Ask Questions Anytime School Financial Services Other Topics FY 05-06 Budget Update

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Ask Questions AnytimeAsk Questions Anytime

School Financial ServicesSchool Financial Services

Other TopicsOther Topics• FY 05-06 Budget UpdateFY 05-06 Budget Update• FY 04-05 F-196 UpdateFY 04-05 F-196 Update• Financial Reporting UpdateFinancial Reporting Update• SDAAC UpdateSDAAC Update• School District Training NeedsSchool District Training Needs• SFS Rules StatusSFS Rules Status• QZAB’sQZAB’s• Financial System Review ProjectFinancial System Review Project

Shared Service ArrangementsShared Service Arrangements

FY 05-06 Accounting Manual ChangesFY 05-06 Accounting Manual Changes

Other Topics – Comments – Questions?Other Topics – Comments – Questions?

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School Financial ServicesSchool Financial Services

Ron Stead, CPADirector

[email protected]

Ron Stead, CPADirector

[email protected]

Christie HazlettSD/ESD Accounting

[email protected]

Christie HazlettSD/ESD Accounting

[email protected]

Mike Dooley, CSBOSD/ESD Budgeting

[email protected]

Mike Dooley, CSBOSD/ESD Budgeting

[email protected]

Pam PeppersSD/ESD Financial Reporting

[email protected]

Pam PeppersSD/ESD Financial Reporting

[email protected]

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FY 05-06 Budget Update

F-195/F-203 Status

ABFR Status

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FY 04-05 F-196 Update

Indirect Cost Rate Calculation

MOE Tests

Manual input item numbers for:• GMA Impact Fees (item #1581)• SEPA Mitigation Fees (item #1591)

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Financial Reporting Update

2003-04 Statewide SD/ESD Financial Reporting Summary is complete and on our website

New Program Series Reports!

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SDAAC Update

2005-06 Meeting Schedule• June thru September, 2005

• Subcommittee meetings• October 28, 2005• December 9, 2005• January 27, 2006

(Locations to be determined)

Suggested FY 06-07 Projects?

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School District Training Needs?• Debt Service Fund Issues• Federal Indirect Cost Rates

School Financial Services Rules Status• Conversion of sick leave on separation• Leave Sharing• Use of Lease & Rental Proceeds in GF

QZAB’s• ~$11 million from 2004 & 2005

Allocations

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Financial System Review Financial System Review ProjectProject

~$1.9 million upgrade VAX ~$1.9 million upgrade VAX systemssystems

When will this happen…When will this happen… What we want them to know…What we want them to know… What we want to know…What we want to know…

Shared Service Shared Service Arrangements andArrangements andAccounting Manual Accounting Manual

Updates for Fiscal Year Updates for Fiscal Year 2005-062005-06

Christie M. HazlettChristie M. Hazlett

Supervisor, School District & Supervisor, School District & ESD AccountingESD Accounting

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Shared Service Shared Service ArrangementsArrangements

Chapter 1Chapter 1• Added DefinitionsAdded Definitions

Fiscal Agent: Fiscal Agent: o An entity which has been empowered to handle An entity which has been empowered to handle

fiscal matters for another entity, including fiscal matters for another entity, including disbursement of passing through of funds. This may disbursement of passing through of funds. This may include ensuring that the funds are used only for include ensuring that the funds are used only for specific purposes defined by the grant or specific purposes defined by the grant or agreement.agreement.

Sub-Recipient:Sub-Recipient:o An entity that expends grants or other financial An entity that expends grants or other financial

assistance received from a fiscal agent and/or pass-assistance received from a fiscal agent and/or pass-through entity.through entity.

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Shared Service Shared Service ArrangementsArrangements

Chapter 1 (Continued)Chapter 1 (Continued)• Added DefinitionsAdded Definitions

Pass-Through Entity:Pass-Through Entity:o An entity that provides grants or other financial An entity that provides grants or other financial

assistance received by a governmental entity to transfer assistance received by a governmental entity to transfer to or spend on behalf of a secondary recipient or sub-to or spend on behalf of a secondary recipient or sub-recipient.recipient.

Vendor/Contractor:Vendor/Contractor:o A contractor, dealer, distributor, merchant or other seller A contractor, dealer, distributor, merchant or other seller

providing goods or services that is required of the providing goods or services that is required of the conduct of a federal or state program. These goods or conduct of a federal or state program. These goods or services may be for an organizations own use or for the services may be for an organizations own use or for the use of beneficiaries of the federal or state program. (For use of beneficiaries of the federal or state program. (For example, an ESD or School District that provides a good example, an ESD or School District that provides a good or service to another ESD or School District would be or service to another ESD or School District would be considered a “vendor”.)considered a “vendor”.)

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Charts for SSA’s (Hand Charts for SSA’s (Hand Out)Out)

Chart 1 – Fiscal Agent and Sub-Chart 1 – Fiscal Agent and Sub-RecipientRecipient

Chart 2 – VendorChart 2 – Vendor

Chart 3 – Fiscal Agent, Sub-Chart 3 – Fiscal Agent, Sub-Recipients, & VendorRecipients, & Vendor

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Fiscal Agent Journal Entries (Hand Fiscal Agent Journal Entries (Hand Out)Out)

Chapter 7 Section 9 – Shared Service Chapter 7 Section 9 – Shared Service Arrangements with Fiscal Agent Arrangements with Fiscal Agent ResponsibilitiesResponsibilities• Scenario 1 – Fiscal Agent as a Scenario 1 – Fiscal Agent as a Participating Participating

DistrictDistrict• Scenario 2 – Fiscal Agent as a Scenario 2 – Fiscal Agent as a Non-Participating Non-Participating

District with Administrative ResponsibilitiesDistrict with Administrative Responsibilities• Scenario 3 – Fiscal Agent as a Scenario 3 – Fiscal Agent as a Non-Participating Non-Participating

District with No Administrative ResponsibilitiesDistrict with No Administrative Responsibilities• Scenario 4 – Fiscal Agent as a Scenario 4 – Fiscal Agent as a Participating Participating

District with On Behalf PaymentsDistrict with On Behalf Payments

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Accounting Manual Accounting Manual ChangesChanges

Edits and other changesEdits and other changes• Reorder of chapters in GAAP orderReorder of chapters in GAAP order

General FundGeneral Fund ASB FundASB Fund Debt Service FundDebt Service Fund Capital Projects FundCapital Projects Fund Transportation Vehicle FundTransportation Vehicle Fund Fiduciary/Trust & Agency FundsFiduciary/Trust & Agency Funds

Shared Service ArrangementsShared Service Arrangements Fiscal Agent journal entry examplesFiscal Agent journal entry examples

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Chapter 3 - Revenue RecognitionChapter 3 - Revenue Recognition• Added clarification of revenue recognition Added clarification of revenue recognition

versus reimbursement of expenditures.versus reimbursement of expenditures.

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Chapter 4 – General Ledger AccountsChapter 4 – General Ledger Accounts• Deleted GL’sDeleted GL’s

607 – Accrued Vacation Leave607 – Accrued Vacation Leave 608 – Accrued Vacation Leave608 – Accrued Vacation Leave

• Added GL’sAdded GL’s 536 – Other Financing Uses – Transfers Out536 – Other Financing Uses – Transfers Out

• Updated GL’sUpdated GL’s Updated descriptions on several GL’s.Updated descriptions on several GL’s.

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Chapter 5 – Revenue AccountsChapter 5 – Revenue Accounts• Deleted AccountsDeleted Accounts

6177 – Eisenhower Professional Development6177 – Eisenhower Professional Development 6377 – Eisenhower Professional Development6377 – Eisenhower Professional Development

• Added AccountsAdded Accounts 6162 – Math & Science Professional 6162 – Math & Science Professional

Development (NCLB Title II Part B).Development (NCLB Title II Part B). List of new revenue accounts – (see handout)List of new revenue accounts – (see handout)

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Chapter 5 Revenue Accounts Chapter 5 Revenue Accounts (Continued)…(Continued)…• Update AccountsUpdate Accounts

2700 – Rentals & Leases (Description, SHB 2700 – Rentals & Leases (Description, SHB 1995)1995)

Other updates as necessary for new Other updates as necessary for new revenuesrevenues

Titles and descriptions in several account Titles and descriptions in several account numbersnumbers

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Chapter 6 – Expenditure AccountsChapter 6 – Expenditure Accounts

• DeletedDeleted Program 77 – Eisenhower Professional Program 77 – Eisenhower Professional

DevelopmentDevelopment

• AddedAdded Program 62 – Math & ScienceProgram 62 – Math & Science

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Chapter 6 – Expenditure Accounts Chapter 6 – Expenditure Accounts (Continued)…(Continued)…• UpdatedUpdated

Activity 20 – Instruction (Description)Activity 20 – Instruction (Description) Activity 24 – Guidance and Counseling (Description, Activity 24 – Guidance and Counseling (Description,

includes homeless liaison work)includes homeless liaison work) Activity 25 – Pupil Management & Safety (Description, Activity 25 – Pupil Management & Safety (Description,

includes cell phones)includes cell phones) Activity 61 – Supervision (Description, includes property Activity 61 – Supervision (Description, includes property

managers and other clarifications)managers and other clarifications) Activity 67 – Building & Property Security (Description, Activity 67 – Building & Property Security (Description,

includes cell phones)includes cell phones) OthersOthers

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Chapter 7 – Journal EntriesChapter 7 – Journal Entries

• Updates done as needed based on Updates done as needed based on previously mentioned changespreviously mentioned changes

• New Section on Fiscal Agent (talk about New Section on Fiscal Agent (talk about later)later)

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Chapter 10 – Grant ManagementChapter 10 – Grant Management• Financial Management of Grants sectionFinancial Management of Grants section

Added section that discusses that program Added section that discusses that program grants may be more restrictive in the grants may be more restrictive in the accounting for expenditures then the current accounting for expenditures then the current version of the accounting manual allowsversion of the accounting manual allows

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Accounting Manual Accounting Manual ChangesChanges Appendix AAppendix A

• Glossary of TermsGlossary of Terms Terms DeletedTerms Deleted

o Adult Basic EducationAdult Basic Educationo Expendable Trust FundExpendable Trust Fundo Operating TransferOperating Transfero Residual Equity TransferResidual Equity Transfer

Terms AddedTerms Addedo Fiscal AgentFiscal Agento Pass-Through EntityPass-Through Entityo Sub-RecipientSub-Recipiento VendorVendor

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Appendix A – Glossary of Terms Appendix A – Glossary of Terms (Continued)(Continued)• Terms UpdatedTerms Updated

Other Financing SourcesOther Financing Sources Other Financing UsesOther Financing Uses Replacement CostsReplacement Costs Food Services = School Food ServicesFood Services = School Food Services

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Ask Questions Anytime School Financial Services Other Topics FY 05-06 Budget Update