After School Program Training July 15, 2014 Who’s Who Dr. U. S. Davidson, Director Alternative Education 770-426-3594 Debbie Randazzo, Director Internal Compliance 770-426-3376 Who’s Who David Baker, Manager, Local School Accounting 770-426-3313 Debbie Mosher, School Financial Coordinator 770-590-4564 School Financial Specialists Sue Donahoo Karen Pritchard 770-426-3481 770-426-3307 Nancy Breu, School Support Specialist 678-581-6755 Vacant 770-426-3305 Contact Information David Baker: ASP Policies and Procedures, ASP Budget and Financial Analysis, Access to ASP Online, Other General ASP Issues Debbie Mosher: Training, Technical Issues, Access to ASP Online, ASP Budget and Financial Analysis , Other General ASP Issues Nancy Breu: ASP Supplies, Safe and Black Payment Box Concerns, ASP Budget and Financial Analysis, Access to ASP Online, Other General ASP Issues Sue Donahoo: Access to ASP Online and Other General ASP issues Karen Pritchard: Access to ASP Online and Other General ASP issues Vacant: Access to ASP Online, Online Security Access, Other General ASP issues Philosophy • The After School Program provides a safe environment and is self-supporting. • ASP receives no support from taxpayer funds for its operation. • Daily fees provide funds for the salaries of the ASP employees, supplies, refreshments, utilities, and indirect operational costs. After School Program Training for new ASP Directors, ASP Clerks, and ASP Bookkeepers is mandatory. • ASP Security Access form (FS-399) should be signed by the Principal and faxed to Local School Accounting at (678) 594-8589 authorizing security access to school’s ASP Director(s), ASP Account Clerk, and ASP Bookkeeper. • Reminder: “ASP Software Training is scheduled Wednesday, July 16 for ASP Director/Clerks at Lewis Elementary. Training details have been emailed to the Elementary Principals and ASP Directors and ASP Clerks. A separate handout is available with this training information. Overview • School Leadership, Curriculum, Instruction and Assessment, Human Resources, Food Nutrition Services and Financial Services jointly administer the After School Program • All program issues should be directed to the School Principal. Other areas to offer additional guidance: • Alternative Education (Dr. U.S. Davidson) – Operational/Curriculum issues • Human Resources – Personnel Issues • Local School Accounting – Financial /Budget Issues Overview (continued) The After School Program • Requires prepayment of a $7 daily fee for students staying in the program. • Charges a $10 per child District-wide non-refundable annual registration fee. • This registration fee follows the child if he/she is transferred to another Cobb County School District school within the same school year. • The registration fee is refundable if the student does not attend ASP during the school year. Overview (continued) • Charges the daily fee for students who are present at the time attendance is taken. • Requires a parent/guardian identification and signature when students are picked up. • Operates on the days school is in session from the time students are dismissed until 6:00 PM. • Charges a late fee of $1.00 per minute per child after 6:00 PM until the time the student is picked up. Overview (continued) The ASP Director will schedule hours to be worked by ASP personnel based on student enrollment. • Suggested ratio: 1 teacher to 15-20 students • Discuss schedule with School Principal. • ASP Director and School Principal must approve any changes to the schedule. Fiscal Responsibility • Employee Discounts: If the ASP can sustain the cost, the Principal has the discretion to charge a discounted daily rate to their school staff who utilize the school’s ASP. • Financial Assistance form (FS-396) must be completed and signed by Principal for all students who receive a discounted daily rate. • The school Principal is responsible for staying within their ASP budget; specifically, sufficient revenues should be available to cover all expenditures. Fiscal Responsibility (continued) It is possible for some After School Programs to lose money. Some common reasons are: • Allowing children of staff to stay for free or at a very reduced cost when the ASP cannot sustain the cost • Overstaffing • Excessive Overtime • Enrichment instruction when an ASP cannot afford it Schools need to be proactive and develop a specific financial plan to resolve their After School Program fund balance deficit. Local School Accounting is available to assist the schools in this task. Fiscal Responsibility (continued) Suggestions to remain within school’s ASP Financial Budget • Reduce Personnel Costs • Overstaffing - Schedule using suggested teacher to student ratio – 1 teacher to 15-20 students • Employee Discounts - Reduce or eliminate employee discounts until ASP can sustain the costs. If the ASP has a negative fund balance, employee discounts are not allowed! Fiscal Responsibility (continued) Overtime (Hours / Certified vs. Classified Employees) • Recommended Staff Hours: ASP Director: 3-4 hours/day ASP Account Clerk: 1-2 hours/day ASP Bookkeeper: 1-2 hours/day • The Principal must also approve any overtime worked by the ASP staff. If the ASP has a negative fund balance, overtime is not allowed! • Local School Accounting sends the ASP payroll reports to the Principal and ASP Director on a monthly basis. • ASP Payroll Reports should be reviewed monthly for accuracy and overtime usage. Actual employee time (start and end) must be recorded on the ASP Time Sheet (FS-047). Hours worked should be recorded to the nearest quarter-hour. Fiscal Responsibility (continued) Reviewing and Submitting Payroll • The new Munis Payroll system is in service, effective July 1, 2014. • Each school will have a Primary Time Entry Keyer to input payroll information. • The ASP Director is responsible for ensuring the timesheet information is given to the Primary, or Backup, Time Entry Keyer in a timely manner in order for this information to be entered on the service report module by the date required. • Payroll check dates for ASP personnel will correspond to their primary position with CCSD. Fiscal Responsibility- Enrichment Activities Enrichment Instruction • Enrichment activities may be provided to offer additional opportunities to students if the program has sufficient fund balance. • The School Principal and ASP Director should first consider the financial impact on the ASP financial condition. • If an ASP has a negative fund balance, ASP enrichment is not allowed! • An Enrichment Instructor must hold a bachelor’s degree required by Human Resources. Fiscal Responsibility- Enrichment Activities (continued) If the ASP has sufficient funds for enrichment activities: • “For-profit” groups can be contracted by either the school or PTA to perform an enrichment program or activity in the ASP. For additional guidance, please refer to Board Administrative Rules KG-R and JHA-R. When the school and “for-profit” group enters into a contract, the School District’s Performance Contracts, FS-213 and FS-212 (must be completed in order to have ASP funds pay for the program. (See ASP Procedures Manual for additional information.) Contracted services cannot be paid with a school check or an FS-118. Fiscal Responsibility- Enrichment Activities (continued) • A background check may be required for persons or groups providing an enrichment program or activity. • Administrative Rule JGFB-R, Supervision of Students, governs non-District employees on school property. • For the required background check documentation, contact the Secretary of Instructional Administration, at 770-437-5933. Fiscal Responsibility (continued) • The Special Student Services Request Form (FS-397) must be completed and signed by the Principal for all students requiring a reduced staff to student ratio. • The school must send this form to their school’s Special Student Services Supervisor for review and approval. • A copy of this form must be faxed to Local School Accounting. The school must retain the original, approved copy with the ASP financial records for auditing purposes. • Please follow the step-by-step instructions in the ASP Procedures Manual for these procedures. Fiscal Responsibility (continued) Understanding Your School’s ASP Budget and Financial Statement: • Instructions how to access your ASP’s Budget and Financial Statement are also included in the After School Program (ASP) Online Quick Reference Guide. To View your ASP Budget Login here To View your ASP Budget To View Financial Analysis My Queries To View your ASP Budget Choose Fiscal Year To View your ASP Budget Click “All” To View your ASP Budget ASP=Fund 0551 To View your ASP Fund Balance Statement To View ASP 210 Report (My ASP Financial Statement) Access ASP through the Academic Portal ASP Fund Balance Statement Select Financial Statement Under Reports To View your ASP Budget 1. 2. 3. Enter Cal Year – 4 digits Enter Cal Month – 2 digits Click “View Report” ASP Fund Balance Statement Make sure your current fund balance Is more than your required fund balance. ASP Fund Balance Statement: Click to print report. Fiscal Responsibility (continued) How do you spend the money when the ASP Program is profitable? • Review the ASP Financial Statement and determine the amount available to spend. • Contact Local School Accounting for approval on non-operational expenditures and amount using ASP funds. Operational Procedures • CCSD employees on a contractual basis with the School District cannot sign in to work in the After School Program until after their regular work day is completed. • CCSD classified employees with the School District who are working on an hourly basis cannot sign in to work in the ASP until after their regular workday is completed. Delinquent Account Balances • The After School Program is a prepaid program. • The Delinquent Report should be generated and reviewed on a weekly basis by the director and School Principal. • The ASP Director or ASP Account Clerk should: • Take immediate action to collect any delinquent account balances owed. • Send ASP late payment notices to notify parents of delinquent account balances. • The account balance must be brought current within three days of notification or the students may not be allowed to participate in the program until their account balances have been paid. Temporary Assistance to Needy Families (DFACS) Program • Single parents who are attending an education program may be eligible for financial assistance for child-care through the Department of Family and Children Services. • Contact Mr. Cleveland Green, Issue Resolution Specialist at Maximus, payment provider for DFACS, at 404-601-4222, for questions concerning DFACS payments, or refer to website: [email protected] • See ASP Procedures Manual for additional information. MAXIMUS /GACAPS MAXIMUS/GACAPS operates a secure web site at www.gacaps.com. • Anyone who has access to the Internet and a valid email address can fill out a child care invoice, make charges, and submit the completed invoice using the Internet. • You must submit your invoices over the Internet, which allows for an easier and more accurate way to bill and a faster way to receive your payment. MAXIMUS /GACAPS (continued) • All reimbursement payments are received via direct deposit from MAXIMUS/GACAPS. If your school is a new provider, contact Local School Accounting for assistance. • For information on required forms to complete for MAXIMUS/GACAPS, please contact the Georgia Childcare and Parent Services at 1-877-755-6522. • Provide MAXIMUS/GACAPS your ASP’s provider number. If your ASP Director does not know this number, please contact Local School Accounting. MAXIMUS /GACAPS (continued) • If an old provider number is provided to MAXIMUS/GACAPS, ask the customer service representative to look up your ASP’s number in their archives system. • If your ASP has not utilized MAXIMUS/GACAPS’ services for a long period of time, your ASP’s provider number will expire and your ASP will need to apply for a new provider number. MAXIMUS /GACAPS (continued) • To obtain a new provider number, complete the following list of forms found at: https://max.gacaps.com/forms.jsp. • Your School Principal can sign off on these forms: • HIPAA Agreement • W-9 Form • 704 Civil Rights Form • Provider Rights and Responsibilities Form • Letter of Exemption (found at http://decal.ga.gov/documents/attachments/ExemptionRe questForm.pdf) • Copy of program’s policies and rates MAXIMUS /GACAPS (continued) • Please make copies for your records before mailing! • Please send these forms to: GA Childcare and Parent Services 34 Peachtree St. Suite 2400 Atlanta, GA 30303 During the School Year…. • Refer to the ASP Quick Reference Guides and Training Videos for ASP software training issues. • Refer to the ASP Procedures Manual for questions concerning ASP policies and/or procedures. • Do not hesitate to email or call contacts listed on slides 2 and 3 for questions.