PACKAGE AND COOPERATIVE PROGRAM FUNDS PACKAGE AND COOPERATIVE PROGRAM FUNDS WASBO Accounting Seminar March, 2007 Presented by: Kathy Guralski, School Finance Auditor Wisconsin 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 Cooperative 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 P Minimum uniform contract provides for section agreements between two or more school districts. Each district should pass a resolution authorizing participation in the contract. Each district should have a written contract.

COOPERATIVE AGREEMENT Written Contract Clarifies 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 The contract should include: Purpose Names 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 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. 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 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 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 DOCUMENTATION 1) Fiscal agent makes all purchases and maintains requisitions, purchase orders, invoices, receiving reports and payment vouchers for direct expenditures 2) Fiscal agent makes some of the purchases and maintains level one documentation. Participating district also makes purchases and submits copies of supporting documentation to fiscal agent. 3) Fiscal agent makes some of the purchases and maintains level one documentation. Participating district also makes purchases and submits a detailed report on the expenditures made. The report must include all detail such as information noted in level one. Fiscal agent may periodically ask for such documentation.

ACCOUNTING FOR ACTIVITY BY FISCAL AGENT All expenditures reported in fund 99 Any aid received is reported in fund 99 Cost after aid is prorated and billed to participating districts Participating districts reimburse fiscal agent for their allocated portion

ACCOUNTING AT YEAR END BY FISCAL AGENT Revenues MUST Equal Expenditures in fund 99 No Fund Balance allowed in fund 99 Fiscal agent allocated portion results in a transfer from fund 10 to fund 99 10E R

ACCOUNTING TRANSACTIONS PURCHASED INSTRUCTIONAL SERVICES (FUNCTION ) Instructional services provided resident district by other entities Linked with a 300 “Purchase Service” object Non-instructional services charged to appropriate function with 300 object

COOP TRANSACTION CODING Fiscal Agent employs staff Salaries And Benefits Paid by FISCAL AGENT 99E appropriate function, object 100/200 PARTICIPATING DISTRICT NO ENTRY

COOP TRANSACTION CODING Fiscal agent makes purchase Disbursements Made by FISCAL AGENT 99E appropriate function, appropriate object PARTICIPATING DISTRICT NO ENTRY

COOP TRANSACTION CODING Participating district makes purchase and fiscal agent reimburses them Disbursements Made by FISCAL AGENT Reimbursement to participating district 99E instructional Appropriate function support Object 382 PARTICIPATING DISTRICT Expenditure incurred 10E appropriate function, Appropriate object Reimbursement received from fiscal agent 10R341

COOP TRANSACTION CODING Cost of program allocated to participating districts Costs allocated and billed to participating districts FISCAL AGENT Receipt for allocated costs from participating districts 99R341 PARTICIPATING DISTRICT Payment to fiscal agent for allocated costs 10E instructional appropriate function support Object 382

FUND 10 VERSUS FUND 99 FUND 10FUND 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

QUESTIONS ?

CONTACT Kathy Guralski School Finance Auditor Wisconsin Department of Public Instruction