School Accounting

Training for Incoming Financial / ES Principal / Administrative Secretaries

Reference Emails we send for training: Welcome and SAF Training Information

 Section I - Law, Policies, Regulations & Responsibilities

1. Principal / Custodian Responsibilities
2. School Finance Law Title 70 Section B(5)
3. SAF Policy C-08 & Regulation C-08 R1 / 2
4. FY26 Board Approved Cost Centers, Revenue, Expenditures, & Expenditures NOT Allowed

Section II - Process Instructions & Forms

• Acronyms used throughout the District
• Assets - Purchases >$5k 
• Athletic Games
• Fundraising
  • Fundraisers - Candy, Popcorn, School Store, T-Shirts, Yearbooks, etc.
  • Student Store Concession / TShirt Inventory and P&L
• Field Trips
• Lost Textbooks & Library Books

• Purchasing - Pcard Process
• Receipts, Deposits, and Fund-Related Items
  • Collections & Receipts 
  • Courier Services
  • FBCJ (SAP Recording Receipts and Correcting Entries)
  • Fee & Tuition Collections
  • NSF Checks
  • Refund Requests 
  • Vending Commissions
• SAF Monthly Reporting and Balancing
• Service Payment Request-District Employee
• Ticket Sale Reconciliation
• TPR
• USDA Smart Snacks 

Activity Funds - Pathways to Improving Accountability (PDF)

OCAS Coding 

OCAS Mapping

Approved Ways to Collect Money:

• Cash & checks must be receipted with a pre-numbered receipt book provided by the financial secretary and turned in to the finance office the same day they are received.
• Certain approved vendors can accept payments on your behalf if approved during your submission.
• MySchoolBucks (MSB) Tickets are used for athletic and fine arts admissions, student dues, fees, supply fees and any other items that can be added for families to purchase online with credit card or e-check.

Non-Approved Ways to Collect Money:

• Personal apps that send are receive funds into a personal account of any kind are prohibited (Zelle, Cash App, Venmo, etc.)
• Cashing personal checks or storing cash violates policy. Collecting checks payable to someone other than the school is not appropriate or allowed.
• Unapproved vendors that provide a service or sell items or goods that administrators have not approved may not be used.