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CONTROL CLICK TO FOLLOW LINKS CTRL+HOME
ONLINE ACCESS LINKS....................................................................................................................3
FIXED ASSETS..................................................................................................................................4
FIXED ASSET TRACKING...............................................................................................................4
INSTRUCTIONS FOR COMPLETION OF SCBE-FA1B......................................................................5
ACCOUNTING PROCEDURES FOR SCHOOL ACTIVITY FUNDS.........................................................8
BUDGETS......................................................................................................................................23
BUDGET REVISION JOURNAL....................................................................................................23
GENERAL JOURNAL ENTRY........................................................................................................23
MUNIS ACCOUNT CODE STRUCTURE........................................................................................24
UNIT SEGMENT ELEMENTS.......................................................................................................25
OBJECT CODES FOR EXPENDITURES..........................................................................................26
BUSINESS AND FINANCE OFFICE PERSONNEL..............................................................................32
RANDALL CUTRIGHT, DIRECTOR...............................................................................................32
PONY INFORMATION...................................................................................................................34
SCOTT COUNTY SCHOOL BOARD MEMBERS...............................................................................36
SCOTT COUNTY CENTRAL OFFICE ADMINISTRATORS..................................................................36
SCOTT COUNTY SCHOOLS BOOKKEEPERS....................................................................................37
SCOTT COUNTY SCHOOLS PAYROLL CLERKS................................................................................37
PARENT INQUIRIES...................................................................................................................38
PROCEDURES FOR PERSONAL INJURY REPORTING...................................................................39
Tips for Efficient Student Accident Claim Processing................................................................42
PROPERTY LOSS NOTIFICATION................................................................................................46
PREPARATION PLAN BEFORE THE PROPERTY LOSS OCCURS....................................................47
PAYROLL.......................................................................................................................................48
PAYROLL NOTES........................................................................................................................48
ABSENTEE CARD INFORMATION...............................................................................................49
EMERGENCY LEAVE POLICY......................................................................................................49
PERSONAL DAY.........................................................................................................................49
SICK LEAVE................................................................................................................................49
PINK PD CARDS.........................................................................................................................50
GREEN PD CARDS......................................................................................................................50
RED KTIP CARDS........................................................................................................................50
DONATION OF SICK LEAVE........................................................................................................51
SICK LEAVE POLICY....................................................................................................................52
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SICK LEAVE DONATION PHYSICIAN’S CERTIFICATION...............................................................53
CODING.....................................................................................................................................54
EMPLOYEE TIME AND ATTENDANCE APPROVAL......................................................................55
CERTIFIED SUBSTITUTES SIGN-IN SHEET...................................................................................56
CLASSIFIED SUBSTITUTES SIGN-IN SHEET.................................................................................57
TIMESHEET................................................................................................................................58
OPENING PAYROLL NOTIFICATION ..........................................................................................59
PURCHASING AND ACCOUNTS PAYABLE.....................................................................................60
NOTES.......................................................................................................................................60
PURCHASING/AP INTRODUCTION............................................................................................61
PURCHASING GUIDE.................................................................................................................64
PURCHASING QUICK-REFERENCE CARD....................................................................................65
DETERMINATION AND FINDING...............................................................................................66
SMALL PURCHASE DETERMINATION AND FINDINGS FORM.....................................................67
REQUISITION TO PURCHASE.....................................................................................................68
VENDOR LIST.............................................................................................................................69
PAYMENT PROCESS..................................................................................................................74
PURCHASE RE-AUTHORIZATION FORM.....................................................................................75
PAPER COST..............................................................................................................................76
PURCHASING CUT-OFF DATE.....................................................................................................77
LOCAL VENDOR PURCHASING REVIEW.....................................................................................78
TRANSPORTATION.......................................................................................................................82
COMMON CARRIER APPROVAL................................................................................................83
VAN RENTAL PROCEDURE.........................................................................................................84
FREQUENTLY USED DEALERS:...................................................................................................85
APPLICATION AND INVENTORY FORM FOR NON-SCHOOL BUS VEHICLES................................87
FIELD TRIP REQUEST PROCEDURES...........................................................................................88
WORKERS’ COMPENSATION:.......................................................................................................89
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ONLINE ACCESS LINKS
ASSET MANAGEMENT (Procedures, Forms)http://www.scott.kyschools.us/content_page.aspx?cid=166http://www.scott.kyschools.us/content_page.aspx?cid=152
BOOKKEEPING PROCEDURES (Bookkeeper Manual)http://www.scott.kyschools.us/administrativeDepartment.aspx?aid=36
BUDGETS/GRANTS (Indirect Cost, Forms)http://www.scott.kyschools.us/content_page2.aspx?cid=154; http://www.scott.kyschools.us/content_page.aspx?cid=152
CENTRAL OFFICE (Contact Information, Board Policy, Link to KDE)http://www.scott.kyschools.us/administrativeDepartment.aspx?aid=36
INSURANCE (Insurance Links, Forms)http://www.scott.kyschools.us/content_page2.aspx?cid=156
PAYROLL (Dates, Forms, Direct Deposit Procedures)http://www.scott.kyschools.us/content_page.aspx?cid=158http://www.scott.kyschools.us/content_page.aspx?cid=152
PURCHASING (Bid Vendor Links, Dates, Forms)http://www.scott.kyschools.us/content_page.aspx?cid=160
ACCOUNTS PAYABLE (Dates, Forms)http://www.scott.kyschools.us/content_page.aspx?cid=148http://www.scott.kyschools.us/content_page.aspx?cid=152
REDBOOK (Revised 08)http://www.scott.kyschools.us/administrativeDepartment.aspx?aid=36
TRANSPORTATION (Van Rental, Field Trips)http://www.scott.kyschools.us/content_page.aspx?cid=152
TRAVEL (Current Travel Rate, Travel Forms, Travel Policies)http://www.scott.kyschools.us/content_page.aspx?cid=164http://www.scott.kyschools.us/content_page.aspx?cid=152
VOLUNTEER (Volunteer Application)http://www.scott.kyschools.us/content_page.aspx?cid=152
WORKERS’ COMPENSATION (All forms)http://www.scott.kyschools.us/content_page.aspx?cid=204
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FIXED ASSETS
FIXED ASSET TRACKING
FIXED ASSET -
(1) Real property with an acquisition value of $1000.00 or more that has a useful life of more than one (1) year.
(2) ALL computer workstations, regardless of value
(3) Any additional items designated by the Superintendent/designee.
Schools wishing to purchase items that fall within these guidelines shall follow the normal purchasing policies of the district and use a MUNIS purchase order. All funds shall be expended from the district based accounts. Contact the Finance Office for proper procedures.
Upon acquisition, all fixed assets will be added to the inventory and tagged with a “Property of Scott County School District” barcode label. Principals and other supervisors designated by the Superintendent are accountable for inventory, control and maintenance of all assets and equipment in their area of responsibility. Each school year, results of inventories shall be reconciled, coordinated and reported to the Superintendent and the Board as required by the Finance Officer.
Any actions taken with fixed asset property will be recorded on the Fixed Asset Transfer Form (SCBE-FA1B). Please refer to the Instructions for Completion of SCBE-FA1B for information on additions, loans, transfers and disposals of any fixed assets.
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INSTRUCTIONS FOR COMPLETION OF SCBE-FA1BADDReleasing Location: Central Office Receiving
Central Office will receive ALL new items, attach bar code and complete the SCBE-FA1B information. (This includes all DONATED items or items purchased with SCHOOL/PTA funds.)
SCBE-FA1B will be signed by Property Specialist Pink copy will be retained by the Business Department at Central Office
Receiving Location: White and Yellow copies will be delivered with the asset to the front office Principal/Designee and Courier will take inventory and sign the SCBE-FA1B White copy is brought back to the Business Department at Central Office Yellow copy is left with fixed asset for the STC to use to take inventory, sign and retain for
receiving location filesLOANReleasing Location:
The releasing location completes the SCBE-FA1B form The Asset Custodian (i.e. the person receiving the loaned item) MUST sign and date the SCBE-
FA1B White copy is sent to the Business Department at Central Office Pink & Yellow copies are kept on file at releasing location until the item is returned by the Asset
CustodianReceiving Location:
When item is returned, the pink & yellow copies will be signed by the Principal/Designee of the releasing location
Pink copy is sent to the Business Department at Central Office Yellow copy to be retained for releasing location files
TRANSFERReleasing Location:
The releasing location completes the SCBE-FA1B form Obtain signature of the Principal/Designee Retain pink copy for releasing location files Yellow & White copies are sent with asset to receiving location
Receiving Location: Obtain signature of the Principal/Designee White copy is sent to the Business Department at Central Office Yellow copy to be retained for receiving location files
DISPOSAL/REPAIRSReleasing Location:
The releasing location completes the SCBE-FA1B form Verify and record the Asset Bar Code #, Description and Serial # Action Code is always “T” (Transfer) when sending fixed assets to Central office for repairs or
disposal. MUST Record “Y” in Return Column if you want the item returned after repairs/assessment or
“N” if you do not want the item returned Record Work Order # from the Maintenance Dept. DO NOT REMOVE BARCODE LABEL (Central Office staff will remove label if they determine
the item cannot be repaired) Obtain signature of Principal/Designee Yellow & white copies are sent with asset to Central Office White copy will be sent to the Business Department at Central Office
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ACCOUNTING PROCEDURES FOR SCHOOL ACTIVITY FUNDS
SETTING UP: You will need two sets of file folders labeled by month, beginning with the month of July and ending with the month of June. One set will be used to file your receipts and the other to file your checks. Make sure that you allow enough space for the folders to expand. Receipts and checks are to be filed sequentially—the checks by check number and the receipts by receipt number. Also, you will need to set up files labeled: journal entries, NSF checks, outstanding purchase orders, PTA/Booster Clubs officers and budgets, transfer forms, Inventory Control worksheets and individual folders for each fund raiser (to be explained under the Fundraising section in this manual). Also, you will need to set up an NSF check log. If possible, these files should be kept in a locked cabinet.
DEPOSITS: All money collected by teacher/sponsor shall be given to the school treasurer on the day collected. Teachers/sponsors/students shall use the Multiple Receipt Form (F-SA-6) when collecting money. The Multiple Receipt Form shall be given to the school treasurer when turning in money collected. When money is received in the mail, someone other than the school treasurer shall receive the payment and list the payment information on a Multiple Receipt Form to be given to the school treasurer when turning in the money. The school treasurer will verify the amount reported on the Multiple Receipt Form as the amount turned in. The Multiple Receipt Form shall be signed and dated by both the individual turning the money in and the school treasurer as verification of funds received. If changes are made on the Multiple Receipt Form, those changes must be initialed by the teacher/sponsor. If there is a discrepancy in the amount reported by the teacher/sponsor on the Multiple Receipt Form and the amount received by the bookkeeper, that discrepancy must be resolved before issuing a receipt. Immediately upon receipt, the school treasurer shall endorse all checks: “For Deposit Only”.
The treasurer shall issue a pre-numbered receipt at the time the money is counted. The receipt shall be issued to the individual from whom the funds were received. A copy of the Multiple Receipt Form will be returned to the teacher/sponsor with the printed receipt. The original of the Multiple Receipt Form, a pre-numbered receipt and any supporting documentation is retained for the bookkeeper’s records.
To enter receipts in EPES use the following procedure:>File>Receipts
You will see “991 Cash on hand” (SCHS has additional cash accounts). Click on “OK” Click on “Add” Enter all receipts for that day only. Make sure that you enter the correct receipt
number and correct date. After entering the vendor code, hit “enter” twice – then you will get to the receipt
detail Enter the account number and amount
Note: Enter “C” for Cash, “K” for checks, “O” for coins & “M” for money orders separately in the receipt detail. This will give you a total of each on
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your sequential list of receipts for that day. This is helpful when you are ready to prepare your deposit ticket.
Hit “enter” until you get to the end of the receipt (where you check your data entry)
Click on “SAVE” if you want to print the receipt Click on “Print Receipt”
Attach printed receipt to corresponding Multiple Receipt Form and any other supporting documentation (such as check stubs or explanatory correspondence) for that receipt. Be sure to give the teacher/sponsor their copy of this information.
After entering all the receipts for that day, print a sequential list of receipts for the day.
To print a Sequential List of Receipts in EPES use the following procedure:>Output>Sequential Lists>List of Receipts – By Receipt #
You will get a Query BoxDATEIs Equal ToToday’s Date
Click on the Accept Condition button Click Print
This will print a list of all receipts that have been entered on that day. At the bottom of the print out, there will be a total of all receipts listed by payment type.
You are now ready to prepare your bank deposit. The totals of cash, coin, checks, & money orders on the deposit slip should match the recapitulation at the bottom of the sequential list of receipts. The total on the deposit slip and the total on the sequential list of receipts should match.
Another way to check your daily deposit total in EPES is with the Deposit Voucher:>Output>Deposit Voucher>Enter Today’s Date in both date boxes>Print
The total on the deposit voucher should match the total on the deposit slip.
If they match, you are ready to transfer your deposit in EPES. If the totals do not match, find the errors and make the necessary corrections.
To transfer your deposit from “991 Cash on Hand” to “992 Checking Acct” use the following procedure:>File>Transfers & Deposits>Record Bank Deposit
You will see “Deposit Date”, make sure it is the date of the receipt, (this will default to today’s date); if entering old data, enter correct date
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You will see “Deposit Money from Cash on Hand”. This is correct, don’t change it.
Make sure the “Deposit Amount” equals the amount you deposited that day. If you made your receipt entries correct, the total will match. Do Not Change This Total. If the total does not match, find the error. You may have entered a receipt wrong, duplicated a receipt or left off a receipt. If you did not transfer the previous day’s deposit, the receipts from both days will be added together and your totals will not match. When you find the error, make the necessary correction(s).
When you are sure your total matches your deposit slip, Click on “OK”. If after you click on “OK” the screen does not clear out, Hit the “enter” key on
your keyboard.
If you will follow this procedure each day, you should not have any problems balancing your deposits each month when you do your monthly financial report.
When preparing your deposit slip, be sure that you list the checks on the deposit slip. Include the name of the person writing the check and the amount of each check to be deposited. An alternate method is to photocopy each check. Always run a tape of the checks and attach the tape to the deposit slip that is taken to the bank. The original deposit slip should be sent to the bank with your deposit and the duplicate deposit slip should remain in the deposit book.
Once you have your deposit ready, have another employee verify it and have them initial the deposit slip. An employee takes the deposit to the bank. Upon return from the bank, the deposit ticket shall be initialed by the bookkeeper. The amount should match the deposit slip and the sequential list of receipts total. Staple the deposit ticket to that day’s Multiple Receipt forms, along with other support documents such as check stubs. They should be filed together in the following order:
Deposit Ticket (deposit confirmation returned by bank) Sequential List Of Receipts (generated by EPES) Individual EPES Daily Receipts with corresponding Multiple Receipt Forms
attached Other support documents (such as check stubs; explanatory correspondence;
photocopies of checks if not listed on deposit slip)-these should be attached to the corresponding individual EPES daily receipt. These serve as documentation supporting the deposit made.
CHILD CARE ASSISTANCE PROGRAM PAYMENTS: When the bank statement arrives, an ACH deposit should appear on the statement for the Child Care Assistance Program Payment. The bookkeeper will issue a receipt to the Day Care Director for the deposited amount using the date that the ACH was actually recorded on the bank statement.* Make a copy of the page of the bank statement showing the ACH Child Care Assistance Program deposit and use this as your documentation for the receipt. Because you have written the receipt to a date other than the current date, you will need to transfer that receipt using the Record Bank Deposit function.
In order to perform this function in EPES, use the following procedure:>File >Transfer Deposits
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>Record Bank Deposit>Enter the date the ACH deposit is recorded on the bank statement. “Deposit Money From” should be 991 Cash On Hand. Enter the amount of the ACH Payment in Deposit Amount box. In the description box put “ACH Daycare Deposit”. Click “OK”.It is very important that you enter this receipt and do the transfer after you complete your daily deposit. If you do this before you finish your daily deposit, you will have problems with your Deposit Voucher.
The Day Care Director will enter the ACH payment into the State Subsidy account in the EPES day care program.
Note: If you have only one activity account for the Extended Day kindergarten program and the Afterschool program, receipt the ACH deposit directly into that activity account. Use the following procedure ONLY if you have separate accounts for each program: Receipt the ACH deposit into the State Subsidy activity account until the Day Care Director gives you a copy of the state report. The day care director will indicate at the bottom of the report how much should be applied to each account. Use a School Activity Fund Transfer Form (Form-SA-10) and transfer the appropriate amounts from the State Subsidy account to the Extended Day Kindergarten program account and the Afterschool program account. Have the day care director and the principal sign the form. Attach the transfer form to the copy of the state report and file in your folder for Transfers.
INTEREST: When the bank statement arrives, a deposit should appear on the statement for the interest that has accrued for the month. The bookkeeper will issue a receipt to the principal for the amount of the interest using the date that the interest deposit was actually recorded on the bank statement. Make a copy of the page of the bank statement showing the interest deposit and use this as your documentation for the receipt. Because you have written the receipt to a date other than the current date, you will need to transfer that receipt using the Record Bank Deposit function. In order to perform this function in EPES, use the following procedure:>File >Transfer Deposits>Record Bank Deposit>Enter the date the interest is recorded on the bank statement. “Deposit Money From” should be 991 Cash On Hand. Enter the amount of the interest in Deposit Amount box. In the description box put “Interest for (Appropriate Month)”. Click “OK”. It is very important that you enter this receipt and do the transfer after you complete your daily deposit. If you do this before you finish your daily deposit, you will have problems with your Deposit Voucher.
NSF CHECKS: Checks returned for insufficient funds shall be re-deposited on a separate deposit slip indicating such and NOT ENTERED AS A RECEIPT. If returned checks are deemed uncollectible, the amount of the checks shall be entered under “Journal Adjustments” as negative income to prevent receipts from being overstated. The returned checks that have been deemed uncollectible shall be filed with the bank statements for audit trail. Checks that have NOT yet been deemed uncollectible should be kept together in a secure place that is easily accessible by the treasurer. An NSF check log shall be kept to track status of NSF checks.
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Note: Cash received for NSF checks not yet written off shall be re-deposited on a separate deposit slip indicating such, and not entered as a receipt. NSF checks are to be written off in the month that they appear on your bank statement, using the closing date on the bank statement. This should be done when the EPES monthly reconciliation report is generated. If, after you have written off the check, the payee makes the check good, those funds will be deposited as a regular receipt.
To write off a Non-Sufficient Fund check in EPES use the following procedure:>Select “Journal Adjustments” under “File” on the tool bar, then click “Add” on the tool bar (after clicking on add, the “Adj. No.” field will automatically go to the next number in sequence)>Hit the “enter” key and you will automatically go to the “Date” field. Enter the closing date on the bank statement.>Enter the appropriate Activity Account Number in the “Account” Field>Hit the “enter” key and enter the appropriate Sub Account (if you use one) in the “Sub Acct” field>Hit the “enter” key and enter 992 in the “GL Acct” Field>Hit the “enter” key and enter the amount as a negative using a – in front of the amount of the bad check on your bank statement in the “Amount” field>Hit the “enter” key and enter the letter “I” (Income) in the “Type of Adj” field>Hit the “enter” key and type in NSF CHECK (NAME) in the “note” field>Enter your name in the “Auth By’ field>”SAVE”
VOID RECEIPTS: If a receipt is printed incorrectly due to printer malfunction or incorrect data entry, you may void that receipt. To void a receipt in EPES use the following procedure:>File>Receipts>Receipts>”991 Cash on Hand” Click OK>Select receipt to be voided from list>Click “Void the Entry” button>”Void Date” will display date of receipt>”Reason” – Enter Void-Reason (i.e., printer malfunction, etc.)>Click “Void this Entry” Button
The amount of the void receipt will show as a negative amount on the day the receipt is voided.
Note: If the void is done on a day other than the day the receipt is originally issued, the receipts for the day of the void will be understated even though the “Void Date” shows the original date of entry. Therefore, it is very important for you to check your sequential list of receipts each day and verify that the amount on the list of receipts is correct.
According to Accounting Procedures for Kentucky School Activity Funds (Red Book), Page 4- “Personal checks shall not be cashed using cash on hand for deposit. The school is not a bank.”
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PURCHASE ORDERS: All purchases shall be made in accordance with the board’s purchasing policies. The Scott County Board of Education has adopted the use of Model Procurement (KRS.45A), since this statute allows more flexibility in purchasing materials, supplies and services. This statute and purchasing procedures apply to all expenditures from Board Funds which include, but are not limited to, CURRENT FUND, SPECIAL GRANT FUNDS, FOOD SERVICE FUNDS AND SCHOOL ACTIVITY FUNDS.
Schools may legally purchase items from the central office bid list, the cooperative bid list, the Governmental Services Administration (GSA) bid list, or the Kentucky state bid list. If supplies are available from an approved vendor (a.k.a. Bid items) they must be purchased from an approved vendor. When purchasing items that are not available from a vendor on the approved vendor list (a.k.a., Non-Bid items), a determination and findings form (Form P-101 or P-102) shall be used.
To initiate a purchase, the request for goods or services shall be listed on a “Requisition to Purchase” form, signed by the Requisitioner and approved by the Principal or Budget Manager prior to submitting to the bookkeeper. The bookkeeper will review the requisition for proper authorization and compliance with Purchasing Regulations before processing. In order to expedite the purchasing process, it is extremely important that information on the requisition be complete and accurate. A Purchase Order will then be written for approved requisitions. Any disapproved requisitions will be returned to the requisitioner with an explanation.
An EPES Purchase Order shall be prepared, printed and issued before an order is placed for goods or a payment is obligated for services.
The Purchase Order, requisition and any support documents are to be filed together in the following order:
Printed Purchase Order Requisition to Purchase Determination & Findings Form (if applicable) Support Documents (copies of registration forms, order blanks, etc. – if
applicable)
The Purchase Order documentation is filed with the school bookkeeper and is classified as an encumbrance until the merchandise is received. A copy of the purchase order is to be given to the teacher/sponsor.
To issue a Purchase Order in EPES use the following procedure:From the Basic Accounting Module:>Switch (or hit the F12 key to switch to P.O. module)>Switch Programs>OK>If the “Full Working Demo Program” screen comes up, Click “OK”Enter Purchase Order (Insert your blank Purchase Order documents into your printer)>File>Purchase Order>Purchase Order Add/Edit>Add (Enter appropriate data)>Save>Click on “Print Purchase Order” button
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DO NOT USE BLANK VENDOR ON A PURCHASE ORDER!!!
Bookkeepers shall keep a file with copies of all open purchase orders, filed alphabetically by vendor. Review open purchase orders frequently – check status of shipment with vendor, call vendor for invoices, if needed.
No school activity money shall be used to purchase personal items for staff members even with a reimbursement agreement. Only staff generated funds, including proceeds from snack machines in staff areas, may be used for staff gifts, dinners, etc. School activity money generated by students may be used to provide student incentives for scholarship, athletics, specialized area performance, school spirit, and similar achievements. School activity money may not be used to provide attendance incentives for the compulsory instructional day, unless the incentives are considered instructional, i.e., instructional field trips, books, magazines or other instructional materials. Awards such as tee shirts, parties or non-instructional field trips shall be funded by non-tax, non-Board controlled dollars such as donations from local businesses or the PTA.
The use of Board or School Activity funds to purchase gift cards, gift certificates or to obtain cash rewards IS NOT ALLOWED.
DISBURSEMENTS: Before being processed, each disbursement shall be documented by a completed purchase order and an original vendor invoice. If a vendor invoice is not available, the disbursement shall be supported by a standard invoice (Form F-SA-8), which must be signed by the payee. Some bookkeepers also retain copies of shipping tickets (packing slips) for merchandise ordered. If applicable, the shipping tickets shall be compared to the purchase order, initialed and dated by the receiver before turning them in to the bookkeeper.
The vendor invoice and/or the standard invoice must have the approval and signature of the faculty sponsor of the activity expending the monies before the payment process can be continued. The school treasurer shall match up the purchase order, shipping document (if applicable), and vendor and/or standard invoice and verify that all items ordered have been received, services have been satisfactorily performed, all amounts agree, and that all necessary approvals and signatures have been obtained. Any problems or discrepancies shall be resolved before a check is written. All checks shall contain signatures of the principal and the bookkeeper.
The use of pre-numbered checks is required for all disbursements. No checks are to be hand-written. Checks shall not be made payable to “CASH”. Checks for change for events shall be made payable to the sponsor or to the responsible person.
File all checks sequentially in your monthly check file folders with the following support documents stapled behind each check stub.
Support Documents for Checks: Vendor or Standard Invoice with appropriate signatures Purchase Order Requisition Determination & Findings Forms (if applicable)
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The invoice shall be clearly marked “Paid”. The check number and date paid shall also be noted on the invoice.
Schools are exempt from the payment of sales tax. A copy of the Tax Exemption Certificate is to be sent to any vendor requesting one. Organizations not having a school activity fund account may not make tax-free purchases using the school’s tax exemption (Redbook, Page 3 – Support/Booster Organizations Using External Accounts, Responsibilities, #1).
To write checks in EPES use the following procedure:Edit the Purchase Order (Make sure you are in the Purchase Order module)>File>Purchase Order>Purchase Order Add/Edit (Find the appropriate number. Then make the edits)>Change Line Item (enter invoice and make changes)>Save Line Items and Exit>CloseMake sure you enter the invoice number during this step!
Receive the Purchase Order>File>Purchase Order>Purchase Orders Received (Find the purchase order number by clicking on the “Next” Button or using the “Find” option)
A.) If you received the entire order or you have already edited the quantity received or cost or items:
>Click on the “Receive Entire Purchase Order” button>Enter the date you received the order (will default to current date)
>Close or go on to find the next Purchase Order to receiveB.) If you did not receive the entire order or have to edit a quantity:
>Click on the “Receive Partial P.O. or Change P.O. Line Item” button>Click on “Receive Partial Line Item” button
Enter correct quantity received>Close
Post your P.O.’s to Accounts Payable (This posts all P.O. line items completely or partially received to Accounts Payable)>Utilities>Post PO’s to Acct. Payable>OK
Switch over to your Basic Accounting Module (F11)
Print Checks:>Output>Print checks - Enter the correct date (will default to today’s date) and beginning check number. Preview your checks first to insure you entered them correctly. Click on “Print Checks
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CASH ADVANCES, TRAVEL REIMBURSEMENTS, AND PAY FOR SERVICES:Cash Advances – A club sponsor/teacher may receive cash advances only if there are students participating in a class trip or club outing. Cash advances and expense reimbursements shall be supported by the Expense Report (Form F-SA-9). The completed form, related receipts, other supporting documents, and unused cash shall be returned immediately after the trip.
Travel Reimbursements – Reimbursements of travel expenses incurred by employees performing special duty, such as attending a Beta Club convention, shall be consistent with local board policy. Payment may be made from school activity funds with submission of a Travel Voucher approved by the principal. Travel Vouchers should be submitted in a timely manner and shall follow the local board’s and school’s policies. Employees should be reimbursed for sales tax on food and hotel expenses. Reimbursements for meals should be made only for overnight travel. Attach original receipts to travel forms. Mileage reimbursement rate can be found on the Kentucky Finance Cabinet website: http://finance.ky.gov/services/statewideacct/Pages/travel.aspx - Click on Mileage Rate, (current quarter date listed).
Pay For Services – Non-district Employees – Payments to persons who are not district employees, such as officials for athletic events, shall be made by check from the school activity fund with a standard invoice (Form F-SA-8) signed by the payee. A copy of the invoice shall be submitted to the board office for 1099 purposes.
Pay For Services – District Employees – Payments to persons who are district employees such as coaches and sponsors must be paid through MUNIS payroll for accurate reporting. They cannot be paid directly from school activity funds for extra duties and services.
1099 PROCESS: When payments are made for services rendered (such as referees for athletic events, school assemblies, tuning instruments, work shop presenters, accompanists for musical events, etc.), these payments shall be identified as subject to 1099 reporting. A W-9 form shall be obtained for all 1099 payments. When obtaining a W-9 form for a payment, the bookkeeper shall provide the W-9 form to the payee. The payee shall fill out all information and sign the form.
In EPES, a payment is identified as subject to 1099 reporting when issuing a new purchase order.*
Use the following procedure for 1099 identification:>File>Purchase Order>Purchase Order Add/Edit>Add (Enter appropriate data)>Click on box “Mark for 1099”
At the end of each calendar year, a 1099 report shall be submitted to Central Office. This report should include the vendor name, address, tax ID number and amount to be reported. One W-9 form shall be submitted for each vendor on the list.
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To run the 1099 report, use the following procedure:
>Output>1099 Information>1099 Reports>In 1099 Tax Forms box select the following information:
1099 Report Select Dates: Current calendar year (1/1/XXXX – 12/31/XXXX) Minimum Dollar Amount: $0
>Print to Printer>OK
In order for the tax ID number and address to show on the 1099 report, the information must be entered when the vendor is added as a new vendor. If the information is added after the vendor is already set up (through the “Edit” process), the tax ID number and address will not show up on the 1099 report.
Before submitting the 1099 report to Central Office, check to see that all 1099 payments are included. If a payment was not identified as subject to 1099 reporting at the time the purchase order was added, it can be corrected by editing the check information using the following procedure:>Checks Paid>Select the appropriate check from List>Edit>Change Line Item>Check “Mark for 1099” box>Save Line Items and Exit>Save
Note: If there is more than one line item, you must follow this procedure for each line item.
VOID CHECKS: Print the word “VOID” across the face of the check and tear off the signature portion. Void checks are filed with the monthly cancelled checks. In the event a check needs to be voided because it was lost or destroyed, make a notation of the check number, date voided, reason it was voided and replacement check number and keep with cancelled checks.
To void checks in EPES use the following procedure:>File>Checks Paid>Select the check that you wish to void from the list of checks paid.>Click the “Void This Entry” button located in the top right portion of the screen>Void Date will default to current date. Change if necessary>Tab to Reason. Enter “Void – Reason (i.e., Lost in mail, Destroyed in wash, etc.)”>Click “Void this Entry” button
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In order to re-write a check that has been voided, use the following procedure:>File>Accounts Payable>Add>Enter date and vendor code>Add New Line Item>Account: Use original activity account number>Note: To replace void check #XXXX>Purchase: Use original P.O. number>Enter rest of information >Save Line Items & Exit>Save
To print the check:>Output>Print Checks>Preview check to make sure it is correct>Print check
FINANCIAL REPORTS: The school treasurer shall prepare the Monthly Financial Report at the close of each month. The original shall be signed and reviewed for accuracy by the principal. The report shall also be signed by the school treasurer. A copy shall be retained for the files and the original shall be submitted to the office of the finance director by the 20th of each month. A copy of the bank statement (including deposits and checks), a list of outstanding checks and a Journal Adjustment report shall accompany the financial report each month.
To do Monthly Reports in EPES use the following procedure:End of Month, get your bank statement and Cancel your checks that have cleared the bank.>File>Cancel Checks
Enter Date Cancelled (use the closing date of the bank statement) Use the arrow key to highlight the check you want to cancel, and hit the “enter”
key to cancel the check. If you accidentally cancel a wrong check, hit the enter again and it un-cancels it.
Make sure the “Checks Canceled” field equals the cancelled checks total (total Debits) on your bank statement.
When done canceling the checks, click on “OK”.
Post Bank Charges & NSF Checks that are on your bank statement.>Select “Journal Adjustments” under “File” on the tool bar, then click on “Add” on the tool bar (after clicking on add, the “Adj No” field will automatically go to the next number in sequence.>Hit the “enter” key and you will automatically go to the “Date” field. Enter the closing date on the bank statement.>Enter the appropriate Activity Account Number in the “Account” field.>Hit the “enter” key and enter the appropriate Sub Account (if you use one) in the “Sub Acct” field.>Hit the “enter” key and enter 992 in the “GL Acct” field
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>Hit the “enter” key and enter the amount of the bank charge on your bank statement in the “Amount” field.>Hit the “enter” key and enter the letter E (Expense) in the “Type Adj” field>Hit the “enter” key and type in description of charge (ex: Charge for deposit tickets, etc.) in “Note” field>Enter your name in the “Auth By” field>Click“SAVE”
**For NSF Checks follow the same procedure, except enter the amount of the NSF check as a negative using a – in front of the amount of the bad check on your bank statement in the “Amount” field. Enter the letter I (Income) in the “Type of Adj” field. Type “NSF Check (Name)” in the “Note” field.
Print End of Month Reports (This is what you send to the Finance Director):>Output>Special Financial>Monthly/Annual Financial
Type the title of your report (Month ending XX/XX/XX) Enter the beginning and ending dates for your report Enter your first account number and last account number (Use default 1-9999) Enter your ending balance from your bank statement Enter any deposits in Transits (if you have any)
>Print to Printer>OK
If the three totals do not balance when you print the “Monthly Financial Report”, print the “Reconciliation Report” to check all the entries you made that month.
The school treasurer shall prepare Reconciliation Reports for each account on a monthly basis and distribute those reports to the teacher/sponsor responsible for each account.
To do Monthly Reconciliation Reports:>Output>Reconciliation Report>Enter current month’s dates in appropriate boxes>Check box “Separate Page for Each Account”>Print to Printer>Click OK
The school treasurer shall prepare the Annual School Activity Report at the end of the school year. The report shall cover the period July 1 through June 30 and shall be signed by the school treasurer and the principal. The original shall be submitted to the superintendent or finance officer and a copy retained in the files and made available to the auditor. No school activity fund account shall end the fiscal year (June 30) with a deficit balance. Receivables and payables shall be included in the end of year balance. All transfers of money to cover deficit balances shall be reimbursed only when funds are available.
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To do Annual School Activity Report in EPES, use the following Procedure:Print End of Year Reports (This is what you send to the Finance Director)>Output>Special Financial>Monthly/Annual Financial
Type the title of your report (Year ending XX/XX/XX) Enter the beginning and ending dates for your report Enter your first account number and last account number (Use default 1-9999) Enter your ending balance from your bank statement Enter any deposits in Transit (if you have any)
>Print to Printer>OK
Make sure you have balanced and printed all of your reports for the year ending June 30, 20XX. Send your reports / information to us for mailing [do not mail the EOY reports directly to the auditors] and wait until you hear from us to roll over. You can still write checks and receipts and print reports in your new year even if you haven’t rolled over into your new year. The computer will continue to tell you that your are operating outside your current year. That’s OK, just use the software as normal. One thing that it will not do is automatically total the amount of your daily deposit when you Record Your Bank Deposit. You will have to manually put in the correct amount. Once you roll over to your new year, everything will work as normal.
To Roll Over to New Year in EPES, use the following procedure:>Utilities>End of Year
Make sure your “Begfiscal” and “Endfiscal” are correct dates for your New Year, you should not have to change them.
>OKIf you get prompt: “You have data from previous year. This data will be erased. Continue?” Click Yes (OK)
Once you have rolled over to the new year, you cannot edit or change any data in your previous year.
Note: Internal Account financial records are to be retained for 3 years.
TRANSFERS: Amounts may be transferred between activity funds only by proper completion of a Transfer Form (Form F-SA-10). An entry is made to reduce one fund balance and increase the other. Such a transfer does not affect the Internal Account and bank account balance. The sponsor of the remitting (paying) activity, the school treasurer, and the principal shall sign the Transfer Form. The explanation on the Transfer Form should state why the transfer is being made.
To make Activity Fund Transfers in EPES use the following procedure:>File>Transfers & Deposits>Activity Account Transfers
Click on “Add”, enter data. Click on “Save”
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CORRECTING JOURNAL ENTRIES: Journal Adjustment forms must be completed for all journal entries made to correct errors. Journal Adjustment forms shall be signed by the principal and bookkeeper and contain an explanation of the correction made.
TICKET SALES: Pre-numbered tickets shall be used for ALL events for which admission is charged. Ticket colors shall be changed for consecutive events. Tickets shall be stored in a locked cabinet or safe. In the case of athletic events, a check may be written to the athletic director for change money from the athletic account at the beginning of the season.
The principal or school treasurer shall issue tickets to the person in charge of ticket sales for each event using the Requisition and Report of Ticket Sales (Form F-SA-1). The person in charge records the beginning ticket number and signs the form. The beginning ticket should be retained and stapled to the report. Tickets and change money are given to the person in charge who verifies the numbers recorded. Tickets and change money are given to ticket sellers using the same procedure. Ticket sellers return money collected, change money, and unsold tickets to the person in charge. Reconciliation, explanation of shortages/overages, and signatures are recorded using form F-SA-1. The money and the report are delivered to the school treasurer. The school treasurer and the person in charge of ticket sales shall verify the beginning and ending numbers of tickets and account for money collected. The ending ticket should be retained and stapled to the report. Discrepancies must be resolved immediately.
The school treasurer prepares a separate receipt and attaches a copy to the report. A deposit ticket will be prepared for each event where tickets are sold. (Example: October 12, school ABC had a soccer game, a girls’ basketball game and the cheerleaders had a “Fall Dance”. Three separate deposits were made the following day).
FUND-RAISING: Sponsors shall submit a School Activity Fund Raiser Approval (Form F-SA-2A) for the principal’s signature prior to the beginning of the activity.
Fund-raising activities shall be monitored using Fund Raiser Worksheet (Form F-SA-2B).
Each school shall be permitted two school-wide fund-raising events per school year. Any additional school-wide fund-raising events must be approved by the board. See Scott County School Board Policy 09.33 for additional fund-raising policy information.
Reasonable profits on concession and vending machines sales and bookstore sales shall be verified using Inventory Control Worksheet (Form F-SA-5).
POSTAGE: Stamps may be purchased by following the purchase order procedures. In the event that you have an item to be mailed that requires more than regular first class postage, the item may be (a) taken to the U. S. Post Office to be weighed or (b) if available, weighed on reliable postage scale. When postage is determined, you may issue an EPES printed check to the U.S. Postal Service for the amount of the postage only. Take the item to be mailed and the check to the Post Office. Obtain a receipt for the cost of the postage. Attach the receipt to standard invoice (F-SA-8) and file with purchase order.
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INVENTORY CONTROL: Reasonable profits on concession and vending machines sales and bookstore sales shall be verified using Inventory Control Worksheet (Form F-SA-5).
RETENTION OF RECORDS: School Activity Fund financial records are to be retained for three (3) years.
INTERNAL AUDITORS: Each school has an internal auditor to assist the bookkeeper. The internal auditor will come to the school at least twice a year to review a random sample of the school’s bookkeeping records. If the bookkeeper has a problem or a question, they should contact their internal auditor or the Finance Director. If you need additional software assistance, you can call EPES Support at phone number: 800-237-6498. Have your customer ID number available when you call.
ADDING NEW ACTIVITY ACCOUNTS: To add new activity accounts in EPES, use the following procedure:>File>Activity Accounts
Click on “ADD” on the tool bar Enter the correct data in all fields, using ALL CAPS for data entry. Make sure you enter $0.00 as your beginning balance. Click on “Save and Keep Adding” if adding more accounts Click on “Save” if finished adding accounts
ADDING VENDORS:
To add vendors in EPES, use the following procedure:>File>Vendors (Vendors you pay and people you will receive money from)
Click on “ADD” on the tool bar. Enter all the appropriate data (Remember, once you save a vendor code, you cannot change or edit the code)
Click on “Save & Keep Adding” if adding more vendors Click on “Save” if finished adding vendors
ADDITIONAL EPES TIPS: The F5 key pulls up your lookup in the “Vendor Code”, “Account” & “Sub
Account” fields. The ESC key gets you out of your “look up” screen or takes you back one screen
anywhere in the software.
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BUDGETS
BUDGET REVISION JOURNAL: Used to transfer budget allocations from one budget line to another line.
Increases must equal decreases Must include a description of the transfer Must be signed and dated by the preparer Must be signed by the budget manager
(Principal)
Budget transfers between district allocated funds and state or federal funds are not allowed.
Click to Print Full Size Form on Green Paper:Budget Revision Journal
GENERAL JOURNAL ENTRY: Used to correct error in expenditure coding (within the same budget)
Increases must equal decreases Must include a description of the transfer Must be signed and dated by the preparer Must be signed by the budget manager
(Principal)
Click to Print Full Size Form:General Journal Entry
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MUNIS ACCOUNT CODE STRUCTURE
XXXXXXX XXXX XXXX ORG OBJ PROJECT
The MUNIS account code is comprised of three segments; ORG Code, OBJECT Code and PROJECT Code.
The ORG Code is a short hand code of five General Ledger account code segments (fund, unit, function, program, instructional level).
The first three digits of the ORG Code designates the location 010XXXX Eastern Elementary
000XXXX District Wide
The fourth digit of the ORG Code designates the fundXXX1XXX General FundXXX2XXX Special Revenue Fund
The last three digits are called the “Key Code”. This code designates the expenditure function, program and instructional level.
XXXX077 Principal’s OfficeXXXX059 LibraryXXXX121 Special Education
The OBJECT Code identifies the service or commodity obtained by expenditure.0580 Travel0610 General Supplies
The Project Code is required on all state and federal projects when separate accounting is required. Scott County also uses the project on local funds to assist in budgeting, school site based funds, departmental funds, and district control level funds. The last digit of a project in Fund 2 designates the years funding of that project budget.
EXAMPLE:
ORG OBJ PROJECT XXX2XXX 0644 XXX(X last digit of current year)Special Revenue Fund Textbooks Fiscal 0(X last digit of current year) Funds
The last digits of Fund 1 projects do not change from year to year. These project numbers are locally assigned and are used to budget site based allocations.
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UNIT SEGMENT ELEMENTS
CODE DESCRIPTION
000 District Wide001 Central Office010 Eastern Elementary012 Anne Mason Elementary013 Royal Spring Middle School014 Lemons Mill Elementary015 Garth Elementary018 Georgetown Middle School019 Scott County Preschool035 Northern Elementary040 Scott County High School044 Elkhorn Crossing School045 9th Grade School050 Stamping Ground Elementary060 Scott County Middle School070 Southern Elementary080 Western Elementary650 St. John’s Catholic School655 Providence Christian School901 Transportation910 Central Stores/Warehouse920 Maintenance Shop930 Family Resource Center951 Adult Ed. Building955 Community Education Facility960 Child Care Facility
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OBJECT CODES FOR EXPENDITURES
PAYROLL
01XX SALARY FOR CERTIFIED PERMANENT EMPLOYEESExample: teachers, program coordinators, and other certified staff
0110 Certified Services (Contract)0111 Extended Days (Contract)0112 Extra Duty (Contract)
0113 Other certified salaries- payments for duties other than regular contract: ESS, and payments previously termed "stipends"
0114 National Teacher Certification0120 Certified substitute salary0130 Classified employee-regular salary0131 Other Classified Pay0140 Classified overtime0150 Classified substitute0160 Licensed0170 Para-Professional0190 Board Per Diem02XX EMPLOYEE BENEFITS0210 Group Insurance0211 Life insurance-paid by the Board0212 Health Insurance0213 Liability Insurance0214 Dental Insurance0215 Disability Insurance0216 KY Ret Sys (KRS) Health Insurance0219 Other Group Insurance0220 Employer Social Security0221 Employer FICA Contribution0222 Employer Medicare Contribution0230 Employer Retirement Contributions0231 Employer KTRS (Kentucky Teachers Retirement System) Contribution- certified employees0232 Employer CERS (County Employee Retirement System) Contribution- classified employees0233 Other Employee Retirement0240 Tuition Reimbursement0250 Unemployment Insurance0251 State Unemployment Insurance0253 KSBA Unemployment Insurance0260 Employer Workers' Compensation Insurance Contribution0270 Other Health Care Benefits/COBRA0280 On-Behalf Payments0290 Other Employee Benefits0291 Sick Leave Payments0292 Retirement Plan Incentive Payments0293 Meal Reimbursements Taxable Portion0294 Federally Funded Health Care Benefits0295 Federally Funded Life Insurance Benefits0296 Federally Funded State Administration Fee0297 Federally Funded Flexible Spending Benefits0298 Other Employer Paid Benefits0299 Other Employee Benefits
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PURCHASING03XX PURCHASED PROFESSIONAL AND TECHNICAL SERVICES
Services that, by their nature, can be performed only by persons or firms with specialized skills and knowledge. Although a product may or may not result from the transaction, the primary reason for the purchase is the service provided.
031X Official/Administrative Services0311 Tax Collection Services0312 KSBA Policy Services0319 Other Administrative Services032X Professional Educational Services - Non-Employee
Services supporting the instructional program and its' administration. These services include: curriculum improvement services, counseling and guidance services, library and media support and contracted instructional services.
0321 Workshop Consultant0322 Education Consultant033X Professional Education Services
Non-Employee. Services supporting the instructional program and its administration. Included are curriculum improvement services, assessment, counseling and guidance services, library and media support, and contracted instructional services.
0335 Professional Consultant0338 Registration0339 Other Professional Training & Development Services034X Other Professional Services
Services purchased in supporting the district which are not regarded as professional but require basic scientific knowledge, manual skills, or both. Included are computer services, graphic artists, etc. Professional services other than educational services that support the operation of the school district. Included are medical doctors, lawyers, architects, auditors, accountants, therapists, audiologists, dieticians, editors, negotiations specialists, systems analysts, planners, and the like.
0341 Drug Testing0342 Auditing Services0343 Legal Services0344 Financial Services0345 Medical Services0346 Architectural and Engineering Services0347 Security Services0349 Other Professional Services035X Technical Services
Services supporting the district which are not regarded as professional but require basic scientific knowledge, manual skills, or both. Included are computer services, graphic artists, etc.
0351 Data Processing and Coding Services0352 Other Technical Services04XX PURCHASE PROPERTY SERVICES
Services purchased to operate, repair, maintain, and rent property owned or used by the school system. These services are performed by persons other than school employees. Although a product may or may not result from the transaction, the primary reason for the purchase is the service provided.
041X Utility Services0411 Water/Sewage0413 Sewage0419 Other Utilities42X Cleaning Services421 Sanitation Services422 Snow Removal423 Contracted Custodial Services424 Contracted Grounds Services425 Pest Control Services426 Laundry/Dry Cleaning Services429 Other Cleaning Services
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043X Repair and Maintenance ServicesThese expenditures include contracts and agreements covering upkeep of buildings and equipment.
0431 Non-Technology Related Repairs & Maintenance0432 Technology Related Repairs & Maintenance0433 Equipment/Machinery/Furniture Repairs & Maintenance0434 Building Repairs & Maintenance0435 Vehicle Repairs & Maintenance0436 Electronics Repairs & Maintenance0437 Plumbing Repairs & Maintenance0438 Roof Repairs & Maintenance0439 Other Repairs & Maintenance044X Rentals
Costs for renting or leasing land, buildings, equipment, or vehicles.0441 Land or Building Rental0442 Equipment or Vehicle Rental0443 Rentals of Computers & Related Equipment0444 Copier Rental0445 Portable Classroom Rental0446 Storage Container Rental0447 Machinery Rental0449 Other Rental0450 Construction Services0452 Construction - Masonry0453 Construction - Carpentry0455 Construction - Mechanical0456 Construction - Electrical0457 Construction - Plumbing0459 Construction - Other0490 Other Purchased Property Services0491 Asphalt Resurfacing/Stripping0492 Asbestos Removal0498 Fencing Repair/Maintenance Services05XX OTHER PURCHASED SERVICES
Contract services not otherwise described as Professional, Technical or Property Services. While a product may or may not result from the transaction, the primary reason for the purchase is the service provided.
051X Student Transportation0511 Transportation – Purchased from another KY School District0512 Transportation – Purchased from Out-of-State School District0513 Bus Tokens – Public Conveyance0514 Contracted Bus Services0515 Contracted Bus Maintenance Services0519 Student Transportation Purchased Other Services052X Insurance Services0521 Pupil Transportation Insurance0522 Property Insurance0523 Fidelity Insurance0524 Fleet Insurance0525 General Liability Insurance0526 Legal Liability Insurance0527 Student Liability Insurance0529 Other Insurance053X Communications Services0531 Postage0532 Telephone0533 On-Line Network0534 Cell Phone Services0535 Pagers0536 Radio Services0537 Cable TV0538 Shipping/Delivery/Freight Services0539 Other Communications
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054X Advertising Services0541 Radio and Television Advertising0542 Newspaper Advertising0549 Other Advertising055X Printing and Binding0552 Posters0553 Publications0555 Project Specification Printing0559 Other Printing056X Tuition0561 Tuition – Kentucky LEA0562 Tuition – Out of State LEA0563 Tuition – Private School0564 Tuition – KY Intermediate Agency0565 Tuition – Other Intermediate Agency0569 Tuition - Other0570 Food Service Management0580 Travel Expenditures
Expenditures for transportation, meals, hotel and other expenditures associated with staff travel for the school or district.
0581 Travel – In District0582 Travel – Out of District0583 Travel – Hauling of Commodities0584 Travel – Out of state0585 Travel - Meals0586 Travel - Hotels0589 Travel - Other059X Inter-education//Inter-agency Purchased Services0591 Services Purchased Another School District or LEA within the State0592 Services Purchased Another School District or LEA outside the State06XX SUPPLIES
Amounts paid for items that are consumed or deteriorated through use, or that lose their identity through fabrication or are incorporated into different or more complex units or substances.
0610 General Supplies0616 Food Non-Instructional Non-Food Service0617 Food Instructional Non-Food Service062X Energy0621 Natural Gas0622 Electricity0623 Bottled Gas0624 Fuel Oil0625 Coal0626 Gasoline – Data Required for Federal Reporting0627 Diesel Fuel – Data Required for Federal Reporting0629 Alternative Fuels0630 Food0631 Catering0635 Milk0636 In-Service0637 Vending (Food Service)064X Books and Periodicals0641 Library Books0642 Periodicals and Newspapers0643 Supplementary Books, Study Guides or Curriculum0644 Textbooks & Other Instructional Materials - Data Required for State Reporting0645 Audiovisual materials0646 Tests – Data Required for State Reporting0647 Reference Materials0649 Binding and Repairs0650 Supplies – Technology Related066X Transportation Maintenance & Repair
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0661 Lubricants0662 Tires & Tubes0663 Repair Parts0669 Other Transportation Maintenance & Repairs067X Student Activities0671 Merchandise for Re-Sale0672 Personal Services0673 Fees and Registration0674 Awards0675 Organization Supplies0676 Scholarships0679 Other Student Activities0680 Welfare Spending069X Other Supplies and Materials0692 Health Supplies0693 Flooring Supplies0694 Equipment Supplies0695 Furniture & Fixtures Supplies0697 Other Supplies and Materials0698 Lawn & Landscaping Supplies0699 Reimbursements07XX PROPERTY EXPENDITURES
Expenditures for acquiring fixed assets including: land or existing buildings, improvement of grounds, initial equipment, additional equipment and replacement of equipment.
0710 Land and Land Improvements0720 Buildings073X Equipment0731 Machinery0732 Vehicles0733 Furniture and Fixtures0734 Technology Related Hardware0735 Technology Software0739 Other Equipment0740 Depreciation08XX DEBT SERVICE AND MISCELLANEOUS0810 Dues and Fees: Membership into professional or other organizations.0811 Permits0820 Judgments Against the School District083X Debt-Related Expenditures/Expense0831 Redemption of Principal0832 Interest0833 Amortization of Bond Issuance & Other Debt-Related Costs0834 Amortization of Premium & Discount on Issuance of Bonds0839 KISTA Debt Service0840 Contingency (Budget Account Only, not to be used in Final AFR)089X Miscellaneous Expenditures0891 Diplomas and Graduation Expenditures0892 Parent Involvement Meetings0893 Uniforms0894 Field Trips - Instructional0895 Other Student Travel0896 Student Wages0898 Field Trips – Non-Instructional0899 Other Miscellaneous Expenditures
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09XX OTHER USES OF FUNDSThis series of codes is used to classify transactions which are not properly recorded as expenditures to the district but require budgetary or accounting control. These include payment of principal and interest on long-term debt, and fund transfers.
0910 Fund Transfers Out0913 Indirect Cost0914 For Debt Service0915 Reimbursable Fund Transfers0920 Payments to Escrow Agents for Defeasance of Debt0925 Bond Discounts0930 Net Decreases in the Fair Value of Investments0931 Realized Losses on Investments0932 Unrealized Losses on Investments0940 Loss on the Sale of Capital assets0950 Special Items0960 Extraordinary Items0990 Other Uses of Funds
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SCOTT COUNTY SCHOOLS
BUSINESS AND FINANCE OFFICE PERSONNEL
FOR ASSISTANCE WITH
Employee Benefits/Workers Comp.Marilyn Boxx (last name ending in A-K) 570-3022
(last name ending in L-Z) 570-3039
PayrollKelly Walker 570-3021Kim Wiley 570-3020
PurchasingPat Emmons (Requisitions, PO’s, Fixed Assets) 570-3024Vanessa Stewart 570-8930
Accounts PayableYvonne Marshall (Invoice, PO status) 570-3025Vanessa Stewart 570-8930
Activity Funds/Redbook/EPES/School AuditsPatti Burger (EES, WES, SGES, SES SCHS, SCHS Athletic, 9th SCMS, RSMS) 570-3026Sherry Robison (AME, GES, NES, GMS) 570-3023
Fixed AssetsPat Emmons 570-3024
Budgets & GrantsSherry Robison 570-3023Vanessa Stewart 570-3026
VolunteersVanessa Stewart 570-3030
RANDALL CUTRIGHT, DIRECTORVanessa Stewart, Administrative Assistant
570-3030
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SCOTT COUNTY SCHOOLS
Business and Finance Office Personnel
FOR ASSISTANCE WITH ANY OF THE FOLLOWING
Property, Liability & Fleet Insurance
Student/Visitor Accidents
Van Rental
Dr. and Mrs. L. F. Heath Scholarship
Contracts/Copier Leases
Common Carrier Approval
Fundraising Approval
Inflatables
Donation Approval
District Audits
Salary Schedules
Business & Finance Website
Randall Cutright, Director, Administrative Assistant
570-3030
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PONY INFORMATION
INTER-DEPARTMENT DELIVERY
Red Envelopes Go To:
PayrollKIM WILEY
KELLY WALKER
BenefitsMARILYN BOXX
MARIAN STOPHER
INTER-DEPARTMENT DELIVERY
Blue Envelopes Go To:
PAT EMMONS
YVONNE MARSHALL
SHERRY ROBISON
PATTI BURGER
VANESSA STEWART
Invoices, Purchase Orders, Requisitions, Budget Revisions, Journal
Entries or Grant Information
Payroll Information - Absentee Cards, Payroll Reports, Time Records,
Substitute Teacher Invoices; Employee Benefits Items
ANY CORRESPONDENCE, VOLUNTEER INFORMATION,
MONTHLY REPORTS, ETC.
INTER-DEPARTMENT DELIVERY
Manilla Envelopes Go To:
RANDY CUTRIGHT
VANESSA STEWART
SHERRY ROBISON
PATTI BURGER
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SCOTT COUNTY SCHOOL OFFICIALS
Leah Riney, PrincipalSue Evans, SecretaryBetty Jo Wolfe, BookkeeperAnne Mason Elementary350 Champion WayGeorgetown, KY 40324502-570-3050
Ed Denney, PrincipalVeronice Carpenter, SecretaryKim Perkins, BookkeeperEastern Elementary3407 Newtown PikeGeorgetown, KY 40324502-863-0275
Suzy Armishaw, PrincipalLori Drumheller, SecretaryCarla Bergman, BookkeeperGarth Elementary501 South HamiltonGeorgetown, KY 40324502-863-1170
Lori Beth Mays, PrincipalRebecca Livesay, SecretaryCharlotte Maggard, BookkeeperLemons Mill Elementary300 School House Rd.Georgetown, KY 40324502-867-6700
Judi Hunter, PrincipalMichelle Fightmaster, SecretaryAmy Hargrave, BookkeeperNorthern Elementary3600 Cincinnati Rd.Georgetown, KY 40324
502-868-5007
Bryan Blankenship, PrincipalDonna Underwood, SecretaryElaine Travis, BookkeeperSouthern Elementary1200 Fairfax WayGeorgetown, KY 40324502-863-0772
Paul Krueger, PrincipalSharon Clark, SecretaryGina Lynn, BookkeeperStamping Ground Elementary3233 Main StreetStamping Ground, KY 40379502-570-8800
Deborah Haddad, PrincipalPeggy Carter, SecretaryNancy Cronin, BookkeeperWestern Elementary1901 Frankfort PikeGeorgetown, KY 40324502-863-1393
Rhonda Schornick, PrincipalRay Partin, Asst. PrincipalMaxine Stanley, SecretaryKonnie Futscher, BookkeeperGeorgetown Middle School730 South HamiltonGeorgetown, KY 40324502-863-3805
Jennifer Sutton, PrincipalSherri McKee, Asst. PrincipalLori Wagoner, SecretaryJudy Easley, BookkeeperScott County Middle School1036 Cardinal DriveGeorgetown, KY 40324502-863-7202
Shannon Gullett, PrincipalMike Tencza, Asst. PrincipalJanie Rusch, SecretaryMisty Black, BookkeeperRoyal Spring Middle School332 Champion WayGeorgetown, KY 40324502-570-2390
Dwayne Ellison, PrincipalJonda Tippins, Asst. PrincipalPhyllis Crucitti, SecretaryDana Fletcher, Bookkeeper9th Grade School1072 Cardinal DriveGeorgetown, KY 40324502-863-4635Frank Howatt, PrincipalJoe Covington, Asst. PrincipalAnnette Williams, Asst. PrincipalJennifer Marshall, SecretarySheila Mahaffey, BookkeeperScott County High School1080 Cardinal Dr.
Patricia Putty, SuperintendentAnn Brock, Secretary
Scott County Board of Education2168 Frankfort Road
PO Box 578Georgetown, KY 40324
502-863-3663
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Georgetown, KY 40324502-863-4131
Michelle Nichols, PrincipalRegina Mingua, SecretaryElkhorn Crossing School2001 Frankfort Rd.Georgetown, KY 40324502-570-3015
Jennifer Smith, PrincipalDebbie Kunkel, Secretary
Kristina Lawson, BookkeeperScott County Preschool1300 Longlick PikeGeorgetown, KY 40324502-868-0411
John Beckstead, DirectorLinda True, AssistantFrances Wilson, AssistantTransportation Department2190 Frankfort Rd.Georgetown, KY 40324502-570-3010
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SCOTT COUNTY SCHOOL BOARD MEMBERS
Dr. Roger Ward, ChairJo Anna Fryman, Vice-ChairRebecca W. Sams, MemberRobert H. Conway, MemberJennifer Holbert, MemberPatricia Putty, Secretary
SCOTT COUNTY CENTRAL OFFICE ADMINISTRATORS
Superintendent Patricia Putty
570-3031
Director of Student Services Steve Hill
570-3041
Director of Maintenance Zan Rexroat
570-3003
Asst. Director of Maintenance Jim McClanahan
570-004
Asst. Superintendent of Student Learning Dr. Matt
Thompson 570-3036
Director of Secondary Education Chip Southworth
570-8999
Director of Special Education Martin Hendrix
570-3038
Asst. Director of Special Education Arden Goodman
570-8926
Director of Human Resources Dr. Richard
Culross 570-3033
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Director of Instructional Technology Jeanne Biddle
570-3016
Director of Business & Finance Randall Cutright
570-3030
Director of Food Services Mitzi Marshall
570-3035
Director of Transportation John Beckstead
570-3009
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SCOTT COUNTY SCHOOLS BOOKKEEPERS
ANNE MASON ELEMENTARY BETTY JO WOLFEEASTERN ELEMENTARY KIM PERKINSGARTH ELEMENTARY CARLA BERGMANNORTHERN ELEMENTARY AMY HARGRAVESOUTHERN ELEMENTARY ELAINE TRAVISSTAMPING GROUND ELEMENTARY GINA LYNNWESTERN ELEMENTARY NANCY CRONINGEORGETOWN MIDDLE KONNIE FUTSCHERROYAL SPRING MIDDLE MISTY BLACKSCOTT COUNTY MIDDLE JUDY EASLEYSCOTT COUNTY 9TH GRADE DANA FLETCHERSCOTT COUNTY HIGH SHEILA MAHAFFEYSCOTT COUNTY HIGH ATHLETICS KAY MCKINNEY/BEV CARROLLELKHORN CROSSING REGINA MINGUASCOTT COUNTY PRESCHOOL KRYSTINA LAWSON
SCOTT COUNTY SCHOOLS PAYROLL CLERKS
ANNE MASON BETTY JO WOLFEEASTERN KIM PERKINSGARTH CARLA BERGMANNORTHERN AMY HARGRAVESOUTHERN ELAINE TRAVISSTAMPING GROUND SHARON CLARKWESTERN NANCY CRONINGMS KONNIE FUTSCHERRSMS MISTY BLACKSCMS JUDY EASLEY9TH DANA FLETCHERSCHS JENNIFER MARSHALLELKHORN CROSSING REGINA MINGUAFRYSC – ANNE MASON SHETUNDRA PINKSTONFRYSC – ST GROUND TORIE HUNDLEYFRYSC – GARTH DEE DEE FISHFRYSC – WESTERN MIKE ARVINFRYSC – GMS LEE DAWSONFRYSC – RSMS CARRIE APPLEFRYSC – SCMS MEGAN BROWNFRYSC – 9TH BREONA TAULFRYSC – PRESCHOOL SCOTT TURNERMAINTENANCE ELAINE DEVERSTRANSPORTATION FRANCES WILSONGIFTED AUDREY MAURERPRESCHOOL KRYSTINA LAWSON
PARENT INQUIRIES
REFER ALL PARENT INQUIRIES REGARDING
THE STUDENT ACCIDENT INSURANCE TO:
Bobbi Land or Stephanie Williams
R. J. Roberts, Inc.527 West Main St.
Richmond, KY 40475Phone: 877-757-2581
Or
K & K InsurancePO Box 2338
Fort Wayne, IN 46801-2338Phone: 800-237-2917
PROCEDURES FOR PERSONAL INJURY REPORTING(Student/Visitor)
a) Evaluate injury
b) Take appropriate action - call emergency medical services, if needed
c) Complete “General Liability Incident Report” for all injuries regardless of severity
The appropriate school official should complete the incident report immediately.
Describe, in as much detail as possible, the accident/injury and list witnesses, if any.
d) Distribute “Incident Report” as follows: original in school file copy to Zan Rexroat - Central Office copy to Randall Cutright - Central Office
e) If outside medical intervention is required, or likely to be required, complete the “Student or Athlete Accident Claim Form” found in the “Student Accident Parent Packet”
Complete Section II of the Claim Form and have an administrator sign.
Copy Claim Form for your file and send a copy to the Business & Finance Office.
Give entire “Student Accident Parent Packet” to the student’s parent/guardian. It is their responsibility to file the claim.
f) Preserve all evidence involved in the accident, including any equipment, machinery, etc.
g) Do not discuss the accident or claim with anyone except Central Office Staff, K & K or Crawford Insurance claims representative or attorney.
h) Cooperate fully in the event of an investigation performed by K & K or Crawford Insurance claims representatives.
General Liability Incident Report
□STUDENT INCIDENT
□VISITOR INCIDENT
Incident Date: Time: School:
Student/Visitor:
INCIDENT INFORMATION:
Describe in detail how incident occurred:
What was student/visitor doing at time of incident:
Were weather conditions a factor? YES/NO Describe conditions:
Name, address and phone number of all witnesses to the incident (use separate sheet if necessary):
STUDENT/VISITOR INFORMATION:
Name: DOB:
Address:
Home Telephone:
INJURY INFORMATION:
Describe nature and extent of injury to each injured person
Fax OR Pony to Randy Cutright AND Zan Rexroat.(Fax 863-5367)
Was first aid given: YES/NO When and by whom:
Was injured transported from scene via ambulance: YES/NO Where were they taken:
SAFETY:
Contributing unsafe conditions, consider equipment/tools, materials housekeeping, etc.:
Contributing unsafe acts; consider action(s) of all students, violation of rules/practices, etc.:
Corrective action(s) recommended by Supervisor:
Prepared by:
Date:
Fax OR Pony to Randy Cutright AND Zan Rexroat.(Fax 863-5367)
Tips for Efficient Student Accident Claim Processing
1. The Claim Form must be completed in its entirety and signed by both parents and a school official.
2. The date of the accident and a detailed description are required to verify that the incident was school-related.
3. The claim form should be submitted to K and K within 60 days of the accident. THE BASIC COVERAGE HAS A BENEFIT PERIOD OF TWO YEARS FROM THE DATE OF THE ACCIDENT.
4. In addition to the claim form, the company will also require the following in order to make payment:
- Itemized physician, hospital, or other provider bill that includes the diagnostic and procedure codes
- Explanation of Benefits from primary carrier
For questions regarding claims:
K and K Insurance1-800-237-2917
R. J. Roberts, Inc.1-877-757-2581
Bobbi LandStephanie Branham
PROPERTY INSURANCE PROCEDURES
The Board carries insurance on Board owned property with a $5,000 deductible per occurrence. EMPLOYEES’ PERSONAL PROPERTY (COMPUTERS, TAPE PLAYERS, ETC.) ARE NOT COVERED BY THE BOARD’S INSURANCE. These items are normally covered under the employee’s homeowner’s insurance policy.
In the event of a loss (theft, vandalism, fire or break in)
1. Call the appropriate authority - City Police, Sheriff and/or Fire Dept.
2. If building security is compromised, (broken window, break in, etc.) call Zan Rexroat 863-3663 ext. 3003 or nights/weekends 859-519-6425
3. Complete the “PROPERTY LOSS NOTIFICATION” listing items lost, damaged or destroyed and forward a copy to Zan Rexroat and Randall Cutright at Central Office
4. As soon as a police report is available, forward a copy of the report to Randall Cutright at Central Office
CRAWFORD DOWNING INSURANCEPROPERTY LOSS NOTIFICATION
Return this form via Pony or fax to:
Randy Cutright AND Zan RexroatCentral Office
Fax: 863-5367
District
Address
City, State Zip Code
Phone with area code
Contact Person
Name of Property
Address for Property
City, State Zip for Property
Kind of Loss Theft Storm Ice Vandalized Tornado Fire Burglary Wind Other: Flood Snow
Date of Occurrence: _____________ Time: ___________ Date Reported: ______________
Description of Loss and extent of damage: (Please use back of form if need)
Estimated Amount of Damage: $_____________________________
Please check appropriate box(es) for documentation attached: Photographs Contractors bid (3) Purchase Order Police Report Quote for Repair(s) (3) Estimates (3) Detailed Inventory Video Equipment Inspected Report Actual Invoices Fire Marshall Report Other:
Reason for late reporting:
Security measures taken:
Preparer’s Signature ______________________________________Date ___________________________
PREPARATION PLAN BEFORE THE PROPERTY LOSS OCCURS
DESIGNATE A PERSON TO BE RESPONSIBLE FOR: Gathering the facts surrounding the loss; Taking photographs/video Detailing inventory damaged/destroyed/stolen; and Contacting the appropriate authorities;
Police in the event of a vandalism/burglary lossFire Department in the event of a fire loss
PROTECT VITAL RECORDS IN FIREPROOF STORAGE: Appraisals Blueprints, plans, and specifications Photographs Property records Inventory records Financial records Official documents School records
SURVEY YOUR PROPERTY ON A REGULAR ROUTINE BASIS AND PREPARE EACH SCHOOL SITE FOR SEASONAL HAZARDS SUCH AS:
Spring – Storms/windstorms & tornadoes Winter – Snow storms/ice Summer – Burglary/Vandalism
IF PROPERTY LOSS HAS OCCURRED, TAKE THE FOLLOWING STEPS:
Take all reasonable precautions at the time of the loss and thereafter to prevent further damage;
Separate promptly the damaged and undamaged property; Furnish an inventory of destroyed, damaged and undamaged
property; Detail costs and quantity of damaged property; Begin salvage process; dry and protect all motors and electrical
equipment; Clean, dry, and protect machinery to prevent rust. DO NOT dispose of any materials until the appointed representative
from the insurance carrier inspects the damaged items.
DOCUMENTATION FOR SUPPORTING PROPERTY LOSS CLAIM: Time sheets covering cleanup, building repairs, equipment repairs,
and school board personnel time sheets for assistance in repairs. Assemble invoices of outside contractors and subcontractors Determine inventory of damaged/destroyed stock and supplies
Photographs / video
PAYROLL
PAYROLL NOTES
1) Early dismissal days and one-hour delays are for students only. Classified employees are required to work their scheduled number of hours per day to receive full compensation.
2) Professional development is required for all certified employees and is part of their 187 contract days. These hours are to be tracked by the school and any certified employee short at the end of the year will be docked. P.D. reports are due in the Business & Finance Office by Wednesday, May 21, 2014.
3) Professional development is NOT required for classified employees. However, any PD should be turned in on a Professional Development card and the number of hours worked entered into Time Clock Plus.
4) Professional development to be paid out of funds other than the school should be turned in on a GREEN PD card and approved by the budget manager of that fund. Pink PD cards will be charged to the school. If cards come in without proper approval, the schools will be charged the cost.
5) All substitutes must sign in each day they work. They cannot sign in 5 times in a row if they know they will be at your school all week. Sub Aides/Secretaries will now use Time Clock Plus to clock in and out.
6) Please change your sign in sheet at the end of each week.
7) You will no longer be preparing sub invoices. The SubFinder Program will generate these.
8) If you know a substitute is going to be long term, please let us know.
9) If a teacher is out and does not have a sub for the day or ½ day, list their name on the sign in sheet and mark no sub. However, the teacher must complete sick card, etc., even if no sub was required.
10) Long-term subs must have a Bachelor’s (four year) degree.
11) COMP TIME IS NOT ALLOWED.
Remember the 3-Day rule!!! Payroll must be notified if an employee is out for 3 consecutive days.
ABSENTEE CARD INFORMATION
EMERGENCY LEAVE Dates of Absence Number of Days
Employee's Signature
PERSONAL DAY
(one per school year)With Pay
NAME OF EMPLOYEE
DATES
Employee Signature Approved by Principal
Approved by Superintendent
SICK LEAVE Dates of Absence Number of Days
Employee's Signature
EMERGENCY LEAVE POLICYThe Scott County Board of Education will grant all personnel two days emergency leave each year in addition to their sick leave for the following reasons:
1. Serious illness or death of a friend or relative2. Imperative business matters which cannot be taken care
of on a non-teaching day3. Court appearances4. Disasters
References: School Board Policies 03.1236 and 03.2236
PERSONAL DAYA personal leave day is left to the discretion of the employee. Notice should be given as far in advance as possible so that a substitute may be obtained. Inability to obtain a substitute will be grounds for denying a personal leave day request.
SICK LEAVESick leave shall include the following:
1. “Immediate family” shall mean the spouse, children, including stepchildren, grandchildren, parents, and spouse’s parents, grandparents and spouse’s grandparents, brother, sister, daughter-in-law or son-in-law without reference to the location or residence of said relative, and any other flood relative who resides in the employee’s home.
2. Each district board of education shall allow each full time employee in its common school system not less than ten (10) days of sick leave during each school year.
3. Any accumulated sick leave days credited to a teacher shall remain so credited in the event he/she transfers his/her place of employment from one (1) school district to another within the state or to the Kentucky Department of Education (if transfer is direct with no break in service).
References: KRS 161.55 and School Board Policies 03.1232 and 03.2232
EMPLOYEE ABSENCE – PROFESSIONAL LEAVE Pay Period ___20___thru___20___
Name of Employee
Date of Absence: __________ Total No of Days _____ Reason for absence:
1. Jury duty or Summons
2. OtherORG OBJECT PROJECT
Substitute Paid from Account #Substitute Paid from Account #
Employee’s SignatureBudget Manager’s Signature
EMPLOYEE ABSENCE – PROFESSIONAL LEAVE Pay Period ___20___thru___20___
Name of Employee
Date of Absence: __________ Total No of Days _____ Reason for absence:
(Arc, Portfolio, Testing, etc) 2. Other
ORG OBJECT PROJECTSubstitute Paid from Account #Substitute Paid from Account #
Employee’s SignatureBudget Manager’s Signature
EMPLOYEE ABSENCE - KTIP
Name of Employee
Date of Absence: __________ Total No of Days _____ Reason for absence:
Name & SS of intern
Name & SS of Substitute
Employee’s Signature
Budget Manager’s Signature
PINK PD CARDSUse for PD that is to be paid for with SCHOOL funds. Also to be used for jury duty. *Summons – school related issues onlyAll PD Cards must be coded and signed by budget manager or the school will be charged.
GREEN PD CARDSUse for PD that is to be paid for by DISTRICT funds. (M. Thompson, M. Hendrix, C. Southworth)All PD Cards must be coded and signed by budget manager or the school will be charged.
RED KTIP CARDSUse for absences of teachers participating in the KTIP program – ONLY!
DONATION OF SICK LEAVE
(1) Employees who wish to donate sick days to another employee may do so as long as they have 15 sick days left after their donation has been made.
(2) Employees cannot donate sick days after they have submitted their verbal or written resignation.
(3) All employees who currently receive sick leave are eligible participants of the Sick Leave Donation Program (see pg 53 for Policy)
(4) There is no sign up or membership (eligibility and participation is defined by Policy)
(5) Days may be donated from Certified employees to Certified employees; Certified to Classified; Classified to Classified and Classified to Certified.
(6) Donated Sick Leave Cards must be received in payroll by the published payroll scheduled dated before payment can be made.
Recipients of Donated Sick Days Must:
(1) Meet the criteria established in the statute. (See Employee Handbook)
(2) Use all of their own personal, emergency, sick and vacation days (if applicable) before they can receive donated days.
(3) Submit a physician’s certification form. These forms are available in each school/department office and from the Employee Benefits Coordinator at Central Office.
SICK LEAVE DONATIONDonor
Employees Name (Please Print) Days Donated
Recipient
Employee Name (Please Print)
Date/Time Received
Donors Signature
(See Policy 03.1232/03.0032 for other conditions/limits of the Sick Leave Donation Program)
SICK LEAVE POLICY03.1232 CERTIFIED
03.2232 CLASSIFIEDSICK LEAVE DONATION PROGRAMUnder procedures developed by the Superintendent, employees who have accrued more than fifteen (15) days of sick leave may request to transfer sick leave days to another employee who is authorized to receive the donation. The number of days donated shall not reduce the employee’s sick leave balance to less than fifteen (15) days. Employees are eligible to receive donated days if they meet the criteria established in statute.To receive donations an employee must show:
a) The employee or a member of his/her immediate family suffers from a medically certified illness, injury, impairment or physical or mental condition that has caused or it likely to cause the employee to be absent for at least ten (10) days;
b) The employee’s need for the absence and use of leave is certified by a licensed physician;
c) The employee has exhausted his/her accumulated sick leave, personal leave and any other leave granted by the school district; and
d) The employee has complied with the school district’s policies governing the use of sick leave.
Sick leave shall not be donated in an amount less than one day.Where multiple donors donate sick leave to an eligible recipient, leave shall be transferred in chronological order of receipt of the donation forms.The applicant for sick leave donation shall be responsible for filing the appropriate medical certification.Donated sick leave shall not be utilized retro-actively except to cover the period from which the request was submitted to the employee’s supervisor or agency representative or dates included in the current physician’s statement.Donated sick leave shall be used in the order in which it is donated and shall be used on consecutive days except as provided. Any leave that an employee accrues while receiving donated sick leave shall be used before donated sick leave.When the recipient of donated leave returns to work, unused donated leave shall be restored to the donors, unless the recipient provides medical evidence that he/she will require continued, periodic medical treatment relating to the original condition for which leave was donated.If a sick leave donor resigns, retires or is otherwise terminated from employment before the process of transferring leave to the recipient has begun, such leave shall not be available for use by the recipient.The Board may require a sick leave recipient to provide an updated medical certificate attesting to the continued need for leave after thirty (30) working days of sick leave.An employee receiving workers’ compensation benefits is eligible to receive shared sick leave to maintain a regular level of pay.
SICK LEAVE DONATION PHYSICIAN’S CERTIFICATION
Return this form to: Employee Benefits Coordinator – Scott County Board of Education – Central Office
Name of Patient __________________________________________________________
If patient is other than the employee, indicate relationship (check one).
Employee’s spouse
Employee’s child(ren) (including stepchild(ren)
Parent
Spouse’s parent
Grandparent
Spouse’s grandparent
Grandchild(ren)
Name of Physician _______________________________________________________
Office Address __________________________________________________________
City ______________________State ____Zip _______Phone (___)_______________
I hereby certify that the above name patient suffers from a medically certified illness, injury, impairment or physical or mental condition that has caused, or is likely to cause, the employee to be absent for at least ten (10) days.
______________________________________________________________________
Physician’s Signature Date
CODING
Substitutes: Currently, the District pays the cost for teachers on approved Sick,
Personal or Emergency leave (except for positions funded from grants).
Substitute costs for teachers released for professional development, field trips, special projects, etc., will be the responsibility of the school. If special funds are to be used to cover these costs, signed approval with the appropriate account number must accompany the Employee Time and Attendance Approval. (Please DO NOT write “see Matt” or “see Martin”, etc.)
Jury Duty: Pink Professional Development Card – 0001118 0120 9601
o Any employee who serves on a jury in a duly constituted local, state or federal court shall be granted leave with full compensation, less any compensation received as jury pay (except expense monies), for the period of his actual jury service.
o Employees must remit jury compensation, usually the amount of $5 per day for each day of Jury Duty served. Checks are to be made payable to the Scott County Board of Education and are due upon your completion of Jury Duty.
o For personal court appearances, see Policy 03.01236 and 03.2236 Emergency Leave. DO NOT use PD card. An emergency, personal or vacation card must be used or employee will be docked for time missed.
References: Jury LeaveBoard Policy 03.1237
03.2237
CourtBoard Policy 03.1231
03.2231
EMPLOYEE TIME AND ATTENDANCE APPROVAL
I verify that I have reviewed time and attendance for the
period of ______________ to ______________ for all
employees under my supervision, and request that this
serve as my approval for payment.
Location________________________________
Signature________________________________
Title______________________________
Date___________
CERTIFIED SUBSTITUTES SIGN-IN SHEET
School ________________________ Pay Period ________________
DATE Substitute Teacher (PLEASE PRINT) Teacher's Name 1/2 Day Whole Day Reason
CLASSIFIED SUBSTITUTES SIGN-IN SHEET
School ________________________ Pay Period ______________
DATE Substitute Teacher (PLEASE PRINT) Teacher's Name 1/2 Day Whole Day Reason
TIMESHEET
Name ___________________________________ Position _______________________
Project Name ________________________________ Account # ___________________
Month of ____________________________
Date Beginning Time
Ending Time
# of Hours
Date Beginning Time
Ending Time
# of Hours
1 172 183 194 205 216 227 238 249 2510 2611 2712 2813 2914 3015 3116
Total Hours __________x Hourly Wage ___________ = $______________
I hereby certify that the above is a correct statement of time furnished for the Scott County Schools.
Signed ________________________________________________
Approved for Payment
Signed ________________________________________________
OPENING PAYROLL NOTIFICATION
When opening your payroll notification, you will see the attachment link.
DOUBLE-CLICK ON THE LINK
This link will open the attachment and you will need to then enter your password (last four digits of your social security number)
Upon entering your password and clicking on “ok”, the screen with your payroll information should open. It will look exactly like the printed payroll advice you have been receiving.
At this point you can print the payroll advice.
PURCHASING AND ACCOUNTS PAYABLE
NOTES
Requisitions need two (2) different signatures and correct coding.
If supplies are available from an approved vendor (a.k.a. Bid Items) they must be purchased from an approved vendor.
When purchasing items that are not available from a vendor on the approved vendor list, (a.k.a., Non-Bid items), refer to form P-100.
Send invoices for payment promptly –DO NOT HOLD INVOICES UNTIL PURCHASE ORDER IS COMPLETE.
Stamp Invoices – check box #1 (“Complete-Clear P.O. Balance”) only when the PO is complete, --not the packing slip or the invoice-but, the PO is complete.
Keep a copy of all invoices for your records.
If total invoices received for a PO exceed the original PO amount by more than 10%, complete a “Purchase Re-Authorization Form” and attach it to the invoice for Central Office for payment.
Wal-Mart, K-Mart, and Kroger sales receipts need an original signature in order to be paid. (One trip per PO. NO GIFT CARDS, NO EXCHANGES -Credit Only. PO valid 30 days from issue.)
Review open purchase orders frequently—check status of shipment with vendor, call vendor for invoices, if needed.
Mileage Reimbursement Rate can be obtained at Mileage Reimbursement Rate
Travel Reimbursement Request Forms should be sent to Vanessa Stewart.
PURCHASING/AP INTRODUCTION
The Scott County Board of Education has adopted the use of Model Procurement (KRS.45A), since this statute allows more flexibility in purchasing materials, supplies and services. This statute and purchasing procedures apply to all expenditures from Board Funds which include, but are not limited to, CURRENT FUND, SPECIAL GRANT FUNDS, FOOD SERVICE FUNDS AND SCHOOL ACTIVITY FUNDS.
The enclosed information has been compiled to assist in the purchasing process and is divided into three sections as follows:
I) The Purchasing CycleII) Quick-Reference Card, Forms and Accounts Payable CalendarIII) Approved Vendors
Section I) The Purchasing Cycle - is a summary of the step by step process followed in purchasing supplies and services which includes: (1) Completion of the Requisition, (2) Purchase Order, (3) Documenting Receipt of goods or services, (4) Approval for payment and issuance of payment to the vendor.
Section II) Quick-Reference Card, Forms and Accounts Payable Calendar contains:
a) Purchasing Guide - Bid Item vs Non-Bid Itemb) Purchasing Quick-Reference Card, Form P-100
For use when purchasing a Non-Bid Itemc) Determination and Finding, Form P-101For use with Non-Bid Items that may qualify for one of 8 listed exceptionsd) Small Purchase Determination and Findings, Form P-102
For use with Non-Bid Items totaling $500.00-$7499.00e) Requisition to Purchasef) Approval for payment stamp (ALWAYS CHECK APPLICABLE BOX) g) Current Accounts Payable Scheduleh) Frequently asked questions about purchasing
Section III) Approved Vendors - Current listing of approved vendors where supplies and services may be purchased without obtaining price quotes or bidding. The Business Office will strive to issue Purchase Orders from your Requisitions as quickly as possible. In general, requisitions that are properly completed, signed, approved and documented with (Form P-101 or P-102, if required) are dated, processed and mailed the day they are received in the Business Office. Sufficient time should be allowed for in -house mail processing, mailing to vendor, vendor processing and shipping. If lengthy delays do occur, please notify Accounts Payable.
Approval for Payment & Payment Issued to the Vendor
Complete Requisition
Purchase Order
Document Receipt of Goods or Services
Vendor List
PURCHASING CYCLE
REQUISITION PROCESS
Any request for goods or services shall be listed on a "Requisition to Purchase" (Section "II"), signed by the Requisitioner and approved by the Principal or Budget Manager prior to submitting to the Accounts Payable Department.
The Requisition shall contain the following:
1) Requisition Number - Optional - for school or departmental control2) Date3) Company - Vendors name and address4) Ship To - complete delivery address5) Item (s) ordered -
a) Page # - list page number where item is located in vendors catalog
b) Quantity Ordered - the unit quantity orderedc) Item Number - the vendor’s item number/catalog numberd) Description - a brief description of the merchandise or service
that the vendor is expected to providee) Unit Pricef) Total Price - unit price multiplied by the unit quantity
requested6) Purchase Order # - will be completed by the purchasing department
when the purchase order is generated7) Accounts Number - must be completed before a purchase order can
be generated - correct account number(s) are available from respective Budget Managers
8) Special Instructions - for special handling of Purchase Order, etc.9) Requisitioned by: Signature required10) Approved by: Budget Manager signature required
The requisition is a five part form - white, yellow, pink, gold and green. Retain the green copy of the requisition for your files. Send all other copies of the requisition to the Central Office Accounts Payable office using the large Blue Inter-Department Delivery envelopes.
Upon receipt of your requisition, the Accounts Payable Department will stamp the current date on the requisition and will review for proper authorizations and compliance with Purchasing Regulations prior to processing.
Any disapproved requisitions will be returned to the requisitioner with an explanation. In order to expedite the purchasing process, it is extremely important that information on the requisition be complete and accurate before it is forwarded to the Accounts Payable Department.
Items 9 & 10 This means two DIFFERENT Signatures
PURCHASE ORDER PROCESS
Purchase orders are written for approved requisitions. Distribution of the Purchase Order will be as follows:
1) White copy to the vendor - This is the vendor’s authority to provide the materials, supplies or services requested.
2) Yellow copy to the Accounts Payable - File by Purchase Order Number3) Pink copy to the person requisitioning the item.
RECEIVING
Materials or services ordered or contracted for by the board must be received to complete the purchasing and invoice payment process. The person with the authority to approve payment must sign the invoice and send it to Accounts Payable as soon as possible for payment. The invoice will serve as both the receiving report and payment authorization.
The receiving function will include procedures whereby determinations are made as follows:
1. A purchase order or contract has been issued for the goods or services being received.
2. Freight is always prepaid by the shipper. (NO C.O.D. ORDERS)3. Evidence of damage should be indicated on the freight bill prior to acceptance of
the goods.4. The material should be inspected and checked against the receiving report as soon
as possible. Concealed damage or shortages and any exceptions between the ordered material and that actually received should be noted.
5. The quantities and the date received should be clearly indicated on the receiving report.
6. Packing lists, copies of exception notices and other related documents should be attached to the invoice and sent to Accounts Payable as soon as possible after goods or services are received.
7. All overages, damages, and incorrect materials should be indentified and held in a specified area while awaiting proper disposition.
8. A specified space as a staging area for receipted materials should be designated. Materials in this area should be handled on a "first in, first out" basis.
9. Canceled purchase orders should be purged from the receiving file. A written notification must be made to Accounts Payable to remove the encumbrance (PO) from the General Ledger System. This is accomplished by checking the proper box when signing the invoice (See Approval Stamp in Payment Process section)
PURCHASING GUIDE
IF PURCHASE IS NOT A BID ITEM – REFER TO FORM P-100 FOR GUIDANCE
Up to $ 499 $ 500 – 2,499 $ 2,500 – 7,499
CONTACT THE DIRECTOR OF BUSINESS AND FINANCE
If supplies/services are a bid item - they MUST be purchased from an
approved vendor
FOR NON-BID ITEM TOTALING LESS THAT $499-
SUBMIT REQUISITION
$500 - $2,499-ATTACH FORM P 102 WITH 3 PHONE OR
CATALOG QUOTES
$ 2,500 - $7,499-ATTACH FORM P 102 WITH 3 WRITTEN QUOTES
TOTAL OVER $7,500
Scott County Public SchoolsPURCHASING QUICK-REFERENCE CARD
Aggregate Amounts
This means that purchases of "like" item/items of $7,500.00 in total must be formally bid. The $7,500.00 amount is that amount purchased by the total District, not just one cost center.
Monetary Limits on Non-Bid Items
a) $0-$499Requires Purchase Requisition
b) $500-$2,499Requires Purchase Requisition, Small Purchase Determination and Findings form, with three (3) phone quotes, or three prices from competitive catalogs
c) $2,500-$7,499Requires Purchase Requisition, Small Purchase Determination and Findings form, and three (3) written quotations from competitive vendors or suppliers
d) $7,500 and overContact Randall Cutright, Director of Business and Finance
Qualifies for Non-competitive Negotiations
a) Emergency declared by the superintendent
b) Single source item (copyright books for example)
c) Professional service
d) Perishable items
e) Replacement parts (where manufacturer is only source available to supply parts for manufacturer's equipment)
DETERMINATION AND FINDING
I have determined that pursuant to K.R.S. 45A.380, the following item(s) should be obtained by the Noncompetitive Negotiation Methods; since competition is not feasible.
1. All Emergencies(An emergency exists which will cause public harm as a result of the delay. Only the Superintendent shall declare an emergency.)State Date Emergency Filed
2. All Single Source ItemsExplanation of Single Source
3. A Service of Licensed Professional or TechnicianState Type of Service
4. Perishable Items: Items subject to natural decay or deterioration, if not put to their intended use within a reasonable period of time.State Item(s)
5. Item(s) for Resale: This would include the buying or selling by students when it is part of the Educational Experience.State Type of Item(s)
6. Item(s) for Replacement Parts Where the Need Cannot be Reasonably AnticipatedState Item(s)
7. Item(s) That Will Afford the District a Significant Savings.List Logic
Requisitioner School or Organization
Contractor's NameApproved-Budget Manager
Date Approved-Business Office
Purchase Order Number
Explanation of Noncompetitive Negotiation Methods can be found under K.R.S. 45A.380 and page 13 in the Regulations.
Noncompetitive Negotiation items must be reported to the Business Office when the item or items exceed $7,500.00 in value. This is to be done on a monthly basis. Form P-101
SMALL PURCHASE DETERMINATION AND FINDINGS FORM
DATE: VENDOR NO.
SUCCESSFUL COMPANY: PHONE NO.
DATE ORDER PLACED: PLACED WITH WHOM:
FOR WHOM (SCHOOL, OFFICE, PERSON):
DELIVER (TO): TERMS:
F.O.B. POINT
COMPANIES QUOTING
A. C.
B. D.
BUSINESS OFFICE USE ONLY QTY UNIT
REQ. TOTAL DESCRIPTION A B C D
PURSUANT TO KY REVISED STATUTE 45A 385.1, I DETERMINE THE BEST METHOD OF PROCUREMENT TO BE THE FOLLOWING:
(CHECK ONE): [ ] BID BID NO. DATE OF BID: FROM TO
[ ] SINGLE SOURCE/PROPRIETARY (explain below) [ ] EMERGENCY [ ] PHONE QUOTE [ ] WRITTEN QUOTE
[ ] COMPARATIVE EVALUATION / CATALOG COMPARISON (explain below)OTHER: (EXPLAIN)
FINDINGS:
BUSINESS OFFICE APPROVAL: APPROVED: Requisitioner
APPROVAL NO: APPROVED: Budget Manager
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REQUISITION TO PURCHASE
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VENDOR LIST
AUDIO VISUAL
HIGHSMITH SCHOOL SPECIALTY
BAND SUPPLIES
WENGER CORPORATIONTAYLOR MUSIC
COMPUTER SOFTWARE
GOV CONNECTIONDELL
COMPUTER SUPPLIES
GOV CONNECTIONCDW-G
FIRST AID
MOORE MEDICALSCHOOL NURSE SUPPLY
FURNITURE
OFFICE DEPOTSCHOOL SPECIALTYTOM SEXTONTRAVIS SCHOOL EQUIPMENT
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INSTRUCTIONAL SUPPLIES
ACTION BUSINESS ETAKAPLANLAKESHORENASCO SCHOOL SPECIALTY
LAMINATING
HIGHSMITHSCHOOL SPECIALTY
LIBRARY
FOLLETTHIGHSMITHPERMA BOUND JOSEPH BETHSCHOLASTIC LIBRARYBARNES & NOBLE
OFFICE SUPPLIES
ACTION OFFICE DEPOTQUILL SCHOOL SPECIALTY
PRINTING
KITCHEN PRINTINGLYNN IMAGING THE UPS STOREJORDAN PRINTING
SCIENCE SPECIALTY
CAROLINA BIOLOGICAL FISHER SCIENCEFREY SCIENTIFICSARGENT WELCHSCIENCE KIT WARD’S NATURAL SCIENCE
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ART
DICK BLICK ART MATERIALSSAX ARTS AND CRAFTS
HARDWARE
GEORGETOWN HARDWARESOUTHERN STATESLOWE’S
SPECIALTY INSTRUCTIONAL
LAKESHORE LEARNINGETA / CUISENAIREORIENTAL TRADING
TONER
GOV CONNECTIONCDW-G
ATHLETIC
AGGIE SALE SPORT SHOPBSN SPORTS (Sports Supply Group)SPORTIMELOWES SPORTING GOODS GOPHER SPORTSPORTS CONNECTION
GARDEN / LANDSCAPING
G.M. TAYLOR SEEDJOHNSON LANDSCAPING (LEX)SOUTHERN STATES
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LOCAL VENDORS
ACTION BUSINESSBARNES & NOBLEBATTERIES PLUSCARRIAGE HOUSECHICK-FIL-ACRAVENS & LEWIS CROWN TROPHY DOMINO’S – TEAM GOLIATHEMBROIDERING SHOPFAVA’S OF GEORGETOWNGEORGETOWN FLOWERSGEORGETOWN HARDWARE & SUPPLYGLOBAL SUPPLYGOING PLACESHANDS ON ORIGINALSHUGHES CANDY JORDAN PRINTINGJOSPEH-BETHK-MARTKITCHEN PRINTING KREMER WHOLESALEKROGERLETTERMAN SIGNS, INCLOWE’SMADE FROM SCRATCHMIKE’S DONUT SHOPPAPA JOHN’SSOUTHERN COMMUNICATIONSSOUTHERN STATESTAMMY’S T SHIRTSTHE UPS STORETRACTOR SUPPLYUNDER WRAPSYOUR NAME HERE ADVERTISING PRODUCTSWAL-MARTWOODRUM & ASSOC (Embroidering Shop)ZELLER B’S
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BOARD POLICY 04.31:
Authority to Encumber and Expend Funds
Prohibits the Use of
District OR School
Activity Funds to
Purchase Gift Cards
or Gift Certificates.
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(See copy master ofRe-Authorization
Form onFollowing page)
PAYMENT PROCESS
INVOICES WILL BE SENT DIRECTLY TO SCHOOLS. This speeds up the payment process and helps get our vendors paid on time.
After the order is received and checked, stamp, mark, sign and copy invoice. Send original invoice to Central Office for payment.
COMPLETE- CLEAR PO BALANCE – Check this block only when you receive all the items you originally ordered on your purchase order. Sometimes a company will send an invoice on items they have shipped even if your order has not been completely filled. However, if you check complete, the balance of your purchase order is cleared. This means that when the remainder of your order arrives, there will be no money on the purchase order to pay for it.
PARTIAL – BALANCE ON BACK ORDER – Check this block when you receive some of the items on your purchase order, but some are backordered. This means that the purchase order is to be left open as you are expecting more invoices on the order.
PARTIAL – HAVE CANCELLED BACK ORDER BALANCE – Check this block when items not received on your order have been cancelled and will not be received. The purchase order will be cleared.
IMPORTANT: If the invoice(s) received for a PO exceed the original purchase order amount by more than 10%, a RE-AUTHORIZATION FORM must be issued. You should:
1) Complete the form as indicated.2) Obtain the signature of the Budget Manager of the account from
which the PO is written.3) Attach the signed and completed form to the invoice.
4) Return to Central Office for payment.
APPROVED FOR PAYMENT BY: SIGNATURE DATE
ORDER STATUS: COMPLETE – CLEAR PO BALANCE
PARTIAL -BALANCE ON BACK ORDER
PARTIAL – HAVE CANCELLED BACK ORDER BALANCE
1
2
3
1
2
3
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PURCHASE RE-AUTHORIZATION FORM
Date:
The total invoices received for PO # have exceeded the
original purchase order by more than 10%. Please compare the invoices with the
purchase order items. Explain the difference, and sign to re-authorize this purchase.
Reason for difference:
Re-authorization signature
PURCHASE RE-AUTHORIZATION FORM
Date:
The total invoices received for PO # have exceeded the
original purchase order by more than 10%. Please compare the invoices with the
purchase order items. Explain the difference, and sign to re-authorize this purchase.
Reason for difference:
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Re-authorization signature
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PAPER COST
CURRENT PAPER COST
FOR 2013-2014:
$24.00* PER CASEUpdated 11.12.12
*Subject to change
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PURCHASING CUT-OFF DATE
PurchasingCut-Off Date is
March 28, 2014for turning in
Requisitions for PO’s using Board Monies
for Fiscal Year 2013-14
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LOCAL VENDOR PURCHASING
REVIEW
Wal-MartK-MartKroger
All PO’s VOID 30 Days from
issue!
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Persons failing to follow these instructions will be subject to loss of Wal-Mart shopping privileges.
Take purchases to service desk for checkout.
Present purchase order to Wal-Mart associate.
An associate will present a charge log to you. Please check the charge account number (in red) on your PO with the charge account number listed at the top of the page you are being asked to complete. THEY MUST MATCH!
All information in the Scott County Schools Charge Log must be completed. LEAVE NO INFORMATION BLANK . If information is complete and correct, print your name in designated blank and SIGN YOUR NAME on the appropriate line.
Sign the charge slip and register tape. Attach signed tape to PO and return to your bookkeeper.
NO MERCHANDISE EXCHANGE!!!
CREDIT WILL BE ISSUED (with receipt copy) for ALL returns.
NEW PO NECESSARY FOR REPLACEMENT ITEMS!
Persons failing to follow these instructions will be subject to loss of Wal-Mart shopping privileges.
Take purchases to service desk for checkout.
Present purchase order to Wal-Mart associate.
An associate will present a charge log to you. Please check the charge account number (in red) on your PO with the charge account number listed at the top of the page you are being asked to complete. THEY MUST MATCH!
All information in the Scott County Schools Charge Log must be completed. LEAVE NO INFORMATION BLANK . If information is complete and correct, print your name in designated blank and SIGN YOUR NAME on the appropriate line.
Sign the charge slip and register tape. Attach signed tape to PO and return to your bookkeeper.
NO MERCHANDISE EXCHANGE!
CREDIT WILL BE ISSUED (with receipt copy) FOR ALL RETURNS.
NEW PO NECESSARY FOR REPLACEMENT ITEMS.
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THIS IS SCOTT COUNTY BOARD OF EDUCATION DISTRICT FUNDS
PURCHASE ORDER # ISSUED BY
Scott County Board of EducationPurchasing Dept
Persons failing to follow these instructions will be subject to loss of K-Mart shopping privileges.
Take purchases to any register for checkout.
Present purchase order to K-Mart cashier.
Sign the charge slip and tax certificate.
Cashier will retain PO and copy of charge slip
Remove this (white) form from PO, attach charge slip to upper left corner and return them to your school bookkeeper.
NO EXCHANGES. CREDIT w/receipt. NEW PO NECESSARY FOR REPLACEMENT ITEMS.
THIS IS SCOTT COUNTY BOARD OF EDUCATION DISTRICT FUNDS
PURCHASE ORDER # ISSUED BY
Scott County Board of EducationPurchasing Dept
Persons failing to follow these instructions will be subject to loss of K-Mart shopping privileges.
Take purchases to any register for checkout.
Present purchase order to K-Mart cashier.
Sign the charge slip and tax certificate.
Cashier will retain PO and copy of charge slip
Remove this (white) form from PO, attach charge slip to upper left corner and return them to your school bookkeeper.
NO EXCHANGES. CREDIT ISSUED w/receipt. NEW PO NECESSARY FOR REPLACEMENT ITEMS.
Affix charge
slip here
Affix charge
slip here
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THIS IS SCOTT COUNTY BOARD OF EDUCATION DISTRICT FUNDS
PURCHASE ORDER # ISSUED BY
Scott County Board of EducationPurchasing Dept
PERSONS FAILING TO FOLLOW THESE INSTRUCTIONS WILL BE SUBJECT TO LOSS OF KROGER SHOPPING PRIVILEGES.
Take purchases to any register for checkout.
Cashier will scan the bar code on this paper and manually enter the charge account number from the Purchase Order.
You will be asked to sign the charge receipt.
Return the signed charge slip copy and Purchase Order to your school bookkeeper.
NOT TO EXCEED $ _________________
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TRANSPORTATION
School Related Student Trips
PRINCIPAL TO APPROVE
The school Principal shall have the authority to approve all school related trips.
PRIOR APPROVAL
Prior approval of the Principal is required for all trips.
BOARD REGULARLY INFORMED
The Board shall be regularly informed of all trips.
DRIVERS/VEHICLES
All District-owned vehicles shall be driven by an adult duly qualified and licensed to operate the vehicle. Drivers of school vehicles and operation of District-owned passenger vehicles transporting students shall be in compliance with requirements specified in applicable statutes and administrative regulations.1
SUPERVISION
A member of the faculty or administration staff shall accompany students on all school sponsored and school-endorsed trips, except that a non-faculty coach or non-faculty assistant may accompany students on athletic trips as provided in statute.2
INSURANCE
Only Board insured vehicles or appropriately certificated common carriers shall be used for transporting students.3
Use of certificated common carrier service shall be authorized by the Board on a case by case basis, and the reasons to justify such use shall be cited in Board minutes.3
PARENTS' APPROVAL
Parents are to be informed of the nature of the trip, the approximate departure and return times, means of transportation, and any other relevant information. Parents must give written approval for students to participate in school sponsored trips.
REFERENCES:1KRS 156.1532KRS 161.1853702 KAR 005:060 702 KAR 003:220, 702 KAR 005:030, 702 KAR 005:080, 702 KAR 005:130 KRS 158.110, KRS 160.340, KRS 189.125, KRS 189.540
RELATED POLICIES:03.1321; 03.2321; 09.15
Adopted/Amended: 09/08/1998Order #: 9D
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COMMON CARRIER APPROVAL
TRIPS AND COMMON CARRIERSThe school principal must approve each
trip.
Note: If one of these forms of transportation is to be used, a letter of explanation for use of a “common carrier” must be presented to and approved by the Board prior to the trip. Please send this letter, via house mail, to the attention of Randall Cutright at least one week prior to the Board Meeting date in order to make certain it is placed on the agenda.
REMEMBER…
The Board approves the carrier (transportation other than district-
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VAN RENTAL PROCEDURE
NOTE: ONLY VANS FOR NINE (9) PASSENGERS (INCLUDING THE DRIVER) ARE ALLOWED. (see 702 KAR 5:130 included in this packet) Vehicles must have occupant restraint systems equal to the manufacturer designed passenger capacity. No vehicle can carry more pupils than the manufacturer designed passenger capacity.
CALL THE OFFICE OF BUSINESS AND FINANCE AT 570-3030 TO BEGIN NECESSARY PAPERWORK AND FOR HINTS IN WORKING THROUGH THIS PROCESS.
MAKE CALLS TO VARIOUS VENDORS FOR PRICE COMPARISON AND AVAILABILITY. (A List of Vendors Frequently Used by the District is provided)
CALL LINDA TRUE OR JOHN BECKSTEAD AT THE TRANSPORTATION OFFICE TO SCHEDULE A TIME TO HAVE THE VEHICLE INSPECTED.
BRING THE VEHICLE AND THE Application and Inventory Form for Non-School Vehicles , (included in this packet) TO THE BUS GARAGE AT THE TIME OF INSPECTION. THIS FORM MUST BE COMPLETED AND SIGNED BY QUALIFIED DISTRICT TRANSPORTATION PERSONNEL.
THE COMPLETED Application and Inventory Form for Non-School Vehicles FORM MUST THEN BE DELIVERED TO Vanessa Stewart IN THE BUSINESS AND FINANCE OFFICE.
MPORTANT : These requirements must be met before you can leave on your trip.I
1) Vehicle inspected by qualified District Transportation Personnel – signature verification required
2) Vehicle placed on fleet insurance coverage – (signature verification required) and proof of insurance placed in vehicle.
3) Application and Inventory signed by Superintendent or designee.
Taking a trip with a small group of
student?
Thinking of renting a van?
Here are some things you need to
know…
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4) Each vehicle, when used to transport students, shall display a sign in clear view in the rear of the vehicle stating: “This vehicle is being used to transport school children.” Magnetic signs can be obtained from and returned to the Department of Business & Finance at Central Office.
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FREQUENTLY USED DEALERS:
Enterprise Rental1027 Lexington Road
Georgetown, KY 40324Phone: 863-2625
Fax: 863-1864
Frank Shoop1470 Cherry Blossom Way
Georgetown, KY 40324Phone: 863-3727
Fax: 868-9656
Dan Cummins1020 Bypass RoadParis, KY 40361
Phone: 859/987-4345Fax: 859/987-3503
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702 KAR 5:130. Vehicles designed to carry nine (9) passengers or less, standards for. RELATES TO: KRS 156.153(3), 156.160, 189.540STATUTORY AUTHORITY: KRS 156.070, 156.160, 189.540NECESSITY, FUNCTION, AND CONFORMITY: KRS 156.160 requires the Kentucky Board of Education to promulgate administrative regulations relating to the transportation of children to and from school and those deemed necessary or advisable for the protection of the physical welfare and safety of public school children. KRS 189.540 requires the Kentucky Board of Education to promulgate an administrative regulation to govern the operation of district-owned passenger vehicles designed to carry nine (9) passengers or less, including the driver, and used for approved school activities under KRS 156.153(3). This administrative regulation establishes the requirements relative to the transportation of pupils by local school districts in vehicles designed to carry nine (9) passengers or less and which are not classified as school buses. Section 1. Definition. "Vehicle" means a vehicle owned by a school board or contracted to the board which is significantly used to transport pupils to and from school and which is designed by the manufacturer to carry fewer than ten (10) passengers. Section 2. (1) A vehicle may be used for the transportation of pupils: (a) From areas not accessible by a regular school bus to the nearest road available for the safe
transfer of pupils to a regular school bus or vice versa; (b) For emergency transportation of students; (c) For approved school activities; or (d) For qualified special needs pupils. (2) A vehicle driver shall be a school district employee or a person contracted by the district. Section 3. A vehicle shall not be used to carry more pupils than the manufacturer's designed passenger capacity for that particular vehicle. Section 4. A vehicle shall have occupant restraint systems equal in number to the manufacturer's designed passenger capacity and installed in accordance with the original equipment manufacturers specifications. Section 5. Liability or indemnity insurance shall be purchased for each vehicle. The coverage limits shall be at least these amounts:
Bodily injury/Property Damage
$1,000,000 per occurrence combined or
$250,000/$1,000,000 splitUninsured/Underinsured
Motorist Coverage$500,000
"No-Fault" Coverage $20,000per passenger
Section 6. Before a vehicle is initially used to transport pupils, a safety inspection shall be made on the vehicle by an approved school bus inspector to certify the vehicle is in safe operating condition. If the vehicle is found to be in unsafe operating condition, it shall not be used to transport pupils until necessary repairs are made. Section 7. A vehicle shall be inspected at least once each month that the vehicle is used to transport pupils, utilizing the same criteria for inspection as for school buses on the "Preventive Management Inspection" Form as found in the "Pupil Transportation Management Manual, April 1998". Section 8. If being used to transport pupils, a vehicle shall display a sign in clear view in the rear of the vehicle stating: "This vehicle is being used to transport school children." Section 9. Incorporation by Reference. (1) "Pupil Transportation Management Manual", April 1998, is incoporated by reference.(2) This material may be inspected, copied, or obtained, subject to applicable copyright law, at the Office of District Support Services, Department of Education, 15th Floor, Capitol Plaza Tower, 500 Mero Street, Frankfort, Kentucky, Monday through Friday, 8 a.m. to 4:30 p.m. (11 Ky.R. 1551; Am. 1781; eff. 6-4-85; 17 Ky.R. 442; eff. 10-14-90; 23 Ky.R. 1431; 2471; eff. 12-5-96; 29 Ky.R. 1346; 1791; eff. 1-16-2003.)
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APPLICATION AND INVENTORY FORM FOR NON-SCHOOL BUS VEHICLES
702 KAR 5:130. "This administrative regulation establishes the requirements relative to thetransportation of pupils by local school districts in vehicles designed to carry nine (9) passengers
or less and which are not classified as school buses."702 KAR 5:130 Section 1. Definition " "Vehicle" means a vehicle which is significantly used to
transport pupils to and from school and which is designed by the manufacturer to carry fewer thanten (10) passengers."
DISTRICT NAME: Scott County Board of Education DISTRICT NUMBER: 525
TYPE OF VEHICLE: PICK-UP DATE: RETURN DATE:(Automobile, truck, van, carryall)
PASSENGER CAPACITY: NUMBER OF OCCUPANT RESTRAINTS:
VEHICLE OWNED BY: PHONE #
VEHICLE: MAKE MODEL YEAR LICENSE #
VALUE OF VAN _______________ VIN # __________________________________
VEHICLE WILL BE USED BY: (group of organization)
a) for emergency transportation of students orb) for approved school activities
VEHICLE DRIVER SHALL BE A SCHOOL DISTRICT EMPLOYEE OR A PERSON CONTRACTED BY THE DISTRICT.
Employee driver's name: LICENSE #:
Contracted driver's name: LICENSE #:
NOTE: Contracted drivers must provide evidence of liability insurance equal to Board's limits
VEHICLE HAS BEEN INSPECTED BY AN APPROVED SCHOOL BUS INSPECTOR TO CERTIFY THEVEHICLE IS IN SAFE OPERATING CONDITION.
Inspected by: DATE
Inspection: Approved NOT Approved
BOARD'S INSURER NOTIFIED OF THE USE OF THIS VEHICLE BY:
Date:
I hereby certify that I have read and will comply with 702 KAR 5:130 "Vehicles Designed to Carry Nine (9) Passengersor Less"
VEHICLE USE REQUESTED BY:
Date: Signature of Person Certifying
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APPLICATION RECEIVED BY:
Date: Superintendent or Designee
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FIELD TRIP REQUEST PROCEDURES
1) GET TRIP REQUEST FORMS, (ONE FOR EACH BUS) FROM YOUR SCHOOL OFFICE.
2) FILL OUT ALL BLANKS IN THE UPPER PORTION. HAVE PRINCIPAL SIGN. SEND WHITE AND YELLOW SHEETS TO TRANSPORTATION. SUBMIT PINK AND GOLDENROD SHEETS TO SCHOOL BOOKKEEPER TO OBTAIN A PURCHASE ORDER FOR THE COST OF THE TRIP.
3) ALL REQUESTS MUST BE IN THE TRANSPORTATION OFFICE THREE (3) SCHOOLDAYS BEFORE TRIP DATE.
4) BUSY MONTHS OF THE YEAR (I.E., OCTOBER, MARCH, APRIL, AND MAY) IT WOULD BE TO YOUR ADVANTAGE –BEFORE SCHEDULING YOUR TRIPS- TO CHECK ON THE AVAILABILITY OF BUSES FOR THE DATE YOU ARE PLANNING. CALL FRANCES WILSON AT THE TRANSPORTATION OFFICE: 570 - 3008
5) THERE HAVE BEEN TIMES THAT TRIP SHEETS DID NOT REACH THE TRANSPORTATION OFFICE. YOU SHOULD CHECK ON YOUR TRIP A DAY OR TWO AHEAD OF TIME TO MAKE SURE EVERYTHING IS SET.
OTES: WHEN A TRIP SHEET IS RECEIVED, IT IS DATED. IF IT IS A BUSY DAY, THE TRIPS ARE FILLED BY DATE RECEIVED- FIRST
RECEIVED; FIRST FILLED.NDRIVERS ARE ASSIGNED BY THE TRANSPORTATION OFFICE USING THE TRIP BOARD. YOU CANNOT CHOOSE OR REQUEST A CERTAIN DRIVER TO TAKE YOUR TRIP. DRIVERS CANNOT VOLUNTEER TO DRIVE FOR FREE.
TRIP COSTS FOR THE 2013-2014 SCHOOL YEAR ARE AS FOLLOWS:DRIVER COST $ 22.62 PER HOURMILEAGE CHARGE $ 1.90 PER MILE
THANK YOU FOR YOUR COOPERATION AND SUPPORT
