Select - Cobb County School District

After School Program
July 15, 2014
Who’s Who
Dr. U. S. Davidson, Director
Alternative Education
Debbie Randazzo, Director
Internal Compliance
Who’s Who
David Baker, Manager,
Local School
Debbie Mosher,
School Financial
School Financial
Sue Donahoo Karen Pritchard
770-426-3481 770-426-3307
Nancy Breu,
School Support
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
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
• The After School Program provides a safe environment
and is self-supporting.
ASP receives no support from taxpayer funds for its
• 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
• 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.
• 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
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
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
• 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
• 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
Enrichment Instruction
• Enrichment activities may be provided to offer additional
opportunities to students if the program has sufficient fund
• 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
• 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
• 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
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
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
• 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
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 operates a secure web site at
• 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
• 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:
• 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
• Copy of program’s policies and rates
MAXIMUS /GACAPS (continued)
• Please make copies for your records before
• 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.

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