Ohio Department of Education
Guide for Funding and Financial Planning* March 1999 Table of Contents
*Disclaimer The Ohio Department of Education does not endorse the
financial material
presented in this guide or
Overview: A Community School financial plan and its components are detailed here to guide you in developing a sound financing and budgeting plan to make sure public funds are used efficiently and effectively. The State Board of Education encourages you to utilize the services of a financial advisor in planning for the first year of operations, since careful fiscal planning is critical to the success of any new endeavor. Community schools are required to maintain their financial records in accordance with Generally Accepted Accounting Principles (GAAP). The concept of fund accounting under GAAP refers to maintaining accounting records of the school’s activities through the use of specific funds: Governmental Funds,
A community school with limited purpose may not need to use many of the above mentioned funds other than the General Fund. The basis of accounting for all these funds must be on a modified accrual basis. Under this method, revenues are recognized when they become both measurable and available, and expenditures are recognized at the point at which they are incurred. What is a financial Plan? A good financial plan should detail the costs involved in establishing a community school and give accurate projections about the school’s future economic condition. Developing a financial plan helps schools to convince prospective donor organizations that the school is financially viable and effectively and efficiently manages public and private funds. Basic Requirements: There are five components in the financial plan that a community school is required to submit the State Board of Education as part of their contractual agreement. These are: A. School Budget
Assumptions to the Financial Information: The governing authority of a community school should describe and disclose basic assumptions that it believes is significant to the budget and the overall financial condition of the school. Community Schools should:
The major sources of revenue received by community schools will come from the following: Start-up Funds: These are funds that are raised by the governing authority of the community school or the owners from different sources that may include but not limited to a) Personal funds, b) Grants, c) Funds raised from the community, and d) Start-up funds from the State available only to the community school pilot projects in Lucas County. [Now start-up funds are available to all start-up schools whose sponsors have approved their preliminary agreements.] Start-up funds are only useful for the first years of operation that the funds are actually used. Local Sources: Enhancement Grants: These are local funds that may be provided by a sponsoring school board that wishes to provide financial assistance from local funds to a community school in their district on a contractual or voluntary basis, or may provide the community school specific services at no cost. Grants and Contributions: Grants and contributions are a common source of funding for community schools. The most common ones are grants and contributions from individuals and organizations that are interested or are advocates of your school’s mission. Please see references and grants information attached. State Sources: A per-pupil amount of funding based on the number of students in the community school will be provided by the State. The per-pupil revenue to a community school depends on the amount of money the district in which the student resides receives for its own students. Federal Sources: As a local educational agency, community schools are eligible for Title 1 reimbursement. Title 1 funds are a function of low income students in your school. Community school are also eligible for other federal categorical grants, such as those for special education and bilingual education. Contact the Federal Assistance division of the Ohio Department of Education for more information about eligibility. The community school budget statement is designed to keep financial reporting requirements at a minimum, while enabling compliance with monitoring standards and comparability to public school financial data collected through Ohio Department of Education’s Education Management Information System (EMIS). Financial Plan
Components: A. School Budget The governing authority of the community school as part of the application process is required to develop and present a three year annual school budget detailing all sources of revenues and expenditures based on the Uniform School Accounting System (USAS) methods of coding and chart of account structures. The governing authority should describe sources of funding for all start-up costs used in establishing the school and any other fund-raising efforts engaged to generate funding to supplement the anticipated per-pupil allocations. The governing authority should discuss its plan for regular review of school budgets during the fiscal year as circumstances change and actual figures become available. A generic three year school budget model is included in the financial plan section of the application packet. This is just a model budget for reference and each school is expected to develop a budget that meets its needs using the Uniform School Accounting System (USAS) manual as a guide. Instructions for preparing the budget A three year (life of the contract) budget is required for all prospective community schools. The attached budget document shows a three year projection of revenues and expenditures for all funds and accounts. A majority portion of community schools may find this document usable in its exact format and utilize the category "other" for any specific source of revenue or expenditure not included in the generic budget. All amounts on this form are to be rounded to the nearest dollar, i.e., $15.50 would be rounded to $16 (not 16.00). Every blank would contain a figure. If there is a zero amount for a particular blank, a zero (-0-) should be entered. Whenever a negative or deficit amount occurs, indicate by enclosing the amounts in brackets, i.e., a negative or deficit of 15,294 would be shown as $(15,294). B. Spending Plan The governing authority of the community school should submit a detailed monthly spending plan for the first fiscal year for example (1999) specifying all the planned expenditures. Monthly spending plans for the subsequent fiscal years e.g. (2000-2001) remaining in the life of the contract should be submitted annually as it becomes feasible. A spending plan model is also included in the guideline. Instructions for preparing a Spending Plan The attached monthly spending plan is to be prepared and adopted by the governing authority of the community school. School officials must use the guidelines, coding system, and other information contained in the new " Uniform Accounting User Manual" (Revision 11) prescribed by the Bureau of Inspection and Supervision of Public Offices, of the State Auditor’s office. A copy of USAS manual will be provided for all schools by the State Auditor’s Office. Questions regarding the Accounting System may be referred to office of the Auditor of State by calling (614) 466-4717. Questions regarding the "Spending Plan" may be referred to the Community Schools Section of the Ohio Department of Education by calling 1-888-510-3941. All amounts on this form are to be rounded to the nearest dollar, i.e., $15.50 would be rounded to $16 (not 16.00). Every blank would contain a figure. If there is a zero amount for a particular field, a zero (-0-) should be entered. Whenever a negative or deficit amount occurs, indicate by enclosing the amounts in brackets, i.e., a negative or deficit of 15,294 would be shown as $(15,294). The annual spending plan is to be adopted by the governing authority as a part of the annual appropriation measure. The horizontal sum of columns (1) through (12) must equal the amounts indicated for lines in the column (A) except for three lines: Beginning Cash Balance; Total Receipts including start-up funds (Line 15); and ending cash balance (line 26). In preparing the annual spending plan, the community school governing authority should present a true reflection of the estimated financial condition of the school for the fiscal year by showing budgeted receipts, expenditures and prior year encumbrances. The following items 1 through 26 are all recorded in Column (A) Line 1: Enter the estimated amount of "start-up
funds" available
for the school.
Information on items 6 through 11 can be obtained from
the Ohio Department
of Education. Line 8: Enter your Disadvantaged Pupil Impact Aid
"DPIA" amount.
(Encumbrance Method of Accounting: Under this system purchase orders, contracts, and other commitments for the expenditure of funds are recorded in order to reserve a portion of the applicable appropriation). Line 17: Enter the "Fringe Benefits" of the
administrative staff not
including teachers (Objects 200 through 299. * Reference USAS Object Codes in Section III C. Enrollment Projection The governing authority of a community school should
develop a student
enrollment projection estimates for three years explaining the basis
and
rationale for the estimates. In addition, the governing authority of
the
community school should have a comprehensive recruiting and marketing
plan
to attract a sufficient pool of applicants to generate satisfactory
funding
levels. The rationale behind this is to be able to accurately estimate
enrollments that can justify the establishment of the school and its
viability
to maintain administrative and instructional expenses. These data
should
be based on demographic information of the community from public
agencies
and local government offices so as to accurately predict enrollment
figures.
Many variables such as economic conditions affect population growth,
migration
and other indicators that are basis for the enrollment estimation.
Information
on these variables and indicators may be readily available at the local
census bureau, chamber of commerce, department
* See enrollment projection worksheet on next page Enrollment Projection Worksheet
FY: 2000
2001
2002 2003 2004
B) Explain your recruiting and
marketing plan to attract students
_______________________________ C) Provide and explain
justifications for your enrollment projections
_____________________________
D) Other relevant information
____________________________________________________________ * This worksheet may be as many pages as necessary
to describe
your plan.
D. Per-Pupil Expenditure The governing authority of the community school should calculate on the attached worksheet an annual per-pupil expenditure using enrollment figures and basic formula amounts. The school may choose one of the options between total per-pupil expenditure amount on line C of the worksheet and the basic formula amount line G of the worksheet. A per-pupil expenditure worksheet shall be included in the financial plan. Attached page shows a calculation worksheet that allows schools to come up with a choice of two options: i) Per-pupil
expenditure,
The two amounts may not always be similar and schools must choose the lower figure not exceeding the amount shown on G. Distribution of Funds: Community Schools will receive their per-pupil or base formula amount payments directly from the State Treasurer through the Division of School Finance of the Ohio Department of Education. Payments are made monthly in roughly twelve equal installments. The enrollment reports in the beginning and the end of the school year may cause adjustments to be made that may either increase or decrease payments depending on the changes in the estimate and actual enrollment figures used in the calculation. Calculations for DPIA disbursements can be made when the following information is provided to the Ohio Department of Education: 1. For the all day
kindergarten
amount, community schools should provide an estimate of the number of
students
enrolled in all day kindergarten. This number would then be
adjusted
when the schools’ October count becomes available.
Per-Pupil Expenditure Calculation Worksheet A) Total estimated expenditure for FY_______ (from Line 26 of the budget) $______________ B) Total estimated student enrollment (from Student Enrollment Projection Sheet) _________ C) Total Per-Pupil Expenditure (A/B) ________________ Basic Formula Amount D) Maximum Foundation Amount for FY_2000___ $___4038______ E) Cost of Doing Business Factor* in ___________ district _______________ F) Basic Formula Amount ( D x E) _______________
Estimate % Eligible for DPIA for FY______________________
G) Adjusted Base Formula _______________ Community School Selection (amount not greater than G ) $_______________
Year Computation Multiplier 2000
12.4/7.5
Calculation: [ Cost of doing business factor - 1] x [Multiplier for the fiscal year of the calculation] + 1. Example: Community School A is located
in Cuyahoga County and wants to calculate
its Cost of doing
Calculation: CODBF for Cuyahoga
County Base Year = 1.0725
STATE FUNDING FOR COMMUNITY SCHOOLS FOR FY 2000 The following calculations in each category assume the student is enrolled as a full-time student. If a student is enrolled for only part of a day, the calculation will be prorated appropriately. Maximum Foundation Amounts Base Formula Amount: FY 2000 = $4038 FY 2001 =
$4226
*Projected amounts, subject to change. 1. FORMULA AMOUNT PER PUPIL FY 2000: a. KINDERGARTEN STUDENTS: $4,038 x .50 x Cost-of-Doing Business Factor of Student’s Residence Calculation:
Per Pupil Amount for FY 2000 Kindergartners
Note: These per pupil amounts apply to both half-day and full day kindergarten programs. b. STUDENTS IN GRADES 1-12: $4,038 x Cost-of-Doing Business Factor of Student’s District of Residence. Calculation:
_____________ x ____________________________ =
__________________
Per Pupil Amount for FY 2000 Students in Grades 1-12
2. DPIA AMOUNT PER PUPIL: Note: The community school is eligible for DPIA if the student’s district of residence receives DPIA funding from the state. a. KINDERGARTEN STUDENTS ONLY: ALL DAY KINDERGARTEN AMOUNT Per Pupil Amount for All Day Kindergarten = $4038 x .50 = $2,019 Calculation:
____________ ______
_________________________________
NOTE: This amount is available only for students
from school districts
with a
b. STUDENTS IN GRADES K-12: SAFETY/SECURITY AMOUNT (1) If the DPIA index of student’s district of residence is 1.0 or greater: Calculation:
(2) If DPIA index of student’s district of residence is less than 1.0 but equal or greater than .35: Calculation:
$230 x
___________________________
= _____________________
c. STUDENTS IN GRADES K-3 ONLY: CLASSROOM SIZE REDUCTION AMOUNT Calculation: Per Pupil Amount x K-Grade 3 Nonhandicapped = Total Classroom Size STUDENTS ELIGIBLE FAMILYASSISTANCE REDUCTION AMOUNT Note: Kindergarten students are counted as .5 if they are enrolled in a half-day program and as 1.0 if enrolled in an all day program. Est. Amount/# Students Per Pupil Amount
3. SPECIAL EDUCATION EXCESS COSTS AMOUNTS These amounts will vary according to the county of residence of the student. Once a student is identified as a special education student and the Department of Education is notified, then the excess cost payment can begin. E. Financial Records and Accountability The governing authority of a community school should develop a comprehensive accounting system for record keeping and maintaining a system of internal financial controls. The community school should have a detailed plan for disposition of equipment, materials, supplies, and facilities. This plan must include an inventory system that maintains a list of all the fixed assets in the school. The plan should also describe accounting procedures used by the community school such as use of Generally Accepted Accounting Procedures (GAAP). If accounting services are contracted, a detailed outline must be included in the application that describes the techniques and procedures used by the service provider. Bus Transportation – OAC Section 3314.09 The Board of Education of the city, local, or exempted village school district in which a community school is located shall provide transportation to students enrolled in the community school, except that board shall be required to pick up and drop off a non-handicapped student only at a regular school bus stop designated in accordance with the boards transportation policy. For more information on transportation, contact Ohio Department of Education, Community Schools office at 1-888-510-3941. Letter to public school district superintendents requesting school transportation service for the new community school in the district. Dear Superintendent, As you are aware, the
___________ community school intends to commence
operations in your district this next September. The school
intends
to enroll ______ students in grades _____ This letter is to remind you
of the ______ City School Districts obligation
to provide transportation The Board of Education of the
city, local, or exempted village school
district in which a community school is located shall provide
transportation
to students enrolled in the community school, except If you have questions, please
contact Ohio Department of Education,
Attention Steven Burigana Federal Programs ESEA TITLE I
PROGRAM DESCRIPTION / INTENT Title I is authorized by the Elementary and Secondary Education Act, and funds are allocated to the states on a formula basis and are non-competitive. Title I provides a federally funded compensatory program to improve the educational performance of low-achieving children in high-poverty schools. The legislation directs that priority education needs of these children be identified and programs be designed to provide appropriate supplemental instruction. Funds are allocated to provide supplemental instruction in basic and advanced skills such as reading, writing, and mathematics in qualifying public and nonpublic schools. Programs may take place before, during, or after school, on Saturdays and in the summer. Instruction must be coordinated among title I and classroom teachers, and parents must be involved in the planning and implementation of Title I programs, Professional development is also a part of the program. The intent of the program is to enable schools to provide opportunities for children served to acquire the knowledge and skills contained in the challenging state content standards and to meet the challenging state performance standards developed for all children. The evaluation of the progress in achievement of students served by Title I uses the same student performance standards used to evaluate the progress of all students using statewide assessments including proficiency and competency-based (CBE) tests. ELIGIBILITY CRITERIA A Local Educational Agency (LEA) is eligible to receive Title I funds if there are a least ten (10) children from low-income families and the number of these children make up more than two (2) percent of the LEA’s population. An LEA should contact the Division of Child Nutrition Services 614.466.2945 to secure information related to free and reduced-price meal benefits and income eligibility guidelines. If free and reduced-price meals are not available in an LEA, a family low-income survey may be used. Income eligibility guidelines on such surveys will follow the free and reduced price meal guidelines. APPLICATION & ALLOCATION PROCEDURES/DEADLINES / STAFF CONTACT The Division of Federal Assistance, after receiving verification of an LEA’s eligibility to receive funds, will provide an allocation and application to the LEA. In order to provide an allocation, Federal Assistance will need to know the following: 1) LEA total enrollment;
Student names are not submitted with the above information. The information is necessary in order to reduce the allocation of the LEA whose children have enrolled in the community school. Documentation of an LEA’s eligibility and the information requested above are kept on file in the LEA for review purposes. Community schools will receive access to the Consolidated Local Plan through which they will be able to apply for funds from Titles I, II, IV, and VI. Applications are due July 1 of each year. Due to this being the first year for the operation of community schools, a flexible schedule will be in place. Once a community school is eligible to receive funds, a consultant for the Division of Federal Assistance will be assigned to work with the school concerning Title I and Title VI applications, budget revisions, and other program activities. Until that time, Joe Armentrout, Consultant, Division of Federal Assistance should be contacted at 614.466.4161 for information POLICY ISSUES Community schools must be approved to operate by September 1, 1998 and must be operational by January 1, 1999 to receive Title I funds. This provides a window of opportunity for such schools to secure federal funds and put programs in place for a majority of the school year. Public LEAs, that may have their allocations reduced to provide funds for community schools, must be given the courtesy of a deadline beyond which they will be able to manage their funds with fear of further reductions. ESEA TITLE VI
PROGRAM DESCRIPTION / INTENT Title VI is authorized by the elementary and Secondary Education Act, and funds are allocated to these states on a formula basis and are non-competitive. Title VI provides funds to local school district (LEAs) in the state to plan, design, and implement creative programs within the eight Innovative Assistance Programs designated in the legislation. The programs include technology; the acquisition and use of instruction and education materials, including library services; education reform projects; the improvement of higher order thinking skills of disadvantaged elementary and secondary school students and to prevent students from dropping out of school; the prevention of illiteracy in the student and adult population, including parent illiteracy; meeting the educational needs of gifted and talented children; school reform activities consistent with the Goals 2000:Educate America Act; and Title I programs and activities. The intent of the program is to utilize Title VI funds in conjunction with state and federal funds to enhance local reform efforts. The evaluation of programs provided through Title VI is established by the local school or school district to measure the unique nature of each innovative project approved in the LEA’s application. ELIGIBILITY CRITERIA Public and nonpublic LEAs, joint vocational schools,
county boards of
mental retardation /
APPLICATIONS & ALLOCATION PROCEDURES / DEADLINES / STAFF CONTACT The Division of Federal Assistance, after receiving verification of an LEAs eligibility to receive funds, (charter approved for operation) will provide an allocation and application to the LEA. In order to provide an allocation, Federal Assistance will need to know the following: 1) applicant’s total enrollment;
Student names are not submitted with the above information. The information is necessary in order to reduce the allocation of LEA whose children have enrolled in the community school. Documentation of an LEA’s eligibility and the information requested above are kept on file in the LEA for review purposes. Community schools will receive access to the Consolidated Local Plan through which they will be able to apply for funds from Titles I, II, IV, and VI. Applications are due July 1 of each year. Due to this being the first year for the operation of community schools, a flexible schedule will be in place. Once a community school is eligible to receive funds, a consultant for the Division of Federal Assistance will be assigned to work with the school concerning Title I and Title VI applications, budget revisions, and other program activities. Until that time, Joe Armentrout, Consultant, Division of Federal Assistance should be contacted at 614.466.4161 for information. POLICY ISSUES Community schools must be approved to operate by September 1, 1998 and must be operational by January 1, 1999 to receive Title VI funds. This provides a window of opportunity for such schools to secure federal funds and put programs in place for a majority of the school year. Public LEAs, that may have their allocations reduced to provide funds for community schools, must be given the courtesy of a deadline beyond which they will be able to manage their funds without fear of further reductions. THE OHIO DEPARTMENT OF EDUCATION SCHOOL FOOD SERVICE FACT SHEET Welcome to Ohio’s Child Nutrition Programs. The Ohio Department of Education, Division of School Food Service, in partnership with the United States Department of Agriculture, administers the National School Lunch, School Breakfast, Special Milk and Government Donated Food Programs. Nationally, over 25 million children in over 90 thousand schools participate in these child nutrition programs, making them one of the country’s largest food service operations. Ohio’s food service programs serve over 1 million meals daily at over 4,000 sites. THE GOALS OF THE CHILD NUTRITION PROGRAMS ARE TO:
Any child under age 21 who is enrolled in a school or RCCI that participates in the National School Lunch Program, the School Breakfast Program, or the Special Milk Program can participate. Additional benefits may be available to a child when his or her guardian submits an income eligibility application to the school. Based on the household’s size and income, the child may be eligible for meals free or at a reduced price. WHAT ARE THE MEAL SERVICE REQUIREMENTS? To be eligible for cash reimbursement and government donated food, participating schools must prepare and serve meals that are planned to meet the meal pattern requirements. The reimbursable meal must be priced as a unit and be made available to all children regardless of their ability to pay. Following are the required meal patterns: LUNCH: Meal
service must be between 10 AM - 2 PM 2 oz meat or meat
alternate
BREAKFAST: 8 oz
fluid milk 4 oz (1/2 cup) fruit or
vegetable or full-strength fruit
or vegetable juice
There are guidelines to adjust serving sizes to meet the needs of different age groups. WHAT REIMBURSEMENT WILL THE SCHOOL RECEIVE? Each complete meal (i.e., breakfast or lunch) served to an eligible child is reimbursed based on that child’s income eligibility. The three levels of cash reimbursement are for paid full-price, reduced-price and free. In addition, a government donated food entitlement is earned for each lunch served. The government donated food is allocated monthly based on the preceding year’s entitlement. WHAT RECORDS MUST BE KEPT? Following are required records, these must be kept for the past three years in addition to the current school year:
Ohio Department of
Education
PROCEDURE FOR SCHOOLS TO PARTICIPATE IN NATIONAL
SCHOOL LUNCH
Outlined below is the process to follow for participation in the national School Lunch Program, the School Breakfast Program, and Government Donated Food Program. By federal and state standards, the school year begins on July 1 and ends on June 30; however, participation can begin or end at any time during the school year. STEP 1: ANNUALLY Read the Permanent Agreement and retain it in your file
Read the instructions to complete the "CN-A Application" and "CN-A Supplement." Send the completed application to the Ohio Department of Education, Division of School Food Service, for approval. STEP 3: NEW PROGRAM SCHOOLS Contact the Ohio Department of Education, Division of School Food Service, to arrange for a meeting with a regional consultant. The consultant will:
Read the instructions to complete the "Policy Statement Attachments." The "Policy Statement Attachments" will:
Read the instructions to complete "Form CN-3-Beginning and Change Report" for each feeding and/or reporting site. Complete it and return to the Ohio Department of Education, Division of School Food Service.
LUNCH
Monthly Reporting Take a physical inventory of all purchased foods, government donated food, and nonfood supplies on the last day of the month.
Retain in the School Food Authority’s files the following
records for
the past three years in addition to
SAFE AND DRUG-FREE SCHOOLS AND COMMUNITIES PROGRAM DESCRIPTION / INTENT Title IV is authorized by the Improving America’s Schools Act of 1994 which is a reauthorization of the Elementary and Secondary Education Act. Funds are allocated to the states on a formula basis and are non-competitive. It is the purpose of the Safe and Drug-Free Schools and Communities Act (SDFSCA) to support programs to meet the seventh national Education Goal by preventing violence in and around schools and by strengthening programs that prevent the illegal use of alcohol, tobacco, and other drugs, involve parents, and are coordinated with related Federal, State, and community efforts and resources. ELIGIBILITY CRITERIA Each Local Educational Agency (LEA) may apply for funds through the Safe and Drug-Free Schools and Communities Act. APPLICATION & ALLOCATION PROCEDURES / DEADLINES Seventy percent of the total allocation awarded to LEAs is based on average daily membership (ADM), public plus nonpublic. Thirty percent of the funds distributed to LEAs are allocated to 10% of the districts determined to have the greatest need for additional funds to carry out violence, alcohol, and other drug prevention programs. Categories of authorized activities for the use of SDFSCA funds are the following:
Community Schools will receive access to the Consolidated Local Plan through which they will be able to apply for funds from Titles I, II, IV, and VI. Applications are due July 1 of each year. Due to this being the first year for the operation of community schools, a flexible schedule will be in place. For further information call 614.466.2471. REFERENCES FOR GRANTS AND CONTRACTS Listed are a number of publications that you might find useful in your search for grants from national organizations.
successful fund raising programs. educational testing, drop-out prevention, teacher training and education, salary support, student activities, and school libraries. projects and institutions related to children, youths, and families. dollars to projects related to elementary and secondary education.
Ohio Department of
Education
Auditor of State Bulletin, Bulletin 98-003, August 13, 1998 Subject: Accounting and Reporting for Community Schools Authority for the establishment of Community Schools was provided for under Chapter 3314., ORC, HB 215, effective until 7-1-98 and SB 55, effective 7-1-98. This bulletin provides guidance for the financial accounting and reporting for such community schools . With certain exceptions which are discussed in this bulletin, a community school with an approved contract is to account for and report its financial transactions in the same manner as all Ohio school districts. Community schools should notify the Auditor of State’s office of their existence at the beginning of the first fiscal year in which they commence operations. Notification should be sent to: State Auditor’s Office
The governing authority, fiscal agent or sponsor should obtain an "information retrieval number" (IRN) for the community school district established by an approved plan. IRN’s should be obtained from the Ohio Department of Education by writing, or e-mail at Ohio Department of Education Information Management Service, 1320 Arthur E. Adams Drive, Columbus, OH 43221-3595. E-Mail: IMS_Stein@ode.ohio.gov The Community School district should use the Uniform School Accounting System (USAS) and the Education Management Information System (EMIS) chart of accounts. The treasurer of the community school district or the fiscal agent should use, at a minimum, the required USAS/EMIS dimensions and codes to record the financial transactions of the community school district. The fiscal year of each community school district should begin July 1 and end June 30. The financial activity of each community school district should be reported in accordance with Generally Accepted Accounting Principles (GAAP) and within 150 days from the close of the fiscal year submitted to the State Auditor’s Office, Local Government Services Division. Community school districts are not mandated to budget, appropriate, encumber, use purchase orders or obtain the fiscal officer’s certification for expenditures. It is strongly recommended, however, that community school districts implement all of these procedures and establish appropriate internal controls. Community school districts should have budgets, (both revenues and expenditures) approved by their governing authority as well as financial plans submitted to and approved by the sponsor. In order for each community school to be accounted for as a separate school district, the community school must have a complete set of distinguishable financial records including but not limited to:
district; then stop and switch checks, this time loading those belonging to community school A; then run payroll for community school A; then switch from community school A to community school B; then run and so forth.) If you have any questions, please contact (800) 345-2519 for the Local Government Services Division or 800.282.0370 for the Audit Division of the Auditor of State. Community Schools in Ohio with or
Seeking Contracts
from the
UNIFORM SCHOOL ACCOUNTING SYSTEM OBJECT CODES REVISION # 13, NOVEMBER, 1996 Codes DESCRIPTOR 100 PERSONAL SERVICES -- EMPLOYEES SALARIES AND WAGES 110 CERTIFICATED EMPLOYEES SALARIES AND
WAGES
111
Regular *
112 Temporary * 113 Supplemental * 114 Overtime * 115 Regular Non-Contributing 116 Temporary Non-Contributing 117 Supplemental Non-Contributing 118 Overtime Non-Contributing 119 Other Certificated Salaries 120 CERTIFICATED LEAVE BENEFITS *
121 Sick
Leave
122 Personal Leave 123 Vacation Leave 124 Holidays 125 Professional Leave 126 Military Leave 127 Jury Duty 129 Other Certificated Leave Benefits 130 CERTIFICATED OTHER COMPENSATION *
131
Calamity Payments
132 Termination Benefits 139 Other Certificated Compensation 140 NON-CERTIFICATED SALARIES AND WAGES
141
Regular *
142 Temporary * 143 Supplemental * 144 Overtime * 145 Regular Non-Contributing 146 Temporary Non-Contributing 147 Supplemental Non-Contributing 148 Overtime Non-Contributing 149 Other Non-Certificated Salaries 150 NON-CERTIFICATED LEAVE BENEFITS *
151 Sick
Leave
152 Personal Leave 153 Vacation 154 Holidays * denotes a required level of coding 155
Professional Leave
160 NON-CERTIFICATED OTHER COMPENSATION
161
Calamity Payments
162 Termination Benefits 169 Other Non-Certificated Compensation 170 OTHER WAGES AND SALARIES *
171
Compensation of Board Members
172 Student Workers 179 Other Employees 190 OTHER PERSONAL SERVICES * 200 EMPLOYEES’ RETIREMENT AND INSURANCE BENEFITS 210 RETIREMENT -- CERTIFICATED *
211
STRS-Employer’s Share
212 STRS-Employer’s "Pickup" of Employees’ Share 213 Social Security System 214 Early Retirement Benefits 219 Other Certificated Retirement 220 RETIREMENT -- NON-CERTIFICATED *
221
SERS-Employer’s Share
222 SERS-Employer’s "Pickup" of Employees’ Share 223 Social Security 224 Early Retirement Benefits 229 Other Non-Certificated Retirement 230 EMPLOYEE REIMBURSEMENTS AND OTHER FRINGE
BENEFITS *
231
Tuition Reimbursements
232 Uniform/Tools & Equipment Reimbursement 233 Meeting Expense (coffee, donuts, etc.) 234 Awards 239 Other Reimbursements and Fringe Benefits 240 INSURANCE BENEFITS -- CERTIFCATED
EMPLOYEES *
241
Medical/Hospitalization
242 Life Insurance 243 Dental Insurance 244 Vision Insurance 249 Other Certificated Insurance Benefits 250 INSURANCE BENEFITS -- NON-CERTIFICATED
EMPLOYEES *
251
Medical/Hospitalization
252 Life Insurance 253 Dental Insurance 254 Vision Insurance 259 Other Non-Certificated Insurance Benefits 260 INSURANCE -- WORKER’S COMPENSATION AND
DISABLED WORKER’S
RELIEF *
261
Certificated Employees
262 Non-Certificated Employees 270 DEFERRED COMPENSATION *
271
Deferred Compensation -- Certificated Employees
* denotes a required level of coding 272
Deferred Compensation -- Non-Certificated Employees
280 INSURANCE -- UNEMPLOYMENT COMPENSATION
*
281
Certificated Employees
282 Non-Certificated Employees 290 OTHER RETIREMENT AND INSURANCE BENEFITS
*
291
Certificated Employees
292 Non-Certificated Employees 300 NOT USED AT THIS TIME 400 PURCHASED SERVICES 410 PROFESSIONAL AND TECHNICAL SERVICES
*
411
Instruction Services
412 Instructional Improvement Services 413 Health Services 414 Staff Services 415 Management Services 416 Data Processing Services 417 Statistical Services 418 Professional/Legal Services 419 Other Professional and Technical Services 420 PROPERTY SERVICES (OTHER THAN UTILITIES)
*
421 Not
used at this time
422 Garbage Removal and Cleaning Services 423 Repairs and Maintenance Services 424 Property Insurance 425 Rentals 426 Lease Purchase Agreement 429 Other Property Service 430 TRAVEL MILEAGE/MEETING EXPENSE *
431
Certificated Travel Reimbursement
432 Certificated Meeting Expense 433 Non-Certificated Travel Reimbursement 434 Non-Certificated Meeting Expense 439 Other Travel/Meeting Expense 440 COMMUNICATIONS *
441
Telephone Service
442 Telegraph Service 443 Postage 444 Postage Machine Rental 445 Mail/Messenger Service 446 Advertising 449 Other Communications Service 450 UTILITIES SERVICES
451
Electricity *
452 Water and Sewage * 453 Gas * 454 Coal * 455 Oil * * denotes a required level of coding 459 Other Utilities Services * 460 CONTRACTED CRAFT OR TRADE SERVICES
*
461
Printing and Binding
462 Contracted Food Services 463 Work-Study Program 469 Other Craft and Trade Services 470 TUITION *
471
Tuition Paid to Other Districts Within the State
472 Tuition Paid to Other Districts Outside the State 473 Tuition Paid to Private Schools 474 Excess Costs 479 Other Tuition Payments 480 PUPIL TRANSPORTATION *
481
Student Transportation Purchased from
Another District Within the State
482 Student Transportation Purchased from a District Outside the State 483 Student Transportation Purchased from Other Sources 484 Boarding and Lodging in Lieu of Transportation 489 Other Pupil Transportation Services 490 OTHER PURCHASED SERVICES *
491 Third
Party Administrator
492 Stop Loss Insurance or Reinsurance 499 Other Purchased Services 500 SUPPLIES AND MATERIALS 510 GENERAL SUPPLIES *
511
Instructional Supplies
512 Office Supplies 513 Teaching Aids 514 Health & Hygiene Supplies 515 Farm Supplies 516 Software Materials 519 Other General Supplies 520 TEXTBOOKS *
521 New
Textbooks
522 Replacement Textbooks 523 Rebinding Textbooks 524 Supplemental Textbooks 529 Other Textbooks 530 LIBRARY BOOKS *
531 New
Library Books
532 Replacement Library Books 533 Rebinding Library Books 539 Other Library Books 540 NEWSPAPERS, PERIODCALS, FILMS AND
FILMSTRIPS *
541
Newspapers
542 Periodicals 543 Films & Filmstrips 544 Photography and Newspaper Supplies 545 Cassettes (video, audio) 549 Other 550 SUPPLIES AND MATERIALS FOR RESALE
*
551
Supplies for Resale
* denotes a required level of coding 552
Workbooks for Resale
560 FOOD AND RELATED SUPPLIES AND MATERIALS
*
561
Milk
562 Dairy Products (other than milk) 563 Meat 564 Vegetables 565 Fruit 566 Staples and Condiments 567 Bakery Products 568 Candies and Snacks 569 Other 570 SUPPLIES AND MATERIALS FOR OPERATION,
MAINTENANCE AND
REPAIR *
571
Land
572 Buildings 573 Equipment and Furniture 580 SUPPLIES AND MATERIALS FOR OPERATION AND
REPAIR OF
MOTOR VEHICLES*
581
Supplies & Parts for Maintenance & Repair
of Motor Vehicles
582 Fuel 583 Tires and Tubes 589 Other 590 OTHER SUPPLIES AND MATERIALS * 600 CAPITAL OUTLAY 610 LAND * 700 CAPITAL OUTLAY -- REPLACEMENT 710 REPLACEMENT
LAND * * denotes a required level of coding 760 REPLACEMENT SCHOOL BUSES * 790 OTHER CAPITAL OUTLAY -- REPLACEMENT * 800 OTHER OBJECTS 810 REDEMPTION OF PRINCIPAL
811
Serial Bonds *
812 Short Term Notes * 813 Other Tax Anticipation Notes * 820 INTEREST
821
Serial Bonds
822 Short Term Notes * 823 Other Tax Anticipation Notes * 830 OTHER DEBT SERVICE PAYMENTS * 840 DUES AND FEES *
841
Memberships in a Professional Organization
842 Shipping and Freight Charges 843 Charges for Audit Examinations 844 County Board of Education Contributions 845 County Auditor and Treasurer Fees 846 Election Expenses 847 Delinquent Land Taxes 848 Bank Charges 849 Other Dues and Fees 850 INSURANCE *
851
Liability Insurance
852 Accident Insurance -- Student Activity Participants 853 Fidelity Bond Premiums 854 Self-Insurance 855 Fire and Extended Coverage Insurance 856 Benefits and Claims 859 Other Insurance 860 JUDGMENTS *
861 Back
Pay
862 Benefits 863 Liability Judgments 864 Out of Court Settlements 869 Other Judgments 870 TAXES AND ASSESSMENTS *
871 Sales
Tax
880 AWARDS AND PRIZES *
881
Scholarships
882 Awards/Prizes for Competition 883 Memorials 889 Other Awards and Prizes 890 OTHER MISCELLANEOUS EXPENDITURES *
891
Student Activity Payments
899 Other Miscellaneous 900 OTHER USES OF FUNDS * denotes a required level of coding 910 TRANSFERS * 920 ADVANCES *
921
Initial Advance Out
922 Return of Advance 930 REFUND OF PRIOR YEAR RECEIPT * 940 GRANT PAYMENTS TO OTHER
DISTRICTS/ORGANIZATIONS/INDIVIDUALS
941 Grant
Payments to Other School Districts *
942 Grant Payments to Community Based Organizations/Individuals * *denotes a required level of coding CHARTER FRIENDS NATIONAL NETWORK
Charter Friends Network works with charter (Community Schools in Ohio) school developers nationwide. To review their Financial Planning Guide, go to http://www.csus.edu/ier/charter/bizpl.html. This guide may be sued by charter operators in develping a business plan to be used as a management toool in the operaion of indivudal schools as well as preparing applications for charters, seeking renewals, and applying for grants and loans. The guide was develped in consulatiaon with both lenders and funders and draws heavily on the experience and previously published resource guides developed by two of the nation’s leading experts on charter school financing and operations: Eric Prmack, director fo
the California
Charter School Develpement Center and
Individual copies of the Financial Planning Guide are
available to current
and prospective school operators at no charge and may be ordered by
calling
the Friends Network office at 612.644.5270 or via e-mail at info@charterfriends.org.
In Ohio you may call Clint F. Sataw, The Ohio Charter
Schools Association at 614.224.2647 or toll free
at 1.877.school-8 You may also review the guide via the internet at the above web address. Common Questions 1. Have you worked in a school and/or educational setting similar to the one you want to start? 2. Have you had any business and/or education training in school? 3. Do you know how much money you will need to get the school started? 4. Have you decided on a marketing plan? 5. Have you talked with other school developers/operators about what they think of the school? 6. Can you determine the amount of money you should receive in terms of revenues per student? 7. Have you tried to find out how well schools similar to the one you want to open are doing in your community and in the rest of the country. 8. If you need to hire someone to help you, do you know where to look? 9. Do you know what benefits to provide? 10. Do you have a training plan for your employees? 11. Have you talked with the parents and schools in the area? 12. Have you talked to an insurance agent about what kind of insurance you need? 13. Do you know what equipment and supplies you will need and how much they will cost? 14. Can you save money by buying second hand equipment? 15. Have you compared the prices and credit terms of different suppliers? 16. Are you ready for the
challenge?
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On These Principles We Stand |
The Web of African Experience |