File – Exit to get out of that screen Click Exit Customer Reports under Customer Reports at the top of the page This brings you back to the home page Click Log Out in the upper right hand corner of the page File – Exit to close the webpage One copy goes to the Dean of Students at MRHS The other copy is used to record the payments on the current month’s Treasurer’s

spreadsheet (TR mm.yy) Open a blank Excel spreadsheet File – Open Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder

-127-


Double click on the current Fiscal Year folder Open the “TR mm.yy” spreadsheet On the bottom of the spreadsheet are numerous tabs. Find an “EPAY” tab that has the

prepopulated G/L account numbers and descriptions to enter the information and date at the top of the page. If one is not present, use any EPAY tab and revise the worksheet.

Print the worksheet Rename the tab using the date of the deposit and leave the (EPAY) there to distinguish it

from other deposits (double click on the tab itself in order to rename it). Move the tab (drag and drop) to the beginning section of the spreadsheet and place it


the date and under the UniBank column, enter the total amount of the depostit Log in to Infinite Visions to post the deposit Double click on General Ledger Click on Banking Double Click Deposit Manager Select Unibank using the drop down arrow Click on Apply Selection Click * Add to add the deposit Enter the date Type “EPAYS- Student Activities” in the memo line (or only the Activities being paid

for on the worksheet) Enter the total amount in the “check” box Enter the account number to charge for each deposit on that worksheet On the same line as the “Description”, write the same information written on the

worksheet (important for tracking purposes) Enter the amount When complete Click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to

continue?” Click “Yes” Print the “deposit ticket” and “journal entry” using the “print all” icon at the top of the

page File and Close the print screen Click cancel to close out the deposit box when the last entry is complete Staple the worksheet, the Deposit Ticket and Journal Entry reports from Infinite Visions

and the Transaction Detail report from UniBank together and file them in the “Treasury Current Month JE” folder on the desk

UniBank - Bank Statement and Reconciliations

Posting Monthly Interest: An email is sent from UniBank at the end of every month stating that the bank statement

is available to view Click on the available link in the email or Open Internet Explorer Under the Favorites tab on the top of the page, open the “UniBank” link

-128-


If it does not open, use this website: https://www.unibank.com/ Using the drop down arrow in the Account Log In box select Online Banking Enter your Login ID Click Login Enter Online Banking Password Click Submit Click the eStatements tab at the top of the page Click View Most Recent Statement Click Open Print Statement File – Exit “X” out of the print screen page Exit out of the webpage (upper right corner) File – Exit out of the website entirely The interest amount will need to be entered into the Treasurer’s monthly excel

spreadsheet (TR mm.yy) and Infinite Visions Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the Treasurer’s file called “TR mm.yy” Go to the last tab labeled “Ledger” On the last line of the worksheet, interest is recorded for every bank account. Also enter the last day of the month or bank statement date in the first column Locate United Bank’s column and enter the amount in the correct box Move to the Interest tab and enter the same amount in the 2 boxes that correspond to

United Bank as well (debit first and then credit) You can log the interest in Infinite Visions statement by statement using the account

numbers on the “Interest” tab to make your entries or you can wait until all interest has been recorded, print the worksheet and do them all at once.

Either way, this is what you will do next: Log into Infinite Visions to enter interest General Ledger Banking Deposit Manager Select UniBank using the drop down arrow (watch account #s) Click on Apply Selection Click * Add to add the deposit Enter the date the deposit was made at the bank Type a memo in the line (I use MM/YY Interest Deposit) Enter the total amount in the “check” box Enter the account number associated with the deposit form (1010-0403 for most) In the “Description” box next to the account description, enter information to describe

the deposit (mm.yy UniBank deposit) Enter the amount You do not need to enter anything in the Receipt/Reference tab When complete, click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to

continue?” and click “Yes”-129-

https://www.unibank.com/


Print the “deposit ticket” and “journal entry” (or wait until every interest deposit has been made and print them all at once at the end)

If you enter interest deposits at once tab back to the Infinite Visions tab at the bottom of the page

Close that Deposit box and change the bank account (apply selection) every time you enter amounts for each bank account (when posting all together)

Print All reports using the Print All icon at the top of the print screen page Close out the Add Deposit box when you are done entering all interest deposits Staple all of the reports to the back of the Interest worksheet and file in the Treasury

Account folder on the desk

Reconciling the Bank Statement in Infinite Visions Log in to Infinite Visions General Ledger Banking Bank Statements Under Bank Account use the drop down arrow to select UniBank account Apply Selection Click the “*” add button Verify the Bank Account is correct Enter Ending Date according to bank statement (usually last Friday of month) Enter Beginning Balance Enter Ending Balance There is a difference in the amounts to verify (usually interest only) Go to Actions at the top of the box Select Outstanding Deposits Check off deposits that were posted Click Ok It brings you back to the Add Bank Statement Detail box Verify Difference box is “$0.00” If it is correct, click OK Go to Actions and the top of the page Select Reconcile Statement Uncheck every box except the Bank Reconciliation Report Click OK A new page opens at the bottom of the screen Click on the report to view The Variance should read $0.00 File Close the report Go back to Actions Select Reconcile Statement Make sure all boxes are checked Click OK A pop up screen appears stating there are no outstanding other disbursements for this

bank Click OK Another pop up screen appears stating there are no outstanding deposits for this bank Click OK Another pop up screen appears stating there are no outstanding checks for this bank

-130-


Click OK The reports appear on the bottom of the screen-click it open Click the Print All Reports icon at the top of the screen File – Close the reports page Pick up the reports from the printer in the kitchen Attach the reports to the bank statement and file in the top drawer of the desk with the

rest of the bank statements

United Bank- Bank Statement and Reconciliations

Posting Monthly Interest: An email is sent from United Bank at the end of every month stating that the bank

statement is available to view Click on the available link in the email or Open Internet Explorer Under the Favorites tab on the top of the page, open the “United Bank log in page – new”

link If it does not open, use this website: https://www.bankatunited.com/ Using the drop down arrow in the Account Log In box select Online Banking Enter your Online Banking ID Click Submit Enter Online Banking Password Click Submit Click the eStatements tab at the top of the page Click View Most Recent Statement Click Open Print Statement File – Exit “X” out of the print screen page Exit out of the webpage (upper right corner) File – Exit out of the website entirely The interest amount will need to be entered into the Treasurer’s monthly excel

spreadsheet (TR mm.yy) and Infinite Visions Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the Treasurer’s file called “TR mm.yy” Go to the last tab labeled “Ledger” On the last line of the worksheet, interest is recorded for every bank account. Also enter the last day of the month or bank statement date in the first column Locate United Bank’s column and enter the amount in the correct box Move to the Interest tab and enter the same amount in the 2 boxes that correspond to

United Bank as well (debit first and then credit) You can log the interest in Infinite Visions statement by statement using the account

numbers on the “Interest” tab to make your entries or you can wait until all interest has been recorded, print the worksheet and do them all at once.

Either way, this is what you will do next:-131-

https://www.bankatunited.com/


Log into Infinite Visions to enter interest General Ledger Banking Deposit Manager Select United Bank using the drop down arrow (watch account #s) Click on Apply Selection Click * Add to add the deposit Enter the date the deposit was made at the bank Type a memo in the line (I use MM/YY Interest Deposit) Enter the total amount in the “check” box Enter the account number associated with the deposit form (1010-0403 for most) In the “Description” box next to the account description, enter information to describe

the deposit (mm.yy United Bank deposit) Enter the amount You do not need to enter anything in the Receipt/Reference tab When complete, click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to

continue?” and click “Yes” Print the “deposit ticket” and “journal entry” (or wait until every interest deposit has been

made and print them all at once at the end) If you enter interest deposits at once tab back to the Infinite Visions tab at the bottom of

the page Close that Deposit box and change the bank account (apply selection) every time you

enter amounts for each bank account (when posting all together) Print All reports using the Print All icon at the top of the print screen page Close out the Add Deposit box when you are done entering all interest deposits Staple all of the reports to the back of the Interest worksheet and file in the Treasury

Account folder on the desk

Reconciling the Bank Statement in Infinite Visions: Once all the above step are complete, balance the bank statement in Infinite Visions Log in to Infinite Visions General Ledger Banking Bank Statements Under Bank Account use the drop down arrow to select United Bank account Apply Selection Click the “*” add button Verify the Bank Account is correct Enter Ending Date according to bank statement (usually last Friday of month) Enter Beginning Balance Enter Ending Balance There is a difference in the amounts to verify (usually interest only) Go to Actions at the top of the box Select Outstanding Deposits Check off deposits that were posted Click Ok It brings you back to the Add Bank Statement Detail box Verify Difference box is “$0.00”

-132-


If it is correct, click OK Go to Actions and the top of the page Select Reconcile Statement Uncheck every box except the Bank Reconciliation Report Click OK A new page opens at the bottom of the screen Click on the report to view The Variance should read $0.00 File Close the report Go back to Actions Select Reconcile Statement Make sure all boxes are checked Click OK A pop up screen appears stating there are no outstanding other disbursements for this

bank Click OK Another pop up screen appears stating there are no outstanding deposits for this bank Click OK Another pop up screen appears stating there are no outstanding checks for this bank Click OK The reports appear on the bottom of the screen-click it open Click the Print All Reports icon at the top of the screen File – Close the reports page Pick up the reports from the printer in the kitchen Attach the reports to the bank statement and file in the top drawer of the desk with the

rest of the bank statements

MRHS Preschool Program Procedures

Receive copies of the parent’s enrollment paperwork from Preschool Program teacher during the year for the next fiscal year

The Preschool Program teacher will send a completed deposit form to you and attached will be $50 deposits from parents. These payments start arriving around January of the current year and are for the next fiscal year. Sometimes the deposits come before the actual enrollment paperwork. If that happens, just post the payments on the current month’s Treasuer’s Report (TR mm.yy), make copies of the checks and file it in a new folder and hold until you receive the paperwork)

Verify the total amount of the deposit. If it is correct initial the form on the bottom of the page, put the date you verified it and scan it back to the Preschool Program teacher so that she knows the deposit has been received, it is correct and will be entered into her program account. If there is an error, fix the error, then sign and scan it back to the teacher.

Go to the copier in the kitchen Scan your badge on side of copier Load pages into top feeder Click the “Scan” button when it appears on the screen Click the “Mail” button when it appears on the screen (this will send it directly to the

recipients’ email address) -133-


If you click on the “Folder” button it will send the file to the H: drive and you will have to locate it using the description you type in next

Click on the user name box Click on the “delete all” button Type in the recipients’ email address Click OK Click on the subject box Click on the “delete all” button Type in “deposit form” or something that notifies the recipient as to what the email is in

regards to Click OK Click on the √ Next button Click on the second √ Next button Click on Scan Once complete, click on the √ Done button Click Logout Create an excel spreadsheet listing all the children attending the program for that school

year and break them into the three-day and two-day programs Send the high school principal an email to verify cost of each program every year

(Jan/Feb). Open a blank Excel spreadsheet File – Open Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the “FYxx MRHS Preschool Program” spreadsheet File – Save As Select the new Fiscal Year folder (FYxx) – if one hasn’t been created, do that first Rename the file changing the fiscal year Click Save Delete the students who are not returning next year; the dates and amounts that were paid

and finally delete the parent’s email addresses of those not returning Enter the new students and parent’s email information from the preschool paperwork Save it Print it once all information has been entered (sometimes paperwork for both programs

doesn’t come together, just hold it and wait until everything is received) Once you have copies of all of the parent’s paperwork, you will need to complete the

Assistant Treasurer’s payment schedule and send it to the parents via email. Open a Microsoft Word document File - Open Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the “FYxx MRHS Preschool Payment Schedule” document Make an adjustments (amounts, dates, etc) where necessary File – Save As Select the new Fiscal Year folder (FYxx) – if one hasn’t been created, do that first

-134-


Rename the file changing the fiscal year Print a copy (plain paper) Email the document to the MRHS’ Principal for approval before making additional

copies Once approved, you may continue Put colored paper in the copier and print enough copies for all of students in both

programs and some extra in case of errors and students who might enter the program later in the year

Complete the top of the form and make copies for your files Mail each parent their completed form for their records (if you chose to email every one

you may do so but you will have to scan and send every one individually) Create a file folder and name it “MRHS Preschool Program FYxx” and put all of the

paperwork the teacher gave you and copies of the completed documents and file it in the bottom drawer of the desk in the “MRHS Preschool Program” hanging file folder

Around the 2nd week of August email (or mail) the “Welcome Letter” to all parents in the program

Open a blank Word document Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the “FYxx MRHS Preschool Payment Letter.mm.yy” letter File – Save As Select the new Fiscal Year folder (FYxx) – if one hasn’t been created, do that first Rename the file changing the fiscal year Click Save Make necessary changes to the letter Save it Print it on HWRSD letterhead Have the Assistant Superintendent of Business sign it Scan it into your H: Drive folder using the copier After it is scanned, open your H: Drive Locate the file and move it into your next fiscal year folder When you are ready to email the letter to the parents attach it to the email and send it (or

copy and paste it into the body of the email to ensure they read the letter) When you receive checks mark the date received and amount paid on the “FYxx MRHS

Preschool Program” spreadsheet and make a copy of the check and file it in an “FYxx MRHS Preschool Program” folder located in the bottom drawer of the desk.

Record the check on the “Treasury” spreadsheet with other checks. Send “reminder notice” emails to parents who have not paid by the “due date” or make

calls if necessary.

Early Childhood Program

Receive paperwork from Sped Director or Sped Secretary before the beginning of every fiscal year

Create an excel spreadsheet listing all the children attending the program for that school year and break them into full-time and half-day students and verify cost of each program.

-135-


Open a blank Excel spreadsheet File – Open Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the “FYxx Early Childhood Program” spreadsheet File – Save As Select the new Fiscal Year folder (FYxx) – if one hasn’t been created, do that first Rename the file changing the fiscal year Click Save Delete the students who are not returning next year; the dates and amounts that were paid

and finally delete the parent’s email addresses Enter the new students and parent’s information from the Sped paperwork Save it Print it once all information has been entered Create a file folder and name it “Early Childhood Program FYxx” and put all of the

paperwork Sped gave you and a copy of the completed worksheet and file it in the bottom drawer of the desk in the “Early Childhood Program – Current Year” hanging file folder

Send “Welcome Letter” via email to parents in the summer (or regular mail if no email is written).

Open a blank Word document Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the current Fiscal Year folder Open the “FYxx Early Childhood Payment Letter.mm.yy” letter File – Save As Select the new Fiscal Year folder (FYxx) – if one hasn’t been created, do that first Rename the file changing the fiscal year Click Save Make necessary changes to the letter Save it Print it on HWRSD letterhead Around the 2nd week of August email (or mail) this letter to all parents in the program When you receive checks mark the date received and amount on the spreadsheet and

make a copy of the check and file it in an “FY__ Early Childhood” folder. Record the check on the “Treasury” spreadsheet with other checks. Send “reminder notice” emails to parents who have not paid by the “due date” or make

calls if necessary.Town of Hampden Assessment Payment Receipts and Deposits

The Town Treasurer will send an email stating the ACH payment has been sent (they have chosen to wire the funds directly to the District’s Treasury account at PeoplesBank)

The ACH Reporting Group at PeoplesBank will send an “ACH Reporting Notification (ACH Reporting System New File Notification)” saying that there are new ACH reports to pick up in the system.

Log on to PeoplesBank using the following address:-136-


https://secure10.onlineaccess1.com/PeoplesBankOnline_35/Authentication/Login.aspx Enter Login ID and Password Click OK Select the Last 4 digits of the telephone number you want to receive your access code


enter it into the Secure Access Code box Click Submit Select “ARS/Positive Pay” from the left hand side column A second box appears Click on “ACH Reporting Files” on the left hand side A report will appear, click on “Download” that is highlighted in blue It will ask you if you want to Open, Save or Cancel the transaction Click Open Print the 2 copies of the report(s) Logout of that section Sign off from the PeoplesBank system One copy of the report goes in the current fiscal year assessment file located on the desk Verify the amount is correct according to “Hampden’s Assessment Schedule for FYxx”

located in that folder The other copy is used to record the deposit Open the current month’s Treasurer’s Report Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Open the Treasurer’s Report file called “TR mm.yy” Find the correct “EFT” tab that has the prepopulated G/L account number and

description for Hampden’s assessment payment Enter the deposit date and amount according to the PeoplesBank report Print the worksheet On the “Ledger”, under the Treasury PeoplesBank column, log the date of the deposit

and amount Log in to Infinite Visions to post the deposit to the G/L Double click on General Ledger Click on Banking Double Click Deposit Manager Select PeoplesBank Treasury account using the drop down arrow Click on Apply Selection Click * Add to add the deposit Enter the date Type “FYXX Hampden assessment payment” in the memo line Enter the total amount in the “check” box (you do not need to separate cash if you do not

wish to, it is not required) Enter the account numbers you wish to charge for each item you have to deposit On the same line as the “Description”, describe the item you are depositing Enter the amount When complete, click “OK”

-137-



A box will come up and ask you “This will post deposit to the GL. Do you wish to continue?” and click “Yes”

Print the “deposit ticket” and “journal entry” using the “print all” icon Close out the “add deposit ticket” box when the last entry is complete and printed Staple the spreadsheet, PeoplesBank EDI Report, and 2 reports from Infinite Visions

together and file them in the “Current Month JE” folder on the desk

Chapter 70 Payment Receipt and Deposits

PeoplesBank will send an ACH Reporting Notification email that there are new ACH reports to pick up in the system for one of the District’s accounts

Log on to PeoplesBank using the following address: https://secure10.onlineaccess1.com/PeoplesBankOnline_35/Authentication/Login.aspx Enter Login ID and Password Click OK Select the Last 4 digits of the telephone number you want to receive your access code


enter it into the Secure Access Code box Click Submit Select “ARS/Positive Pay” from the left hand side column A second box appears Click on “ACH Reporting Files” on the left hand side A report will appear, click on “Download” that is highlighted in blue It will ask you if you want to Open, Save or Cancel the transaction Click Open Print the reports Log on to the Commonwealth’s Local Aid Payments website using:

http://www.mass.gov/treasury/cash-management/local-aid-payments/ Under the Current Fiscal Year section, select the appropriate monthly report to view Around page 389, Hampden-Wilbraham’s Distribution breakout for appears Print 2 copies of that page only Exit out of the system One copy goes in the current fiscal year assessment file located on the desk The other copy is used to record the deposit Open the current month’s Treasurer’s Report: Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Open the Treasurer’s Report file called “TR mm.yy” Find the correct “EFT” tab that has the prepopulated G/L account numbers and

descriptions Enter the deposit date and amount according to the Commonwealth’s Distribution

Breakdown Print the worksheet Relocate the tab (drag and drop) according to the date so that the worksheet is in

sequential order from first to last-138-

http://www.mass.gov/treasury/cash-management/local-aid-payments/



On the “Ledger”, under the Treasury PeoplesBank column, log the date of the deposit and amount

Log in to Infinite Visions to post the deposit to the G/L Double click on General Ledger Click on Banking Double Click Deposit Manager Select PeoplesBank Treasury account using the drop down arrow Click on Apply Selection Click * Add to add the deposit Enter the date Type “FYXX Chapter 70 payment” in the memo line Enter the total amount in the “check” box (you do not need to separate cash if you do not

wish to, it is not required) Enter the account numbers you wish to charge for each item you have to deposit On the same line as the “Description”, describe the item you are depositing Enter the amount When complete, click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to

continue?” and click “Yes” Print the “deposit ticket” and “journal entry” using the “print all” icon Close out the deposit box when the last entry is complete and printed Staple the spreadsheet, PeoplesBank EDI Report, Distribution Breakdown Report and 2

reports from Infinite Visions together and file them in the Treasury “Current Month JE” folder on the desk

PeoplesBank-ACH Reporting Group email Instructions

You will receive an email from PeoplesBank notifying you of an ACH Transaction that has taken place in one of our accounts with them.



enter it into the Secure Access Code box Click Submit Select “ARS/Positive Pay” from the left hand side column A second box appears Click on “ACH Reporting Files” on the left hand side A report will appear, click on “Download” that is highlighted in blue It will ask you if you want to Open, Save or Cancel the transaction Click Open Print the reports Log out of that second screen Sign Off from PeoplesBank account if done with the system

-139-



Determine if the report(s) are for you or Payroll Manager, give the report(s) to payroll if it belongs to her/him (would be stating that a direct deposit failed to transmit and the funds are going back into our Payroll account)

If it is yours, forward the ACH email to the Payroll Manager and say it’s yours so that she/he won’t have to open it

Follow the Grant Payments and Posting Instructions to enter the deposit(s)

Grant Payments and Posting Deposits

The District is awarded grants from various Federal and State agencies every fiscal year At the beginning of every fiscal year the Fund Accountant distributes a spreadsheet

listing all of the grants that have been awarded to the District. On it are the corresponding revolving account numbers that have been assigned as well.

There is a “FY Grant List” folder on the desk that these spreadsheets are kept. If additional grants are awarded during the year, an updated spreadsheet will be given to you by the Fund Accountant. Use this spreadsheet to enter the revolving account number that corresponds to the grant payment received

When the appropriate agency sends the District a payment, PeoplesBank will send an ACH Reporting Notification email that there are new ACH reports to pick up in the system for one of the District’s accounts



enter it into the Secure Access Code box Click Submit Select “ARS/Positive Pay” from the left hand side column A second box appears Click on “ACH Reporting Files” on the left hand side A report will appear, click on “Download” that is highlighted in blue It will ask you if you want to Open, Save or Cancel the transaction Click Open Print a copy of the report (2 if there are more than one grant type being paid) Log out of that page Sign Off of the PeoplesBank website Look at the EDI Report to see which grant(s) are being paid. There are descriptions and

numbers associated with each grant. The first 3 numbers on the “seller’s invoice number” line is the grant number associated with the grant.

Pull out the most recent grant spreadsheet located in the “FY Grant List” folder. Look at the grant number underneath the grant name to match to the EDI Report.

Write the corresponding revolving account number on the EDI Report next to each grant on the report

Record the deposit on the monthly Treasurer’s spreadsheet (TR mm.yy) Go to the H: drive Double click on the Bank Recs folder

-140-



Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Open the Treasurer’s Report file called “TR mm.yy” On the bottom of the spreadsheet are numerous tabs. Find an “EFT” tab that has the

prepopulated G/L account numbers and descriptions to enter the information. If one is not present, use any EFT tab and revise the worksheet.

It is important to enter the grant number/information found on the “seller’s invoice number” line next to the grant name on the worksheet. It verifies what grant the District was paid for plus the agency tracks the year and number of payments sent using the last number or letter depending on the agency (ex FY15 Title IIA 140-0680072-2015-0680-1.0) – see example

Enter the deposit date and amount according to the ACH Report from PeoplesBank Print the worksheet Rename the tab using the date of the deposit and leave the (EFT) there to distinguish it

from other deposits Move the tab (drag and drop) to the beginning section of the spreadsheet and place it


the date and under the Treasury PeoplesBank column, enter the amount (look at the EDI Report from PeoplesBank to verify the account number. It is located in the upper right hand corner and should end in *6737 for Treasury)

Log in to Infinite Visions to post the deposit Double click on General Ledger Click on Banking Double Click Deposit Manager Select PeoplesBank account ending in *3622 using the drop down arrow Click on Apply Selection Click * Add to add the deposit Enter the date Type “EFT – Grant Payments” in the memo line Enter the total amount in the “check” box (you do not need to separate cash if you do not

wish to, it is not required) Enter the account number to charge for each grant you have to deposit on that worksheet On the same line as the “Description”, write the same information written on the

worksheet (important for tracking purposes) – see example Enter the amount When complete Click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to


page File and Close the print screen Click cancel to close out the deposit box when the last entry is complete Staple the worksheet, PeoplesBank EDI Report, the Fund Balance reports and the

Deposit Ticket and Journal Entry reports from Infinite Visions together and file them in the “Treasury Current Month JE” folder on the desk

-141-


G5 Grant Drawdown and Posting Deposits

The District is sometimes awarded a grant (sometimes several) by the US Department of Education and in order to receive payment from this grant, the District must drawdown funds from their payment website on a monthly basis.

Grant paperwork will be given to you by either the Grant Coordinator or Fund Accountant for those grants that require funds to be drawn down in order to receive payment.

File that paperwork in the “GAPS Information” folder in the bottom drawer of the desk with the rest of the grant paperwork that requires funds to be drawn down from this website only.

At the beginning of every fiscal year the Fund Accountant also distributes a spreadsheet listing all of the grants that have been awarded to the District. On it are the corresponding revolving account numbers that have been assigned as well. Normally, Gina Kahn’s grants require fund to be drawn down either through the G5 system or the DPH PMS (those instructions are listing in another file).

There is a “FY Grant List” folder on the desk that these spreadsheets are kept. If additional grants are awarded during the year, an updated spreadsheet will be given to you by the Fund Accountant

Determine what grant(s) require funds to be drawn down and write the corresponding revolving account number on a piece of paper and put it in the front of the “GAPS Information” folder for quick reference

When it is time to draw down funds remove the “GAPS Information” folder from the bottom drawer of the desk and locate the revolving account numbers of the grant(s) that require the draw down (should be on the piece of paper).

Next determine how much money has been expended in the grant(s) by going into Infinite Visions.

Log in to Infinite Visions General Ledger Reports Fund Balances All information is correct OK Scroll to the page(s) that has the grant(s) information on it that is needed to draw down

funds File – Print Select only the pages that have the grant(s) information on them that you need Print 2 copies Total the amount of the grant(s) that require the draw down Go into Internet Explorer Go to Favorites at the top of the page and locate the “G5 Grant Drawdown Website” to

open the link If you cannot locate the link type: https://www. g5 . gov / Enter Email ID Enter Password (last page in the “GAPS Information” folder has the current one listed) Check the box next to “Yes, I Accept the Terms” Log In At the top of the page click on the Payments tab Click Create Payments

-142-

https://www.g5.gov/


Click the Quick Draw tab Following the example instructions format, enter the Award # and amount of each grant

on its own line (there is no need to enter a “payee reference” after the amount-it is optional)

The Award # is located on the grant paperwork that was given to you and filed in that folder. You can also look at prior draw down paperwork for this information.

Click Continue You are brought to the payment screen to verify the amount is correct At that time you enter a receipt reference (ex FYxx Drawdown) Click Continue Another screen appears asking you to verify that the amount requested has either been

expended or will be within the next 3 business days and are you sure you would like to submit the request

Click Yes Click Submit Request Go up to File then Print Print 2 copies of the screen showing that the request has been successfully completed Click Done Log Out Close or “X” out of website You will receive an automatic email from the G5 website confirming the requested

drawdown and that it will be deposited into the District’s account ending in *3622 within a specified number of business days

Take a copy of the Fund Balance report from Infinite Visions and staple it to one of the G5 report copies and put it in the “GAPS Information” folder and put the folder back in the drawer

The other copies will be placed upright in the current month Treasury folder on the desk (this way it will remind you the payment has not been recorded yet) until you receive the email from PeoplesBank (paper clip together for ease)

Within a few days, PeoplesBank will send an ACH Reporting Notification email that there are new ACH reports to pick up in the system for one of the District’s accounts



enter it into the Secure Access Code box Click Submit Select “ARS/Positive Pay” from the left hand side column A second box appears Click on “ACH Reporting Files” on the left hand side A report will appear, click on “Download” that is highlighted in blue It will ask you if you want to Open, Save or Cancel the transaction Click Open Print 2 copies of the report Log out of that page Sign Off of the PeoplesBank website

-143-



Take one copy and attach it to the paperwork in the “GAPS Information” folder showing the payment has been received

Remove the copies from the Treasurer’s folder on the desk and put the second copy of the payment report with it

Now it needs to be entered into the current month’s Treasurer’s Report Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Open the Treasurer’s Report file called “TR mm.yy” On the bottom of the spreadsheet are numerous tabs. Find an “EFT” tab that has the

prepopulated G/L account numbers and descriptions to enter the information. If one is not present, use any EFT tab.

Enter the deposit date and amount according to the ACH Report from PeoplesBank Print the worksheet Rename the tab using the date of the deposit and leave the (EFT) there to distinguish it

from other deposits Move the tab (drag and drop) to the beginning section of the spreadsheet and place it


the date and under the Money Market PeoplesBank column, enter the amount (look at the EDI Report from PeoplesBank and in the upper right hand corner is the District’s account number the funds went into) for confirmation

Log in to Infinite Visions to post the deposit Double click on General Ledger Click on Banking Double Click Deposit Manager Select PeoplesBank account ending in *3622 using the drop down arrow Click on Apply Selection Click * Add to add the deposit Enter the date Type “EFT – G5 grant drawdown” in the memo line Enter the total amount in the “check” box (you do not need to separate cash if you do not

wish to, it is not required) Enter the account number to charge for each grant you have to deposit on that worksheet On the same line as the “Description”, describe the deposit again (G5 grant drawdown) Enter the amount When complete Click “OK” A box will come up and ask you “This will post deposit to the GL. Do you wish to


page File and Close the print screen Click cancel to close out the deposit box when the last entry is complete Staple the worksheet, PeoplesBank EDI Report, the Fund Balance reports and the

Deposit Ticket and Journal Entry reports from Infinite Visions together and file them in the “Treasury Current Month JE” folder on the desk

-144-


Demand/Collections Letters

Receive paperwork from any staff member that handles collection of monies from parents. This mostly involves the District Librarian, Food Service Director, individual school secretaries/bookkeepers regarding payments they are unable to collect after exhausting all of their efforts to collect the money

Double click on the Microsoft Word icon on the desktop Go to the H: drive Double click on the Bank Recs folder Double click on the second Bank Recs folder Double click on the appropriate Fiscal Year folder Locate a similar letter to open and make changes to with the current information given If you cannot find a similar one, open a prior Fiscal Year folder and review those letters

to save time by not creating an entirely new letter Save As-and name the letter accordingly making sure to include the parent’s last name

and month and year of the letter. Print the letter on letterhead and the address on an HWRSD envelope Have Beth or Marty sign the letter Make a copy of the letter and attach it to the paperwork given to you by the staff member

and file it in the “Demand/Collection Letters Open” file located on the desk & write a note on the calendar when the payment is due by (sometimes a book is returned as well)

-145-


Enclose the letter and a self-addressed return envelope in the mailing envelope (do NOT stamp).

For the self-addressed return envelope, use a plain white one located in the desk drawer (second one down) and stamp it with the District’s address (stamp in in the top drawer of the desk) and write your name under the last line so the return envelope can be directed to your attention when it returns

Write either “Time Sensitive” or “Important” in red pen in the bottom left corner of the envelope to catch the parent’s attention

Put the envelope near the postage machine in the lunch area to be sent After the due date, if the payment is not returned to the District, a second “demand” letter

is sent to the person(s) stating that if payment isn’t received by a final specific date, we will begin collection proceedings.

Prior demand letters are also found either in the current Fiscal Year file or a prior one Open the letter and make adjustments following the same guidelines as above and be sure

to include the date payment must be received (usually another 2 weeks). Have Beth or Marty sign the letter You must also complete small claims paperwork to send with the letter In the bottom drawer of the desk in the file labeled “Small Claims Paperwork” are

copies of small claims paperwork Take out a white copy-some of the paperwork has generic information already on it so

you can use one of those if it is fitting to the situation in the letter being sent Enter the parents name, address and telephone number in the top section under the

Defendant section Enter the amount on the Plaintiff’s Claim line and the plus amount line should be

prepopulated with $40.00 for court costs. If it is not, enter that amount Complete the next section indicating why the District is taking the person to court (see

file for past samples if necessary) Sign and date the paperwork using the date in the letter that states when the District will

take the parent(s) to court for non-payment. Make a copy of the court paperwork and then stamp the copy with the red “Copy” stamp

in the top drawer of the desk. Make a copy of the letter and attach it and the original small claims paperwork to the

prior paperwork and first letter sent and file it in the “Demand/Collection Letters Open” file located on the desk & write another note on the calendar when the payment is due by (sometimes a book is returned as well)

Send the original letter and the “copy” of the small claims paperwork to the parent along with another self-addressed envelope (not stamped)

Put the envelope near the postage machine in the lunch area to be sent

****Under some situations when a staff member has had no response from calls made and letters sent to the parent(s) and the money due is old, only use the demand letter that involves taking the parent to court and enclose the Small Claims Court paperwork because it is the only way to get their attention. Be prepared for nasty calls too.

NSF Procedures:

Receive NSF check from bank-146-


Enter amount on to either Treasury or Student Activity spreadsheet (depending on account funds deposited) using the Ledger and/or Total tab (bottom of spreadsheet)-last tab.

Record the transaction on the Treasury and/or Student Activity report using one of the date tabs on the bottom of the form, print & attached it to the bounced check and bank information

Remove amount from Infinite Vision/BudgetSense (revenue account)o General Ledgero Bankingo Deposit Managero Select bank account original amount was deposited o Apply Selectiono Click the “*” to Add a New Recordo Enter all information (be sure to put amount in as a negative)o Click “OK”o It will ask if you want it to be posted to the GL, say “yes”o Print reports for your recordso File in Treasury and/or Student Activity monthly folder

Send the parent(s) a letter and a copy of the check stating that reimbursement is requested at this time plus the $20 NSF fee (see attached copy for an example).

If a parent’s online payment is returned as NSF, the following procedures apply as well Log information on to “bounced check listing” report (create new one each FY) & print

for your records Attach a copy of the letter and bounced check to the printed report All re-collected bad debts get logged onto a separate deposit form (excluding Food

Service) and entered into Infinite Visions and on the individual report separately as well for tracking.

All NSF fees are deposited into the Superintendent’s Office Revolving account #2791 At the end of the month (or sooner, depending on amount of NSF checks received &

when) each school secretary, food service, athletics, APO, Guidance & Media Center at MRHS and the K-8 Librarian get a list of all NSF checks received YTD.

After a parent bounces 2 checks within the school year a letter is sent informing the parent that the District will no longer accept their personal checks and payments must be made in the form of a money order or bank check for the remainder of the school year.

If the District is not able to collect the NSF funds a final letter is sent to the person(s) stating that if payment isn’t received by a specific date we will begin collection proceedings.

If there is no response to the letter, complete the collection paperwork and submit it to Small Claims Court. If the paperwork is submitted and the payment of $40.00 is sent to Small Claims Court then the parent will no longer be allowed to use personal checks or our online system to pay for anything pertaining to his/her child while the child is enrolled in our District. All payments will be required to be in the form of a bank check or money order.

In the beginning of the next school year, the schools get a list of all parents who are not allowed to write personal checks to the District period.

PeoplesBank Sweep Notifications

-147-


An email from PeoplesBank comes daily notifying the District of the Daily Sweep amount

Click on the PDF Link to open the file Enter the password Print the report File it in the bottom drawer of the desk

Quarterly Reporting

941 Tax Filings: Add up all of the “Transfer for 941 Taxes” checks that payroll gives you at the end of

every pay period. This amount will be reported on the 941 and will match the amount on the “Quarterly Accumulations” report (put aside for now)

Add up all of the “Transfer for MA Withholding Tx” checks that payroll gives you at the end of every pay period. This amount will be reported on the MA Webfile for Business website and will match the amount on the “Quarterly Accumulations” report (put aside for now)

Add up all of the “Direct Deposit Wired” checks that payroll gives you at the end of every pay period. This amount will be used to complete the Form 941 B for the IRS

Log into Infinite Visions Payroll Reports Select “Form 941 Summary” Chose the correct quarter you are reporting wages and year Enter Total Deposits for Quarter amount under the “Information” section – this amount is

the total of the “Transfer for 941 Taxes” checks Select the pay periods that correspond to the quarterly reporting Click “OK” Print the report and put aside Payroll Reports Quarterly/Annual Select “Quarterly Accumulations” Select the quarter and click “OK” Print the this report and compare it to the 941 report, the “Transfer for 941 Taxes” checks

total and the “Transfer for MA Withholding Tx” checks total. All of these numbers must match

On the 941 Summary Report, If there is a balance due (line 14) or overpayment (line 15), determine the reason using the “Quarterly Accumulations” report to compare amounts

Payroll Reports Under “General”, select “MA – WR1 Report” Select year and quarter to report wages OK This report will match the “MA – Quarterly Wage File – Quest” and “Quarterly

Accumulations” gross wages column Payroll Reports

-148-


Under General, select “MA – Quarterly Wage File – Quest” Select the year and quarter to report – Apply selection Export the file to Excel, total the Gross Wages, Withholding Wages and Amount

Withheld columns and match them to the Quarterly Accumulations and WR1 reports – Withholding Wages are normally the Medicare Wages found on the Quarterly Accumulations report; however, this amount isn’t always accurate because depending on individual employees who have FICA Exempt Deductions and/or Retirement Tax Exempt amounts the totals will vary and not match-no need to save once verified

Save this report on the H: Drive in a tax file for the year (see computer for past history) Log on to the website www.irs.gov/pub/irs-pdf/f 941 .pdf to get Form 941 to complete Log on to the website www.irs.gov/pub/irs-pdf/f 941 sb.pdf to get Form 941 B to complete Complete the 941 using the copy from Infinite Visions Using the “Direct Deposit Wired” checks complete the Form 941 B Sign 941 and make copies of both forms. Originals get mailed to the appropriate address

based on an amount owed, refund due or zero-balance. Check the IRS website for instructions

Put the copies and all back-up together and file in the fire-proof cabinet

MA Quarterly Wage Tax Filings: Must be filed before the end of the month for MA withholding taxes withheld from

employee’s paychecks from the prior month Log on to MA DOR Webfile for Business using the following address:

https://wfb.dor.state.ma.us/webfile/business/Public/Webforms/Login/Login.aspx Click on “File, Pay or Amend Returns” Select “Withholding Tax - Depository” Choose the month for which you are reporting withholdings hit “Start” Using the total amount from the “Transfer for MA Withholding Tx” checks that payroll

gives you at the end of every pay period, fill in the appropriate boxes File form Print verification Submit Log out File tax checks and the verification paperwork in the black cabinet in the appropriate

folder

MA Quarterly Wages Quest Filings: Log on to Infinite Visions Payroll Reports Under General, select “MA – WR1 Report” Select year and quarter to report wages OK Print report Payroll Reports Under General, select “MA – Quarterly Wage File – Quest” Select the year and quarter to report – Apply selection Save this report on the H: Drive in a tax file for the year (see computer for past history)

-149-

https://wfb.dor.state.ma.us/webfile/business/Public/Webforms/Login/Login.aspx

http://www.irs.gov/pub/irs-pdf/f941sb.pdf

http://www.irs.gov/pub/irs-pdf/f941.pdf


Export the file to Excel, total the Gross Wages, Withholding Wages and Amount Withheld columns and match them to the Quarterly Accumulations and WR1 reports – Withholding Wages are normally the Medicare Wages found on the Quarterly Accumulations report; however, this amount isn’t always accurate because depending on individual employees who have FICA Exempt Deductions and/or Retirement Tax Exempt amounts the totals will vary and not match-no need to save once verified

Log on to https://uionline.detma.org/Employer/Core/Login.ASPX Enter User ID and Password Select Employment and Wage Detail Reporting Select Submit Employment and Wage Detail Select the Reporting Period at the top of the page Click – File Upload Next Click – Delimited Next Browse the computer for the current “MA– Quarterly Wage File – Quest” file you just

created from Infinite Visions - Upload Next The system will tell you that the file was submitted but due to the size cannot be

processed immediately but is saved and check back the following day Print a copy of that and attach it to the WR1 report and file it in the black cabinet in the

appropriate folder Check back in a day or two Select Employment and Wage Detail Reporting Select View Submission History Select the Year and Search Make sure the status says “Submitted” and there are no errors reported Print the page for verification and file with the other paperwork

Multiple Worksite Report – MA: An email from The Bureau of Labor Statistics will be sent informing you that the

quarterly multiple worksite report needs to be completed. In that email, you will receive a username and password to enter the information

Log on to Infinite Visions Payroll Reports Quarterly/Annual Select “Multiple Worksite Report” Select the quarter and year to report Print the 2 page report Combine the coach and custodian monthly numbers and the salaries with MRHS’s figures Combine food service and mailout monthly numbers and salaries with super’s figures Log on to the website https://idcf.bls.gov/authentication/login (a link will be included in

the email as well) Enter the information accordingly by school Print a report for our records Click Submit File all paperwork together in the Multiple Worksite folder in the black cabinet

-150-

https://idcf.bls.gov/authentication/login

https://uionline.detma.org/Employer/Core/Login.ASPX


US Department of Commerce Census Annual Surveys

You will receive an email from the US Census Bureau indicating that it is time to complete their annual Survey of School System Finances

In the black filing cabinet, 2nd drawer down, locate the “US Dept of Commerce Census” file folder and pull out last year’s report for comparison

Again in the black filing cabinet, 2nd drawer down, locate the FYxx Treasurer’s Report file and pull out the June end of year Treasurer’s Report for the State

Again in the black filing cabinet, 2nd drawer down, locate the Statement of Indebtedness folder and pull out the prior year report to assist in completing the current one

Part I - Under cash and investments, using the end of year Treasurer’s Report complete this section

Part II - Section A- Using last year’s census information and Statement of Indebtedness, complete this section

Part II - Section B- Using last year’s census information and Statement of Indebtedness, complete this section

Part III - Complete the form with your information Go online using the website given and complete the online version. The username and

password in included in the letter Print a copy for District’s records and return the folder to the black cabinet

-151-