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School Activity FundsSchool Collections Collected at the schools for student organizations, schoolclubs, and student activities.Examples of collections: Pictures Field Trips Vending Athletic Games/Concessions Book Fairs Fines Fundraisers Donations/Grants Yearbooks

School Activity FundsReceipting Methods School staff collect money, issue individual student receipts,complete a cash collection form and turn money in to theBookkeeper with the Cash Report form, daily Documentation totaling the amount being turned in shouldaccompany the cash. ( i.e., a student list with amounts or the pagesfrom the triplicate receipt book) The Bookkeeper receipt the monies turned in by the teacher/staff(The bookkeeper should have only one receipt book in use at a time) Ideally, the Bookkeeper should NOT receipt any collections;receipting only the funds collected and turn in by other staff.

School Activity FundsDisbursements The bookkeeper, with the approval and support of the principal,should inform teachers/staff of the following: A completed Check Request Form, signed by the principal,should be provided PRIOR to making a purchase (as much as possible) Check Reimbursement Forms should be signed after verifying thesupporting receipt Checks should never be pre-signed Never use a signature stamp

School Activity FundsProhibited Expenditures Travel Personal Loans Salaries, including overtime payments (must be paid through thepayroll department)

School Activity FundsSafeguarding Funds – Controls Bookkeeper processes all school money and prepares deposits Deposits are NOT to be taken to the bank by the Bookkeeper Money must be secured in school safe overnight Teachers should not store money in the classroom or carry offcampus Principal is responsible for delegating a backup Bookkeeperin absence of primary Bookkeeper.

School Activity FundsSpending Your Local School Money Pre-approve all purchases Comply with DCSS Accounting Manual for Activity Funds No deficit spending! Make sure money is available before apurchase is authorized. Per Board policy DIA-Exhibit #3-J, the fund balance at theend of the year (excluding obligations) shall not exceed thefollowing amounts:High Middle Elementary 50,000.0035,000.0015,000.00

School Activity FundsPerformance Contracts A contract must be completed and approved before servicesare rendered. Only the School Principal can obligate the school to a contractand it must be in writing. Examples are DJ services, Catering, fundraisers, etc.

School Activity FundsControlling your Financial Position Communicate and meet regularly with your school’sbookkeeper Review financial records randomly Review monthly bank reconciliation, to include bankstatement review If unsure, ask.

Cash CollectionISO form# FIN-F008

Cash ReportISO form# FIN-F009

Check RequestISO form# FIN-F011

ReimbursementRequestISO form# FIN-F013

QUESTIONS?

BudgetPresented by: Larry JohnsonBudget and Grants Management Coordinator

Budget Resource Allocation Plan (LJ) Revenue Sources (QBE/FTE, Consolidation, SpecialGrants (i.e. Charter)

QUESTIONS?

ContactsSusan Hatcher, Chief Financial OfficerLanise Wright, Administrative Assistant ext. 5228Human Resources-Jill Addison, Director ext. 5213Kelli Hand, Assistant Director ext. 5210Benefits-Kimberly Henderson, Coordinator ext. 5225Logistical Services-Sharonda Thompson, Director ext. 4453Budget-Larry Johnson, Budget Coordinator ext. 5236Accounting/Payroll-Yolanda Carter, Coordinator ext. 5238

Finance Department ContactsAva O’Neal, Budget Financial Analyst ext. 5201Lataria Candidate, Senior Accountant, ext. 5240Melissa Jowers, Administrative Specialists, ext. 5249Patti Truluck, Accounts Payable ext. 5201Stacey McDowell, Accountant ext. 5245Denise Caldwell, Payroll Specialists, ext. 5227NeShae Cox. Payroll Specialists, ext. 5218

ResetDougherty County School SystemPersonnel Action Form(Submit to HRS at least three weeks prior to the Action Effective Date)ACTION TYPE:New HireRetirementLeave of AbsenceTermination/ ResignationReactivationCHANGES:Salary ChangeJob ChangeProgram ChangeTransferWas Position Advertised?YesNoFor New Hires: Please verify that the employee has completed all paperwork in HRS.SSN: (For new employees only)Employee #:Employee Type:ACTION EFFECTIVE DATE:(Payroll Only)Last Name:First Name:Middle:Suffix:Address:City/State:Zip Code:Home Phone:Gender:Date of Birth:Ethnicity:Marital Status:Replacement Person:If New Hire, vacancy created by:If New Hire and employee is transferring from another school system (Name of System):If Action Type is a Change: From:To:If Action Type is a Termination: Verify that sick/vacation leave has been updated on payroll system (Yes or No)Type of Leave:Reason for Leave:Reason for ResignationLEAVE OF ABSENCELast Day Worked:LDate Returned to Work:RESIGNATION/TERMINATION/RETIREMENTEffective Date:Last Day Worked:Benefits Effective Date:LOCATION / PROGRAM / POSITION / SCHEDULED HOURS / DESCRIPTIONLocation: (Name of School/Department)Location #:Position/Job Title:Hours Per Day/Hours Per Week:Account Number-StateAccount Number-OtherAccount Number-Extended DayACTION REQUESTED BY:Data ItemsPerson/Emp Status:Program to be Charged: (i.e. Gen Fund/Title I, II, ESP, CNS, etc.)Account Number-LocalTITLE:HUMAN RESOURCE USE ONLYPost To McAleer Int.Data ItemsContract Days:10-11-12 Month:% ChargedDATE:Post To McAleerCertificate Type:Hours Per Day:Certificate Expiration Date:Annual Base Salary: (State)Certified or Non-certified:Annual Base Salary: (Local)Years of Experience:Pay Start/End Dates:Pay Check LocationLeave Type:Pay Period:(Monthly or Semi-Monthly)Eligible for Benefits:Retirement: (W/H or No W/H)CPI Updated:Initial when completeSalary Schedule:AESOP Updated:Initial when completeImproNet Updated:Initial when SDate Rec’d:Date Rec’d:Date Rec’d:Date Rec'd:DateRDDDDHRS-F002, Rev.14-Nov-11HRS-F002,Rev.I, J,11-Sep-12SIGNATURE ROUTING :Int.

Dougherty County School SystemResetJob Requisition FormJOB upply ServicesPoliceCustodialOtherJOB DESCRIPTIONJob Title:Full TimePart-timeLocation:Work Year:No. of Vacancies:Date Needed:Brief description of qualifications, duties & responsibilities or attach job description.Qualifications:Duties & Responsibilities:POSITION INFORMATIONReplacementNew PositionReallocationIf Replacement (Name):Is this job budgeted?YesNoReplacement Employee ID #:Reason for Replacement:Funding Source:REQUESTRequested by (Print/Type):Telephone Number:Date:I certify that the above position has been analyzed in terms of our current conditions and needs.Signature:Date:Supervisor’s Signature:Date:FOR BUDGET OFFICE USE ONLYAccount NumberFunding SourceROUTING FOR SIGNATURE APPROVALBudget/Grants Coordinator:Date:Director, Human Resources:Date:Director of Finance:Date:Associate Superintendent & Chief Financial Officer:Date:HRS ONLY: If approved, how should this position be advertised?Number of days to be advertised:Internally OnlyExternallyHRS-F001, Rev. C, 14-Sep-16

Process Template: Hiring/PAF ProcessProcess: Hiring/PAF ProcessPurpose: To describe the hiring/PAF process.Who initiates/owns this process? Building Level LeadersFollow these Specific Actions. Person responsible in parentheses ( ).1. Complete job requisition, based on the vacancy identified in your resource allocation methodology plan(Principal/Office Manager)2. Approved Job requisition/48 hour turnaround time (Finance/Human Resources)3. Upon approval job will post within 48 hours for 10 business days (HR)4. Pull applicants after 10 days from applitrack. All applicants selected for interviews must have completedapplications (including resume and transcripts) in applitrack. (Principals)5. Interview applicants (Principal/Leadership team/District Leaders/GADOE if applicable)6. Chose a candidate, make sure candidate is eligible for hire, if unsure call HR (Principal and team)7. Complete PAF, and email to Office Manager and copy Ast. Director by required date.(Principal/OfficeManager)a. PAF must be completed correctlyb. Include funding source, as well as reason for position --- growth or replacement (job requisition would giveyou that information)c. Complete fingerprint/background check, form maybe picked up in HR (Candidate, DCSS PD, and HR), oneweek turn-aroundd. Send official transcripts, it can be escripted, mailed, or delivered to HR office (Candidate and HR)e. Complete experience verification form, if applicable (Candidate/HR)8. Once all information is in HR and all requirements are met the candidate will be placed on board agenda(HR, Finance, Superintendent)9. Employee will begin work only after board approval.Tools/Forms/Resources Needed: PAF Document, Fingerprint/Background Form, Employment Verification Form, Resource AllocationMethodology PlanFinal Product/Document:Board approved employee ready to work in your building.Next steps: GA TAPP for non- traditional educators, if needed.Process aligned to Professional Capacity system.August 2017.

Employee QuickStart Guide Absence ManagementSIGNING INTo log in to the absence management application, typeaesoponline.com in your web browser’s address bar.The Sign In page will appear. Enter your ID/username andPIN/password and click Sign In.RECOVERING CREDENTIALSIf you cannot recall your credentials, use the recovery options orclick the “Having trouble signing in?” link for more details.CREATING AN ABSENCEYou can enter a new absence from your absence management home page under the Create Absence tab.Enter the absence details including the date of the absence, the absence reason, notes to theadministrator or substitute, etc. and attach any files, if needed. You can then click Create Absence. 2018 Frontline Education1

Employee QuickStart Guide MANAGING YOUR PIN AND PERSONAL INFORMATIONUsing the “Account” option, you can manage your personal information, change your PIN number, uploadshared attachments (lesson plans, classroom rules, etc.), manage your preferred substitutes, and more.GETTING HELP AND TRAININGIf you have questions, want to learn more about a certainfeature, or need more information about a specific topic, clickHelp Resources and select Frontline Support. This opens aknowledge base of help of training materials.ACCESSING ABSENCE MANAGEMENT ON THE PHONEIn addition to web-based, system accessibility, you can also create absences, manage personalinformation, check absence reason balances, and more, all over the phone.To call the absence management system, dial 1-800-942-3767. You’ll be prompted to enter your IDnumber (followed by the # sign), then your PIN number (followed by the # sign).Over the phone you can: Create an absence (within the next 30 days) – Press 1 Review upcoming absences – Press 3 Review a specific absence – Press 4 Review or change your personal information – Press 5If you create an absence over the phone, please note the confirmation number that thesystem assigns the new absence, for future reference. 2018 Frontline Education2

WORKER’S COMPENSATIONWorker’s Compensation is a benefit program which provides you with certain medicaland wage loss benefits in the event of an on-the-job injury. The system pays 100% of thecost of worker’s compensation. DCSS is self-insured and self-administered for worker’scompensation.It is important that you know the procedure to be followed in the event of a work-relatedinjury. If you are injured on the job, report the incident to your supervisor immediately ifyour injury requires medical treatment. You must choose a physician from the panel ofproviders. Worker’s Compensation will not pay for treatment from an unauthorizedtreating physician. Worker’s Compensation will not pay for emergency roomtreatment in non-emergency situations. If an emergency arises, and emergency roomtreatment becomes necessary, follow-up treatment must be provided by a physician onthe panel. (A copy of the panel of physicians is posted at every location). Only aprincipal or principal designee can call an ambulance.With the exception of treatment on the day of injury, worker’s compensation does notpay for lost time for physician visits except in certain circumstances. In order to conservesick leave, it is suggested that follow-up visits be scheduled before and after workinghours whenever possible. If you cannot keep an appointment please call and cancel andreschedule your appointment.Should you become disabled as a result of your injury; worker’s compensation will payyou 2/3 of your average weekly salary up to 575.00 weekly beginning on the eighthcalendar day of your disability. Worker’s compensation does not pay for the first sevencalendar days of disability unless you miss 21 consecutive days. You may elect to be paidyour wages by use of any available sick leave for the first seven days or the entire periodof disability. If you are still disabled after your sick leave has been used, you will then bepaid worker’s compensation at the above rates until you are released to work. TheDougherty County School System has modified duty assignments to assist employees inreturning to work until released to regular duty. This will lessen the financial impactsuffered by employees on worker’s compensation.The Georgia State Board of Worker’s Compensation governs worker’s compensation.Failure on the part of the employee to follow the rules and regulations could jeopardizethat employee’s right to receive benefits from worker’s compensation.

Dougherty County School SystemWorker’s Compensation ProceduresIMPORTANT! Failure to comply with the following procedures when an on-the-job injury occursmay prevent you from receiving Worker’s Compensation Benefits.1.When an employee is injured at work, the employee must report the injury to his/her supervisorimmediately and complete the attached forms. Employees who refuse to sign the Consent toRelease Medical Information form shall not be entitled to any compensation or a hearing onsuch issue.2.Should an injury require medical treatment, the employee must choose a physician from the listbelow and receive authorization for treatment prior to seeing the physician. Follow-up visitsshould be scheduled before or after work hours when at all possible3.Worker’s Compensation will not pay for treatment at the emergency room in nonemergency situations.Panel of PhysiciansOrthopedic - Drs. Thomas Darden, PaulMichas, James Mason and MelissaLawrence619 Pointe North Blvd.Albany, GA 31721229.883.4707NeurosurgeonDr. Kimberly Brown2622 Meredyth DriveAlbany, GA 31707229-312-0700Orthopedic - Drs. T. Scott McGee andDuncan MarshMeredyth Professional Plaza2405 Osler CourtAlbany, GA 31707229.435.1458Orthopedic - Drs. Robert Pilcher andTroy Skidmore2709 Meredyth Dr. – Suite 450Albany, GA 31707229.312.5000Family MedicineDr. Thomas Hilsman2201 Dawson RoadAlbany, GA 31707229.883.1368Lee County Optical1569 Highway 19Leesburg, GA 31763(229) 439-1200SurgeonDr. Craig Murray910 N. Jefferson StreetAlbany, GA 31701229.436.1830PodiatryDr. Kenneth Durham531 7th AvenueAlbany, GA 31701229.883.3535Urgent Care - Phoebe East andPhoebe Corporate Health2410 Sylvester RoadAlbany, GA 31705229.312.9220I have read (or have had read to me) and understand that the above procedures are to be followed incase of an on-the-job injury.Date:Employee (Print Name):Employee Signature:IMPORTANT! Willfully making a false statement for the purpose of obtaining or denying benefits is acrime subject to penalties of up to 10,000 per violation.BEN-F003, Rev. J, 13-Jul-17

ResetDougherty County School SystemWorker’s Compensation First Report of InjuryEmployee’s Report of InjurySection I:Employee should complete form as soon as possible after incident. Please answer all questions.Employee Name: (Last) (First) (M)SSN:Date of Birth:Age:MaleHome Address:City:State:Zip Code:Employee’s Home Phone Number:Number of Dependents Including Spouse:Family Doctor:Work Location:Job Title:Hire Date:FemaleJob Duties:Date of Injury:Time of Injury:Did injury occur while on the job?YesNoTreating Physician: (Name & Address)Where did the accidentoccur?Time Workday Began:AM( )PM( )Date Employer Notified:Work Hours:ToDid you seek medical help?List all part(s) of your body that were injured. Be specific. Denote rightor left.How did the accident occur? Be specific. (State what you were doing and name the machine,tool or what caused the injury.)Whom did you tell about the accident?Who saw the accident happen?To prevent this type of accident in the future, how could this have been prevented?If this injury requires medical treatment, please list any medicines that you are taking (prior to this injury).Are you employed with any employer other than theDougherty County School System?If yes, give name of employer and duties.Employee Signature:Date:Supervisor Signature:Date:(Payroll Only)Date PageRec'd:2 of 3

Dougherty County School SystemWorker’s Compensation First Report of InjurySection II:Injured Employee: (Last) (First) (M)Witness StatementFull Name of Witness:Home Phone Number:Home Address:City:State:Zip Code:Place of Employment:Work Phone Number:How Long?Do you work with injured employee?YesNoIf Yes, how long?Job Duties:How long have you known the injured?To the best of your knowledge, state the date and time you became aware that the above employee was injured:Did you see what happened?What was the cause of the accident?YesNoWhat part(s) of the employee’s body appeared to beinjured? Be specific.Who else saw the accident or has knowledge of it?Was the accident reported?If Yes, to whom:YesNoDid you think the above employee was injured?Why or Why not?YesNoWhy do you think this accident happened?How could it have been prevented?Do you know of previous comp

Purchase Requisitions Board Policy DJE Purchase thresholds requirements (Rule of thumb: Always seek the best price) Under 1,000 -perform cost comparison / obtain one or more oral quotes 1,000- 3,000 -obtain a minimum of two oral quotes 3,000- 5,000 -obtain three written quotes Over 5,000 requires bid solicitation (Exception: State Contracts/Cooperative Agreements)