BUSINESS PROCEDURES Urbandale Community School District
GUIDING PRINCIPLES General Fund and Student Activity funds are “public • funds” governed by state law and Board policy. Auditors for public funds require a strict accounting • of all school district funds.
ACKNOWLEDGEMENT This manual is a guide for those individuals responsible for working within the district’s financial organization. This manual provides a framework to continue financial processes in a structured and disciplined way so that accuracy and reliability of financial information is at a high level. While the manual serves as a guide it still relies on the human elements of honesty, integrity, and discipline. This manual will also require teamwork throughout the district from all who are assigned responsibility so that the controls that are in place will work effectively.
WHERE TO FIND THE MANUAL - You can find the Business Procedure Manual on the Urbandale Community District’s website. It will be on the “BUSINESS SERVICES” page which is located under the “OUR DISTRICT” tab. Or just follow this link - http://www.urbandaleschools.com/our- district/business-services/ - You can also access it on Frontline.
BID PROCEDURES - BOARD POLICIES: 814 - FORMS ASSOCIATED WITH BID PROCEDURES: - BID SHEET Supervisor Superintendent Bids Board Approval Approval Approval < $5,000 • Purchase of goods costing less than $5,000 - $25,000 shall be governed by $25,000 regulations set forth in the Business Procedures Manual. $25,000 - $50,000 • All services, supplies, and equipment must be approved by > $50,000 your supervisor. RFPs
PURCHASE Requisition to Approval ORDERS BOARD POLICIES: 811, 823 FORMS ASSOCIATED WITH PURCHASE ORDERS: - REQUEST FOR MATERIALS/SERVICES All orders for merchandise and • Would like to Purchase order is buy supplies given back and she services must be approved PRIOR for class is allowed to make to placing an order or requesting a the purchase! service. Purchase Requisition Order Approved by Approved by Business Office Supervisor
FUNDRAISERS FORMS ASSOCIATED WITH FUNDRAISERS: - FUNDRAISING APPROVAL FORM Students may raise funds for school-sponsored - SERVICES RENDERED FORM • - MONEY RECEIPTED FROM FUNDRAISERS FORM events with the permission of the building principal - DEPOSIT SHEET or activities director. Each Fundraiser should have a specific purpose, • which can be articulated clearly. Revenue raised for student activity funds must be • used for co-curricular or extra-curricular activities.
FUNDRAISING 1. Obtain approval from the building principal GUIDELINES 2. Students/parents informed of the goal 3. Sponsors should not set an amount that each student is FORMS ASSOCIATED WITH FUNDRAISERS: - FUNDRAISING APPROVAL FORM required to raise. - SERVICES RENDERED FORM - MONEY RECEIPTED FROM FUNDRAISERS FORM 4. Rewards to individual students is not permitted. - DEPOSIT SHEET a. Prohibited rewards: i. Monetary rewards ii. Junk food 5. Accurate accounting of merchandise and funds. 6. Deposit funds daily with the building secretary. 7. Deposit sheet is completed and given to the building secretary to be sent to the Business Office.
RESALE Steps for Resale: ACCOUNTS ü Contact vendor for total cost and submit a Request for Materials/Services form. FORMS ASSOCIATED WITH RESALE ACCOUNTS: ü Take orders from student/staff. Collect money at the time of - REQUEST FOR MATERIALS/SERVICES FORM order. - DEPOSIT SHEET ü Submit the approved request for materials/services and the collected funds to the building secretary. ü Resale purchase orders will not be approved by the CFO until all money is collected and copies of the deposit and receipt sheets are received in the business office.
TRAVEL Essentials for Reimbursement : BOARD POLICIES: 420, 829, 825 FORMS ASSOCIATED WITH TRAVEL: - MEAL EXPENSE TRAVEL RECONCILIATION FORM Remit a travel claim for mileage, meals, hotel, etc. Itemized ● - MILEAGE REIMBURSEMENT CLAIM original receipts detailing the cost incurred, are required. Remember while traveling that you are - Claims for reimbursement must be completed within 30 days ● representatives of the Urbandale Community School District and you will be The tip for services must never exceed 20% when using a p-card. ● held accountable for anything done outside of the District.
GIFTS & DONATIONS All gifts and donations given to all buildings, ● activities, and departments become the BOARD POLICIES: 810 property of the District. It is the responsibility of the building principal to ● maintain an accounting of expenditures for donations received in their buildings. The District reserves the right to make the ● decision as to the most appropriate use and housing of a gift collection.
HEALTHY Guidelines: KIDS ACT Fundraising : Items for sale in fundraisers should promote healthy foods and beverages. BOARD POLICIES: 518 HEALTHY KIDS ACT: H.R. 3921 Modeling : Staff members are discouraged from UCSD WELLNESS POLICY consuming foods or beverages of minimal nutritional value in the presence of students. Beverages should be in - Goal is focused on developing an unmarked container. lifelong healthy behaviors and habits that are reinforced in grades Classroom Snack Consumption : Snacks provided K-12. for celebratory reasons will be consumed after lunch. Snacks must be confined to the classroom and must - The time the act is in place is from meet the healthy nutrition guidelines. Midnight-4pm throughout the week.
MISCELLANEOUS Grants: When employees receive a grant, they must contact the Business Office at the Administration Office in order for a grant code to be established . Gift Cards/Certificates: Gift cards/certificates cannot be given to staff or students. Donations: School organizations are not permitted to make donations to other non-profit organizations unless that purpose was identified prior to raising the fund. Personal Responsibility : Failure to follow established fund management procedures may force the district to hold you personally responsible for incurred expenses.
FREQUENTLY ASKED QUESTIONS Q ’ s & A ’ s 1. Q: I need to make a purchase, but what if A: Do your best estimate of the cost. The actual don’t know the exact dollar amount to amount invoiced will be adjusted when the put on the requisition? vendor is paid. 2. Q: My students did great on the last A:You can bring sliced fruit or have other test we had! Can I bring candy to nutritious options available! Planning a fun celebrate? activity for your students can also have the same effect on students. 3. Q: Do I really need to turn in a purchase A: Yes. Each purchase must be approved prior order to buy something at Hy-Vee with to purchasing, even with a p-card. Planning my p-card. in advance will be a necessity. 4. Q: A parent gave me a gift card A: Unfortunately, no. Gift card receipts cannot be instead of a cash payment to buy itemized, therefore the Business Office cannot supplies for a party we are having at determine what was bought and what it was the school. Am I allowed to accept used for. this?
FORMS Travel Bids Fundraising - Mileage Reimbursement Claim - Bid Sheet - Fundraising Approval Form - Meal Expense Travel Reconciliation Form - Fundraiser Record Log - Fundraiser Reconciliation Form - Money Receipted From Fundraisers - Deposit Breakdown Purchase Orders Grants Resale - Request for Materials and/or Services - Grant Budget/Reconciliation Form - Resale - Invoice for Services Rendered - Deposit Breakdown - Deposit Breakdown
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QUESTIONS? Questions that have the potential of becoming frequently asked questions
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