PACKAGE AND PACKAGE AND COOPERATIVE PROGRAM COOPERATIVE PROGRAM

FUNDSFUNDS

WASBO Accounting SeminarMarch, 2007

Presented by:

Kathy Guralski, School Finance AuditorWisconsin Department of Public Instruction

Instructional Funds

The fund 90 series are instructional funds used for elementary and secondary

instruction activities, pupil support activities or instructional staff

support for packaged or cooperative programs.

Package and CooperativePackage and Cooperative Program Funds Program Funds

Fund 91 Host District for program made available to other

districts through a CESA

Fund 93 Consortia programs funded with grants and loans

from the TEACH Wisconsin Board

Fund 99 Other types of cooperative instructional funds

All special education related programs including special

education package and cooperative programs are accounted for in fund 27

WHAT TYPE OF ACTIVITY IS REPORTED IN FUND 99?

COOPERATIVE AGREEMENT 66.0301

P1 14.0 2 Minimum uniform contract provides for section 66.0301 agreements between two or more school districts. Each district should pass a resolution

authorizing participation in the 66.0301 contract .

Each district should have a written contract.

COOPERATIVE AGREEMENT 66.0301

Written ContractClarifies the responsibilities of both the entity providing fiscal agent services and the participating organizations

The contract should mention that each district has officially adopted the resolution authorizing participation.

The operational plan of the cooperative should be approved in advance of contract signing by all participating school districts.

COOPERATIVE AGREEMENT 66.0301

The contract should include: PurposeNames of school districts involved Which school district will operate the program Which school district will act as fiscal agent. Provision that each school district approve the annual budget prior to the beginning of the year. Provision that the proration of costs to each participating school district be determined on the basis of pupil participation from each school district. Provision that the proration of costs be determined prior to June 30 each year.

COOPERATIVE AGREEMENT 66.0301

The contract should include: Provision that state aid reimbursements be prorated to each school district on the basis of pupil participation from each school district. Provision that state aid reimbursements be prorated to each school district on the basis of pupil participation from each school district. Provide that variations from the budget will require approval of all participating school district boards. Provision that each school district will report its own resident children on the Fall and the January membership reports.

COOPERATIVE AGREEMENT 66.0301 The contract should include:

Provision that in the case of a special education program, the fiscal agent will utilize Fund 27 as provided in the Uniform Financial Account System (WUFAR) Provision that the fiscal agent district will keep on file a copy of the plan of service and financial reports. Provision that each school district is responsible for transportation of its own children, (unless the cooperative is to provide transportation). Provision that each participating school agree to the host school's school calendar in the program area covered by the contract.

FISCAL AGENTFISCAL AGENT

Accounts for all activity in fund 99

Maintains sufficient documentation for financial and compliance audit

Submits all required reports

Maintains fixed asset records

LEVELS OF DOCUMENTATIONLEVELS OF DOCUMENTATION1)1) Fiscal agent makes all purchases and maintains Fiscal agent makes all purchases and maintains

requisitions, purchase orders, invoices, receiving requisitions, purchase orders, invoices, receiving reports and payment vouchers for direct reports and payment vouchers for direct expendituresexpenditures

2) 2) Fiscal agent makes some of the purchases and Fiscal agent makes some of the purchases and maintains level one documentation. Participating maintains level one documentation. Participating district also makes purchases and submits copies of district also makes purchases and submits copies of supporting documentation to fiscal agent.supporting documentation to fiscal agent.

3) 3) Fiscal agent makes some of the purchases and Fiscal agent makes some of the purchases and maintains level one documentation. Participating maintains level one documentation. Participating district also makes purchases and submits a district also makes purchases and submits a detailed report on the expenditures made. The detailed report on the expenditures made. The report must include all detail such as information report must include all detail such as information noted in level one. Fiscal agent may periodically ask noted in level one. Fiscal agent may periodically ask for such documentation.for such documentation.

ACCOUNTING FOR ACTIVITYBY FISCAL AGENT

All expenditures reported in fund 99 Any aid received is reported in fund 99Cost after aid is prorated and billed to participating districts

Participating districts reimburse fiscal agent for their allocated portion

ACCOUNTING AT YEAR ENDBY FISCAL AGENT

Revenues MUST Equal Expenditures in fund 99

No Fund Balance allowed in fund 99Fiscal agent allocated portion results in a transfer from fund 10 to fund 99

10E411000899

99R411000110

ACCOUNTING TRANSACTIONS

PURCHASED INSTRUCTIONAL SERVICES (FUNCTION 430 000) Instructional services provided resident

district by other entities Linked with a 300 “Purchase Service”

object Non-instructional services charged to

appropriate 200000 function with 300 object

COOP TRANSACTION CODINGCOOP TRANSACTION CODINGFiscal Agent employs staffFiscal Agent employs staff

SalariesAnd

BenefitsPaid by

FISCAL AGENT

99E appropriate function,object 100/200

PARTICIPATING DISTRICT

NO ENTRY

COOP TRANSACTION CODINGCOOP TRANSACTION CODING

Fiscal agent makes purchaseFiscal agent makes purchase

DisbursementsMade by

FISCAL AGENT

99E appropriate function,appropriate object

PARTICIPATING DISTRICT

NO ENTRY

COOP TRANSACTION CODINGCOOP TRANSACTION CODINGParticipating district makes purchase Participating district makes purchase

and fiscal agent reimburses themand fiscal agent reimburses them

DisbursementsMade by

FISCAL AGENTReimbursement to participating district

99E 431000 instructionalAppropriate 200000 function support

Object 382

PARTICIPATING DISTRICTExpenditure incurred

10E appropriate function,Appropriate object

Reimbursement received from fiscal agent10R341

COOP TRANSACTION CODINGCOOP TRANSACTION CODING

Cost of program allocated to Cost of program allocated to participating districtsparticipating districts

Costs allocatedand billed toparticipating

districts

FISCAL AGENTReceipt for allocated costs from

participating districts99R341

PARTICIPATING DISTRICTPayment to fiscal agent

for allocated costs10E 431000 instructional

appropriate 200000 function support Object 382

FUND 10 VERSUS FUND 99FUND 10 FUND 99

Expenditures overstated by cost allocable to participating districts

Only your district’s allocated expenditures less aid received reported as a transfer in fund 10

Revenue overstated by receipts from participating districts

No revenue reported in fund 10 except funds used for your cost

Tracking of cost specific to program by project or location code

Allows for easy accountability and tracking of cost specific to program

COOPERATIVE AGREEMENT 66.0301

QUESTIONSQUESTIONS

??

CONTACTCONTACT

Kathy Guralski

School Finance Auditor

Wisconsin Department of Public Instruction

608-266-3862

kathryn.guralski@dpi.state.wi.us