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Local School Accounting Standard Operating Procedures

User Guide for Cobb County Employees

12/6/2017

7/1/2016

Created for: The Cobb County School District

514 Glover Street Marietta, GA 30060

(770) 426-3300

Created by: CCSD Financial Services Financial Analysis & Training and Local School Accounting 440 Glover Street Marietta, GA 30060

Cobb County School District December 6, 2017

Local School Accounting Standard Operating Procedures of 59

Revision Chart The following chart lists the revisions made to this document. Use this to describe the changes or additions made to the document each time it is re-published (draft or final). The description should outline the changes as possible.

Date Author Description of Changes

05/19/2016 LSA Initial Release

05/31/2017 LSA Edited for 2017-2018 School Year

08/01/2017 Cathy Strudthoff Update to Sales Tax and Parking Sections

12/06/2017 Cathy Strudthoff Change Fund Clarification



Table of Contents Local School Accounting .......................................................................................................................................... 1

Revision Chart ............................................................................................................................................................ 2

Section I: Introduction ............................................................................................................................................. 8

Section II: Principal’s Fiscal Responsibilities ..................................................................................................... 8

Armored Car Service ......................................................................................................................... 10

Athletics and Special Events ............................................................................................................. 10

Ticket Sales: Additional Procedures ....................................................................................... 11

Online Athletic Ticket Sales ..................................................................................................... 11

Special Event Ticket Sales Log ................................................................................................. 11

Sports Passes .............................................................................................................................. 11

Required Reports ....................................................................................................................... 12

Tickets Printed by the School ................................................................................................... 13

Cell Phones .......................................................................................................................................... 13

Change Funds ..................................................................................................................................... 13

High Schools............................................................................................................................... 13

Elementary and Middle Schools .............................................................................................. 14

Food and Nutrition Services .................................................................................................... 15

Checking, Savings, and Investment Accounts ............................................................................... 15

Check Signing Authority and Responsibility on Accounts ................................................. 15

Changing Check Signers ........................................................................................................... 16

Lunchroom Account ................................................................................................................. 16

Taxpayer Identification Number ............................................................................................. 16

Ordering Bank Supplies............................................................................................................ 16

Cashing Personal Checks.......................................................................................................... 17

Returned Checks ........................................................................................................................ 17

Contracts.............................................................................................................................................. 17

Contracts with Non-Employees Paid from County Funds .................................................. 18

Contracts with Non-Employees Paid with Local School Activity Funds .......................... 18

Contracts with Non-Employees Paid with both Local and County Funds ....................... 19

Contracts with Employees ........................................................................................................ 19

Book Fair Contracts ................................................................................................................... 19

Picture Contracts ....................................................................................................................... 20

Vending Contracts ..................................................................................................................... 20



Control Documents ............................................................................................................................ 20

Counterfeit Money ............................................................................................................................. 20

Deficit Balances................................................................................................................................... 21

Discretionary Accounts ..................................................................................................................... 21

Disposition and Retention of Financial Records ............................................................................ 21

Electronic Cash Registers Procedures ............................................................................................. 21

Required Reports ....................................................................................................................... 21

Pre-Event Procedures ................................................................................................................ 22

Post-Event Procedures .............................................................................................................. 23

Additional Electronic Cash Register Recommendations ..................................................... 23

Ethics .................................................................................................................................................... 24

Faculty Accounts ................................................................................................................................ 24

Field Trips and School Activities ..................................................................................................... 24

Parking ................................................................................................................................................. 26

Procedures to Sell Parking Decals ........................................................................................... 26

Procedures to Receipt Parking ................................................................................................. 27

Passwords and Usernames ............................................................................................................... 28

Payroll .................................................................................................................................................. 28

Supplemental Salary ................................................................................................................. 28

Cash Gifts to Employees ........................................................................................................... 28

Performing Arts .................................................................................................................................. 29

Physical Education ............................................................................................................................. 29

Professional/Institutional Dues ........................................................................................................ 29

Property Control ................................................................................................................................ 29

Scholarships & Memorials ................................................................................................................ 30

School Budget and Financial Records ............................................................................................. 30

School Fundraising ............................................................................................................................ 30

Collection Jars ............................................................................................................................ 30

Commitment Cards ................................................................................................................... 30

Raffles .......................................................................................................................................... 31

Community Fund Drives.......................................................................................................... 31

Employee Fund Drives ............................................................................................................. 31

Instructional Business Program ............................................................................................... 31

Online Fundraisers .................................................................................................................... 31

Picture Commission .................................................................................................................. 31



School Store ................................................................................................................................ 32

Bingo Night ................................................................................................................................ 32

Vending Operations .................................................................................................................. 32

Non-Commission Basis Vending Procedures (including pencil machines) ...................... 32

Yearbooks ................................................................................................................................... 33

School Payment Boxes ....................................................................................................................... 33

School Safes ......................................................................................................................................... 33

Top and Middle Compartments .............................................................................................. 34

Bottom Lock (Armored Car Compartment) .......................................................................... 35

School Support Organizations .......................................................................................................... 35

School Clubs ............................................................................................................................... 35

Student Organizations ....................................................................................................................... 36

Tests ..................................................................................................................................................... 36

Travel ................................................................................................................................................... 36

Travel with Students .......................................................................................................................... 36

Unclaimed Funds/Outstanding Checks .......................................................................................... 36

Remitting Unclaimed Funds In Account 8400 ....................................................................... 38

Use of School Facilities ...................................................................................................................... 39

Solicitation on School Property ................................................................................................ 39

Advertising on School Property .............................................................................................. 39 Section III: Revenue Cycle .................................................................................................................................... 39

Revenue Sources................................................................................................................................. 39

After School Program ................................................................................................................ 39

Book Fairs ................................................................................................................................... 39

Cell Tower Funds ...................................................................................................................... 41

Donations .................................................................................................................................... 41

Grants .......................................................................................................................................... 42

Interest Income ........................................................................................................................... 42

Online Payments ........................................................................................................................ 42

Summer School .......................................................................................................................... 43

Revenue Collection ............................................................................................................................ 43

Authorization to Receipt .......................................................................................................... 43

Elementary and Middle School Receipting .................................................................................... 44

Statement Receipting................................................................................................................. 44

Use of Classroom Remittance Report Books .......................................................................... 45



Elementary and Middle School Use of FS-124 Cash/Check Tally Form ............................ 45

High School Receipting ..................................................................................................................... 46

Use of Student Receipt Books and Classroom Remittance Report Books .......................... 46

Control Logs ............................................................................................................................... 47

Receipting Procedures for Receipt Books ............................................................................... 47

Master Receipts .......................................................................................................................... 48

Voiding Master Receipts ........................................................................................................... 49

High School Use of FS-124 Cash/Check Tally Form ............................................................. 49

Depositing ........................................................................................................................................... 49

Deposit Preparation .................................................................................................................. 50

Daily Bank Account Activity Verification .............................................................................. 50

Remittance of Revenue ...................................................................................................................... 51

Bank Reconciliation ................................................................................................................... 51

Reconciling Items ............................................................................................................................... 51 Section IV: Spending Cycle ................................................................................................................................... 52

County Funds ..................................................................................................................................... 52

Credit Card Accounts ........................................................................................................................ 52

Disbursements .................................................................................................................................... 52

Purchase Requisition/Local School Check Request (FS-381) ............................................... 52

Purchasing Regulations and Thresholds ................................................................................ 53

Supporting Documentation for School Checks ..................................................................... 53

Additional Disbursement Guidelines ..................................................................................... 54

Inventoried Property ......................................................................................................................... 54

Open Accounts ................................................................................................................................... 54

Petty Cash............................................................................................................................................ 54

Procurement Card .............................................................................................................................. 55

Purchase Orders Using Local School Activity Funds ................................................................... 55

Local School Purchase Orders ................................................................................................. 55

County Purchase Orders (e-Cobb) .......................................................................................... 55

Sales Tax .............................................................................................................................................. 56

Transfers .............................................................................................................................................. 56

Voiding Checks .................................................................................................................................. 56 Section V: Reporting .............................................................................................................................................. 57

Local School Accounting Reports .................................................................................................... 57

Activity Ledger Report ............................................................................................................. 57



List of Outstanding Checks ...................................................................................................... 57

Reconciliation Report ................................................................................................................ 57

Sequential Lists .......................................................................................................................... 57

Monthly Reports................................................................................................................................. 57

Annual Financial Reports ................................................................................................................. 57



Section I: Introduction The Local School Accounting Standard Operating Procedures, developed by the Financial Services Division of the Cobb County School District (CCSD), is designed to assist schools in administering an efficient local school activity funds accounting system. This manual has been developed in accordance with and references to the CCSD District Policies and District Administrative Rules and related regulations located on Cobb County School District homepage http://www.cobbk12.org/centraloffice/adminrules/.

This manual contains five main sections:

1. Introduction

2. Principal’s Fiscal Responsibilities

3. Revenue Cycle

4. Spending Cycle

5. Reporting

Local School Activity Funds are collected from students, parents, staff, community organizations, individuals and student support organizations and are used to provide support to student activities, academics, athletic programs, clubs and student and staff recognition. These funds are not taxpayer generated funds.

This manual is maintained by the Internal Compliance Department. Requests for deviations from the procedures contained in this manual and questions regarding interpretation of this manual should be directed to Internal Compliance.

The following sections contain important guidelines that should be used to manage the school’s financial operation. Additional instructions related to financial policies and procedures are further detailed in modules located on Cobb Teaching and Learning System.

Section II: Principal’s Fiscal Responsibilities Per CCSD District Administrative Rule DJEE-R, Local Purchasing, Principals are responsible for the safeguarding of assets and the management of all funds involving school activity. The Principal is ultimately responsible for the school’s entire financial operation. Management of school funds requires strict compliance with Georgia State Law, CCSD District Policies and District Administrative Rules, Local School Accounting Standard Operating Procedures, Local School Accounting Chart of Accounts and Maintaining Financial Control document.

http://www.cobbk12.org/centraloffice/adminrules/

http://www.cobbk12.org/centraloffice/finance/university/docs/Chart%20of%20Accounts.pdf


http://www.cobbk12.org/centraloffice/finance/university/docs/InternalComplianceMaintainingFinancial%20ControlJuly%202016.pdf



In accordance with District Administrative Rule GAGC-R, Employee Ethics, the Georgia PSC Code of Ethics for Educators, Form GAGC-2, includes the following standard for Public Funds and Property – An educator entrusted with public funds and property shall honor that trust with a high level of honesty, accuracy, and responsibility. Unethical conduct includes, but is not limited to:

1. Misusing public or school-related funds;

2. Failing to account for funds collected from students or parents;

3. Submitting fraudulent requests or documentation for reimbursement of expenses or for pay (including requests for compensation based on fraudulent, purchased or plagiarized degrees, documents, or coursework);

4. Co-mingling public or school-related funds with personal funds or checking accounts;

5. Using school property without the approval of the local board of education/governing board or authorized designee; and

6. Using school system property for personal gain.

Following are requirements regarding safeguarding assets:

1. The Bookkeeper or Backup Bookkeeper processes all school money and prepares deposits for armored car service pickup.

2. All money must be secured in the school safe.

3. Money must not be stored in the classroom or taken off campus. Principals are to ensure the school staff complies with these procedures. This may include requiring reimbursement from the staff for the theft or loss of school funds or property.

The Principal is responsible for delegating a Backup Bookkeeper to perform the essential functions for their school operations in the absence of the school Bookkeeper.

District Administrative Rule DIE-R, Fraud Prevention, provides guidance to District staff on reporting financial fraud or other financial misconduct. Internal Compliance will follow the appropriate procedures as set forth in this Rule.



Armored Car Service An armored car service is provided to all schools to pick up deposits dropped in the bottom compartment of the school safe. All schools are scheduled to receive service on Monday, Wednesday and Friday during the school year. Times of service may vary each day. Per the armored car service contract, the school is allotted four minutes for the pickup of school deposits.

The Principal is responsible for ensuring several staff members have access to the bottom compartment of the safe. School personnel responsible for meeting the armored car guard must be available between 8:00 a.m. and 3:00 p.m., have access to the armored car log book, know the school access code and be familiar with operation of the safe’s bottom lock and armored car service procedures. Staff, if available, should assist the driver with pickup of deposits if the armored car service driver arrives before or after the above listed contractual times.

Refer to the Armored Car Service training module on the Cobb Teaching and Learning System.

Athletics and Special Events The Principal should designate an Administrator or Special Event Sponsor to be responsible for each athletic or special event and the money collected at these events.

This designee is responsible for the following financial duties:

1. At the event, it is recommended a minimum of two people conduct the activity at the entrance or gate. One person sells tickets and collects money and a second person collects tickets from people entering the gate. It is the Principal’s discretion whether one or more persons are needed at gates where non-paying customers enter, or for smaller events.

2. For all high attendance events, a security officer should remain near the area in which money is being handled. At the Principal’s discretion, a security officer may be present at all events.

3. All revenues collected must be stored in the school safe on the day of the athletic event. No funds are to be taken off campus, stored on personal property or kept at the school in a location other than in the school safe.

4. Bank deposits of revenues collected should be prepared and dropped for armored car pickup within one business day of the event.

5. For school sponsored athletics and special events, gate receipts must be processed through the school’s financial records.



Ticket Sales: Additional Procedures The following are additional procedures for ticket sales at athletic or special events:

1. Only School District employees are authorized to sell tickets on school grounds for school sponsored athletic events.

2. Ticket sales may be conducted at the event, before or after school and/or during student lunch periods.

3. If a date is indicated on the tickets, at the end of the school year, unused tickets should be recorded on the FS-178, Ticket Inventory Log, and the use of these tickets discontinued. These tickets should be kept with the school’s annual financial records.

4. If a date is not indicated on the tickets, a beginning inventory should be taken each year for tickets remaining from a prior year.

5. Funds for special event tickets should not be collected off-site.

Online Athletic Ticket Sales High schools may enter into a contract with a vendor for online ticket sales for athletic events only. Contact the Cobb County School District Athletic Department for more information.

Special Event Ticket Sales Log Form FS-341, Special Event Ticket Sales Log, is optional and may be used in lieu of individual student receipts for Special Event ticket sales.

1. If the FS-341, Special Event Ticket Sales Log, is used and numbered tickets are sold, a corresponding FS-178, Ticket Inventory Log, should be completed.

2. The Bookkeeper should issue a receipt to the cashier from their receipt book for the total receipts received.

3. The Bookkeeper should issue a Master Receipt from activity accounting.

4. These procedures should be followed for any numbered item sold in lieu of tickets (i.e. numbered bracelets).

Sports Passes High Schools are allowed to sell sports passes for attendance at multiple sporting events for one reduced price. Before the sale of these passes, the Principal and school Athletic Director should determine the percentage breakdown of the athletic pass receipts to the appropriate athletic sports. When the school Bookkeeper posts the sports pass receipts in activity accounting, this



percentage breakdown may be used to distribute receipts to the appropriate athletic accounts, or the receipts may be posted in an Athletic Management Account. Refer to the Local School Accounting Chart of Accounts concerning the use of this account.

Required Reports The following reports are required to be completed for athletic or special events involving the sale of pre-printed tickets:

FS-178 Ticket Inventory Log:

1. The school must complete an FS-178, Ticket Inventory Log, for ticket inventory purposes. The packing slip from the current ticket order should be retained in order to verify the number of tickets on hand. A separate log should be kept for each ticket color. The staff member who has custody of the FS-178 should not be the same person who initials the tickets out for distribution.

2. When tickets are distributed for an event, including Complimentary Tickets, the FS-178, Ticket Inventory Log, must be completed with the date tickets are distributed (“date logged out”), the beginning ticket number issued, and the type of ticket and description of the event. When tickets are returned to storage, the Ticket Inventory Log must be completed with the beginning ticket number returned and the number of tickets used. The log should be initialed in the space provided. The Principal is required to sign the logs at the end of the year.

FS-175 Ticket Report:

1. Each person who sells tickets must complete the FS-175, Ticket Report. This form provides a reconciliation of the ticket seller’s unused tickets with the cash returned. The Gate Supervisor or Administrator must approve each form.

2. The Bookkeeper should issue a receipt to the ticket seller or Administrator from her receipt book for the net revenue.

3. The Bookkeeper should issue a receipt to the ticket seller or Administrator from her receipt book for the change fund if the change fund is being redeposited.


5. The original Ticket Reports and Ticket Inventory Logs must be retained and filed with the school’s annual financial records. If desired, the Athletic Director, Event Sponsor, or their designee, may retain copies of these documents with their athletic or special event records.





Tickets Printed by the School Although it is recommended schools purchase pre-printed tickets, the school may print its own tickets for use at events. However, these tickets must be numbered sequentially and the software program used must be controlled by a school Administrator, or their designee. These tickets must be issued using the Ticket Inventory Log procedures.

Cell Phones Principals are allowed to use local school activity funds to purchase cellular phone equipment and service for work-related communications providing the school has budgeted sufficient funds for these expenses. Please refer to District Administrative Rule ECI-R, Communications System: District’s Inter and Intra Communications, for additional information on communication procedures. For information regarding District cell phone procedures contact the Vendor and Documentation Specialist, Technology Services.

Change Funds Change funds for ongoing activities including, but not limited to, school store and Instructional Business Program must be secured nightly in the school safe. At the end of the school year the change fund must be redeposited and posted in activity accounting in the same amount as requested.

High Schools High schools with a checking account at the District’s bank order their change in compliance with the bank’s change order system. Sufficient time should be allowed for the change fund to be processed by the bank and delivered to the school.

1. An FS-381, Purchase Requisition/Local School Check Request, completed in its entirety and approved by the Principal, is required to request and document the change fund.

2. An FS-420, Change Order Entry Form, must be completed and phoned in to the bank to obtain the bank’s confirmation number.

3. Scan and email the completed FS-420 to Local School Accounting on the same day as obtaining the bank’s confirmation number.

4. The school Bookkeeper is required to post this change fund to the Change Fund account in activity accounting.

5. The change fund will be delivered to the school within five business days via the armored car service and the Bookkeeper will secure the change fund in the school safe. If the



change fund is not received timely, please contact Local School Accounting for specific instructions.

6. The change fund for all football games or other special events must be posted in activity accounting in the same amount as requested and should be deposited no later than the business day following the event. The change fund for all other athletic events must be posted in activity accounting in the same amount as requested and deposited at the conclusion of each athletic season.

7. The Bookkeeper should issue a receipt from her student receipt book to the person returning the change fund.

High schools with a checking account at a bank other than the District’s bid bank should contact Local School Accounting for instructions.

If an emergency occurs and the change fund cannot be ordered from the bank in sufficient time for an event, all high schools may follow the procedures for elementary and middle school change funds. Refer to the Elementary and Middle Schools Change Fund section below.

Elementary and Middle Schools Elementary and middle schools should make change fund checks payable to a Principal-designated staff member without check signing authority.

1. Complete an FS-381, Purchase Requisition/Local School Check Request, in its entirety and obtain the Principal’s signature before writing a check for the change fund.

2. The check should be made payable to the name of the staff member/Petty Cash (ex. Jane Doe/Petty Cash).

3. The staff member will go to the bank with a state issued ID, cash the check, return to school with the change fund and give it to the Bookkeeper to secure in the school safe.

4. The sponsor of the event to whom the change fund is given becomes the custodian of the fund and is responsible for ensuring the original change fund amount is returned to the Bookkeeper at the end of the event.

5. The change fund must be posted in activity accounting at the completion of the event and in the same amount as requested.

6. For book fairs, an FS-381 completed and requested by the Media Specialist and approved by the Principal, is required to request the change fund. Refer to the School Sponsored Book Fair section for additional procedures.



Food and Nutrition Services Please refer to the Food and Nutrition Services Department for the financial procedures concerning lunchroom change funds.

Checking, Savings, and Investment Accounts Following are requirements for all school checking, savings and investment accounts:

1. Each school is authorized to maintain one checking account for school funds.

2. The opening of all school bank accounts (checking, savings or investment accounts) must receive the authorization of the Accounting Manager in Financial Services.

3. All new school checking accounts must be opened in the District’s bid bank.

4. Once the Principal has received authorization from the Accounting Manager and completed and returned the signature card with any additional documentation required from the financial institution, the school may proceed to use the account(s).

5. All savings and investment accounts must be opened in a federally insured banking institution and must be held in the name of the school.

6. A copy of the signed signature card should be kept with the school’s annual financial records.

7. Bank account information should never be provided to any vendor for debiting local school bank accounts directly without written approval from the Accounting Manager.

Check Signing Authority and Responsibility on Accounts The Principal is required to be a signing authority on each bank account. The Principal is the only person authorized to have signing authority or access to savings and investment accounts. The Principal must have at least one additional school administrator with check signing authority and may designate up to two school administrators to have check signing authority on the school’s checking account. At the beginning of each school year, the Principal is responsible for verifying signing authorities are correct for all bank accounts. Any changes in school administration may result in needed changes in the signing authority on the bank accounts (checking, savings, and investment accounts).

All administrators who are authorized check signers will be held responsible for each check they sign. Each administrator’s signature must be original and signed in black or blue ink. A signature stamp is not allowed. The authorized check signer is responsible for reviewing the disbursement package for the following requirements:



1. Pre-approval of purchase by the Principal or designee.

2. Validity and propriety of the disbursement.

3. Proper supporting documentation, signatures and account number(s).

4. Compliance with disbursement procedures in this manual.

Changing Check Signers

Approval from Local School Accounting is required to change the signing authority on all school accounts (checking, savings, and investment accounts). The Principal should acknowledge in writing via email, the name(s) and title(s) of the new check signer(s).

If the school’s account is with the District’s bid bank, Local School Accounting will prepare the new signature card(s) and then forward to the school. The Principal will obtain all necessary signatures and will forward the original copy of the new signature card to the Accounting Manager. The Accounting Manager will notify the bank of the requested change(s) and provide a copy of the authorization request to the Principal.

If your school’s account is not with the District’s bid bank, Local School Accounting will forward the Principal’s e-mail or letter to the Accounting Manager. The Accounting Manager will notify the bank of the requested change(s) and provide a copy of the authorization request to the Principal. The bank will send the signature cards to the school for updating.

Lunchroom Account Food and Nutrition Services maintains a separate depository account for all lunchrooms. Questions regarding the lunchroom account should be directed to the Food Services Accounting Department.

Taxpayer Identification Number The CCSD’s taxpayer identification number is to be used only for the local school accounts. This number must not be given to booster organizations, parent teacher organizations, school foundations, student organizations or other school support organizations to be used as their taxpayer identification number for bank accounts and vendors.

Ordering Bank Supplies 1. Checks for local school checking accounts are ordered by Local School Accounting each

school year based on current inventory.

2. Bank supplies, including deposit slips, currency straps and deposit bags can be ordered from Local School Accounting by completing the FS-429, Bank of America Bank Supply



Order Form. Bookkeeper should request deposit slips, deposit bags, and other banking supplies timely.

3. Additional bank endorsement stamps may be ordered from an office supply company.

Cashing Personal Checks The cashing of personal checks from cash on hand at the school is prohibited. This includes, but is not limited to, change fund checks for athletic or other extracurricular activities and local school checks made payable to staff, faculty or security officers.

Returned Checks Local School Accounting receives returned check notifications from the banking institutions. Local School Accounting will instruct the school Bookkeeper on how to handle the returned check.

At the Principal’s discretion, parents or students who issue two or more returned checks may be prohibited from writing checks to the school.

Contracts

Principals may enter into contracts obligating the school. The Principal must sign all contracts obligating school funds. There is no delegation of contractual authority to school staff. The following general guidelines apply to all contracts:

1. Per CCSD District Administrative Rule, JHA-R, Student Activities Fundraising, Principals may not sign fundraising contracts obligating school or county funds for a period longer than their current employment contract period.

2. If a Principal wants to enter into a contract for a time longer than their current employment contract period, they must seek approval from their Assistant Superintendent.

3. All contracts must comply with current State of Georgia and CCSD accounting and purchasing policies, including the Georgia Security and Immigration Compliance Act (OCGA 13-10-90) and HB 87-Illegal Immigration Reform and Enforcement Act of 2011.

4. All contracts must comply with CCSD Board of Education Policy DI, Accounting and Reporting, and District Administrative Rule JHA-R, Student Activities Fundraising.

5. An FS-213 Performance Contract approved and signed by the School Principal is considered prior approval for local school disbursements made for the contract.



6. All contract payments, whether paid with County Funds or Local School Activity Funds, should have a completed and approved FS-381, Purchase Requisition/Local School Check Request in addition to the FS-212, Contract Remittance form.

7. A faxed or scanned contract is acceptable.

8. Performance contracts are not required for book fairs, picture or vending contracts; however, an annual written agreement is required between the Principal and company.

9. Confirmation purchase orders should be entered for payments on existing contracts with Procurement Services.

Instructions for completing the required documents are available on the Cobb Teaching and Learning System.

Contracts with Non-Employees Paid from County Funds In addition to a completed and approved FS-381, Purchase Requisition/Local School Check Request, the FS-213, Performance Contract and the FS-212, Contract Remittance Form are to be used for all services, commissions or other forms of compensation paid to corporations or individuals who are not employees of the CCSD when paid from county funds.

Form FS-213, Performance Contract, must be completed and approved PRIOR to Contractor's performance of services and prior to the processing of the FS-212, Contract Remittance Form for payment when using county funds.

Form FS-213MOD, Performance Contract Modification, must be completed if changes are made to the contract terms and conditions, dates of service or payment schedule or if the contract amount increases.

All contracts paid with county funds will be held by Accounts Payable. Bookkeepers must ensure copies are maintained with the school’s annual financial records.

Questions regarding contracts paid with county funds should be directed to Accounts Payable, Contracts Technician.

Contracts with Non-Employees Paid with Local School Activity Funds In addition to a completed and approved FS-381, Purchase Requisition/Local School Check Request, the FS-213, Performance Contract and the FS-212, Contract Remittance Form are to be used for all services, commissions or other forms of compensation made to corporations or individuals who are not employees of the CCSD when paid from local school activity funds. Contracts must comply with State of Georgia and Cobb County School District accounting and purchasing policies and procedures.



Form FS-213, Performance Contract, must be completed and approved PRIOR to Contractor's performance of services and prior to the processing of the FS-212, Contract Remittance Form for payment when using local school activity funds.

Form FS-213MOD, Performance Contract Modification, must be completed if changes are made to the contract terms and conditions, dates of service or payment schedule or if the contract amount increases.

All contracts paid with local school activity funds will be held by the school Bookkeeper with the school’s annual financial records. The FS-212, Contract Remittance Form must be submitted to Local School Accounting at the time of payment for 1099 tax reporting purposes. Questions regarding contracts paid with local school activity funds should be directed to the Manager of Local School Accounting.

Contracts with Non-Employees Paid with both Local and County Funds If a contract is entered into using both county and local school activity funds, the Bookkeeper will send a check for the local portion of the contract to the Cash Specialist in Accounting Services with instructions to deposit into the appropriate county charge code.

In addition to a completed and approved FS-381, Purchase Requisition/Local School Check Request, forms FS-212, Contract Remittance Form and FS-213, Performance Contract must be completed, sent through the approval process, and assigned a contract number by the Contract Technician in Accounts Payable. All contracts paid with county funds will be held by Accounts Payable. Bookkeepers will ensure copies are maintained with the school’s annual financial records.

Contracts with Employees All CCSD employees must be paid through Payroll using the Supplemental Pay entry in Consolidated Time Management System (CTMS) for any services performed beyond their contracted workday. It is the Principal’s responsibility to obtain prior approval from the appropriate Human Resources Administrator before services are performed. Most types of additional compensation to employees are recorded on the FS-187, Supplemental Pay Form and entered directly into CTMS by the school Secretary. This form and instructions are available on the CCSD Intranet Support Site in the Form Bank. It is the Principal’s responsibility to ensure dual pay does not occur.

Book Fair Contracts The contract for the book fair sale sponsored by the school shall be between the local school and the book fair company, signed by the Principal and filed with the school’s annual financial records for each fiscal year. This contract serves as pre-approval of costs incurred for the book fair.



Picture Contracts A written agreement between the school and the picture company must be signed by the Principal and filed with the school’s annual financial records for each fiscal year. All picture packages available for purchase and the commission to be received by the school should be clearly stated in the contract.

The school should request a detailed listing of all students photographed in order to verify commissions received. The Bookkeeper should verify the commission check is the appropriate amount per the contract. Detailed commission statements should be provided by the picture vendor to support the amount of commission paid.

Vending Contracts A written agreement between the school and any company providing vending services to the school must be signed by the Principal and filed with the school’s annual financial records for each fiscal year. The contract should clearly state the amounts of commission to be received on all products and the frequency of commission payments. Commission statements should be provided by the vending company to support the amount of commission paid.

Control Documents The Principal has responsibility for all control documents issued to the school. Control documents include local school checks, Master Receipts, Student Receipt Books, Classroom Remittance Report Books and Local School Purchase Orders. These documents should be properly secured.

Counterfeit Money We recommend purchasing a counterfeit detector pen from our office supply bid vendor. Please refer to the website below for additional information regarding counterfeit money.

http://www.wikihow.com/Detect-Counterfeit-US-Money

If you are presented with suspected counterfeit money, do not return the money to the payee.

1. Notify your administrator.

2. Contact CCSD Police Department immediately.

3. Advise your Local School Financial Representative.

http://www.wikihow.com/Detect-Counterfeit-US-Money



Deficit Balances Principals should monitor local school account activity balances throughout the year. All deficit balances should be brought to zero by fiscal year end. The following accounts may carry deficit balances: ASP Tuition Revenue, County Reimbursements, Performing Arts Revenue, Performance Contracts and ROTC.

Discretionary Accounts Some sources of Local School Activity Funds, including but not limited to, Op: Principal Discretion, Op: Interest Income, FR: Vending Accounts and FR: Pictures may be used, per the Local School Accounting Chart of Accounts, at the discretion of the Principal and are therefore referred to as Discretionary Accounts.

Disposition and Retention of Financial Records Unaudited school financial records must be maintained at the school. Schools may request their audited school financial records be removed for retention each year. It is the responsibility of each school to ensure all retention schedules are followed. Procedures concerning the period of time to retain, as well as, dispose of the school’s financial records are found on the Procurement Services Home Page under Records Management. School records must never be thrown away or discarded by the school. In order to remove the records, the location will contact the Office of Records Management at [email protected] with details of the records they wish to remove and request a transaction number, packaging information and supplies.

Electronic Cash Registers Procedures Electronic cash registers can be used for ticket sales at the discretion of the Principal. Registers streamline the process of reconciliation and financial reporting. Athletic and Special Event revenue procedures should be followed. When using electronic registers, the FS-233, Gate Report replaces the FS-175, Ticket Report and the FS-223, Register Inventory Log replaces the FS-178, Ticket Inventory Log.

When selling tickets for multiple events, the cash register should be programmed so sales of individual event tickets may be tracked. For questions regarding the school’s electronic cash register operating instructions, programming or errors, refer to owner’s operating manual.

Required Reports The following reports are required to be completed for athletic or special events involving the sale of tickets when using a cash register:


mailto:[email protected]



FS-223 Register Inventory Log:

1. The FS-223, Register Inventory Log should be maintained for each register. Each entry on this form should correspond to an FS-233, Gate Report. Each entry should include the date of use, the beginning and ending receipt number and event for which the register was used. The person to whom the register was issued should initial the log entry. The beginning and ending receipt numbers recorded should be continuous. If the numbers are not continuous, the reason should be documented.

FS-233 Gate Report:

1. The FS-233, Gate Report, should be completed for each register at each event (or set of events). The Gate Report should be completed as outlined below. Any steps requiring the use of a manager (MA) key should be performed by an Administrator or the Special Event Sponsor.

2. The Bookkeeper should issue a receipt to the cashier from her receipt book for the net cash received and issue a Master Receipt from activity accounting.

3. The Bookkeeper should issue a receipt to the cashier from her receipt book for the change fund if the change fund is being redeposited and issue a Master Receipt from activity accounting.

Pre-Event Procedures 1. At the desired location, plug the register into an electrical outlet.

2. The manager (MA) key holder selects the Z1 position on the mode switch using the manager (MA) key.

3. Press the decimal key followed by the CA/AT key. This will produce a Z1 report printed to a receipt. This receipt should have a zero total and no department totals. It will show grand totals. If the Z1 report shows anything but a zero total or displays department totals, the register has been tampered with since the last closing Z1 report was run. Once the report has been run, place the mode switch in the “OFF” or “REG” position and remove the manager key. Refer to your cash register manual as needed.

4. The following information should be recorded on the FS-233, Gate Report: School Name, Date, Sport, Visitor Name, Game Location, Cashier Name, Register Number, Department Description, Ticket Price, Amount of Change Issued and the Beginning Receipt Number (found on the Z1 report as the four digits following the register number).

The above four steps should be repeated for each register opened.



Post-Event Procedures 1. Run a Z1 report following the instructions above. Refer to your cash register manual

as needed.

2. Record the following on the FS-233, Gate Report:

A. The number sold (indicated on receipt as Q) and the sales amount for each department.

B. The Grand Total Sales (indicated on receipt as TL).

C. The Ending Receipt Number.

D. Count the money in the drawer and record the amount on the form.

E. Record any overage or shortage and explain the reason for the discrepancy.

F. Have the Administrator and/or Gate Supervisor sign and date the form.

3. Attach Z1 reports to the FS-233, Gate Report.

The original FS-223, Register Inventory Log and FS-233, Gate Report should be filed together and kept with the school’s annual financial records. If desired, the Athletic Director, Event Sponsor, or their designee, may retain copies of these documents with their athletic or special event records. For questions regarding the school’s electronic cash register operating instructions, programming or errors, refer to owner’s operating manual.

Additional Electronic Cash Register Recommendations 1. The register can accommodate a custom logo imprint on the top of each printed receipt to

aid in the detection of fraudulent tickets.

2. Presale tickets can be sold as Single Item Cash Sales in order for an individual receipt to print for each ticket sold. Refer to the school’s electronic cash register operating manual for further details on Single Item Cash Sales.

3. Rolls of actual tickets should be on hand for use in the event of a power failure.

4. Advancing the journal paper at the end of each day’s sales will aid in the search for daily activity.

5. When possible, programming functions should be performed between opening and closing Z1 reports to eliminate gaps in the sequential receipt numbers from one day’s transactions to the next. If programming functions are performed at other times, the programming record receipt(s) should be filed and recorded in the FS-223, Register Inventory Log.



Ethics Per CCSD District Administrative Rule GAGC-R, Employee Ethics, all District employees have the responsibility to uphold the public trust and refrain from using their position for private benefit.

All professional employees are expected to adhere to The Code of Ethics promulgated by the Georgia Professional Standards Commission as referred to in District Administrative Rule GAGC-R, Employee Ethics.

Faculty Accounts A faculty committee should be established at each school collecting faculty dues to approve the Faculty Account Budget. A budget should be established each year detailing expected sources of revenue and disbursements from faculty funds. The budget and a list of faculty committee members should be maintained with the school’s annual financial records. Minutes from faculty meetings should be maintained, as well, to document approved expenditures.

Field Trips and School Activities Field trips must comply with District Administrative Rule IFCB-R, Field Trips. Cobb County School District Field Trip Procedures are located on the Employee Intranet Support Site.

Each field trip or school activity for which donations will be collected and/or payments disbursed should:

1. Be assigned an account number from the Local School Accounting Chart of Accounts and recorded on the appropriate FS-435 (A, B or C), Account Mapping form.

2. Be self-supporting.

A. Consideration should be given to the entire cost of the trip, including but not limited to, admission tickets, meals, transportation, tips, and substitute teachers before determining how much to request from students.

B. Tip payments to bus drivers and tour guides are allowed if included in the requested donation amount. It is best to arrange payment of these amounts through the bus carrier or travel agency and to have the tip amount included in the Performance Contract.

3. Detail all costs of the trip in school correspondence to parents.




Prior to the day of the field trip or activity, the staff member organizing the field trip or activity should determine if donated funds collected will cover the cost of the entire trip or activity. If the donated funds are not sufficient, the trip or activity may be canceled unless the Principal chooses to cover the deficit with other local school funds. If the trip is canceled, parents should be issued a refund unless they designate in writing the trip fee may be considered a donation to the school.

The school will receive an invoice generated by Financial Services for payment of substitute teachers for the field trips and transportation provided by official CCSD buses. The payment of these invoices should be posted to the assigned field trip account. A field trip approved by the Principal on IFCB-1, Field Trip Request, is considered prior approval for local school disbursements made for transportation, substitute billing and other costs related to the field trip.

Please refer to the CCSD Travel Regulations for District travel regulations when staff is traveling with students.

After all expenditures have been paid:

1. If less than $25 per student remains in the field trip account, the school may use this money, at the discretion of the Principal, for another trip or event to benefit the same group of students who overpaid.

2. If $25 or more per student remains in the field trip account:

A. Schools should notify the parents.

B. Parents should be given the option of a refund or to apply the balance toward a future activity planned for the same group of students.

C. If no future activity is planned, parents should be given the option to submit a written request for a refund or to donate the amount to the school.

3. If the parents request refunds, school checks should be issued to the parents for the remaining balance amount.

After the field trip expenses have been paid, the balance in each field trip account should be brought to zero by transferring funds to or from the grade level Main FT/ACT Account. This will allow the school to provide for occasional minor overages or underpayments of field trips, since it is not always possible to calculate the exact cost of a trip.

The grade level Main FT/ACT Account may maintain a balance of $2,500 or less after all previous year expenses have been paid. Previous year end expenses usually are not paid in full until the first part of next school year. Thus, the $2,500 balance is a guideline to use until all previous year



expenses are paid in full. Any excess funds over $2,500 should be used for current year activities and field trips and should benefit all students equitably.

Parking Parking revenues are collected for semester parking fees, second car decals, one-day decals, fines and staff parking tags. Each type of revenue is posted to a separate account on the school’s annual financial records.

The following financial procedures are required for parking:

1. All money collected for parking (including one day parking receipts) should be remitted to the Bookkeeper on the day collected. The Bookkeeper must verify and deposit this money.

2. A Classroom Remittance Report Book should be used to record the collection of one-day receipts.

3. The FS-338, Parking Receipt Log should be used in lieu of student receipts when issuing parking decals for semester and second car permits. A copy of a completed Parking Permit Application and Vehicle Registration form (Form PAVR) is the student’s receipt.

4. The revenue collected for parking must be received in Accounting Services within 10 business days after the end of the semester

5. The FS-121, Parking Fee Remittance Report should be completed and signed as per instructions. The original FS-121 and a copy of the school parking revenue check should be mailed to Financial Services within ten business days of semester end.

6. All parking fines should be receipted in a Student Receipt Book unless paid online. The school may keep all collections from parking fines and use them in accordance with the Local School Accounting Chart of Accounts.

Procedures to Sell Parking Decals The following procedures to sell parking decals should be followed:

1. Verify the quantity and sequence of decal numbers received from the CCSD Police Department listed on the Transmittal Form are correct and all decals were received. Notify the CCSD Police Department of any discrepancy and send a copy of the correspondence to Local School Accounting.




2. Issue the decals in a sequential order, beginning with the first number issued to your school by the CCSD Police Department in the category of first semester decals, second semester decals, one-day decals.

A. Any decals “On Hand” from First Semester must be returned to Local School Accounting with your FS-121 Parking Fee Remittance Report and not re-issued for Second Semester.

B. New decals sent by the CCSD Police Department must be issued for Second Semester.

C. One-day parking decals “On Hand” at the end of the first semester may be used in the second semester. One day decals “On Hand” should be returned to Local School Accounting at the end of the second semester.

3. Form FS-338, Parking Receipt Log, should be used for the sale of semester and 2nd car decals. All information on the form should be accurately completed.

4. Form FS-338, Parking Receipt Log, should be totaled, signed and given to the Bookkeeper with the correct amount of cash and checks each day decals are sold.

5. A new log is used each day decals are sold.

6. No refunds may be given in cash from funds collected while selling decals.

7. Refunds must be made via a school check issued by the Bookkeeper. The refunded decal and student information should be given to the Bookkeeper.

8. Voided decals must be returned to the Bookkeeper with an explanation why the decal was voided.

9. A Classroom Remittance Report Book should be used to record the collection of daily parking receipts. Enter the decal number issued on each signature line of the receipt book.

10. Mark your calendar or use some method to note the dates and changes in prices of decals per the CCSD Police Department to assure students are charged correct prices for each category and are not overcharged for the decals.

Procedures to Receipt Parking The Bookkeeper should balance the FS-338, Parking Receipt Log, and agree the totals on the form to the amount of money turned in.

1. The Bookkeeper should issue a receipt from her receipt book to the person submitting the FS-338, Parking Receipt Log.



2. The Bookkeeper should post receipts to the appropriate parking account in activity accounting.

3. The beginning and ending decal numbers sold should be listed on the “Note” line in activity accounting.


5. The Bookkeeper’s deposit package should include:

A. A copy of the Master Receipt.

B. The original FS-338, Parking Receipt Log.

Passwords and Usernames Password and username information for online services should never be shared.

Payroll

Supplemental Salary Payment to employees of the CCSD for services, which are unrelated to their regular duties, is permitted, provided the services are not rendered during the employee’s regular workday.

All CCSD employees must be paid through Payroll using the Supplemental Pay entry in Consolidated Time Management System (CTMS) for any services performed beyond their contracted workday. It is the Principal’s responsibility to obtain prior approval from the appropriate Human Resources administrator before services are performed. Most types of additional compensation to employees are recorded on the FS-187, Supplemental Pay Form and entered directly into CTMS by the school Secretary. This form and instructions are available on the CCSD Intranet Support Site in the Form Bank. It is the Principal’s responsibility to ensure dual pay does not occur. For additional information, refer to the Contracts with Employees section of this manual.

Cash Gifts to Employees Any cash gift, prize, award, gift card or gift certificate given to faculty or staff members from local school discretionary funds controlled by the Principal is not recommended due to IRS tax regulations. These cash gifts are considered taxable and employees would have the valued amount of the gift added to their total yearly earnings and appropriate taxes would be withheld. Please contact the Payroll Department with any questions regarding taxable gifts to employees.



Any cash gift, prize, award, gift card or gift certificate given to faculty or staff members from the following sources of funds do not have to be processed through the Payroll Department:

1. Gifts made by individuals;

2. Gifts made by class and clubs;

3. Gifts made by student and school support organizations;

4. Funds donated to the school designated for faculty incentives and/or recognition; or,

5. Faculty/hospitality contributions

Performing Arts The CCSD collects donations from elementary and middle school parents for Performing Arts programs. These donations are collected at the schools and remitted to the District per instructions from the Performing Arts Supervisor.

Questions related to the Performing Arts program should be directed to the Performing Arts Supervisor.

Physical Education Refer to CCSD Administration Rule IDBC-R, Health Education.

Professional/Institutional Dues Professional organization dues and fees may be paid using local school funds if the membership is institutional and provides a benefit to the school. However, payments of non-professional, personal membership dues for individuals are not allowed.

Property Control Principals are responsible for all equipment and other school property used in school related activities, whether or not the activities occur during school hours or on school property. Equipment defined as Inventoried Property must be tagged with a District bar code decal and entered into the Fixed Asset system for inventory control purposes.

Refer to the Property Control Users Guide located on the Financial Services University. Questions should be directed to the Property Control Department.

http://www.cobbk12.org/centraloffice/finance/university/docs/PropertyControlUserGuideFeb42016.pdf



Scholarships & Memorials Beneficiaries of scholarships and memorials should be approved by the Principal and/or committee.

School Budget and Financial Records It is recommended the Principal prepare a school budget to forecast local school revenues and the allocation of these revenues to anticipated and appropriate local school expenditures. This budget should be kept with the school’s annual financial records.

School financial transactions are recorded in activity accounting software. This program produces financial reports to assist school administration in monitoring the financial position of the school. The school Bookkeeper is trained on this program and is responsible for assisting the Principal in obtaining and interpreting financial information.

School Fundraising All school and After School Program fundraising projects must be approved in accordance with CCSD District Administrative Rule JHA-R, Student Activities Fundraising. If the school Bookkeeper is involved with the collection of fundraiser money, another employee should assist with verification of funds.

Collection Jars Collection jars for fundraising activities are allowed if the collection only takes place during non-instructional time, unless approved otherwise by the District. A staff member is responsible for securing the collection jar at all times.

Collections should be removed and counted daily by the staff sponsor or administrator. The FS-124 Cash/Check Tally Form should be completed by the staff sponsor or administrator and turned into the school Bookkeeper with all the jar collections. The collection jar should be secured overnight.

Commitment Cards Publix Commitment card funds may be used at the Principal’s discretion. Kroger Commitment card funds must be used for instructional purposes. Other commitment card funds should be used in accordance with the company’s guidelines.



Raffles Refer to Cobb County Sheriff’s Department for guidelines pertaining to operating a raffle: http://www.cobbsheriff.org.

Community Fund Drives Community Fund Drives are to be conducted in accordance with CCSD District Administrative Rule JHA-R, Student Activities Fundraising.

Employee Fund Drives Fundraising and/or employee assistance drives are governed by District Administrative Rule GAHA-R, Staff Participation in Community Activities and District Policy GAHA, Staff Participation in Community Activities.

Instructional Business Program The application for Approval of Instructional Business Program, completed and signed by an Administrator, should be maintained in the school’s annual financial records.

After money is collected for each activity, the funds should immediately be counted, recorded on an FS-124, Cash/Check Tally Form with approved signature of the Principal or appropriate Administrator and submitted to the Bookkeeper for verification and deposit in the Instructional Business Program Account.

Questions concerning the Instructional Business Program should be directed to the Director of Special Education.

Online Fundraisers The Principal shall ensure the prior approval of all fundraising activities, including those by school support organizations, in accordance with CCSD District Administrative Rule JHA-R, Student Activities Fundraising.

Picture Commission Picture commission earned by the school may be used at the Principal’s discretion in accordance with the Local School Accounting Chart of Accounts. For additional information concerning Picture Contracts, refer to the Contract Section in this manual.

http://www.cobbsheriff.org/




School Store The Principal shall ensure the prior approval of all fundraising activities, including those by school support organizations, in accordance with CCSD District Administrative Rule JHA-R, Student Activities Fundraising. Please also refer to Non-Commission Basis Vending Procedures if the School Store is selling, storing and replenishing snack product vending inventory.

Bingo Night Refer to the Bingo Unit of the Georgia Bureau of Investigation (GBI) for specific guidelines dealing with operating a Bingo Night Fundraiser: http://investigative.gbi.georgia.gov/bingo-unit.

Vending Operations School vending operations may be operated on a commission or non-commission basis. Vending commission earned by the school may be used at the Principal’s discretion in accordance with the Local School Accounting Chart of Accounts. For additional information concerning Vending Contracts, refer to the Contract Section in this manual.

Non-Commission Basis Vending Procedures (including pencil machines) The following procedures should be followed when schools elect to operate their vending machines on a non-commission basis (recommended for Elementary & Middle Schools only).

1. Vending products should be stored in one secure central location that has a deadbolt lock (or other secondary lock) installed on the door.

2. The Principal should designate two employees to fill the machines and collect and count money from the machines. These two employees should always accompany each other during the collection of money and/or filling the machines. It is recommended the Bookkeeper not assist in the collection of vending receipts; however, it is not prohibited.

3. The employees designated to collect and count money removed from the machines should remain with the money until the Bookkeeper counts it. The Bookkeeper and employees should agree to the count.

4. All vending machine money should be prepared for deposit and dropped for armored car pickup on the day it is removed from the machine. A signed FS-124, Cash/Check Tally Form should accompany the money turned into the Bookkeeper and a copy included with the deposit package.

5. Money collected from vending machines should be counted separately. Separate vending activity accounts are included in the Local School Accounting Chart of Accounts to provide an accurate accounting of each operation’s profitability (snacks, drinks, pencils).

http://investigative.gbi.georgia.gov/bingo-unit





6. All drinks, snacks or pencils provided to individuals or groups free of charge should be documented on the applicable form FS-113, Product Giveaway/Loss Report. This form lists the number of items given away, to whom they were given and the reason. Damaged or expired items should also be recorded on this form when the items are discarded.

7. The actual number of products purchased should be clearly marked on each receipt or invoice at the time of delivery. An inventory count should be performed and the results documented in the school’s annual financial records.

8. If a school is unable to follow the above procedures, it may be necessary for the Principal to place the vending operation with a company offering commission on a contractual basis. Any theft or suspected theft of product or cash must be immediately reported in accordance with District Administrative Rule DIE-R, Fraud Prevention.

9. If the vending operation changes from non-commission, the school must ensure money is collected or credit is received for products in the machines.

Yearbooks Refer to CCSD District Administrative Rule JHA-R, Student Activities Fundraising for information regarding the production of yearbooks.

School Payment Boxes

In addition to the school safe, some elementary, middle, and high schools have a payment box (or boxes) for receiving student money. Each payment box has an electronic lock with only one (1) Personal Identification Number (PIN). The Principal is responsible for deciding how limited access to the PIN will be handled within the school. The Principal should know the PIN and serve as (or designate) a backup for the Bookkeeper. The PIN should be changed anytime the number has been compromised. Please refer to the Financial Services University, for “How to Change PIN Instructions”.

School Safes

The Principal is responsible for the security of school funds and maintaining the access to the school safe. Electronic locks monitor each compartment of the safe and can provide a computer audit report listing each time the safe is opened and by whom. A Personal Identification Number (PIN) is used to identify the individual who opened the safe. This information will be used in case of a loss of funds at a school.

All money must be secured in the school safe overnight.



Occasionally, the Principal may decide to temporarily allow school support organizations to store their money in the school safe. This money should be retrieved within one or two business days by the support organization member and at a time considered convenient by school staff.

Any problems with school safes or safe locks should be reported immediately to Local School Accounting.

Top and Middle Compartments Personal Identification Number (PIN)

Based upon the needs of the school, the Principal should authorize who will have access to each lock. Each authorized person allowed to use the school safe has a Personal Identification Number (PIN) enrolled in the lock(s) to which the user has been assigned. Principals should have PINs enrolled in the top and middle locks of three compartment safes.

All PINs must be kept confidential. Each person with a PIN enrolled in a lock on the school safe must sign an FS-339, School Safe Authorization & Confidentiality Agreement. This form must be completed annually at the beginning of the school year and at any time changes are made to safe access. This form is available on the CCSD Intranet Support Site in the Form Bank. The original of this form should be retained with the school’s annual financial records and made available for review during the school audit. A copy of this form must be submitted to Local School Accounting.

PIN Access Changes and Deletions / Personnel Changes

When a person who has access to the school safe leaves their position, their PIN access enrolled in the lock(s) must be removed. The Principal is responsible for ensuring one of the following is done before the employee leaves the school:

1. The safe access is transferred from the exiting employee to the replacement employee, if both are available; or,

2. If the replacement employee is not available, their PIN access is transferred from the exiting employee to a temporary PIN assigned and approved by the Principal or Principal’s designee. Later, when the replacement employee is available, the Principal or designee transfers the temporary PIN access to the new employee; or,

3. If the exiting employee is not replaced or the new employee does not require the same access to the safe, the PIN must be deleted from the lock(s). Contact Local School Accounting to arrange the removal of the PIN.

Transfers occur by changing the PIN. The transfer only takes a few minutes. Instructions on How to Change a PIN On the School Safe can be found on the Financial Services University. The

http://support.cobbk12.org/formbank/localschoolaccounting/FS-339.pdf



FS-339 School Safe Authorization & Confidentiality Agreement must be completed and all signatures obtained each time changes are made to safe access. The Principal is responsible for ensuring the required forms are current.

Bottom Lock (Armored Car Compartment) Each school has an assigned school access code for the bottom lock. When the school’s access code is used with the special armored car service key, the bottom compartment can be opened. The armored car guard carries the key during pickup service. It is important the armored car guards never know the school’s access code. All employees with access to the bottom lock of the school safe must sign the FS-339, School Safe Authorization & Confidentiality Agreement.

The Principal is responsible for ensuring staff members are familiar with armored car pickup procedures and are available to open the bottom compartment for the armored car service.

School Support Organizations School support organizations, (Parent Teacher Association PTA/PTSA, booster organizations, school foundations, and Partners at Large) assist schools by providing volunteers and financial support. These organizations are separate legal entities and must have their own federal tax identification number. They are not allowed to use the District’s tax number.

School support organizations must have separate checking accounts and maintain their own financial records. Principals, administrators and coaches may not have signature authority on the organizations’ checking accounts or use the organizations’ debit/credit cards.

Fundraisers held by school support organizations must be approved by the Principal in accordance with District Administrative Rule JHA-R, Student Activities Fundraising. All purchases, including invoices, should clearly indicate the support organization has made the purchase. Invoices received at the school on behalf of the support organization indicating the school’s name should be corrected to indicate the support organization’s name.

If a support organization wants to make a purchase to benefit the school and take advantage of the District’s bid pricing, the organization should make a donation to the school. With the Principal’s approval, the school will then make the purchase per the intent of the donor.

School Clubs Funds collected by school clubs must be processed following the school’s financial procedures and accounted for through the school’s annual financial records. Refer to District Administrative Rule JHC-R, School Clubs/Organizations and Student Organizations, for additional information.



Student Organizations Funds collected by student organizations, which are not school clubs, must not be handled as part of the school’s financial procedures or accounted for through the school’s annual financial records. Refer to District Administrative Rule JHC-R, School Clubs/Organizations and Student Organizations, for additional information.

Tests Test revenue is collected and posted to the school’s annual financial records. Refer to CCSD District Administrative Rule IDCE-R, Advanced College Placement.

Travel All school personnel are required to follow CCSD Travel Regulations and Procedures as set forth by the Payroll Department. Please refer to the Travel Regulations and Procedures located on the Financial Services University.

Travel with Students All travel with students must be entered in the Field Trip Management System, approved by the Principal and comply with District Administrative Rule IFCB-R, Field Trips. For the accounting of this travel, refer to the Field Trips and School Activities Section.

Unclaimed Funds/Outstanding Checks Uncashed checks are referred to as outstanding checks and/or unclaimed funds. Georgia State Law regarding “The Disposition of Unclaimed Property Act”, states all funds unclaimed by their owners (i.e., vendor, parent, student, etc.) must be tracked annually for a five-year period and the funds remitted to the Georgia Department of Revenue.

In order for the schools to be in compliance with this law, the following procedures should be followed:

1. Per the FS-172 Bookkeeper Month End Report, review a list of outstanding checks.

• If a check has not cleared the bank after six months, one attempt to notify the payee must be made in writing using the FS-428, Outstanding Check Form Letter, printed on school letterhead.

http://www.cobbk12.org/centraloffice/finance/university/docs/Travel%20Regulations%20and%20Procedures%20%20June%202017.pdf



2. An outstanding check file, by fiscal year, should be maintained and include the following:

• A list of outstanding checks.

• A copy of any correspondence sent to and/or returned by the payee.

• All checks and/or any correspondence returned as undeliverable as proof the check and/or correspondence was mailed and returned back to the school.

• The FS-422, Unclaimed Property Detailed Listing completed for all unclaimed funds from that fiscal year.

If a Response is Received from the Payee Indicating:

1. They lost or never received the check and the check needs to be reissued:

• Void the outstanding check per procedures on the Cobb Teaching and Learning System indicating Payee requested a replacement check.

• Reissue check from its current account location.

2. They elect to donate the outstanding check amount to the school:

• Void outstanding check per procedures on the Cobb Teaching and Learning System indicating check is donated by vendor.

• Transfer the amount of the check from the account the disbursement was made to Account 7000, Donations. Donations not specified may be transferred from Account 7000, Donations to Account 5004, Op: Principal’s Discretion. All other donations must be transferred to the account as specified by the donor.

If the FS-428, Outstanding Check Form Letter, is Returned Undeliverable or No Response Received:

• No further correspondence is required.

• Void outstanding check per procedures on the Cobb Teaching and Learning System indicating check is unclaimed by Payee.

• Transfer the amount of the check from the account the disbursement was made to Account 8400, Unclaimed Funds.

• Document the unclaimed funds on the FS-422, Unclaimed Property Detailed Listing by fiscal year.

After 12 months, all unclaimed outstanding checks must be voided and the funds transferred to Account 8400, Unclaimed Funds. Document the unclaimed funds on the FS-422, Unclaimed Property Detailed Listing by fiscal year.




Remitting Unclaimed Funds In Account 8400 Beginning with the end of fiscal year 2017, the following procedures must be followed:

FISCAL YEAR CHECK DATES REMITTANCE DUE DATE TO CCSD

2012-2013 7/1/2012 - 6/30/2013 6/1/2018

2013-2014 7/1/2013 – 6/30/2014 6/1/2019

2014-2015 7/1/2014 – 6/30/2015 6/1/2020

2015-2016 7/1/2015 – 6/30/2016 6/1/2021

2016–2017 7/1/2016 – 6/30/2017 6/1/2022

2017-2018 7/1/2017 - 6/30/2018 6/1/2023

1. Form FS-422 has been completed by the Internal Compliance staff for all schools for FY12-

13, FY13-14, FY14-15 and FY15-16. The FS-422 for these years will be sent to the Bookkeeper prior to the due date, per the Remittance Schedule above.

2. Effective FY2017, Form FS-422, Unclaimed Property Detailed Listing, must be completed by the Bookkeeper for all unclaimed funds for the fiscal year.

3. Maintain one copy of the FS-422, Unclaimed Property Detailed Listing and copies of related correspondence in the fiscal year outstanding check file. The FS-422 will be sent with the remittance check in the year it is due, per the Remittance Schedule above.

4. Issue a check from Account 8400, Unclaimed Funds, payable to Cobb County School District for the total amount indicated on the FS-422, Unclaimed Property Detailed Listing, completed by Internal Compliance, in accordance with the remittance schedule above.

5. Submit to Local School Accounting:

A. A copy of the FS-422, Unclaimed Property Detailed Listing;

B. All correspondence associated with checks listed on FS-422; and,

C. The check payable to Cobb County School District.

6. A copy of the FS-422, Unclaimed Property Detailed Listing should be kept with the disbursement package in the local school’s annual financial records.

7. Accounting Services will forward the funds and the unclaimed property detail to the Georgia Department of Revenue in accordance with state law.



Use of School Facilities School facilities are substantial investments serving many community needs. Therefore, the District encourages the community use of school facilities consistent with the applicable law. Use of school facilities by community groups and organizations is regulated by the administration through the Facility Use Department. Contact the Facility Use Coordinator for additional information. Also, refer to District Administrative Rule KG-R, Use of School Facilities, for further information.

Solicitation on School Property Refer to District Administrative Rule KJ-R, Advertising in Schools, for regulations and specific information on solicitation on school property.

Advertising on School Property Refer to District Administrative Rule KJ-R, Advertising in Schools, for specific information concerning allowed advertisements.

Section III: Revenue Cycle

Revenue Sources

After School Program Please refer to the After School Program Standard Operating Procedures Manual for specific information regarding ASP.

Book Fairs Book Fairs Sponsored by the PTA

Collection and accounting of book fair money must be handled through the PTA’s financial records. If PTA collects all book fair money, no school receipting, posting, or depositing is involved.

Book Fairs Sponsored by the School

1. According to District Administrative Rule JHA-R, Student Activities Fundraising, school sponsored book fairs shall operate as an extension of the school media program and may be conducted during the instructional day.

2. Book fair offerings are allowed to be purchased during the student’s instructional time.

http://www.cobbk12.org/centraloffice/finance/university/docs/ASP%20Standard%20Operating%20Procedures%20FY2018_Final.pdf



3. The book fair sale shall be by contract between the local school and the book fair company.

4. This contract must be signed by the Principal and serves as pre-approval of costs incurred for the book fair.

5. Under the Principal’s direction, the school Media Specialist is responsible for the operation of the school-sponsored book fair and ensuring District policies and procedures are followed concerning the collection of funds.

6. All book fair collections should be turned in to the school Bookkeeper daily. All cash and coins collected should be listed on an FS-124, Cash/Check Tally Form. The cash and coin, together with checks received, should agree to the total book fair sales.

There are two methods to account for funds collected:

1. Cash Register

A. The use of a cash register is preferred.

B. A cash register may be supplied by the book fair vendor or purchased by school with book fair profits.

C. Registers provide a receipt for each sale and a daily summary “Z” tape.

D. The “Z” tape should be printed daily and given to school Bookkeeper.

E. The amount posted must agree with the deposit made.

2. Classroom Remittance Report Book

A. The Classroom Remittance Report Book should be issued from the school Bookkeeper to a District employee.

B. Each staff member collecting book fair money should be issued a Classroom Remittance Report Book.

C. The pages used should be totaled and balanced to the money collected.

D. The staff member will be given a daily statement from activity accounting to correspond to the page(s) total.



Change Fund for School-Sponsored Book Fair

1. At the discretion of the Principal, the check for the change fund may be payable to the Media Specialist/Petty Cash or a name of the staff member/Petty Cash (ex. Jane Doe/Petty Cash).

2. The Media Specialist must complete an FS-381, Purchase Requisition/Local School Check Request and obtain Principal’s signature prior to cashing the check for the change fund.

3. The Media Specialist or Principal designated staff member will need a state issued ID to cash the check.

4. The change fund must be stored nightly in the school safe.

5. At the conclusion of the book fair, the amount of the change fund must be recorded on an FS-124, Cash/Check Tally Form and must be returned to the school Bookkeeper.

Book Fair Operated by the Book Fair Company

The book fair may be contracted with the book fair company whereby the collection is performed by book fair company employees, processed in the book fair company’s financial records, and the school receives a commission check for books sold.

The contract must be signed by the book fair company representative and the Principal. The Principal is not allowed to delegate contractual authority. The commission to be received by the school must be clearly stated in the contract. The school Media Specialist should request a detailed listing of all books sold in order to verify commission received. This listing should be filed with the school’s annual financial records.

Cell Tower Funds Please refer to District Administrative Rule FEAE-R, Construction on District Property Funded by Others regarding allowable and unallowable uses of Cell Tower funds.

Donations Cobb County School District is a political subdivision of the State of Georgia. Donations made payable to the District are deductible by the donors as provided under Section 170 of the Internal Revenue Service Code.

All donations must be used as specified by the donor. Unspecified donations should be used for the instructional program, student recognition, or other school needs (excluding hospitality purchases).



Donations to be used “at the Principal’s discretion” should be supported with written documentation from the donor allowing this use.

All cash or check donations of $250 or more received by the school must be acknowledged by a letter on school letterhead to the donor. This letter must include:

1. The name of the school receiving the donation;

2. The amount of the monetary donation, or

A. A description of the non-cash donation, but not the value;

3. A statement that no goods or services were provided by the school in exchange for the donation.

These letters should be issued no later than June 30th of each year.

For information on donated property, refer to the Property Control User’s Guide on the Financial Services University.

Grants Grant income should be receipted and disbursed in accordance with the Local School Accounting Chart of Accounts per the grantor’s instructions. For detailed procedures regarding the administration of grants and the grant application process, contact the Research & Grants Manager.

Interest Income Interest income is considered a Principal’s discretionary account and can be used in accordance with the Local School Accounting Chart of Accounts. All interest income earned on the checking account and other school investments will be posted in activity accounting by Local School Accounting.

Online Payments The District is implementing online credit card payment capabilities for the District’s High Schools beginning School Year 2017-2018.

Throughout the Local School Accounting Chart of Accounts, designated credit card accounts are identified in BLUE. These accounts are unique because, in addition to daily normal accounting activity, they will also be used for the processing and systematic posting of credit card payments through MyPaymentsPlus.

http://www.cobbk12.org/centraloffice/finance/university/docs/PropertyControlUserGuideFeb42016.pdf







Summer School For detailed Summer School procedures, please contact Assessment & Personalized Learning Department.

Revenue Collection All receipts received in the name of the school, whether or not they are received during school hours or on school property, must be deposited in the school’s bank account and accounted for through the school’s annual financial records.

Authorization to Receipt Only CCSD employees are authorized to collect and/or process money with the following exceptions:

1. Students on the yearbook staff in high schools only may collect and receipt funds received for yearbook sales. These funds must be deposited and processed through the school’s checking account. Students should sign their own name to each receipt in the teacher’s individually assigned receipt book. All receipts and money must be submitted daily to the yearbook staff sponsor who will initial each receipt and then follow normal procedures for balancing money and turning it in to the Bookkeeper. The yearbook staff sponsors are responsible for all money collected and receipts issued using their individually assigned receipt books.

2. If a Principal approves concession sales as a fundraising activity for a specific booster organization, booster club members may collect the concession revenue. Refer to District Administrative Rule DK-R, Student Activities Funds Management, for more information.

3. Money collected by school support organizations during school support organization sponsored activities should be collected by non-employees of the school system if processed through the support organization’s financial records. All checks collected using this method must be made payable to the school support organization. All activities must be pre-approved by the Principal. Students may assist with these collections under direct supervision of an adult volunteer.

4. Money collected by the picture company for student pictures must be receipted through the picture company’s financial records. All checks collected using this method must be made payable to the picture company.

5. Money collected by vendors selling graduation paraphernalia may be receipted through the vendor’s financial records. All checks collected using this method must be made payable to the vendor.



6. Students may assist with the collection of money during school sponsored activities when under direct supervision of a CCSD employee. The CCSD employee must complete the FS-124, Cash/Check Tally Form and follow normal procedures for balancing money and turning it in to the Bookkeeper.

7. Students are not permitted to receive money or write receipts, except as noted above. Students must not transport money to the Bookkeeper for the teacher.

Elementary and Middle School Receipting

Statement Receipting See EPES Posting Receipts - All Schools training module on the Cobb Teaching and Learning System for detailed procedures.

All elementary and middle schools use statement receipting. Under this process:

1. Student payment envelopes should be used for money collected on the school property. These envelopes are furnished by the District and are available to parents and students at each school. The envelopes are completed by the parent or student and dropped in the designated school payment box or school safe by the parent or the student. Funds received in an envelope other than the student payment envelope may be accepted. If a loose payment is received without an envelope, place the payment in a plain envelope or a student payment envelope and mark all detail as usual noting “No Envelope Received” and your initials. The Bookkeeper collects the envelopes from the payment boxes and safe on a daily basis. The payments are posted in activity accounting to the vendor making the payment (such as student, school staff, support organization, vendor).

2. In the Bookkeeper’s absence, the Backup Bookkeeper should retrieve the envelopes, prepare the deposit and drop the deposit in the school safe for armored car pickup.

3. Student payment envelopes are part of the school’s annual financial records and must be retained at the school. Please refer to the section on Disposition and Retention of Financial Records for additional information on record retention.

4. Receipts may be recorded in a Classroom Remittance Report Book or in a detailed spreadsheet for students purchasing an end of the year envelope with postage for mailing student report cards and test results. The spreadsheet should include the student’s signature, dollar amount and date.



Use of Classroom Remittance Report Books The method of collection for elementary and middle schools is Statement Receipting. Classroom Remittance Report Books may be used in lieu of Statement Receipting and can be used for collections on school property of $25 or less.

The following procedures must be followed for all receipts written from Classroom Remittance Report Books:

1. All Classroom Remittance books on hand must be recorded on the FS-231, Classroom Remittance Report Book Control Log.

2. Single sheets of Classroom Remittance Report Books may not be issued. The book must remain intact.

3. When a Classroom Remittance Report Book is full or no longer needed by a teacher, it must be returned to the Bookkeeper, balanced by the Bookkeeper and kept with the school’s annual financial records. The Classroom Remittance Report Book should not be reissued during the current school year.

4. All Classroom Remittance Report Books issued during the school year must be returned to the Bookkeeper prior to the end of the school year. Each book should be balanced by the Bookkeeper and kept with the school’s annual financial records.

5. If a Classroom Remittance Report Book from the prior school year has more than one-half of sheets remaining, the Bookkeeper may choose to reissue the book.

• Indicate at the bottom of the last page used the year-end (i.e., End of FY17). Indicate the next fiscal year (i.e., Beginning of FY18) at the bottom of the next page.

• A binder clip or staple may be used to isolate prior year receipts. Books may be reissued until used in their entirety.

• All reissued books must be listed on the control log for each year.

• Reissued books must be filed with the school’s annual financial records for the final year used.

Elementary and Middle School Use of FS-124 Cash/Check Tally Form In addition to special events, the FS-124, Cash/Check Tally Form, may be used by elementary/middle schools to record fundraiser collections. The CCSD employee(s) must count, balance, and record collections received on the FS-124, Cash/Check Tally form. The CCSD employee(s) must sign the form and obtain the necessary approval from the Principal/School Administrator. All funds collected must be turned in to the Bookkeeper daily.





High School Receipting See Receipt Books - High School training module on the Cobb Teaching and Learning System for detailed procedures.

Contact Local School Accounting for guidance related to receipting procedures used at the beginning of school year registration events (i.e., Fall Madness, Go Day).

Use of Student Receipt Books and Classroom Remittance Report Books Receipt books are issued by the school Bookkeeper in order for school staff to record money collected.

1. Student Receipt Books can be used for money collected on school property. Receipts are prepared in triplicate. The original white copy is given to the person from whom money is collected. The pink copy is turned in to the Bookkeeper, along with the money collected. The yellow copy remains in the receipt book.

2. Classroom Remittance Report Books may be completed when collecting amounts of $25 or less per student. Classroom Remittance Report Books are for collecting club dues and athletic physicals, regardless of the amount. Students must sign their name on all Classroom Remittance Reports.

3. Single sheets of Classroom Remittance Report Books may not be issued. The book must remain intact.

4. School employees collecting one-day parking fees should use the Classroom Remittance Report Books. The students must sign their own name on the report.

5. When a Classroom Remittance Report Book or Student Receipt Book is full or no longer needed by staff, it must be returned to the Bookkeeper, balanced by the Bookkeeper and kept with the annual financial records. The Classroom Remittance Report Book or Student Receipt Book should not be reissued during the current school year.

6. All Classroom Remittance Report Books and Student Receipt Books issued during the school year must be returned to the Bookkeeper prior to the end of the school year. Each book should be balanced by the Bookkeeper and kept with the school’s annual financial records.

7. If a Classroom Remittance Report Book or Student Receipt Book from the prior school year has more than one-half of sheets remaining, the Bookkeeper may choose to reissue the book.

• Indicate at the bottom of the last page of the Classroom Remittance Report Book or the last receipt issued from the Student Receipt Book the year-end (i.e.,



End of FY17). Indicate the next fiscal year (i.e., Beginning of FY18) at the bottom of the next page on the Classroom Remittance Report Book or the next receipt in the Student Receipt Book.

• A binder clip or staple may be used to isolate prior year receipts. Books may be reissued until used in their entirety.

• All reissued books must be listed on the control log for each year.

• Reissued books must be filed with the school’s annual financial records for the final year used.

Control Logs Control logs account for all receipt books assigned to a school, the date issued, to whom issued, and when returned.

1. All Student Receipt Books and Classroom Remittance Report Books issued to a high school at the beginning of the school year by Local School Accounting are recorded in numerical order on the control log sent to the school by Local School Accounting.

2. All other Student Receipt Books and Classroom Remittance Report Books issued to all schools during the year must be recorded by the Bookkeeper in numerical order on the appropriate control log when the books are received.

3. Student Receipt Books are recorded on form FS-206, Student Receipt Book Control Log.

4. Classroom Remittance Report Books are recorded on form FS-231, Classroom Remittance Report Book Control Log.

5. At the end of each year and after all receipt books have been balanced by the school Bookkeeper, each control log must be closed out and filed with the school’s annual financial records. The Principal must sign each page of the control logs indicating all receipts are accounted for and all used books have been balanced.

6. A new control log must be prepared each school year. Unused and incomplete receipt books from the prior year should be listed first.

Receipting Procedures for Receipt Books The following procedures should be followed for all receipts written from both Student Receipt Books and Classroom Remittance Report Books:

1. All money collected must be turned in to the Bookkeeper by the staff member with corresponding Student Receipts or Classroom Remittance Reports on the day the money



is collected. The person who is issued the receipt book must ensure total money turned in to the Bookkeeper equals the total of the receipts.

2. Money collected must be verified by the Bookkeeper by agreeing the total cash received to the total cash per the receipts and the total checks received to the total checks per the receipts. An adding machine tape should be attached to the receipts and dated to indicate date received.

3. If money turned in to the Bookkeeper pertains to more than one school account, an itemization by account number should be provided by school staff to the Bookkeeper to ensure all receipts are credited to the proper account.

4. All voided copies of Student Receipts or Classroom Remittance Reports should be maintained in the receipt book and clearly marked “VOID.” If receipts are voided after the Bookkeeper has posted information to the activity accounting, the reason for the void should be written on the receipt, initialed, and dated by the person who voided the receipt.

Master Receipts Master Receipts are receipts issued by the high school Bookkeeper to reflect the posting of money collected by school staff. Master Receipts are control documents and must be issued in numerical sequence.

1. The Bookkeeper must issue a Master Receipt in the name of the school staff member turning in school money and receipts.

2. Master Receipts should be issued in the name of the Bookkeeper for receipts issued from her assigned receipt book.

3. The Student Receipt numbers or Classroom Remittance Report numbers used must be listed on the Master Receipt and posted in the school’s annual financial records.

4. Master Receipts will be printed by the Bookkeeper and returned to the appropriate school staff.

5. The staff member receiving the Master Receipt must staple the receipt to their Student Receipt Book or Classroom Remittance Report Book with the last associated receipt.

See Deposit Procedures for High School training module on the Cobb Teaching and Learning System for detailed procedures.



Voiding Master Receipts Voided Master Receipts must be physically voided with “VOID” written clearly across the face of the receipt. Voided Master Receipts should be maintained in numerical order in a separate file with the school’s annual financial records. The reason for the void should be written on the face of the receipt, initialed, and dated by the Bookkeeper. If applicable, a new Master Receipt for the appropriate amount should be issued on the same day to replace the voided receipt.

Master Receipts torn by the printer or rendered unusable should be posted in activity accounting to Account 5104, Op: Damaged Recpts/Checks with a zero amount. This entry ensures all Master Receipts are accounted for in the school’s annual financial records.

See Voiding Master Receipts - High School training module on the Cobb Teaching and Learning System for detailed procedures.

High School Use of FS-124 Cash/Check Tally Form In addition to athletic and special events, the FS-124, Cash/Check Tally Form, may be used by high schools to record fundraiser collections. The CCSD employee(s) must count, balance, and record collections received on the FS-124, Cash/Check Tally form. The CCSD employee(s) must sign the form and obtain the necessary approval from the Principal/School Administrator. All funds collected must be turned in to the Bookkeeper daily. The Bookkeeper should issue a receipt to the CCSD employee completing the FS-124, Cash/Check Tally Form from her receipt book for the total receipts received.

Depositing Principals are responsible for the timely deposit of all funds collected. This responsibility may be delegated and is normally performed by the school Bookkeeper. If the Bookkeeper is absent, it is the responsibility of the Principal to appoint a backup for the Bookkeeper to ensure the daily deposit is prepared and dropped in the safe. For purposes of this manual, “deposit” means dropping the bank deposit into the bottom compartment of the school’s safe.

• Receipts should be deposited intact, as received, to maintain the integrity of the deposit.

• Change must not be given from cash received in the student payment envelope or cash on hand in the deposit.

• Change must not be given from checks received.

• Bookkeepers should not hold post-dated checks.

• Money must never be added or removed to cover a difference in a deposit.



• The cashing of personal checks from cash on hand at the school is prohibited.

• Bookkeepers should limit their daily school deposit to one deposit per day, excluding the Elementary School ASP deposit.

• If total collections for the current day are $100 or less, the money and receipts may be secured in the safe; however, a deposit should be prepared the next business day regardless of the amount.

• All money must be secured in the school safe overnight.

• Elementary School ASP deposits should be prepared daily.

• No funds are to be taken home, stored on personal property or kept at the school in a location other than in the school safe.

Deposit Preparation See EPES Posting Receipts - All Schools training module on the Cobb Teaching and Learning System for detailed procedures.

Daily Bank Account Activity Verification Schools banking with the District bank will be provided on-line access to their account. Schools banking with other banks must work with their bank to obtain online, “information only” access to their accounts. To assist with reducing the risk of fraud, the Bookkeeper should access their bank account online daily to verify the financial activity on the school’s checking account.

1. All schools should verify daily the deposits picked up by armored car service have been credited to the bank account.

• The Bookkeeper should clearly indicate credits have been verified by noting the posting dates to the bank account on the daily deposit report.

• The Bookkeeper should notify Local School Accounting if a deposit is not credited to the school’s bank account within four business days of pick up by the armored car service.

2. All schools should verify daily the disbursements posted in activity accounting have been debited to the bank account.

• The Bookkeeper should print a current list of outstanding checks from activity accounting.

• The Bookkeeper should verify the check number and dollar amount of any debits to the list of outstanding checks.



• The Bookkeeper should notify Local School Accounting of any noted discrepancies or unusual debit activity.

Remittance of Revenue All revenue due to CCSD must be received in Accounting Services as follows:

1. ASP Tuition: Collections to CCSD should include tuition posted through the last business day of the month and must be received in Accounting Services by the 10th of each month.

2. Performing Arts: Per the instructions received from the Performing Arts Supervisor.

3. Parking: Within 10 business days after the end of the semester.

4. Reimbursements for Adult Education classes and GED Testing by the 10th of each month.

5. Procurement Card Payment: Per the instructions received from Accounting Services.

Bank Reconciliation The school is required to submit an FS-172, Bookkeeper Month End Report, each month to Local School Accounting to assist in the preparation of the bank reconciliation.

The school’s monthly bank reconciliation is prepared by Local School Accounting to enhance internal control procedures. The school’s bank statements and bank documentation are sent directly to Local School Accounting from the banking institution. Local School Accounting records the bank information in activity accounting and then forwards all bank correspondence to the school to be filed with the school’s annual financial records.

After the reconciliations are completed, the Principal and school Bookkeeper are notified, via email from Local School Accounting, of any adjustments or concerns. This email should be filed with the school’s annual financial records. Any questions regarding bank reconciliations should be directed to Local School Accounting.

Reconciling Items A reconciling item is a difference between an amount posted to activity accounting and an amount posted to the bank statement.

• Differences of $25 or less are considered immaterial and are posted by Local School Accounting to Op: Reconciling Items account without further research.



• Differences greater than $25 are posted by Local School Accounting to Op: Reconciling Items and the Bookkeeper should research to determine the cause of the difference.

• After an item has been researched, a correction is made by Local School Accounting to Op: Reconciling Items account and the correct account(s) debited or credited.

• If a correction cannot be made and the shortage or overage is less than $100, the Principal may authorize a transfer to or from an allowable account, per the Local School Accounting Chart of Accounts, to clear the shortage or overage.

• All differences over $100 should be reported by the Principal in writing to Local School Accounting. A written response will be provided to the Principal as to the disposition of the overage or shortage. At the end of the fiscal year, differences will be handled per the instructions given in the year-end closing procedures by Local School Accounting.

Section IV: Spending Cycle

County Funds Refer to the Check Request Procedures module on the Cobb Teaching and Learning System for procedures on requesting reimbursement from county funds.

For other information or questions regarding county funds and expenditures contact the Budget Services Department.

For questions regarding county purchase orders and purchasing procedures, contact Procurement Services.

Credit Card Accounts Purchases should be made with a school check, procurement card or an open account. Credit card accounts are not recommended to be maintained by the school. If a credit card account is required, the credit card must be properly secured at the school to prevent fraudulent use. Credit card accounts must be monitored closely to ensure purchases are pre-approved and appropriate.

Disbursements

Purchase Requisition/Local School Check Request (FS-381) All types of school purchases, including procurement card purchases, purchase orders (county or local) and performance contract payments must be initiated with the FS-381, Purchase





Requisition/Local School Check Request. Each form should be completed in full and provide an explanation and sufficient documentation to support the amount disbursed.

The Principal must pre-approve all school purchases prior to the purchase. All approvals must have original signatures. A digital signature or signature stamp is not allowed. Payments to Cobb County School District may be approved by the Principal at the time the check is issued.

Approval of purchases up to $1,000 may be delegated by the Principal to another school administrator or department head. This delegation of approval authority must be documented in writing and maintained in the school’s annual financial records. In the event of the Principal’s absence, delegation of approval authority of purchases over $1,000 must be obtained, in writing, from the Principal’s Assistant Superintendent.

Purchasing Regulations and Thresholds Purchasing regulations and limits are established by the School Board and implemented by Procurement Services. Purchasing regulations apply to all District purchases of goods and services, regardless of the funding source. The term “purchases” refers to the total amount on the purchase order and not the cost of the individual items purchased.

Please refer to the Purchasing Regulations on the Procurement Services Home Page for competition thresholds. Direct all questions regarding purchasing procedures to the Procurement Services Department.

Supporting Documentation for School Checks All school checks issued should be maintained in numerical order in monthly files with sufficient supporting documentation attached. The following documentation, at a minimum, should be filed in the order shown:

1. School check stub.

2. Pre-approved FS-381, Purchase Requisition/Local School Check Request.

3. Local School Purchase Order (inventoried property or if required by a vendor).

4. The invoice, itemized cash register receipt or other itemized approved document specifying the basis for payment. Internet orders should be supported by the internet invoice/order confirmation and the packing slip, if available.

5. Any documentation related to bids or quotes.

6. Additional supporting documentation such as packing slips, if available, or correspondence with the vendor.

http://www.cobbk12.org/centraloffice/Purchasing/QuickLinksv3/Purchasing%20Regulations,7617.pdf



7. FS-212, Contract Remittance for Performance Contract payments.

8. Supporting documentation from Endowments, Foundations and other support organizations, including copies of invoices should be attached, if appropriate.

9. If the purchase is being submitted for reimbursement by the District, the documentation should be attached to the FS-118, Request for Check. Copies should be kept at the school attached to the disbursement package. Requests for reimbursement from the District should be made on a limited basis.

Additional Disbursement Guidelines • Checks must never be made payable to cash, petty cash, or to the school itself. Checks

should only be made payable to employees for reimbursements, refunds or change funds.

• All invoices should be paid in accordance with the terms of payment on the invoice. If no payment terms are listed, the invoice should be paid within thirty days. Exceptions may include invoices received during the summer. Applicable discounts should be taken when offered for early payment. Payment is pending the receipt of goods, services and supporting documentation.

• All invoices should be in the school’s name. Invoices for purchases by school support organizations must be billed to the organization in their name.

Inventoried Property Contact Property Control for additional information about inventoried property or refer to the Property Control Users Guide on the Financial Services University.

Open Accounts When purchases cannot be made with the procurement card, it may be necessary for the school to have open accounts with vendors from whom regular purchases are made. Open accounts allow for purchases to be made from a vendor who will invoice the school on a monthly basis. The Principal should approve the opening of accounts and document the authorization of specific individuals allowed to make purchases using the open accounts. All documentation regarding open accounts must be kept in the school’s annual financial records. Open accounts should be monitored closely to ensure purchases are pre-approved and appropriate.

Petty Cash Schools are not authorized to maintain petty cash. All miscellaneous or emergency purchases should be fulfilled using a procurement card.

http://www.cobbk12.org/centraloffice/finance/university/docs/PropertyControlUserGuideJul62016.pdf



Procurement Card Purchases made on the school procurement card must be approved in advance by the Principal. The Principal’s written approval is reflected by their signature on the FS-381, Purchase Requisition/Local School Check Request. Principals should review all charges and sign the school’s monthly procurement card invoice after charges have been posted by the Bookkeeper. For further information regarding procurement cards, refer to the Procurement Card Manual on the Financial Services University or contact the Procurement Card Specialist. For detailed instructions covering the policies and procedures related to CCSD Procurement Card issuance and postings refer to the Procurement Card module located on Cobb Teaching and Learning System.

Purchase Orders Using Local School Activity Funds Purchase orders should be prepared for purchases of inventoried property items or if required by a vendor. Purchase orders using local school activity funds may be initiated using a local school purchase order or may be entered in e-Cobb as a county purchase order.

Local School Purchase Orders Local School Purchase Orders are:

• Control documents and should be properly secured.

• Pre-numbered forms provided to the schools by Local School Accounting,

• Completed manually by the Bookkeeper. If a purchase order is voided, all copies of the voided purchase order should be marked “VOID” and filed in the school’s annual financial records.

County Purchase Orders (e-Cobb) To enter a county purchase order in e-Cobb using local school activity funds:

• Issue a check to CCSD out of your local school activity funds.

• Send the check to the Cash Specialist in Accounting Services with instructions to place the money in the school’s “9020” account.

• Enter the purchase order in e-Cobb when the funds are available in the school’s “9020” account.

• Contact the Budget Department if you need assistance with a county charge code.

http://www.cobbk12.org/centraloffice/finance/university/docs/Procurement%20Card%20Manual.pdf



• Contact Procurement Services Department for questions about purchasing regulations or entering purchase orders.

Sales Tax At the discretion of the Principal, sales tax may be reimbursed to individuals from school funds. Please refer to the Procurement Card Manual for additional information concerning sales tax on purchases using the procurement card.

Transfers A transfer is an internal bookkeeping transaction whereby money is moved from one account to another. Each transfer should be related to a specific disbursement or purpose and should be made at the time of the disbursement. Lump sum transfers are made by Local School Accounting only.

All transfers made from Class or Club Accounts to any other account must be documented on form FS-116, Class and Clubs Request for Transfer and filed with the school’s annual financial records. The class or club sponsor and the Principal should approve the transfer of funds from the specified account.

Transfers to and from certain accounts are not permitted. Refer to the Local School Accounting Chart of Accounts for details.

Voiding Checks Voided checks should be clearly marked VOID and the signature line defaced (for example, a “V” could be cut out of the signature space in order to deface the document and make it clearly unusable). Voided checks should be maintained in numerical order in a separate file with the school’s annual financial records.

Checks torn by the printer or rendered unusable should be recorded in account 5104, Op: Damaged Rcpts/Checks, with a zero amount and physically voided. This entry ensures all checks are accounted for in activity accounting.

If a check is voided and noted as “lost”, a copy of the check stub from the disbursement package should be placed in the voided check file.





Section V: Reporting

Local School Accounting Reports Below is a list of commonly used local school financial reports. For detailed instructions on how to create the following reports, please refer to Cobb Teaching and Learning System.

Activity Ledger Report Lists beginning balances, net receipts, net disbursements, net transfers and ending balances of all accounts for the time period requested. A ledger report for each day should be viewed online to ensure the ledger totals agree to the total of the day’s bank deposits and checks issued. The transfer column on the daily ledger should always be zero. A final Activity Ledger Report for the fiscal year should be filed with the school’s annual financial records.

List of Outstanding Checks Lists all outstanding checks as of a selected date.

Reconciliation Report Lists all financial activity relating to a particular account and reflects the cash balance of the account(s). This report can be run at any time for any period (day, week, month and year).

Sequential Lists Sequential lists can be run based on selected criteria.

Monthly Reports FS-172 Bookkeeper Month End Report, must be completed monthly and submitted to Local School Accounting by the required date. Refer to the instructions printed on the report.

Annual Financial Reports A Year-End Closing Checklist, provided by Local School Accounting, must be completed in its entirety and submitted by the required deadline in order to close out the school’s annual financial records. You will be notified if any other forms are required. The FS-224, Closing Information Update provides a listing of all transactions between the time the Bookkeeper closes the school’s annual financial records to leave for summer break and the last business day in June. The Principal is responsible for submitting this information to Local School Accounting by the last business day of June.



A

Activity Ledger Report · 57 Adult Education · 51 After School Program · 39, 51 Armored Car Compartment · See Safes Armored Car Service · 10 Athletic Revenues · 11 Athletics · 10 Authorized Check Signer · 15

B

Bank Reconciliation · 51 Bingo Night · 32 Board Administrative Rule DJEE-R · 8 Board Administrative Rule DK-R · 43 Board Administrative Rule GAGC-R · 24 Board Administrative Rule GAHA-R · 31 Board Administrative Rule JHA-R · 39 Book Fairs · 39 Budget · 52

C

Cash Register · 21 Cash/Check Tally Form · See FS-124 Cash/Check Tally

Form Cashing Personal Checks · 17 Cell Phones · 13 Cell Tower Funds · 41 Change Funds · 13, 41 Check Request Form (FS-381) · 53, 55 Check Signers · 15, 16 Checks – Ordering · 16 Checks – Voiding · 56 Classroom Remittance Books · 45, 47 Classroom Remittance Report Books · 46 Collection Jars · 30 Community Fund Drives · 31 Contracts · 18, 19, 20 Contracts Paid from County Funds · 18 Contracts Paid with County and Local School Activity

Funds · 19 Contracts Paid with Local School Activity Funds · 18, 19 Counterfeit Money · 20 County Funds · 52 Credit Accounts · 52

D

Deposit Verification · 50 Depositing · 49

Disbursements · 52 Donation Letter · 42 Donations · 41, 42

E

Elementary School Receipting · 44 Employee Fund Drives · 31

F

Field Trips · 24 FS-124 Cash/Check Tally Form · 30, 49 FS-381 Purchase Requisition/Local School Check

Request · 52, 53 Fundraisers · 31

G

Georgia Security and Immigration Compliance Act (OCGA 13-10-90 · 17

Gifts to Employees · 28 Grants · 42

H

High School Receipting · 46

I

Instructional Business Program · 31 Interest Income · 42 Inventoried Property · 54

L

Local School Funds · 52 Local School Purchase Orders · 53 Lunchroom Account · 16

M

Master Receipts · 48 Middle School Receipting · 44



O

Open Accounts · 54 Outstanding Checks, List of · 57

P

Parking · 26, 28, 51 Payroll · 29 Performance Contracts · 18, 19 Performing Arts · 29, 51 Personal Identification Number (PIN · 33, 34 Petty Cash · 54 Picture Commission · 31 Picture Contracts · 19, 20 PIN Access Changes and Deletions / Personnel Changes

· 34 Pre-approval of Purchases · 53 Procurement Card · 55 Property Control · 29, 54 Purchase Requisition/Local School Check Request (FS-

381) · 52, 53, 55 Purchasing Regulations and Thresholds · 53

R

Raffle · 31 Receipt Book Control Logs · 47 Receipt Books – Classroom Remittance · 45, 47 Receipt Books – Student · 45, 46, 47 Receipting · 47 Receipting Procedures · 47 Reconciliation Report · 57 Reconciling Items · 51 Records Transmittal Form · 21 Reports – Annual · 57 Reports – Monthly · 57 Returned Checks · 17 Revenue Collection · 43 Revenue Cycle · 39 Revenue Remittance · 51

Revenue Sources · 39

S

School Clubs · 35 School Fundraising · 30 School Payment Boxes · 33 School Safes · 33 School Support Organizations · 35 Sequential Lists · 57 Shortage/Overage · 51 Special Events · 10 Sports Passes · 11 Statement Receipting · 44 Student Organizations · 36 Student Receipt Books · 45, 47 Summer School · 43 Supplemental Salary · 28

T

Taxpayer ID · 16 Ticket Control Log · 12 Ticket Report · 12 Ticket Sales · 11 Tickets Printed by the School · 13 Transfers · 56

V

Vending · 20, 32 Vending Contracts · 20 Voiding Checks · 56 Voiding Master Receipts · 49

Y

Yearbooks · 33