fy 2018 - 2019...fy 2018-2019 general fund budget o estimated state bsc is $2,485 o estimated at...
TRANSCRIPT
ANNUAL
STUDENT ACTIVITY
WORKSHOP
FY 2018 - 2019
JULY 31, 2018
FINANCIAL SERVICES
STUDENT ACTIVITY WORKSHOP
FY 2018 – 2019
WELCOME & INTRODUCTION
Sherri Mathews-Hazel, CPA
Chief Financial Officer
FINANCIAL SERVICES
STUDENT ACTIVITY
WORKSHOP
GREETINGS
Dr. Craig Witherspoon
FINANCIAL SERVICES
FINANCIAL UPDATES
Sherri Mathews-Hazel, CPA
Chief Financial Office
• Major Munis Upgrade is coming by April 1, 2019
• More user friendly
• Munis Vendor Portal
• Munis P-Card Management Module
• Munis Employee Travel Module
• Munis Online Receiving of Goods & Services
• New Kronos in Fall 2018
• Training for Special Revenue and Title One
FINANCIAL SERVICES
Bookkeeper’s TrainingJuly 31, 2018
Ed Carlon, Chief Operations Officer
FY 2018-2019 General Fund Budget
RICHLAND COUNTY SCHOOL DISTRICT ONEFY 2018-2019 GENERAL FUND BUDGET
EFA BSC
50,382,753$ 2,578 2009
48,747,827$ 2,498
47,133,776$ 2,484
42,244,887$ 2,245
41,100,369$ 2,189
40,527,838$ 2,034 2010
37,983,984$ 1,910
34,847,731$ 1,764
31,619,414$ 1,625 2011
34,711,260$ 1,880 2012
39,466,475$ 2,012 2013
40,772,978$ 2,101 2014
46,721,586$ 2,120 2015
49,199,756$ 2,220 2016
50,870,807$ 2,350 2017
51,169,828$ 2,425 2018
53,384,563$ 2,485 2019
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
Series1 $50,3 $48,7 $47,1 $42,2 $41,1 $40,5 $37,9 $34,8 $31,6 $34,7 $39,4 $40,7 $46,7 $49,1 $50,8 $51,1 $53,3
Series2 2,578 2,498 2,484 2,245 2,189 2,034 1,910 1,764 1,625 1,880 2,012 2,101 2,120 2,220 2,350 2,425 2,485
$-
$10,000,000
$20,000,000
$30,000,000
$40,000,000
$50,000,000
$60,000,000
Dol
lars
State Funding
FY 2010
FY 2009
FY 2011
FY 2012
FY 2013FY 2015
FY 2017
FY 2018
$62.3 millionFY 2019
Changes in RevenueFor FY 2018-2019
FY 2018 Revenueo Local
• $1,693,857
o State
• $89,982,643
o Federal & Transfers
• $1,052,200
o County
• $214,153,871
o Total
• $306,882,571
FY 2019 Revenueo Local
• $200,000
o State
• $94,178,046
o Federal & Transfers
• $1,042,200
o County
• $224,497,097 (approved by County)
o Total
• $319,917,343
Increase in total revenues from 2018 - $13,034,772
Increase in State sourcesfrom 2018 - $4,195,403
RICHLAND COUNTY SCHOOL DISTRICT ONEFY 2018-2019 GENERAL FUND BUDGET
State Funding Issues for FY 2019
o Base Student Cost (should be $3,018 per EFA calculations)o House same as FY18 $2,425o Senate $2,485 ($60 increase)
o Teacher Pay increase, the step needs to come from BSCo House requiring 2%o Senate requiring 1%
o Increase for 1% state retirement ($3 million)o Increase for health insurance 6% ($1.4 million)
RICHLAND COUNTY SCHOOL DISTRICT ONEFY 2018-2019 GENERAL FUND BUDGET
o Expected rate increase in utilities 5%o Budgeted decrease due to energy efficient replacements of lighting & HVAC controls
o Teacher step plus 1% including fringes - $3.4 M
o Non-certified step increase including fringes - $3.4 M
o Increase FTEs for Language Immersion program – 6 FTEs, the rest to be paid by magnet grant
o Increase for 2 FTEs not paid by magnet grant at Sanders MS
RICHLAND COUNTY SCHOOL DISTRICT ONEFY 2018-2019 GENERAL FUND BUDGET
o Changes from Second Reading
o Add Bus Drivers for magnet programs (4 FTEs)
o Add FTEs for Human Resources (3 FTEs)
o Add Accreditation budget
o Increase per pupil allocation for custodial supplies
o Increase Graduation costs
RICHLAND COUNTY SCHOOL DISTRICT ONEFY 2018-2019 GENERAL FUND BUDGET
o Changes from Second Reading
o Reduce vehicle replacemento Will request in amended budget request to county council
o Reduce PC replacement and technologyo Will request in amended budget request to county council
RICHLAND COUNTY SCHOOL DISTRICT ONEFY 2018-2019 GENERAL FUND BUDGET
o Additional items for Amended Budget Request to County
o Increase Summer Soaro Increase Summer Reading Campso Increase Summer School/After School Remediationo Increase Summer Reading Bookso Add SRO – Pendergrass, Adult Ed, Early Childhoodo Increase Tuition reimbursements
RICHLAND COUNTY SCHOOL DISTRICT ONEFY 2018-2019 GENERAL FUND BUDGET
o Estimated State BSC is $2,485
o Estimated at $1.2 million increase from state
o Just above FY 2008 level
o Value of the Mill is $798,000 $840,000 with owner occupied, $607,000 without at this time
o The millage cap for FY 2019 is 263.4
o The CPI is set at 2.13% with 0.14% growth in FY 2018 which is 2.27% total
o Estimated at $3,500,000 increase or 5.9 mills
RICHLAND COUNTY SCHOOL DISTRICT ONEFY 2018-2019 GENERAL FUND BUDGET
o For Your Informationo Millage
o Cap = 263.4o Look back = 3.5o Total Millage = 266.9
o Look back millage is about 3.5 millso Estimated at $2.1 milliono Was approved by County
RICHLAND COUNTY SCHOOL DISTRICT ONEFY 2018-2019 GENERAL FUND BUDGET
District will request amended budget for FY 2019
o The Administration would like to request an amended budget be submitted to County Council based on a millage Cap plus look back
o This will be brought forward at later date
FINANCIAL SERVICES
STUDENT ACTIVITY REVIEW
By Cynthia Johnson
Student Activity Monitor
FINANCIAL SERVICES
STUDENT ACTIVITY REVIEW
• Deposit Slips and Check Orders
• Summary Receipts
• Deleting Old Accounts
• Receipt Books
• EPES Software
• Field Trips
• Year-End Process
FINANCIAL SERVICES
STUDENT ACTIVITY
OPEN DISCUSSION
GRANTS
FINANCIAL SERVICES
ACCOUNTS PAYABLE & PAYROLL
UPDATES
Abbie Vella
Director of Payroll & Accounts Payable
FINANCIAL SERVICES
Travel Rates—Effective 07/01/2018
--Mileage reimbursed at 54.5 cents per mile
--Meal Per Diem: In state $49.00 per day
Out of State $58.00 per day
FINANCIAL SERVICES
TRAVEL TIPS
Travel advance of 75% of Travel Request Total
Travel reimbursement submitted within 10 days after travel
FINANCIAL SERVICES
Travel Approval ProcessSupervisor Approval
Executive Level Approval
Budget Approval
Superintendent Approval
Accounts Payable for Processing
PAYROLL
Avoid payroll overpayments-Code every absence in Kronos i.e. maternity leave
Report immediately – terminations and no shows
Backup approver for Kronos in your absence Every contract day must have TIME or a CODE for each classified.
Code each day as EE requests it. Let payroll manage the balance/docks Code every day in Kronos after an employee terms as AU until they are gone
from the roster.
FINANCIAL SERVICES
Overtime and Additional Pay
Overtime and Additional Pay: Prior Approval by Supervisor and Executive Staff
Complete Required Forms
Prior approval is used during contract schedule.
Hourly justification is needed whenever anyone works outside of contract schedule. These are not the same forms/purposes.
Contact Kathleen Parker to ensure you obtain the latest/proper form.
FINANCIAL SERVICES
UPCOMING PAY DATES• Pay Check: 12 months 07/19/2018
• Pay Check: 9 and 10 months 08/31/2018
11 months 8/17/2018
• First payroll check for the school year will be a direct
deposit check for all employees. Employees must be
present to sign the attendance log on August 13th in
order to receive their direct deposit on 08/31/2018.
FINANCIAL SERVICES
PETTY CASH REVIEW
Abbie Vella
Director of Payroll & Accounts Payable
FINANCIAL SERVICES
PETTY CASH
• Request to establish a petty cash fund from Chief Financial Officer
• Petty Cash training is provided by Financial Services
• Petty Cash is subject to surprise cash audits
• Transactions must be less than or equal to $200.00
• Allowable Expenses: Instructional Supplies, Administrative Supplies, and Food for professional development training
• Non-Allowable Expenses: Gifts for employees and students, gifts and flowers for appreciation week, bereavement items, gift cards, salaries, travel, or equipment
FINANCIAL SERVICES
STUDENT ACTIVITY
WORKSHOP
BREAK
FINANCIAL SERVICES
STUDENT ACTIVITY
WORKSHOP
Human Resources
Kathleen Parker
FINANCIAL SERVICES
PROCUREMENT SERVICESSTUDENT ACTIVITY WORKSHOP
07-31-18
Robert Hardison, CPPO
Director of Procurement & Warehouse
Yolanda Cuttino
Administrative Professional
Timika Beaver
Procurement SpecialistP-Card Administrator
Carol R. Lee, CPPB
Procurement Specialist
Avril L. McQuilla
Procurement Specialist
LaShonda Outing, CPPB
Procurement Manager
Harrison Joseph, III
Construction Contracts Manager
PROCUREMENT SERVICES TEAM
Collective Affiliations: The Institute of Public Procurement (NIGP) SC Association of Governmental Purchasing Officials (SCAGPO) National Association of Procurement Card Professionals (NAPCP)
National Honor: NIGP Outstanding Agency Accreditation (2006)
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OUR MISSION STATEMENT
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Our Mission is to provide excellent supplies, services and information technology to foster the academic advancement of all of our students and staff. Procurement Services seeks to achieve the highest standard of professional procurement and be recognized for its commitment to customer service and support through teamwork, technology, procurement knowledge, professionalism, and our commitment to excellence.• Our Critical Success Factors will be service, value, technology, communication and diversity. We must focus on these factors in order to achieve our vision.
• Service: We will provide courteous and efficient customer service and support. We will exceed our customer’s expectations.
• Value: We will provide the best value, best service and best quality to our customers. We will measure performance and track key accomplishments, cost savings and avoidances to reduce the cost of required supplies, services and information technology. We will be recognized in public procurement for our practices as best-in-class. We will develop and sustain strategic vendor relationships and best value contracts.
• Technology: We will strive to utilize and incorporate new and advanced purchasing technologies.
• Communication: We will create lasting partnerships with our customers through effective communication.
• Diversity: We will provide and support the principals of socially responsible purchasing. We will strive to surpass expectations and goals established for small, women, minority business enterprises (S/W/MBE).
MEET OUR TEAM
Bob Hardison, DirectorProcurement & Warehouse ServicesCertified Public Procurement Officer (CPPO) Procurement Warehouse and Maintenance Support Services Printing Services Movement Services
Yolanda Cuttino, Administrative Professional General Inquiries Change Orders Ratification Packages Iron Mountain (Records Management)
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MEET OUR TEAM
LaShonda Outing, Procurement Manager Certified Public Procurement Buyer (CPPB) Large Procurements/RFP’s Cooperative Contracts: Educational Supplies, Janitorial, etc Copier Equipment ERP Project Manager MUNIS Troubleshooting (Procurement Module)
Harrison Joseph, Construction Contracts Manager Construction & Facilities Bond Related Purchases Capital Projects Furniture Purchases
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MEET OUR TEAM
Carol R. Lee, Procurement Specialist Certified Public Procurement Buyer (CPPB) Curriculum and Instructional Service Contracts Student Nutrition Contracts Heyward Career Center Office of Federal and State Programs McKinney-Vento Transportation
Avril L. McQuilla, Procurement Specialist Administrative/SAB Related Purchases Maintenance Services Laminator Maintenance Special Education
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MEET OUR TEAM
Timika Beaver, Procurement Specialist/P-Card Administrator P-card Administrator Athletics Department Printing Services Office of Operations Superintendent Office
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• $0.00 - $1,500.00 (Use of P-card highly recommended)
• Price must be fair and reasonable, competition not required
• $1,500.01 - $5,000.00
• Solicitations of verbal or written quotes; minimum of three qualified sources
• Award to lowest, responsive, responsible source
• $5,000.01 – $10,000.00
• Solicitation of written quotations from three qualified sources; award to lowest responsive, responsible source
• $10,000.01– $24,999.99
• Written solicitation or written quotes, bids or proposals; must be advertised; award to lowest responsive, responsible source or highest ranking offeror (RFP)
• $25,000.00 or more
• Shall be awarded by competitive sealed bidding or approved alternate source selection method.
• Must be advertised.
• Notice of intended award.
• Protestable
COMPETITON THRESHOLDS
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BOARD OF SCHOOL COMMISSIONERS APPROVAL MANDATORY
• Any Contract or Purchase Order $50,000.00 or more
• Requires approval by the Board of School Commissioners prior to commencing work
• Plan at least 30-60 days in advance (in addition to the time it takes for the competition process)
• Submit requisition in MUNIS
• Contracts and Agreements must be approved and submitted with requisition (if applicable). Enter into OnBase for legal sufficiency review
• Scope of work (SOW) must be clearly defined
• Only Authorized Persons may sign a Contract/Agreement, etc.
• Superintendent and Director, Procurement Services
• Principals cannot sign contracts.
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WWW.RICHLANDONE.ORG/PROCUREMENT
OUR WEBPAGE
• Office Supply Scams
• Copier Services
• Beverage Contract
• Current Solicitations and Awards
• MUNIS
• P-Card Program
• Records Management
• Instructional and Science Supply Contracts
• Approved Motor Coach Carriers
• Procurement Code
• Procurement Forms
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OFFICE SUPPLY SCAMS
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Beware of Office Supply Scams!Every year office supply scams cost businesses, schools, churches and
charitable organizations millions of dollars.
RCSD1 has been victimized in the past by this type of scam.
The typical office supply scam involves goods or services that are routinely
ordered, e.g., copy paper, toner cartridges and various office supplies. Beware of
unsolicited telemarketer calls requesting information about your office supply
and printer usage. These firms based on a simple telephone conversation will
without your knowledge send you unordered goods along with an invoice. These
fraudulent firms often lie to get you to pay for items you didn't order or to get you
to pay unreasonable prices.
COPIER SERVICES CONTRACT
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Sharp Business Systems of SC - Greenville, SC• New Feature: ID Badge Access • Installation week of July 23 - August 3 • ES, MS, HS primary and alternate point of
contact per site is required• Same Features• Training in August at Olympia – TBA
COCA-COLA BEVERAGE CONTRACT
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• Vending Refills/Customer Care Center/Repairs – Phone: 1-800-309-2653 (Allow 24-48 Hours)
• Each school may request up to (5) units/cases of complimentary water for school events. Please email your requests to LaShonda Outing, at least fourteen (14) days prior to the scheduled event. E-mail should include:
School or Department Name Type of Event Date of Event Physical Address of Delivery Delivery Contact Person and Phone Number
• Product Orders for Booster clubs, School Stores, Cafe, etc., requires a notification of five (5) business days before need by date in order for on-time delivery. Please contact LaShonda Outing for instructions on how to order.
• Fundraiser truckload sales opportunities available also.
MUNIS
• All purchases for goods and services REQUIRE a PO
• Exception: Use of P-card $0.00 - $1,500.00 “small purchases”
• Complete Line Item Description per line (i.e. Item No. PRO-1234, Blue, High back chair, page 23)
• Sales Tax
• Commodity Codes
• Vendor Name/Vendor Listing/Vendor Application and W-9
• Fixed Assets
• Website or Intranet (Vendor Resources/Forms)
• Technology Purchases requires completed IT DRAP Form44
MUNIS ERP UPGRADE
• New Interface, Windows Based
• Login Credentials: 1446xxxx - e.g. 1446lout (authorized users only)
• For training, contact your Assigned Procurement Specialist
• Refresher courses in Labs will be offered in August
• New Modules
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BANK OF AMERICA PURCHASING CARD (P-CARD)
• The Purchasing Card is a Visa credit card issued by the Bank of America. It is a purchasing tool which offers an alternative to the Requisition/PO process for small dollar purchases with a total value of less than $1,500.00.
• Over 80% of District purchases are within the threshold of $0.00 to $1,500.00.
• P-Card expedites procurement process; receive goods quicker; vendors paid sooner.
RECORDS MANAGEMENT
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Departments and Schools may make a request for Records Storage and Management
Services through the District contract with Iron Mountain.
Iron Mountain Account No. SC505
Iron Mountain Connects Support (Forgotten Password) 1- 800-934-3453
District Administrator - Yolanda Cuttino – 803-231-7033 or
Contract Administrator – LaShonda Outing, 803-231-7037 or
The State of South Carolina Archives and Record Management Division hasprepared general retention and disposition schedules to provide SouthCarolina school district’s the legal authorization to retain and dispose ofrecords.
INSTRUCTIONAL SUPPLIES & MATERIALS
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Use of SC School District Cooperative Agreement• Office Depot/Office Max
• Catalog Discounts of 50% off List Price• Toner 25% off printed catalog price• Technology and Technology Accessories 25% off printed catalog price• Order on-line: Business.officedepot.com/education
• ACE Educational Supplies• 33% off printed catalog price• Order On-line: www.ACEeducational.com
E-mail Address: [email protected]• Bender-Burkot East Coast School Supply
• 30% off printed catalog price• Order On-line: www.benderburkot.com• E-mail Address: [email protected]
• Blick Art; School Specialty; Kaplan Early Learning Company
OFFICE SUPPLIES AND COPY PAPERDESK TOP DELIVERY (JUST-IN-TIME)
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STATE CONTRACT provides Inside Desktop Delivery todesignated location• Supports Just-In-Time (JIT) procurement strategy• Significantly reduces need for maintaining District warehouse
inventory• Reduces District carrying costs and insurance• Typically 1 – 2 day delivery• State contract prices pre-established• Use of P-card recommendedVENDORS• Staples• Forms and Supply
SCIENCE EDUCATION SUPPLIES
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• SARGENT WELCH• 33% off printed catalog price• Order On-line: www.sargentwelch.com• E-mail Address: sargentwelchcs.com
• FISHER SCIENTIFIC COMPANY LLC• 32% off printed catalog price• Order On-line: www.fisheredu.com• E-mail Address: [email protected]
• FREY SCIENTIFIC• 30% off printed catalog price• Order On-line: www.freyscientific.com
E-mail Address: [email protected]• Others listed on our webpage
UNAUTHORIZED PROCUREMENTSRequire Ratification by Superintendent
• An agreement, a commitment, or an order for goods or services,or changes to existing contracts by any person who does not haveexpress written procurement authority to bind the District.
• Ratification Requirements:
• Letter to Director of Procurement Services
• Expenditure Request
• Corresponding Invoices
• Approval by Superintendent
• Notes:
1.Excessive ratifications may result in disciplinary action and lossof purchasing rights.
2.Delays payment to vendor.51
MOTOR COACH CARRIER QPL
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• When District Transportation Services cannot accommodate a request for “charter bus” services.
• The selected carrier must comply with all State of South Carolina and Federal laws as well as any District policies and regulations.
• Only contractors that are on the “Qualified Provider List (QPL)” may be selected to perform field trips or to satisfy other school based transportation needs (i.e. athletic trips, etc.)
• See Procurement Guideline on our webpage for detailed instructions.
DISTRICT PROCUREMENT CODE
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Purpose and Policies. The underlying purposes and policies of this Code are:
a. to provide increased economy in District procurement activities and to maximize to the fullest extentpracticable the purchasing values of funds while ensuring procurements that are the most advantageousto the District;
b. to foster effective broad-based competition for public procurement within the free enterprise system;
c. to develop procurement capability responsive to appropriate user needs;
d. to consolidate, clarify, and modernize the procedure governing procurement in the District and permit thecontinued development of explicit and thoroughly considered procurement policies and practices;
e. to require the adoption of competitive procurement practices by the District;
f. to ensure the fair and equitable treatment of all persons who deal with the procurement system of thisDistrict which will promote increased public confidence in the procedures followed in public procurement;
g. to provide safeguards for the maintenance of a procurement system of quality and integrity with clearlydefined rules for ethical behavior on the part of all persons engaged in the public procurement process;and
h. to develop an efficient and effective means of delegating roles and responsibilities.
FORMS AND TEMPLATES
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• Sole Source Procurement
• Emergency Procurement
• Change Order
• W-9
• Vendor Application
Forms available on our webpage
PROFESSIONAL DEVELOPMENT APPROVALS
• Related to all purchases $2,500.00 or more. Procurement Services is required to have the following items before converting a Requisition into a Purchase Order (PO):
• Vendor Application (if not on file)
• W-9 (if not on file)
• List of references (verified)
• Evidence that the organization is valid
• Professional Development Form (completed)
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CONTACT INFORMATION
• When in doubt contact the Procurement Services Team:
• Robert Hardison: 231-7040 – [email protected]
• LaShonda Outing: 231-7037 – [email protected]
• Timika Beaver: 231-7039 – [email protected]
• Yolanda Cuttino: 231-7033 – [email protected]
• Harrison Joseph: 231-7052 – [email protected]
• Carol R. Lee: 231-7029 – [email protected]
• Avril McQuilla: 231-7031 – [email protected]
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QUESTIONS AND ANSWERS
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STUDENT ACTIVITY
WORKSHOP
ATHLETICS
Robert Matz
Director
FINANCIAL SERVICES
Arbiter System: Again this year we will pay via the Arbiter System (Handouts)
EFT Funds or Mail check to Trust Bank
Official Officiates Games
ADMIN pays Official thru Arbiter
Official receives instant payments
REFPAY system records payment for 1099 Income tax
ATHLETICS
Cooperative Agreement with BSN Sports
• The Beaufort County Cooperative Agreement # is BVB #18-012.
• Richland One is a part of this agreement which allows schools to purchase equipment from BSN without getting 3 quotes for purchases less than $25,000.00
• The project is to establish a catalog discount contract for the purchase of new athletic uniforms, supplies, and equipment via catalog and on-line ordering.
ATHLETICS
ON-LINE Ticket Sales
• District Schools are allowed to use the HUDDLE Online Ticket sales program. This is the same company that provides tickets for all events.
• It is to be determined at the school level.
• Online ticket sales are accounted for no different that a paper ticket.
ATHLETICS
STUDENT ACTIVITY WORKSHOP
FY 2018 - 2019
JULY 31, 2018
CLOSING REMARKS
Arnett EdmondThank you for coming !!! Have a Great Year !!!!!
We Look Forward to Serving You in the New Year !!