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Northern MSBO March 16, 2011

Northern MSBO March 16, 2011. Glenda Rader MDE. FID Reporting. USDOE requiring more detail related to how school districts expend funds The required Chart of Accounts includes a dimension for keeping track of grant expenditures

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Northern MSBO March 16, 2011

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  1. Northern MSBO March 16, 2011 Glenda Rader MDE

  2. FID Reporting • USDOE requiring more detail related to how school districts expend funds • The required Chart of Accounts includes a dimension for keeping track of grant expenditures • Decision to utilize an edit in the State Code dimension of the FID

  3. School Meals Reporting to FID • Replaces SM4012 Reporting • Used to Distribute 31d and 31F School Meals funds • 2011 FID will include a report option to create School Meals Report • Check to see that Commodities, Patron and Student Meal revenue have commensurate expenditures • Indirect Costs Recovered from School Meals programs should be transferred to the General Fund.

  4. Account Structure • State Code (4 Positions) • The State Code is used to further describe expenditures by grant type. • Beginning in 2010 FID – The State Code will be edited to the 3rd position.

  5. Indirect Cost Recovery Entry Entry to charge indirect to Various Grants given an MDE approved 3% Restricted Indirect Cost Rate. $500,000 x .03 = $15,000 (See Section II, E.03 Accounting for the Recovery of Indirect)

  6. Indirect Cost Recovery Entry Entry to charge indirect to the School Breakfast Program given an approved 12% Unrestricted Indirect Cost Rate. $19,848.75 x .12 = $2381.85

  7. Indirect Cost Rate Costs Excluded from Direct Cost Base: Debt Service, Judgments, Fines and Penalties, Bad Debts, Election Expenses, Flow Through Grants, • Food used in School Meals and other items for resale • Purchased Service Contracts up to $25,000 (Example ABC Contract for $30,000 - We may apply the indirect rate to $25,000 of the contract. )

  8. Indirect Cost Rate Application Each year districts may apply for Indirect Cost Rates through the Michigan Department of Education. To be consistent with charging the programs/grants for indirect; Individual contracts that are part of the direct costs, should only be included in the rate calculation for individual contract amounts up to the $25,000. That improves the district’s indirect cost rate as the rate is calculated by dividing Indirect Costs by the Direct Cost Base. Any costs for business services, payroll, or operations and maintenance that are direct billed to a program/grant, WILL also be moved from the indirect pool to the direct pool for calculating the rate.

  9. Depreciation • School Districts in Michigan are required to follow Governmental Fund Accounting. The School Meals Fund is considered a governmental fund. Therefore, within the fund there is NO Depreciation. All equipment/capital outlay become an expenditure in the year the item is purchased. • In the District wide financial statements, the district will maintain a record with all of its capital assets and associated depreciation (fund 91)

  10. Sales Tax Sales Tax is NOT Revenue to the District The district merely collects the tax on behalf of the state and then remits it to the state on a regular basis. When the district collects the tax, it should keep balance sheet records to show the amount of tax collected and the amount remitted. There are balance sheet accounts in the Chart of Accounts to keep track of funds “due to another governmental unit.”

  11. Sales Tax Sample Accounting Transaction for School Meals lunch sale: Debit Cash 25-101-0000-$2.65 Credit Balance Sheet “Due to Government Agency” 25-421-0000 $.15 Revenue Food Sales to Patrons 25-162-0110-0000 $2.50

  12. Michigan Public School Accounting Manual Section II- Various Updates to take effect with the implementation of GASB #54 (Fiscal Year 2010-11) • B.02 Revised Description of Special Revenue Funds • E.04 and E.05 New Fund Balance Classifications

  13. GASB # 54 also requires that districts classify fund balances “that comprise a hierarchy based primarily on the extent to which the government is bound to honor constraints on the specific purpose for which amounts in those funds can be spent.”

  14. Michigan Public School Accounting Manual The new classifications are as follow: • Non-spendable (MC 71x) (Inventory and Prepays) • Restricted (MC 72x) (Specific Millage, School Meals) • Committed (MC 73x) (Board Resolutions) • Assigned (MC 74x) (Budgeted Fund Balance) • Unassigned (MC 75x) (Whatever is left – or a deficit)

  15. Service Consolidation Plan in Accordance with MCL 388.1611d: Districts that chose to the to develop a Service Consolidation Plan in 2009-10 were required to submit a report on the status of that plan by February 1, 2011.

  16. Michigan Public School Accounting Manual Section II- E15 – Charging Federal Funds for Unemployment

  17. SASF Website • State School Aid Act • Monthly State Aid Reports and Updates • Taxable Value Information • Deficit Forms • Maintenance of Effort Information • Account Codes for Recording State School Aid Revenues • Lots More….

  18. Questions?

  19. MDE Contact Information Glenda Rader Office of State Aid and School Finance Phone: (517)335-0524 Email: raderg@michigan.gov

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