1. Presented by Lori Dench School Financial Technician Summer, 2019
Redbook Tidbits
Presented by Lori Dench
School Financial Technician
Summer, 2019

2. Donations Defined as gifts of real or personal property to the school from persons or entities outside the school system for use at the school or for the students of the school.
Any donation received by the school, monetary or in-kind, must be reported to JCPS.me/donations
PTSA/Alumni/Booster Club donations whether monetary or in-kind must be reported to JCPS.me/donations
In-kind donations are tangible items, i.e. team meals, services, i.e. trainer and once donated become property of the school
Any items/cash/services whether it was fundraised through crowdfunding or a direct donation from an individual or an organization must be reported
All donations must be logged on the Donation Log
Questions regarding donations should be directed to Judith McQueen

3. All donations must be reported including cash, check, items or services
JCPS.me/donations
Completely fill out form, especially the name of the bookkeeper, address and phone number, the donor, school receiving donation, VALUE of donation, and the PURPOSE of the donation
Purpose: what will the donation purchase or how will the donation be used?
Give the description of donation: In-kind (services or something you can touch or item) or Donation (cash, check, money order)
DO NOT USE ALL CAPS
You can see the donation and make any changes or corrections online until I move it to the board-meeting screen
I will provide a spreadsheet of donations you have entered upon request
All grants are to go through Resource Development ( ) before applying. This includes VSA, Target, Fund for the Arts, and Lowes. (Fund for the Arts and TAG grants can be submitted without contacting Resource Development first. Fund for the Arts notifies Resource Development of those that received the grants, which are mainly vouchers
Any questions, contact Judy McQueen at

5. Change Fund
A Change Fund- An amount of money obtained by issuing a check to a designated individual for the purpose of making change for a specific event or series of events where an admission fee is charged or goods are sold
No expenditures are to be made from these monies in an activity account (titled Start-up or Change Fund) shall be created to track all change issued for athletic gate, concessions, and any other events that require start-up change. Activity Fund transfers are not allowed from this account
The Change Fund Activity Account shall be in the negative until the change fund is returned and receipted in the EPES accounting system
List the amount of the negative change fund as an accounts receivable on the Monthly Report Additional Information form.
One line item per each change fund issued
Change fund must be re-deposited (not transferred) to the change fund account before the end of the school year

7. NSF Checks Insufficient Funds (NSF Check) - Check returned by the bank because sufficient funds are not available in the payer's bank account to process the payment.
Post signage of NSF Check fee at front door, office and wherever checks are presented, exp.: Bookstore
Bookkeeper will be notified via from E-Tech that the school has a NSF check
JCPS utilizes E-TECH as a “free” insufficient funds collection agency
Contact
Give them your name as the bookkeeper
Correspondence will be ed to you
If you received notification of a NSF check directly from your banking institution, contact E-Tech – something has gone wrong!

8. If you sign up with E-Tech, you will need a new bank deposit stamp
If E-Tech cannot collect a returned check, they will inform the bookkeeper the funds are being deducted from their bank account via .
When E-Tech deducts the funds, write off the NSF check using E-Tech communication as documentation. Follow the instructions for processing NSF checks in the EPES Notes.
If the school doesn’t utilize E-Tech’s services, which is highly recommended, write off the NSF check in the month it is deducted from the school bank account. Follow the instructions for processing NSF checks in the EPES Notes.
If payment is received before the NSF check is written off and your school uses E-Tech, contact E-Tech to inform them
Receipt and deposit the funds on a separate deposit ticket marked NSF. Do not forget to receipt it separately in EPES
Document all NSF checks on the NSF log and file copies of NSF checks and communications from E-Tech with the Log
If you sign up with E-Tech, you will need a new bank deposit stamp
Do NOT pay for the stamp with a school check
It is operational
Put on a purchase order

10. Credit Cards Credit card, including store cards may be used
Approval is required
Principal to Eddie Muns requesting authorization
Approval given once regardless of different types or number of cards (Visa, Kroger, etc.)
An employee shall not make personal purchases with school credit cards
A F-SA-7 Purchase Request and required documentation must be approved by the principal before any credit card is used
Cards must be checked out to an individual employee using the credit card sign-in/out log
Each credit card shall have it’s own sign-in/out log
The card must be returned and logged back in by close of the next business day
Receipts must be submitted to the bookkeeper as the card is logged back in
The bookkeeper must review the receipt to ensure only authorized items were purchased and no tax was incurred
Credit card logs are submitted as part of the month end reports

12. donated gift cards should be spent on students!
Rules now Created for Donated Gift Cards
Allowed to accept gift card as donations
Report as a donation - jcps.me/donations
Log on Donation Gift Card Log
Purchase Request must be prepared and then signed by the principal before the gift card can be used
Gift Card must be signed in/out on the Donated Gift Card Log
Attach itemized receipt to Purchase Request & keep file for audit
Remember…
donated gift cards should be spent on students!

13. Activity Fund transfers
Simply moves money from one account to another within the activity fund
Does not change book or bank balance
Utilize F-SA-10 School Activity Fund Transfer Form when performing a transfer
Obtain signature of sponsors/principal prior to performing transfer
Perform a screen print in conjunction with the transfer and attach to the F-SA-10 Transfer Form
Student funds cannot be transferred to adult funds

15. Professional service Contracts
A Professional Service Contract must be completed for any payment made to a vendor who is providing a service
The Purchasing Department’s Addendum Form is not a contract when school activity funds are being used. Addendums are only used when purchasing through MUNIS
The principal can sign any Professional Service Contract for less than $5, Board approval is not required
Mark through Dr. Polio’s name and write your principal’s name and title
Editable Professional Service Contract is located on the School Finance Website
Do not give the vendor a check until the contract is signed
Use the Professional Service contract log to keep track

18. FEE WaIVER
Over 75% free and reduced can choose to be a no fee school and use At Risk funds for entire school
Unspent funds from previous year can only be used for the benefit of students
Notify all students in writing of the fee waiver provisions of KRS “Waiver of Fees”
Mandatory waiver of fees shall apply to all charges which are required to participate in school sponsored courses, activities, programs, events, field trips or services
Bookkeeper maintains a student list of Free and Reduce “FRAM” report
Must have access to Infinite Campus FRAM report to access fee waiver student information
Complete Nutrition Services Affidavit of Confidentiality Report
Wait for rights to be granted
Fee Waiver only applies to the instructional day. Extra-curricular activities (outside of school hours) such as clubs and sports, fee waiver does not apply. Principal can make exceptions on a case by case basis
Maintain a list of pupils who requested fees be waived and those who sign a “Fee Waiver Exception Statement” to allow payment of voluntary contributions
If payment is accepted in error, it MUST be refunded
Attach a list of student names to Activity Fund Transfers or disbursements using at Risk funds. If you are a title one school, a list is not applicable
If an event occurs during any part of the school day, fee waiver applies, exp. Leaving for a weekend field trip at noon on a Friday (school is in session) – fee waiver applies. Leaving after school has ended – fee waiver does not apply

20. Booster Clubs/PTA Support/Booster Organizations –An organization of parents or community members that support a school activity financially or by other means. Examples of external support/booster organizations include PTA, PTO, band boosters, cheer boosters and athletic boosters. The principal must approve all activities of the external support/booster organization.
The Booster Club/PTA must:
Maintain funds in a separate bank account
Have Board approval
Obtain it’s own Federal Employee Identification Number (FEIN)
Cannot use JCPS sales tax exempt number or federal ID #
Ensure compliance with Title IX issues as it relates to fundraising expenditures
District employees cannot serve as the treasurer or any office with check signing authority for the external support/booster organization

21. Boosters Clubs/PTA must submit the following to the Principal:
Proof of general liability insurance
Names of officers at the beginning of the school year
Annual budget worksheet within the first 30 days of the school year
Fundraiser approval forms to be approved by Principal before any fundraiser starts
Annual financial report by July 15th for the previous fiscal year ending June 30th
Tax identification number
You are not allowed to write a check to a Booster Club or the PTA or accept a check from the Booster Club or the PTA. Exception: If the Booster Club/PTA donates funds to staff with a letter stating such. However, the Booster Club or PTA can a check to the JCPS Treasurer – funds would be sent to the general fund.

22. Daily Financial Reporting
EPES backs up records each time you log into the system – sign out at the end of the day
End of day procedures are outlined in the EPES Notes, Page 10
Monthly Financial Reports
Month end procedures are outlined in the EPES Notes, Page 12
Month end reports are due to Internal Audit by the 15th of each month
Principal or designee must open the bank statement, review transactions, sign their full name on the statement and date the statement the day the of their review
Year End Reporting
Instructions and training are provided by the School Finance Technician prior to the close of the year
External auditors will contact the bookkeeper to schedule the school’s annual audit

23. Reference tools
Redbook – Accounting procedures for Kentucky School Activity Funds effective August 1st, 2019 (link on School Finance Resource Website)
EPES Software Accounting and PO Manual
EPES Notes from Accounting Services
School Finance Technician – (Redbook, EPES)
Finance Support Technician – (Purchasing/MUNIS)
Accounting Services –
Financial Fraud Hotline –