Administrative Project Report Project

Administrative Problem and Potential Solutions Research

Jordan School District Administrative Finance Resource Notebook

Lisa JacksonSchool Finance/EDUC 65006/11/15Dr. Katy Herbold

Purpose There are several resources available to Jordan School District employees who deal with finances on a daily basis. This resource notebook is intended to identify and describe those resources to make them user friendly. The purpose and specific usage of each resource will be summarized.All resources have been included in this Power Point or hyperlinked to their location on the internet. Click on the audio below for additional information about this Power Point.

Table of contents:Jordan School District Financial Accounting Manual Slide 4Jordan School District Budget Book Slide 5Jordan School District Budget Hearing 15/16 Year Slide 6Jordan School District Department Budget Codes Slide 7Jordan School District Purchasing Catalog Slide 8Utah State Tax Information for Public & Private Slide 9 Elementary and Secondary SchoolsJordan School District Purchase Order Terms Slide 10 and Conditions

Table of Contents ContinuedJordan School District Financial Training for Slide 11 Schools Power PointJordan School District Purchasing Guidelines Slide 12Utah State Tax Commission Exemption Slide 13 Certificate for Governments and SchoolsJordan School District Purchasing Card Slide 14 AgreementJordan School District Petty Cash Receipt Slide 15How Utah Public Schools are Funded Article Slide 16

Table of Contents ContinuedJordan School District Financial Training for Slide 17 for District Departments Power PointUtah State Office of Education Website Slide 18Jordan School District Website Slide 19

http://jordandistrict.org/`/accounting/Resource: Jordan School District Financial Accounting ManualUsers: All employees who have financial responsibility for accounting practices.Overview: This manual is an overview of Jordan School District policies and procedures as well as forms and publications that are to be used when dealing with all financial situations within elementary and secondary public schools.

http://jordandistrict.org/departments/accounting/Resource: Jordan School District Budget BookUsers: Administrators, district personnel, and anyone who deals with finances within the district.Overview: The JSD budget book takes the JSD mission statement, student academic needs, into account. The budget book is an overview of all related budget items including, but not limited to, goals, expenditures, balance, property taxes, projects, and debts. The budget book is 182 pages of descriptions and explanations of all things related to the 2015-2016 JSD budget.

http://jordandistrict.org/departments/accounting/ - http://jordandistrict.org/departments/accounting/Resource: Jordan School District Budget Hearing 2015/2016 School YearUsers: Administrators, district personnel, and anyone who deals with finances within the districtOverview: This document overviews the budget hearing held on June 9, 2015. Items included are: summary, goals, focus, budget items, changes, enrollment information, general fund information, and tax information. This is a brief overview of all budget related items as compared to the budget book which is much more detailed.

http://jordandistrict.org/departments/accounting/ - http://jordandistrict.org/departments/accounting/Resource: Jordan School District Department Budget CodesUsers: Administrators, district personnel, and anyone who deals with finances within the districtOverview: When accounting there are several budget codes that an administrator deals with. This printable resource includes the budget codes that will be used in a variety of accounting documents. Each code is separated into department and there is a tutorial at the end of the document with additional training. Each code includes a number that identifies the item and an item description along with what purchase is identified with that code.

http://jordandistrict.org/departments/accounting/ - http://jordandistrict.org/departments/accounting/Resource: Jordan School District Purchasing CatalogUsers: Administrators, district personnel, teachers, and anyone who deals with finances within the districtOverview: This catalog includes an item number, description, and cost per unit of each item available through the district warehouse. All items that are available through the warehouse should be purchased through the district and not from outside vendors.

http://jordandistrict.org/departments/accounting/Resource: Utah State Tax Information For Public and Private Elementary and Secondary SchoolsUsers: Administrators, district personnel, and anyone who deals with finances within the districtOverview: This publication contains important information tax information for public and private schools. It clearly states that it is not a legal reference and users are responsible for all policies, procedures, and laws relating to tax issues. The relevant information included in the publication are: who pays and collects sales tax, what the exemption certificate is and how to use it, taxable and non-taxable transactions, and purchases of construction materials intended for school usage.

http://purchasing.jordandistrict.org/warehouse/products/ - http://purchasing.jordandistrict.org/warehouse/products/Resource: Jordan School District Purchase Order Terms and ConditionsUsers: Administrators, district personnel, and anyone who deals with finances within the districtOverview: This three page document includes the terms and conditions for al purchase orders. It includes definitions, descriptions, tax information, and all other laws and policies related to purchase orders through Jordan School District. It is to be used to verify that purchase orders are done correctly and follow all applicable laws and regulations through the district and the state of Utah.

http://jordandistrict.org/departments/accounting/ - http://jordandistrict.org/departments/accounting/Resource: Jordan School District Financial Training for Schools Power PointUsers: Administrators, district personnel, and anyone who deals with finances within the districtOverview: Because it is not cost effective to meet with each employee that deals with finances JSD has created this Power Point training that is expected to be viewed on a yearly basis. The information is updated yearly. The presentation does not cover every possible financial situation and employees are expected to clarify any situations that are not covered within the presentation through contact with actual documents or departments within JSD. All state and federal laws are to be followed as they are written.

http://purchasing.jordandistrict.org/ - http://purchasing.jordandistrict.org/Resource: Jordan School District Purchasing GuidelinesUsers: Administrators, district personnel, teachers, and anyone who deals with finances within the districtOverview: This one page document explains when district funds are used and when school funds are to be used. Amounts are split into levels with level I being $0 to $1,999 and level IV being $50,000 and above. Explanations about what paperwork is required, where to purchase, if approval is required, and where to get assistance are listed for each dollar amount.

http://purchasing.jordandistrict.org/Resource: Utah State Tax Commission Exemption Certificate for Governments and SchoolsUsers: Administrators, district personnel, and anyone who deals with finances within the districtOverview: This certificate is to be used with purchases that Are deemed tax exempt. It is Not filed with the IRS but is keptOn file at the school or district. More information is included in Slide 11.

http://purchasing.jordandistrict.org/ - http://purchasing.jordandistrict.org/Resource: Jordan School District Purchasing Card AgreementUsers: Administrators, district personnel, and anyone who deals with finances within the districtOverview: This resource is a show of trust from JSD to users. It is an agreement that you will review the policies and procedures associated with it and that you are responsible for the contents. The card is for JSD purchases only and all purchases must have a receipt and must be documented appropriately.

jordandistrict.org/departments/accounting/Resource: Jordan School District Petty Cash ReceiptUsers: Administrators, district personnel, and anyone who deals with finances within the districtOverview: This petty cash form is to be used to account for small purchases. Receipts must be attached to the bottom of the form and the form must be signed by the responsible agent (such as the principal).

le.utah.gov/lrgc/briefings/howutahpublicschoolsarefunded.pdfResource: How Utah Public Schools are Funded ArticleUsers: Administrators, district personnel, and anyone who deals with finances within the districtOverview: This article was written in 2013. It is written by the Office of Legislative Research and General Counsel. It gives an overview describing where the money comes from to fund public schools and how taxes are collected and distributed to schools.

jordandistrict.org/departments/accounting/Resource: Jordan School District Financial Training for District Departments Power PointUsers: Administrators, district personnel, and anyone who deals with finances within the districtOverview: This training is required by rule through the USOE for anyone who deals with finances in a district. It is a training only and does not supersede any laws, rules, or policies that may change after the publication of the training. The training is updated and required yearly. Each page is a description a financial issue that leaders may encounter during their job. It is a valuable resource for basic information and to develop an understanding of the language, codes, and requirements.

http://www.schools.utah.gov/finance/Resources.aspxResource: Utah State Office of Education WebsiteUsers: Administrators, district personnel, teachers, and anyone who deals with finances within the districtOverview: The school finance section of the USOE website includes a lot of relevant information related to schools and financial issues. Some of the important links include the minimum school program, property tax information, legal references, and information about financial reporting.

jordandistrict.org/departments/accounting - jordandistrict.org/departments/accounting/Resource: Jordan School District WebsiteUsers: Administrators, district personnel, teachers, and anyone who deals with finances within the districtOverview: The JSD website is the first place to look for financial information. Forms, publications, contact information, and trainings are all found on the website. If there is a question about financial issues and they cannot be answered through the posted information there is contact information for each department that should be utilized.

References:Jordan School District. (2014). Financial Accounting Manual. Retrieved from Jordan School District, website. http://www.jordandistrict.org. Jordan School District. (2015). Budget Book. Retrieved from Jordan School District, website. http://www.jordandistrict.org.Jordan School District. (2015). Budget Hearing 15/16. Retrieved from Jordan School District, website. http://www.jordandistrict.org.Jordan School District. (2014). Department Budget Codes. Retrieved from Jordan School District, website. http://www.jordandistrict.org.Jordan School District. (2014). Purchasing Catalog. Retrieved from Jordan School District, website. http://www.jordandistrict.org.

References Continued:Sales Tax Information for Public and Private Elementary and Secondary Schools.(2007, May).Utah State Tax Commission, (35), 2-3.Jordan School District. (2011). Purchase Order Terms and Conditions. Retrieved from Jordan School District, website. http://www.jordandistrict.org.Jordan School District. (2014). Financial Training for Schools [PowerPoint slides]. Retrieved from http://jordandistrict.org/departments/accounting/. Jordan School District. (2015). Purchasing Guidelines. Retrieved from Jordan School District, website. http://www.jordandistrict.org.Jordan School District. (2014). Utah State Tax Commission Exemption Certificate for Governments and Schools. Retrieved from Jordan School District website. http://www.jordandistrict.org.

References Continued:Jordan School District. (2014). JDS Purchasing Card Account Application/Agreement. Retrieved from Jordan School District, website. http://www.jordandistrict.org.Jordan School District. (2014). Petty Cash Receipt. Retrieved from Jordan School District, website. http://www.jordandistrict.org.How Utah Public Schools are Funded.(2013, February).Office of Legislative Research and General Counsel, (2013), 1-18.Jordan School District. (2014). Financial Training for District Departments. Retrieved from Jordan School District, website. http://www.jordandistrict.org.Utah state office of education.(2010).Retrieved from http:// www. schools.utah. gov/ finance/Resources.aspxJordan School District.(2015).Retrieved from http://www.jordandistrict.org

No. RECEIVED OF PETTY CASHDate: Click here to enter text.Amount: Click here to enter text.For: Click here to enter text.Charge to: Click here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.FUNDLOCATIONPROGRAMFUNCTIONOBJECT____Purchased byProgram DirectorPetty Cash Fund Custodian6/2012

Please tape receipt(s) below or to the side. Add additional sheet(s), if needed.