1. Reconciling Cash to County Treasurer
MASBO New Clerk Academy
September 27 - Billings
Denise Williams, Executive Director

2. The Basics
Who? YOU!
What? Making sure the money you say you have is how much the county says you have
Where? Your desk…or wherever
Why? Single best way to detect errors of all kinds
When? Every month, without fail
How? Well, that’s next…

3. Absolute, Unbreakable Rules
Get It Done!
Do what works for you
Communicate with your treasurer
Use tools available to you
Accounting software
OPI spreadsheets

4. Steps Entering revenue From state (see OPI website) From county
State school payments, school foods, E-Grants)
From county
Taxes
County retirement, transportation distributions
Interest
Others? Make sure to verify amount directly from paying entity
Track county A-101 numbers

5. Steps Internal cash transfers (i.e., recoding) Clear warrants
Communicate transfer to treasurer
Be timely!
Clear warrants

6. Steps
Compare cash balances in your records to cash balances from county
By fund
OPI Spreadsheet
Consider using Trial Balance report
Provides more information than balance sheet
Review expenditures, revenues, payables

7. Steps Verify correct cash balances
Fund X86 (Payroll) cash balance equals sum of:
Outstanding payroll warrants
Warrants payable (if work comp and/or unemployment insurance checks are issued quarterly)
Fund X87 (Claims) cash balance equals outstanding claims warrants

8. Steps Verify correct cash balances School Foods (X12)
Cash limit = 3 months expenditures
Figure total fund X12 expenditures, divide by 4
Lease Rental (X20)
Limit $10K cash, $20K for K-12 districts
, MCA
Compensated Absences (X21)
Cash limit = 30% accumulated sick and vacation of non-teaching & administrative employees
, MCA

9. Steps Resolve discrepancies immediately…if not sooner
Consult detail reports to find root of problem
Suggested process to find discrepancies:
Verify revenue totals
Verify clearing transfers
Compare District’s cash detail reports to county’s cash detail reports
Balance remaining funds to see if offsetting difference appears
Contact software vendor
Make correction

10. Steps Verify revenue totals with county reports, EVEN IF cash balances
Track A101 receipt numbers where possible
Ensure all differences are reasonable
Revenue refunds
Lunch money
Adult ed classes
Revenue differences caused by accruals
Grants
Driver’s Ed Reimbursements

11. Steps
Reconcile project cash in Misc. Programs Fund (X15), Student Activities (X84), and others
OPI Fund 15 Spreadsheet
OPI Student Activity Spreadsheet
Request grant cash AFTER balancing cash in each project

12. Steps Close month in accounting system, if applicable Print reports
County report
District cash report
Outstanding check list
Provide public access
Retain documentation for 8 years

13. Get help! You are NOT on an island. Software vendor Treasurer/Bank
School Accounting Manual
Other clerks with your software
Other clerks in your area
OPI (try Dan Moody or Keri Ludwig)
Me!

14. Questions/Discussion
MASBO New Clerk Academy
September 27, 2019 in Billings
Denise Williams – MASBO Executive Director ,