Mobridge Pollock School District Policies and Regulations Fiscal Management

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1 1 NEPN CODE: TABLE OF CONTENTS SECTION D: FISCAL MANAGEMENT POLICY REGULATION FORM DESCRIPTION Pages DA Financial Records 2 DAB Purchasing Authority 3 DAC Budgetary Procedures 4 DAD Authorization Payment of Bills 5 DB Purchasing of Supplies 6 DBA DC Purchasing of Instructional Supplies Relations w/political Organization DD Facilities Capitalization Program 9 DDA Pooling of Assets 10 DDB Revenues from Investments 11 DDC DDC-R DDC-F Credit Card and Purchase Card Use DE Fraud Policy Return to Index

2 2 Mobridge Pollock School District NEPN CODE: DA FINANCIAL RECORDS A complete set of financial records shall be maintained in the business office. All school accounts shall be audited at least every two years to meet all requirements of the State Department of Audits and Accounts.

3 3 NEPN CODE: DAB PURCHASING AUTHORITY The School Board endorses the concept of centralized purchasing and directs the Superintendent to develop and maintain a purchasing system for all supplies, equipment, and materials in accordance with state law and acceptable purchasing practices. All purchasing transactions will be authorized on properly signed purchase orders administrated through the Superintendent. Purchasing or the incurrence of obligations on behalf of the school district may only be made within the framework of the School Board adopted budgets. The Superintendent or Business Manager are authorized to contract for goods and services in accordance with the provisions of SDCL The basic objective of the purchasing department shall be to buy products and services required for District operations consistent with the best price, service, and delivery obtainable. District personnel shall seek out community businesses for quotes and for bids for all District purchases. If the price locally is within 10% of other quotes and/or bids, the purchase shall be made from a community business.

4 4 NEPN CODE: DAC BUDGETARY PROCEDURES The superintendent shall submit a proposed budget for the Board of Education's consideration at the May board meeting. The superintendent is responsible for, and is authorized by the Board to make purchases outlined in the budget and within the limit of legality. It is understood that certain items of equipment, materials textbooks and other supplies will necessarily have to be ordered before the budget is approved.

5 5 NEPN CODE: DAD AUTHORIZATION FOR THE PAYMENT OF BILLS The School Board of Mobridge-Pollock School District #62-6 authorizes the administration, with the prior approval of the school board president, to make payment to vendors prior to Board's approval of such expenditures in order to realize savings resultant from discount periods and to expedite selected payment time periods.

6 6 NEPN CODE: DB PURCHASING OF SCHOOL SUPPLIES The superintendent of schools is accountable to the Board of Education for all purchases and, therefore, no purchase will be made without his/her approval. Under certain conditions he/she may authorize employees to make purchases for the school district. The general procedure for procurement of supplies is as follows: 1. Employee determines the supply of material needed and fills out a proper purchase order sheet. 2. Purchase order sheet is forwarded to the building principal for his/her signature. 3. Principal forwards the purchase order to the superintendent who has final determination of the purchase order. Copies of all orders shall by systematically filed so that when materials are received they may be checked off on the original order.

7 7 NEPN CODE: DBA PURCHASING OF INSTRUCTIONAL SUPPLIES On or before the closing of school each year, principals will submit to the superintendent their anticipated needs for instructional supplies for the ensuing year. This shall be done on proper forms provided by the superintendent's office. It is expected that each teacher will have previously submitted requests to the principal. It will be the duty of the superintendent to examine the requisitions, approve or disapprove them, and process them into orders for summer delivery.

8 8 NEPN CODE: DC RELATIONS WITH POLITICAL ORGANIZATIONS (PUBLIC FUNDS) School district funds, whether derived from local, state, or federal sources, cannot be used for partisan political purposes.

9 9 NEPN CODE: DD FACILITIES CAPITALIZATION PROGRAM Any equipment listed and/or purchased that has five (5) year life and costs Five Thousand dollars ($5,000) or more shall be listed on the District s equipment inventory.

10 10 NEPN CODE: DAA POOLING OF ASSETS The business official of the District shall follow the practice of aggregating the cash assets of various funds, where practical, to maximize cash management efficiency and returns.

11 11 NEPN CODE: DDB REVENUES FROM INVESTMENTS School District funds not obligated for current expenditures shall be invested by the business official in an official depository approved by the Board at the annual reorganization meeting or a regular monthly meeting. Interest earned on such investments shall be credited to the respective fund or the General Fund.

12 12 NEPN CODE: DDC CREDIT CARD AND PURCHASE CARD USE For purchases of the Mobridge-Pollock School District, the School Board authorizes the use of credit cards. The Business Manager, Administrative Assistant, or designee, is responsible for the authorization and control of the use of credit cards, subject to the final Board approval of payments. The Board has the authority to revoke use of any credit card if use becomes other than for which it was originally intended. If the Board revokes use of the card, the card shall be surrendered to the business manager, or designee. However, in the event the employee is the business manager, then the card shall be surrendered to the Superintendent.

13 13 NEPN CODE:DDC-R CREDIT CARD USE: REGULATIONS Credit Cards are used to improve processing efficiency. The District will use two specific types of credit cards: 1. Purchase Cards Will be used by District employees to purchase districtrelated supplies and services. 2. Gas Cards -- Will be used by District employees to purchase fuel for District vehicles and equipment used predominately for travel purposes for school related functions. A signed and approved Employee Credit Card Agreement for employees authorized use of a credit card is required. The Employee Credit Card Agreement is to be filed with the Administrative Assistant. Cardholders are required to follow the Credit Card Agreement in Policies (DDC-F). Authorized use of the credit card is limited to the person in whose personage it was discharged by the Administrative Assistant or designee and may not be loaned to another person. The credit card is for business-related purposes only. It may not be used for personal purchases. The credit card is District property and should be used only for qualified District purchases. Employees authorized to use a credit card are responsible for obtaining a receipt for each purchase transaction and submitting the receipt to the Administrative Assistant or designee. The credit card and receipts should be turned in as soon as possible for correct transactional business to occur. The Business Manager shall make payments to the credit card company as necessary to complete school business transactions successfully.

14 14 NEPN CODE: DDC-F CREDIT CARD USE: EMPLOYEE CREDIT CARD AGREEMENT The District assigned credit card represents the Mobridge-Pollock School district s trust in you. You are empowered as a responsible agent to safeguard District assets. Your signature below is verification that you agree to comply with the following responsibilities. It also acknowledges that you have received the Credit Card #XXXX-XXXX-XXXX-XXXX. 1. I understand the Card is for District approved purchases only and I agree not to charge personal purchases. 2. Improper use of this Card can be considered misappropriation of District funds. This may result in disciplinaryaction up to and including termination of employment. 3. If the Card is lost or stolen, I will immediately notify the Business Manager or designee of the School District. 4. I agree to surrender the Card immediately upon termination of employment, whether for retirement, voluntary, or involuntary reasons. 5. The Card is issued in my name by the Business Manager, Administrative Assistant, or designee. I will not allow any other person to use the Card. I am considered responsible for any and all charges against the Card. 6. All charges will be billed directly to and paid directly by the District. The credit card company cannot accept any monies from me directly; therefore any personal charges billed to the District could be considered misappropriation of District funds. 7. I will provide receipts on all charges on this Card to my Administrative Assistant. The Administrative Assistant must sign and affix the proper account code on each receipt, and submit the receipt to the Business Manager of the Mobridge-Pollock School weekly or as designated. 8. Since I am responsible for all charges on the Card, I will resolve any discrepancies by either contacting the vendor or the credit card company. 9. Card purchase limits and monthly charge limits will be authorized and maintained by the Business Manager, Administrative Assistant, or designee. 10. I understand the Credit Card is not necessarily provided to all employees. Assignment is based on my need to purchase materials for the District and/or to provide for District travel. My Card may be revoked based on change of assignment or location. I understand that the Card is not an entitlement nor reflective of title or position. Employee Signature Employee Printed Name Date Supervisor Signature Supervisor Printed Name Date Business Manager Signature Business Manager Printed Name Date

15 15 NEPN CODE: DE FRAUD POLICY The management team and the Board of the Mobridge-Pollock School District are responsible for detecting fraud of any type. Each member of the management team (consisting of the school board president, superintendent of schools, business manager and account payable/payroll officer) should be familiar with the types of fraud that might occur within his or her area of responsibility and should be alert for any indication of fraud. Any detected or suspected fraud must be reported immediately to the Superintendent of Schools. This policy applies to any fraudulent activity involving not only employees but also directors, vendors, independent contractors who contract with the District, and any other outside persons or agencies, investigations will be performed without regard to length of service, title/position, or relationship. Fraud should be defined to include the following for purposes of this policy: Conduct within the scope of employment, or conduct apparently within the scope of employment, and representations to the Board, or any of the institutions governed by it or any affiliated organizations that constitute: A. Intentional or deliberate act to deprive the Mobridge-Pollock School District, the Board, any of the institutions governed by it or any affiliated organizations or students of something of value (property, money, services, or opportunities). B. Deception, false representation of fact by either conduct or other communication, or concealing what should have been disclosed, or made when the actor knew or should have known that the other party relied upon his or her representations, leading to injury of the Mobridge-Pollock School District, the Board, any of the institutions governed by it or any affiliated organizations or students. C. Examples of a fraudulent act include but are not limited to: i. Embezzlement; ii. Misappropriation, misapplication, destruction, removal, or concealment of property;

16 16 iii. Alteration or falsification of documents; iv. Theft of any asset (money, tangible property, etc.); v. Authorizing or receiving compensation for goods not received or services not performed; vi. vii. viii. Authorizing or receiving compensation for hours not worked; Intentional misrepresentations of fact, and Any other act or omission which is made with the intent to deceive. Investigation of potential fraudulent matters and the resulting reporting should be under the direction of the superintendent. The superintendent shall cause an investigation to be performed utilizing available internal and/or external resources. Information regarding potential fraudulent activities of a criminal nature should be forwarded to the appropriate authorities of local or state law enforcement agencies. The Superintendent of Schools is receptive to receiving information on a confidential basis from an employee who suspects that a fraudulent activity has occurred. That employee should contact the superintendent immediately and should not attempt to confront the accused or conduct his/her own investigation. The results of investigations will not be disclosed or discussed with anyone other than those persons associated with the organization who have a legitimate need to know in order to perform their duties and responsibilities. This does not preclude the disclosure of the results in accordance with resulting prosecution under legal authority. Those individuals or agencies assigned the responsibility for investigation may take control of and gain full access to the organizations records and premises without prior consent of any individual who may have custody of any such records or facilities. Care must be exercised in the investigation to avoid mistaken accusations. The reporting individual must not contact the suspected individual for information. No facts of the case may be discussed with anyone inside or outside the organization, except those individuals conducting the investigation. During an investigation, the suspected individual may be suspended with pay. Based upon the results of the investigation, the individual will either be reinstated or terminated, based upon the review of the school district s legal counsel. Fraudulent activities will be prosecuted to the fullest extent of the law. If fraudulent activity is found to have occurred one or more of the following dispositions are available: A. Disciplinary action (up to and including termination of employment);

17 17 B. Restitution for all losses, including investigation and legal expenses; C. Forwarding information to the appropriate authorities for criminal prosecution; D. Institution of civil action to recover losses; E. Forwarding information to any other appropriate authority having jurisdiction over licensing or governance of the conduct of the person or agency. Where an institution elects to take corrective or disciplinary action, it will proceed under the procedures in place under Board policy or any other collective bargaining agreement for the respective employment classification. However, the institution may take corrective or disciplinary action without awaiting the resolution of criminal or civil proceedings arising from the fraudulent conduct. All investigations will be conducted in confidence insofar as reasonably possible. The name or names of those communicating information about a fraudulent act and the name or names of those suspected of a fraudulent act will be revealed when required in conjunction of the investigation or legal action.