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Welcome to the Debut of Welcome to the Debut of FYIFYI

• Our Intent and Purpose– Strategic Plan Outreach and Mentorship Effort for

New and Newer PASBO Members in all aspects of School Business Management

– Use PASBO Experts to Help New Entrants– Continuing Series

• February 14 at 9:00 a.m. • April 4 at 1:30 p.m.• May 9 at 9:00 a.m.• June 13 at 9:00 a.m.

• Who Are You?—Let’s Find Out

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Today’s Agenda Today’s Agenda 1. What's New and What's Due

– A Summary of Reporting Requirements to Keep You in Compliance – Calendar of State and Federal Reports

2. Planning Priorities from the Experts – What Should Be on Your "To Do" List

3. The Latest and (Not So) Greatest in School Business – A Quick Scan of School Business Management issues from Across

the State

4. PASBO Tools You Can Use– Resources to Help You

5. Your Questions Answered– An Open Forum for Your Questions About Topics Covered and

Uncovered!3

Today’s Expert Today’s Expert • Dr. Wayne K. McCullough • Born in Glen Rock, PA where he currently resides with his

wife Becky. He is a graduate of the school system, Southern York County School District, where he has been employed since 1987. Wayne and Becky’s three children attended SYCSD.

• After graduation from Elizabethtown College in 1980, he was employed Monmouth College where he served as Assistant Dean of Students/Operations and assistant basketball coach. He returned to Glen Rock and started in YCSD as transportation and tax coordinator with responsibilities for buildings and grounds as well.

• In 2002 he earned his MBA from Phoenix University. He then moved through several positions at SYCSD in support services eventually being named Chief Financial Officer in 2011. He earned his doctorate last year from Phoenix University.

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Dr. Wayne K. McCullough Dr. Wayne K. McCullough • Gary Reeser Award Recipient (March 2013)• Founder, PASBO School Business Administration Consulting

Service• Immediate Past President, PASBO (July 2011 – Present) • President, PASBO (July 2010-June 2010) • President Elect, PASBO (July 2009-June 2010) • Vice-President, PASBO (July 2008-June 2009) • Director, PASBO (July 2005-June 2008) • Chair, Building Committee, PASBO (2008-present) • Chair, Strategic Planning Committee, PASBO (2008-2009) • Chair, Audit Review Committee, PASBO (2008-2009) • Chair, Facilities Management Committee, PASBO (2006-2008) • Chair, Materials Management Committee, PASBO (2005-2006)

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Before We StartBefore We Start• The due dates on the calendar

are intended as a guide not as absolute deadline dates.

• The calendar is a work in progress and will be modified throughout the year.

• This is not an “official” calendar although it has been reviewed by PDE.

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Schedule of Reporting DeadlinesSchedule of Reporting DeadlinesFirst Quarter 2014First Quarter 2014

Due Date Report Name/Form Number Frequency ExplanationFunctional Area Where to file

1-Jan NSL Report on PEARS MonthlyReimbursement for Lunches Served each Month

Food Service CN PEARS

1-Jan New Hire Report Monthly Report of New Hires HRDept. of Labor & Industry

10-JanUpload NPAS Reports and Send On-line Monthly

Report of Wages & Retirement Contributions Finance PSERS

31-Jan Federal Income Tax - W-2's Annual Report of Local Wages Finance IRS

31-JanPA Dept. of Revenue W-2's Annual Report of State Wages Finance Dept. of Revenue

31-Jan PDE-339 QuarterlyReport of Soc. Sec. & Medical Tax Contributions Finance PDE

31-Jan IRS - W-2's Annual Report of Employee Wages Finance IRS

31-Jan 941 QuarterlyEmployer's Quarterly Federal Tax Return Finance IRS

31-Jan Sales & Use Tax QuarterlySales Tax Collection and Remission Finance Dept. of Revenue

31-Jan 1099's Annual Print and issue 1099's Finance IRS

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Schedule of Reporting DeadlinesSchedule of Reporting DeadlinesFirst Quarter 2014First Quarter 2014

Due DateReport Name/Form

Number Frequency ExplanationFunctional

Area Where to file

1-Feb New Hire Report Monthly Report of New Hires HRDept. of Labor & Industry

1-FebNSL Report on PEARS Monthly

Reimbursement for Lunches Served each Month

Food Service CN PEARS

1-FebOn-Site Review Before February 1 Annual

Audit of Lunches Served in each Building

Food Service

4-Feb

Act 1 Opt Out Resolution/Tax Rate Annual

Copy of Act 1 Opt Out Resolution and proposed tax rate increase-if not applying for exceptions Finance PDE

10-Feb

Upload NPAS Reports and Send On-line Monthly

Report of Wages & Retirement Contributions Finance PSERS

19-FebCert. of Use of PDE-2028 Annual

Submit copy where district does not intend to adopt preliminary budget Finance PDE

24-Feb

PDE-2028/Real Estate Tax Rate Report Annual

Preliminary Budget and related proposed tax rate increases Finance PDE

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Schedule of Reporting DeadlinesSchedule of Reporting DeadlinesFirst Quarter 2014First Quarter 2014

Due DateReport Name/Form

Number Frequency ExplanationFunctional

Area Where to file

1-Mar New Hire Report Monthly Report of New Hires HRDept. of Labor & Industry

1-Mar NSL Report on PEARS MonthlyReimbursement for Lunches Served each Month

Food Service CN PEARS

1-MarUpload NPAS Reports and Send On-line Monthly

Report of Wages & Retirement Contributions Finance PSERS

6-MarReferendum Exception Application Annual

Application for Act 1 referendum exceptions Finance PDE

10-Mar 2030 Quarterly Reconciliation of cash on hand Finance Comptroller

21-MarVoter Referendum Question Variable

Submit referendum question to voters to raise taxes above Act 1 Index without exceptions Finance

County Election Officials

25-Mar Retirement Payment Quarterly PSERS Q4 Employer Payment Finance PSERS

31-MarDept. of Revenue PIT Filers Annual

Re-assignment of taxpayers who do not live in the district (Act 80) Finance

Dept. of Revenue

31-MarDept. of Labor &Industry UC-2 Quarterly

Report of Unemployment Comp. Wages Finance

Dept. of Labor & Industry

31-Mar Fuel Tax Refund Annual Fuel Tax Refund Report FinanceDept. of Revenue

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Schedule of Reporting DeadlinesSchedule of Reporting DeadlinesFirst Quarter 2014First Quarter 2014

Due DateReport Name/Form

Number Frequency ExplanationFunctional

Area Where to file

31-Mar PDE-4625 AnnualTemporary Assistance to Needy Families Finance PDE

31-Mar Earned Income Tax QuarterlyReport of Local Wage Tax Withholdings Finance Local EIT Collector

31-Mar IRS- 941 QuarterlyFICA & Federal Income Tax Finance IRS

31-MarPA Dept. of Revenue Quarterly

Report of State Tax Withholdings Finance Dept. of Revenue

31-Mar PDE-339 (Act 29) QuarterlySocial Security & Medicare Contributions Finance PDE

31-MarPSERS – Employer Contribution Quarterly

Deposit of Employer Retirement Due Finance PSERs

31-Mar

All State and Federal Grant reporting Quarterly

Submit all grant reporting for State and Federal programs. Finance

31-MarVoter Referendum Question Variable

Submit referendum question to voters if PDE denied Act 1 exceptions Finance

County Election Officials

31-Mar 819 Quarterly Sales and Use Tax Report Finance Dept. of Revenue10

Sources of Filing and Reporting InfoSources of Filing and Reporting Info

• PIMS Data Collection Calendar http://

www.portal.state.pa.us/portal/server.pt/community/pims-pennsylvania_information_management_system/8959

• Comptroller Forms http://

www.portal.state.pa.us/portal/server.pt/community/forms_and_procedures/13472

• Food Service Calendar http://www.portal.state.pa.us/portal/server.pt/community/

national_school_lunch/7487/activity_calendar/96458811

Your To Do List:Your To Do List:Planning and Operational Planning and Operational

Priorities for Q1 2014 Priorities for Q1 2014

Dr. Wayne McCulloughChief Financial & Operations Officer/Board Secretary

Southern York County School [email protected]

717-235-4811, ext. 7274

Business OfficeBusiness Office

• December 27: Should have filed “Continuing disclosure for bonds” on the MSRB Gateway (talk to your financial advisor)

• December 31: Food and nutrition annual financial report on PEARS website - report was due, but extended to January 31 due to website problems

• Provide independent audit report with your Board and make sure it is noted in Board minutes that the Board received the report

Business OfficeBusiness Office• Act 1 budget resolution is due February 4 or

use of PDE 2028 for preliminary budget – Act Now!

• Inform and engage administrative team on 2014-2015 budget

• If you collect your own taxes, check with your solicitor

• Bond tax collector (most of the time the county takes care of this) – Check with your county tax collection office or another school business manager in your county – should get bonding paperwork

Operations and MaintenanceOperations and Maintenance

• Start now for summer projects– Board approve projects– Board approve going out for bid

Technology Technology

• Become familiar with PIMS and your data quality network (DQN) in your IU and establish sound data governance practices in your school district.

• Collection window currently open in PIMS is the course collection for highly qualified teachers (HQT) and PVAS roster verification – questions: reach out to local data quality network of another technology coordinator.

• Disaster recovery: Establish organizational strategy for server back-up. Keep storage to optimum.

Student TransportationStudent TransportationPDE Forms and Due Dates•PDE-2089 Summary of Pupils Transported and PDE-1049 EOY Transportation Report – September each year•PDE-1043 Certification of Intent to Provide Pupil Transportation – December 1st each year•PDE-4101 Certification of Fulfillment of Fire and School Bus Evacuation Drill Requirements – April each year

Worksheets and Reports•Worksheet to estimate pupil transportation subsidies – data entry sheet: http://www.portal.state.pa.us/portal/server.pt?open=space&name=Dir&id=cached&psname=Dir&psid=1&in_hi_userid=2&cached=true&control=DirRepost&rangeFrom=21&rangeTo=27&subfolderID=181094&DirMode=1#•Preliminary Summary of Pupil Transportation Subsidy typically comes out in February each year•Final Summary of Pupil Transportation Subsidy typically comes out in June each year•Audit forms – mileage forms and driver records

Human ResourcesHuman Resources

• If your health insurance program runs July 1 – June 30, start planning for open enrollment period

Food ServiceFood Service

• If contracted service ends June 30, 2014: you should be already involved in RFP process– Checklists and directions on PEARS website

(forms download) http://www.pears.ed.state.pa.us/

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21

Public School Code (24 P. S. §§ 1-120, 7-751 and 8-807.1)

19,100.00 10,300.00 19,100.00

Entity and Legislation Public Bid

Written/Telephonic Bid

SeparateBids

Hone your skills at theHone your skills at thePASBO 59PASBO 59thth Annual Conference & Exhibits Annual Conference & Exhibits

Build a Solid Foundation with Build a Solid Foundation with Elements & Applications WorkshopsElements & Applications Workshops

ELEMENTS OF FACILITIES MANAGEMENT - March 26 in Mars & March 27 in Kulpsville

ELEMENTS OF FOOD SERVICE ADMINISTRATION - January 28 in Mars & January 30 in Kulpsville

ELEMENTS OF PURCHASING - April 9 in HarrisburgELEMENTS OF SCHOOL LAW - April 2 in Kulpsville & April 3 in MarsELEMENTS OF TRANSPORTATION - May 6 in HarrisburgAPPLICATIONS IN DATA MANAGEMENT - Online Course (January 27

through February 28)APPLICATIONS IN REVENUES - May 1 in Harrisburg

For a complete course listing, visit http://www.pasbo.org/workshops

A “must attend” for all people A “must attend” for all people new to a position in school business.new to a position in school business.

School Operations AcademyJuly 24-25, 2014Penn State Conference CenterState College, PA

Tracks in Business, Facilities, Food Service and Transportation will help you to: -learn proven techniques from experienced practitioners -gain ideas to create efficiencies and reduce costs-exchange challenges and solutions with your peers-build a network of contacts across the state

Our members share a common goal.

To support classroom learning in schools during good and bad economic times through smart business practices.

PASBO helps make that goal a reality.

• Connect for Professional Networking Opportunities • Stay Abreast of State policy and Legislative Developments• Maximize Professional Growth and Career Opportunities

Valuable Benefits

There’s a doc for that…

Delivering Best Practices and Good Ideas

www.pasboerc.org

at the Electronic Resource Center

Need to fine-tune operations?Need to fine-tune operations?Bring in the PASBO team!Bring in the PASBO team!

School Business Administration Consulting Service

· On-site evaluation and analysis· Comprehensive report· Focused on best practices

For more info call PASBO at (717) 540-9551

Easily manage your cards and earn rebates for your LEA with every purchase

Streamline your procurement payment process—and earn a rebate! It’s a return on expenditure!

For more info visit www.easyprocure.org

Follow PASBOFollow PASBO Like PASBO

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Have surplus equipment?Have surplus equipment?

• Reach a wider audience• No Fees for sellers• Greater ROI for your surplus Items• Easy to use and free training is provided

For more information, visit www.pasbo.org/PublicSurplus

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For more information, visit www.pasbo.org/uscommunities

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