D1000 – Fiscal Management
D1100 – Financial Services Functions
The Financial Services Department performs the following functions:
- Receipt and disbursement of funds
- Fiscal accounting and reporting
- Payroll accounting and reporting
- Budget preparation and reporting
- Public Record retention
- Purchasing
- Business Systems
- Financial Analysis
Monies received are receipted and deposited in accordance with the cash receipting and disbursing guidelines in the Financial Procedures for Schools and Departments. Funds not needed for immediate disbursement are invested in accordance with the investment guidelines established by the Financial Policy Committee pursuant to Board policy.
Monies will be disbursed in accordance with the cash receipting and disbursing guidelines in the Financial Procedures for Schools and Departments.
Payroll will be disbursed on the last working day of each month. Required payroll reports will be forwarded to the proper agencies at designated times. Requests for reimbursements will be accounted for through the payroll module. For additional details see the Financial Procedures for Schools and Departments.
- Budget preparation and reporting guidelines as outlined in the Oregon Administrative Rules (OAR 581-023-0035) and Oregon Revised Statutes (294.305 through 294.565.) For additional details see the district’s website at: http://fsweb.lane.edu/ and click on “Budget Information.”
- Public record retention and destruction guidelines as outlined in the Oregon Administrative Rules (OAR 166-400-0010.) For additional details see the Financial Procedures for Schools and Departments.
- Purchasing authority, methods, delegation, and ethic considerations as outlined in the Oregon Revised Statutes (ORS 279(a), (b), (c)) and Board policy. For additional details see the Financial Procedures for Schools and Departments, also see Administrative Rule D1400 – Purchasing.
The district will follow fiscal accounting and reporting guidelines as outlined in the Oregon Administrative Rules (OAR 581-023-0035).
Business Systems will be owned and maintained by the Financial Service Department to facilitate compliance with statutory requirements and Board policy. For additional details see the Financial Procedures for Schools and Departments.
Financial analysis will be performed by the department on an on-going basis as well as for special projects. For additional details on on-going activities such as developing the five-year financial forecast, monitoring State School Fund revenues, or preparing monthly financial projections, see the Financial Procedures for Schools and Departments.
D1200 – Accounting
D1210 – General Accounting
D1220 – Food Service Accounting
All school lunch counts and school sales transactions will be recorded daily using the Point of Sale software. School cash receipts will be deposited daily. Bank reconciliation will be completed each month following the month for which the statement is prepared. Refer to Nutrition Services Handbook.
Free and reduced applications and “Parent Permission to Disclose Free/Reduce Meal Qualifications” forms are turned into the Nutrition Services office for eligibility determination. Applications are processed according to State and Federal regulations 7CFR Ch.II sec 245(1-1-01 Edition).
D1230 – Student Body Funds Accounting
D1300 – Fixed and Attractive Assets Inventory
D1310 – Fixed and Attractive Assets
Fixed assets are defined as the initial, additional, and replacement items of equipment. An equipment item is a movable or fixed unit of furniture or furnishings, an instrument, a machine, vehicles, buildings, improvements, an apparatus, or a set of articles that meets all of the following conditions:
- It has an anticipated useful life of more than 1 year.
- It is of significant value (See the Financial Procedures for Schools and Departments), measured as original cost or estimated market value (in the case of donated items.) See Section D1320 for information on Equipment Purchased with Federal Funds.
- It retains its original shape and appearance with use.
- It is nonexpendable; that is, if the article is damaged or some of its parts are lost or worn out, it is usually more feasible to repair it than to replace it with an entirely new unit.
- It does not lose its identity through incorporation into a different or more complex unit or substance.
Attractive assets are defined as those initial, additional, and replacement items of equipment that do not meet the above definition, but are movable and valuable. Attractive assets include, but are not limited to, computers and computer equipment, communication devices, and other items of a technical or non-technical nature that are movable and valuable. Directors and building principals are required, to inventory computers and computer equipment.
For information on recording and reporting of District asset see the Financial Procedures for Schools and Departments.
D1320 – Inventory of Assets
An annual inventory must be conducted by each department, school or building. Departments, schools or buildings must complete inventory by April 30 each year. Financial Services staff will make any necessary follow up inquiries and adjust the records adjusted accordingly. For additional information see the Financial Procedures for Schools and Departments.
Equipment Purchased with Federal Funds
Equipment purchased with Federal funds must be entered on inventory and accounted for under guidelines issued by the Oregon Department of Education. For additional information see the Financial Procedures for Schools and Departments.
Fixed and Attractive Asset Check-Out
Occasionally, district-owned property is temporarily removed from district premises. When this occurs it is necessary to complete the authorization form – Equipment Check-Out prior to removal. Those forms are available on the district’s website at:
http://web4j1.lane.edu/hr/rm/RiskManagement.html.
Loss/damage of district property
When district-owned property is lost, stolen, or damaged, it is necessary to complete the notification form – Incident/Property Damage Report Form as soon as practically possible. Those forms are available on the district’s website at: http://web4j1.lane.edu/hr/rm/RiskManagement.html.
D1400 – Purchasing
D1410 – Contact Signing Authority
D1420 – Methods of Purchasing
D1440 – Ethical Considerations
D1450 – Fixed and Attractive Assets
D1460 – Additional Purchasing Considerations
- Employee reimbursements are not made on purchase orders but are paid through payroll.
- Independent contractor agreements: Complete appropriate check list to determine.
- Personal Services contract: Contact purchasing to determine if the service qualifies as a “personal service” prior to using the service.
- See the Financial Policies and Procedures Manual for Schools and Departments for additional details.
D1500 – Budgeting
D1510 – Budget Materials
District staff will prepare the annual budget in accordance with statute ORS 294.305 – 294.565; theLocal Budgeting Manual published by the Oregon Department of Revenue, Property Tax Division; and the Program Budgeting and Accounting Manual prepared by the Oregon Department of Education.
Each fall, Financial Services staff will prepare and post a budget calendar outlining key dates and activities for budget preparation and approval. The Budget Committee will provide direction on the parameters for preparing the budget. Superintendent’s staff will review and recommend budget changes to be proposed. Financial Services and Human Resources staff will allocate staffing and material/supply budgets in accordance with the superintendent’s staff recommendations and provide information to schools and departments.
Principals/department directors will prepare their sites’ budgets in the format required, by the deadline. Financial Services staff will accumulate budgets and prepare the budget document for presentation as required by statute. (See Financial Procedures for Schools and Departments and Budget Information on the Financial Services intranet http://fsweb.lane.edu/)
D1520 – Presentation to the Budget Committee
D1530 – Adopted Budget
D1600 – Business Systems
D1610 – System Uses
All financial transactions of the district, including those of organizations that have received permission from Financial Services to use the district’s federal employer identification number for donation purposes, shall be recorded in the appropriate district business system. Account codes required by the Oregon Department of Education shall be used to record such transactions. Financial Transactions shall be submitted to the Department of Education in the formats and time frames required by statute (ORS 294, 326, 327, 328, 329, and 332. OAR 150 and 581).
(Detailed procedures are located in Financial Procedures for Schools and Department books, Student Body Handbook, Nutrition Services Handbook.)
D1610.01 – System Modifications
D1700 – Use of District Property
D1710 – Disposal of Personal Property of Value
D1720 – Disposal of Non-Value Personal Property
- Personal Property of the district which has no value shall be disposed of as listed below.
- Definitions
- “No value to the district shall mean its value is less than the cost of disposal in the opinion of the Chief Financial Officer or Designee.
- “Personal Property” means everything subject to ownership which is not real property ( i.e., land and buildings).
- Disposition of Non – Value Personal Property
The property shall be disposed of in the following order:- Non 4J Schools
- Non Profit Organizations
- Recycling Companies
- Disposal Companies
- No property shall be given to employees.
D1730 – Use of District-paid Cellular Telephones by District Employees
Cellular Telephone AllowanceThe district shall provide a monthly allowance to employees whose assignments necessitate routine and ongoing access to a cellular telephone, consistent with the following:
- The employee’s supervisor and department director, or in the case of schools, the principal and principal’s supervisor, have determined:
- that the employee’s job responsibilities require the ability to communicate frequently and access to a district or personal telephone may not be readily available; and/or
- the employee’s job responsibilities involve situations where immediate communication is necessary to ensure the security of district property or safety of students, staff, or others while on district property or engaged in district-sponsored activities.
- The employee agrees by completion of the “Use of Personal Cellular Telephone for District Business Agreement” to the following:
- to obtain and maintain in good standing a private cellular telephone service with a local phone number;
- to use the employee’s personal cellular telephone for required district business;
- to make the personal cellular telephone number available to the district for appropriate distribution to those who need to have access to the employee;
- to ensure that the cellular telephone is charged and in good repair and turned on during work hours and at other times when necessary for district business purposes, except that phones may be disabled during meetings, conferences, and when it will otherwise interfere with the ability of the employee to complete his or her work responsibilities; and
- that there is no restriction on the use of the cellular telephone for personal business except to the extent that such use interferes with the ability of the employee to complete the employee’s work responsibilities;
- that except in the case of emergency, cellular telephones are not to be used for conversations involving district information of a confidential nature.
- An employee may request a higher allowance if the employee can demonstrate to the satisfaction of the employee’s supervisor and department director, or in the case of schools, the principal and principal’s supervisor, that the employee’s use requires an increased allowance.
- Payment of the allowance shall be made monthly to the employee and charged to the appropriate school or departmental budget.
- The Director of Finance and Support Services shall maintain a schedule of monthly telephone allowances that will be paid to employees.
Assignment of District Owned Cellular Telephones
In lieu of an allowance, an employee who qualifies for a cellular telephone allowance may choose instead to be assigned a district cellular telephone.
In those instances where the employee is assigned a district owned cellular telephone, the employee shall have on file with the employee’s supervisor a signed copy of the “Cellular Telephone Use Agreement,” which affirms in writing that the employee understands and agrees to comply with the following rules regarding use of the cellular telephone:
D1740 – Use of District Resources for Charitable and Non-Profit Organizations
The District and individual employees must be careful to avoid the appearance or perception that they are using public funding inappropriately to benefit individuals and organizations associated with charitable and non-profit companies.
The District participates in the Combined Charitable Contributions Campaign which is an organized annual fund raising effort approved by the Superintendent that benefits many groups. United Way manages this multi-agency effort. Employees participating in the United Way Day of Caring must use vacation or other personal leave for the time away form work.
Any other fund raising activities that involve the use of District resources (computers, phones, faxes, etc.) or are done during work time must meet all criteria outlined in the District’s administrative policies.
D1800 – Reserved for Future Use
D1900 – Miscellaneous Provisions
D1910 – Donations
Donations are items received by schools/district for which the donor doesn’t receive any benefit in return. Donations include, but are not limited to, cash/checks, supplies, and equipment; whether solicited or unsolicited. Examples are donated computers and proceeds from fundraising for supplies or athletic/club expenses. The following procedures should be used in accepting or refusing such donations.When accepting donations, recipients’ shall comply with the following:
- Donated furniture and equipment shall be added to the district inventory at the fair market value on date of donation for insurance purposes. See Section D1300 for additional information.
- Donations for public building modification or ground improvement must have prior permission of the Director of Facilities.
- A receipt for donation(s) and an appropriate expression of appreciation will be provided by the principal and a copy retained for auditing purposes. The receipt provided to the donor should include the name of the donor, the date of donation, and a description of items donated. District personnel should not estimate the value of non-cash items. The donor should be directed to a tax professional or the Internal Revenue Service for guidance.