K-12 SCHOOL PD Day - NO CLASSES
"dedicated to the pursuit of excellence"
An upcoming Division event, on Monday, February 1st.
SECTION D: FISCAL MANAGEMENT |
File DA
FISCAL MANAGEMENT GOALS AND PRIORITIES
Money and money management comprise the basis of support of the school program. To make it as effective as possible, the Board intends:
SECTION D: FISCAL MANAGEMENT |
File DB
SECRETARY-TREASURER
The Portage la Prairie School Division Board shall recruit and hire a Secretary-Treasurer for the Division. He/she shall manage the financial, administrative, and operational affairs of the Division and fulfill the statutory requirements under The Public Schools Act. (PSA 29, 30, 40, 41, 50.3, 53-55, 213, 247)
SECTION D: FISCAL MANAGEMENT |
File DBA
SECRETARY-TREASURER POSITION SUMMARY
The Secretary-Treasurer is responsible for planning and implementing all administrative functions related to matters that involve:See also: CC
SECTION D: FISCAL MANAGEMENT |
File DBB
EVALUATION OF THE SECRETARY-TREASURER
An evaluation of the job performance of the Secretary-Treasurer shall be made bi-annually or more often if conditions dictate. See also: CDD
The duties and responsibilities of the Secretary-Treasurer are listed in CC and DBA.
SECTION D: FISCAL MANAGEMENT |
File DC
ANNUAL OPERATING BUDGET
The Divisional Budget is a monetary statement of the Board’s goals and objectives for education in the Portage la Prairie School Division. It is the blueprint for action and fiscal control.
SECTION D: FISCAL MANAGEMENT |
File DCA
BUDGETING SYSTEM
The budgeting system in use corresponds to the Financial Reporting and Accounting in Manitoba Education (FRAME) system as approved by the Schools Finance Branch of Manitoba Education. (PSA Parts IX, X, XI) (M.R. 259/06)
SECTION D: FISCAL MANAGEMENT |
File DCB
FISCAL YEAR
The fiscal year of the Portage la Prairie School Division is from July 1st to June 30th.
SECTION D: FISCAL MANAGEMENT |
File DCC
BUDGET DEADLINES AND SCHEDULES
The following schedule must be adhered to in preparing the Annual Budget subsequent to the announcement of the level of funding by the Minister of Education for the upcoming fiscal year. [PSA 186(1)]
Preparation of the Preliminary Budget by mid-January. |
Consultation with Advisory Councils for School Leadership or equivalents prior to finalization of the Budget by March 15; [PSA 178(1)] |
Special Levy requirements set by the Board and notices to municipalities to be issued by March 15; [PSA 187] |
Final Budget submitted to the Minister of Education by March 31. [PSA 178(2)] |
SECTION D: FISCAL MANAGEMENT |
File DCD
DIVISIONAL BUDGET PLANNING PROCESS
The preparation of the annual Divisional Budget is the responsibility of the Secretary-Treasurers Department. Some of the more important items of the Divisional Budget are:
staff salaries, which make up a large percentage of expenditures, and which are determined through the negotiation process; |
estimated transportation, plant maintenance, and operating expense requirements recommended by senior administrators; |
individual school budgets which are set by formulas reviewed annually by the Board. |
Funding for the Division is determined by the Schools Finance Program established by the provincial government. The program is comprised of Operating and Capital support and is administered by the Schools Finance Branch and the Public Schools Finance Board.
The Schools Finance Program is funded through the Education Support Levy and consolidated revenues of the province. The Education Support Levy mill rates on residential and commercial property are set by the province.
Preliminary funding information provided to school divisions is primarily based on actual previous year enrolments submitted by each school division. These enrolments are updated to actual after final data is collected in the fall. Changes made at that time relate to enrolment, statistical and financial information submitted by the school divisions and verified by the Schools Finance Branch. Provincial grants do not cover the entire Budget. The balance of expenditures less provincial and all other revenues will be funded by the local levy collected by municipalities.
M.R. 371/88, M.R. 259/06
SECTION D: FISCAL MANAGEMENT |
File DCE
SCHOOL BUDGETS
Individual schools shall be provided with annual budgets in the categories listed below.
Year End Guidelines
In order to facilitate efficient use of funds allocated to schools for supplies and materials, the Board authorizes the carryover of unexpended funds to the subsequent fiscal year according to the following guidelines. The total amount carried forward shall be reflected in the annual budget and allocated by school.
Administration
English Language
Science
Physical Education
Music
Literacy with Information and Communication Technology (LwICT)
Library
Basic French
Exceptional Programs
Vocational (Operating and Replacement grants)
Industrial Arts (Operating and Replacement grants)
Business Education (Operating and Replacement grants)
Home Economics (Operating and Replacement grants)
Graduation allowance
Transportation allowance
$20 M.T.B.B. grants
Inner City grant
Small schools grant
Library upgrading grant
Band
Vocational
Industrial Arts
Home Economics
Transportation
Exceptions to these guidelines may be considered providing written submissions are presented to the Board indicating that the request is part of a long range plan for a major purchase. Written submissions are to be received by the Board by the first meeting in March.
Major Equipment Budget Allocation
The Major Equipment Budget Allocation has been instituted by the Division to provide for the purchase of items that are considered to be basic requirements and
The categories under which this budget allocation is established are as follows:
Physical Education - major basic items and safety related items. | |
Other subject areas - safety related and other major basic items. |
In addition to the Major Equipment Grant Allocation, the following divisional budget categories are in place to support specific areas:
Desks, chairs, stands, carts, tables, filing cabinets, lockers, etc. including Staff Room furniture.
Principals/Supervisors should maintain a list of requirements according to these categories for annual submission on the prescribed forms.
Equipment purchased under these grants must comply with Division specifications and guidelines.
Requests submitted under the above budget categories will be prioritized and each request acknowledged as:
SECTION D: FISCAL MANAGEMENT |
File DD
PROVINCIAL FUNDING
The Province of Manitoba gives financial aid to the Portage la Prairie School Division through various grants under the Schools Finance Program. [PSA 173 (1.1)]
SECTION D: FISCAL MANAGEMENT |
File DDA
INNOVATIVE AND SPECIAL GRANTS
The Board intends to avail itself of any innovative and special grants and encourages its staff to make use of such grants offered by the province or by private concerns.
SECTION D: FISCAL MANAGEMENT |
File DDB
TAX AND DEBT LIMITATIONS
The Board is responsible for setting the annual local levy required from the municipalities. The Public Schools Act requires school divisions to report and deal with any occurrence of accumulated deficit. [PSA 41.1 (1) (2) (3)]
SECTION D: FISCAL MANAGEMENT |
File DDC
USE OF SURPLUS FUNDS
"A school board may:
"In this section, securities means bonds, debentures, promissory notes, deposit certificates, treasury bills, trust certificates, guaranteed investment certificates or other documents evidencing debt." [PSA 201 (1)]
SECTION D: FISCAL MANAGEMENT |
File DDD
CHARITABLE DONATIONS
The Portage la Prairie School Division previously maintained a Charitable Trust in order to collect and record tax deductible donations of funds.
The Trust was established to fund achievement awards, bursaries, and scholarships in recognition of scholastic performance by students of the Portage la Prairie School Division. It is now administered by the Portage Community Development Corporation.
Specific donations to a particular school for items such as specialized equipment and materials utilized to enhance the educational experiences of students should go through the School Division (which has a tax number) but earmarked for that school.
SECTION D: FISCAL MANAGEMENT |
File DDD-R
CHARITABLE DONATIONS
Guidelines:
SECTION D: FISCAL MANAGEMENT |
File DE
SCHOOLS FUNDS ACCOUNTING
The Board authorizes the establishment and maintenance of a school activities account at each of the schools in the Division. All monies collected shall be deposited in the school activities account at a local financial institution. The Principal shall be responsible for:
seeing to the administration of the financial activities in accordance with appropriate accounting practices and procedures; | |
approving all payments made from the account; | |
submitting to the Secretary-Treasurer of the Division balanced receipts and payments statements; | |
making accounts records available to the Division Auditor upon request; | |
seeing that no large amounts of money are left in the school overnight. |
See also: DLE
According to the Public Schools Act, subsection 56(4), school funds are moneys that the Principal of each school, subject to the rules of the School Board, may raise, hold, administer and expend for the purposes of the school.
All funds collected are to be expended for educational purposes or extra-curricular activities which are approved by the Board of Trustees.
Type A Funds
Type A funds include moneys from all fund-raising activities of the school. As these moneys are raised by the school, or under the auspices of the school, through extra-curricular activities for the sole use of that school, they are not included in the School Divisions financial statements.
Funds from cafeterias and vending machines that are operated by or contracted out by the Student Council are Student Council funds. Funds from cafeterias (canteens) and vending machines that are operated by or contracted out by the school are Type A funds. See also DEB.
Procedures for handling Type A funds:
Divisions Professional Development proposal form and forwarded to the Secretary-Treasurer. See also DLA.
Income and expense statement must reconcile to bank statements.
Type B Funds
Type B school funds include funds raised and expended by the school through the following vocational programs:
auto shop | |
cosmetology | |
building construction trades |
The balance of these funds are to be included in the School Divisions financial statements.
All other handling procedures are the same as for the Type A funds.
School funds shall be reviewed on a rotational basis by the Manager of Business and Finance who will also ensure that proper controls and procedures were in place throughout the year. The procedures undertaken to conduct this review will be documented and signed off at the time of the review.
The divisional external auditor should review the adequacy of the systems and controls established for school funds and report on same in the Auditors Supplementary Report.
[PSA 56(4)]
SECTION D: FISCAL MANAGEMENT |
File DEA
FUND-RAISING
The Board of Trustees approves of school fund-raising activities, provided such events support useful educational needs and are undertaken with due consideration to the value of the activity
for students and its effect on the school and the school community. This policy is to ensure that major fund-raising events for each school year have prior approval and that funds are properly dispersed and accounted for.
Schools and parent organizations are authorized to raise funds to be utilized for the benefit of the students subject to the following conditions:
Purpose of fundraising event(s) | |
Financial goal | |
Type of fundraising activity to pursue |
SECTION D: FISCAL MANAGEMENT |
FILE DEB
CANTEENS
The Board approves the operation of school canteens, under the responsibility of the School Principal, and subject to the following guidelines:
1. Items of nutritional value are to be promoted, in conformity with the provincial “Guidelines for Foods Served at School”.
2. All items are to be moderately priced.
3. All profits shall be used for the benefit of all students of the school.
4. Regulations of the Fire Department regarding the use of cooking appliances and utensils, and safety requirements are to be strictly enforced.
5. Regulations of the Department of Health must be followed.
6. A record of receipts and expenditures shall be maintained by the adult in charge and submitted to the Principal and the Manager of Business and Finance monthly.
7. An annual statement of receipts and expenditures shall be submitted to the Manager of Business and Finance by September 30 for the preceding school year.
See also: DL, DLA
SECTION D: FISCAL MANAGEMENT |
File DF
DEPOSITORY OF FUNDS
The Secretary-Treasurer of the Division, or designate, shall receive all monies on behalf of the Division, excluding school funds, and deposit them in a chartered bank or credit union in an account in the name of the Division within one week after the receipt thereof. In regards to school funds, see DE.
SECTION D: FISCAL MANAGEMENT |
File DG
AUTHORIZED SIGNATURES
The Secretary-Treasurer of the Division shall disperse those funds authorized by the Board only by cheques signed by the Secretary-Treasurer and countersigned by the Chairperson, the Vice-Chairperson, the Manager of Business and Finance or some other member of the Board appointed for that purpose.
SECTION D: FISCAL MANAGEMENT |
File DH
BONDED EMPLOYEES AND OFFICERS
The Secretary-Treasurer of a school district, school division and any other person to whom a school board entrusts school moneys, shall be bonded by an insurer licensed to undertake guarantee insurance in the province to secure the due keeping, accounting for, and paying over of, all school moneys or property that come into his/her hands. [PSA 40(1) (2)]
See also: BBB
SECTION D: FISCAL MANAGEMENT |
File DI
INVENTORIES
The School Division must establish and maintain control systems to safeguard and protect Division fixed assets, equipment and inventories. The Division will establish an appropriate balance between the cost of such control systems and the loss exposure associated with the items being controlled. The Division may choose to employ the services of an appraisals firm for this purpose.
SECTION D: FISCAL MANAGEMENT |
File DIA
INSURANCE MANAGEMENT - PROPERTY AND TRANSPORTATION
The Board shall maintain adequate insurance to protect the School Division and its Board against loss due to fire, damage to school property, or other situations, occurrences or actions for which the Board, while acting on behalf of the School Division, may be legally liable. Coverage is obtained through the Manitoba Schools Insurance Program operated by the Manitoba School Board Association and through Manitoba Public Insurance. [M.R. 468/88 (43)]
SECTION D: FISCAL MANAGEMENT |
File DJ
AUDITS
Appointment of Auditors
"Each school board shall annually appoint an auditor, who shall be a chartered accountant, or an auditor approved by the provincial auditor and in determining whether a person is qualified to be approved for appointment as an auditor, the provincial auditor shall have regard to that persons
and no person shall be appointed as an auditor who is not a member in good standing of an incorporated body of accountants in Canada which requires of its members and has power to enforce, a high standard of professional conduct." [PSA 41(8)]
Annual Audit
"The auditor of the school division or school district shall annually make an examination of the financial affairs, books, accounts, records, and transactions of the division or district." [PSA 41(9)]
Method of Audit
"An examination made as required under subsection (9) shall be in accordance with generally accepted auditing practices, and shall include a general review of the adequacy of the accounting procedures and system of internal control employed to preserve and protect the assets." [PSA 41(10)]
The Financial Statement
The annual auditors report and financial statement is distributed by the Secretary-Treasurer to the Minister of Education, Citizenship and Youth as well as to the Trustees. The Statement is available upon request to any interested person.
[PSA 41(1)(e)]
SECTION D: FISCAL MANAGEMENT |
File DK
PURCHASING
Function and Authority
Authority to purchase will be delegated to the Administrator of Accounts and Purchasing, Principals and supervisors as required.
The purchase of supplies, equipment and services will be done in accordance with provisions made in Budget as approved by the Board.
Revised: November 25, 2010
SECTION D: FISCAL MANAGEMENT |
File DK-R
PURCHASING
Procedures for Schools
Any requests submitted after May 1 should be arranged in consultation with appropriate Board Office personnel.
copy 1: sent to supplier
copy 2: sent to school to be compared to supplier invoice. Board Office must be notified immediately of discrepancies.
copy 3: filed at Board Office numerically by school.
Procedure for Operations
Purchasing Limits
The limits of authority to grant purchase orders are:
Administrator of Accounts & Purchasing $2500.00
Stock Clerk $1000.00
Purchase orders above these limits must be signed by the Superintendent/Secretary-Treasurer, Manager of Business and Finance or the Supervisor of Operations.
SECTION D: FISCAL MANAGEMENT |
File DKA
PETTY CASH ACCOUNTS
The Board authorizes the Secretary-Treasurer to establish petty cash funds subject to the following regulations and limitations. Such fund amounts will be set in relation to the needs and circumstances of the various schools and departments.
SECTION D: FISCAL MANAGEMENT |
File DKB
DISPOSAL OF SURPLUS AND OBSOLETE EQUIPMENT
The Board recognizes that surplus or obsolete equipment/materials/textbooks may be of benefit to other schools, organizations, or individuals, and encourages proper disposal of same.
In an effort to prevent the accumulation of obsolete and/or surplus equipment, vehicles, furnishings, and building effects, and to provide equal access to sale items, the following procedures shall be followed:
Minor Items
Minor items such as worn and obsolete textbooks, library books and magazines may be disposed of at the discretion of the Principal. Before disposing of usable textbooks, the Principal should ensure that they are not being used elsewhere in the Division. Any monies realized will be credited to the school.
See also: ES
SECTION D: FISCAL MANAGEMENT |
File DKC
SALES CALLS AND DEMONSTRATIONS
"No person shall canvass or sell or offer to sell goods, services or merchandise to a teacher or a pupil on school premises without the prior approval of the school board or a designate of the school board." [PSA 231 (1)] (See also KE)
SECTION D: FISCAL MANAGEMENT |
File DL
PAYMENT PROCEDURES
Division funds shall be disbursed by properly authorized and signed cheques only.
The Secretary-Treasurer "shall pay the accounts authorized by the school board and in accordance with the policy of the school board."
"The Secretary-Treasurer may without prior approval of the school board pay all accounts that are payable by the school division or school district and that have been included in the estimates of the school division or school district for the year in which the amount is payable if he considers payment without prior approval of the school board to be in the best interests of the school division or school district and pay all other accounts that are payable by the school division or school district and that have been approved by the school board." [PSA 53(3) (4)]
SECTION D: FISCAL MANAGEMENT |
File DLA
HONORARIUMS
The Board may grant honorariums.
"A school board may spend moneys raised for school purposes:
Schools considering the payment of honorariums will require prior approval from the Superintendent/Secretary-Treasurer. See also DE.
SECTION D: FISCAL MANAGEMENT |
File DLC
SALARY DEDUCTIONS
All employees of the Division are subject to statutory deductions for Employment Insurance, Canada Pension Plan, and Income Tax.
In addition to the above, Teachers under contract must contribute to the Teachers Retirement Allowances Fund. Fees for Manitoba Teachers Society and Division Teachers Association are deducted according to the Collective Agreement. Participation in the MSBA/MTS Group Insurance, Long term Disability, Extended Health, and Dental plans is mandatory for professional staff unless excluded by the conditions of the plan. [PSA 41(2)(3)]
Regular permanent support staff must contribute to a Pension Plan after one year of service is completed. Participation in the Group Insurance Plan is compulsory for some employee groups. Participation in the LTD Plan is to be reviewed. Participation in the Blue Cross or Sun Life Extended Health Care is mandatory basis for all regular permanent staff.
SECTION D: FISCAL MANAGEMENT |
File DLD
EXPENSE REIMBURSEMENTS
"A school board may reimburse its trustees, trustees-elect or employees for expenses necessarily incurred while attending conventions or carrying out duties assigned or approved by the school board and at such rates and under such conditions as the school board may determine." [PSA 56(3)]
Incidental Expenses
Trustees and staff shall be reimbursed for out-of-pocket expenses incurred in carrying out School Division responsibilities.
Staff members may make application for reimbursement of actual out-of-pocket expenses incurred while carrying out authorized school or Division activities.
The maximum rates for incidental expenses shall be as approved by the Board.
Requests for reimbursements shall be submitted to the Secretary-Treasurer on the prescribed form . (See DLD-E1)
Guideline For Reimbursement Of Incidental Expenses - Staff
Covered by P.D. budget according to guidelines, if approved by the Principal/Supervisor. See DLD-E5
Not covered if during the school day | |
Consideration if after hours or on weekends, based upon individual circumstances and only if out of the Division. | |
Volunteer supervisors and coaches may receive different consideration. | |
If approval by Principal - to be paid from "school" funds. |
Travel -School Division rate | |
Meals -actual to a maximum amount for breakfast, lunch and dinner, to be reviewed annually by the Board (receipts required). | |
Approved expenditures charged to the appropriate budget. |
Support will be in U.S. funds, if applicable. |
Teaching Staff - specific request entered in comment section of leave form by Principal/supervisor.
Travel Allowance - Trustees and Staff
The travel allowance for Trustees and such staff members as to whom it may apply shall be reviewed annually by June 30.
Trustees and staff shall be reimbursed upon receipt of a statement of actual kilometers travelled in carrying out School Division responsibilities. (See DLD-E2 or DLD-E3)
Conference and Convention Expenses - Trustees and Administrative Staff
Out of Province - $120.00/day
Out of Country - $120.00/day U.S.
A cash advance will be made to delegates upon request to the Secretary-Treasurer.
Requests for reimbursement of expenses shall be made to the Secretary-Treasurer on the prescribed form. (DLD-E4)
Bus Drivers - Winter Plug Allowance
Where applicable, Bus Drivers shall receive a winter plug allowance payable by April 1. Increases to the allowances shall keep pace with percentage increases negotiated with C.U.P.E. through collective bargaining.
SECTION D: FISCAL MANAGEMENT |
File DLE
CASH IN SCHOOL BUILDINGS
Large amounts of money should not be left in the school unless stored in a place designed to secure valuables.
Monies shall be deposited in a bank or other safekeeping institution at the earliest possible convenience by the persons responsible for the money.
See also: DE
SECTION D: FISCAL MANAGEMENT |
File DM
SCHOOL PROPERTIES DISPOSAL
“Subject to Section 174 of the Public Schools Act, a school board may dispose of any school site or school property not required by the school board.” (PSA 67)
“The school board of a school division shall not dispose of any land or buildings owned by it, or any interest or right therein, by way of sale, lease, gift or otherwise, unless it first obtains the authorization of the Public School Finance Board and, where the Public School Finance Board authorizes the disposal of any land or buildings owned by a school board, or any interest or right therein, it may require that the monies realized from the disposal be paid over to their fund.” (PSA 174)
See also: DKB
SECTION D: FISCAL MANAGEMENT |
File DN
ELECTRICAL SERVICE - CAR HEATERS
School Division personnel who wish to use available electrical service for either car block heaters and/or interior heaters shall be charged a fee sufficient to cover the cost of electricity. This fee shall be determined annually by the Board during September and shall be based upon current hydro rates and estimated electrical consumption.
In locations where the electrical service is sufficient to carry the load, personnel shall be given the option of utilizing electricity for either block heaters and/or interior heaters with a separate rate established for each.
Electrical service will be available for the period November 1 to April 30.
The electrical service fee is payable to the Principal or supervisor by the end of October of each year.
SECTION D: FISCAL MANAGEMENT |
File DO
FEE SCHEDULE FOR DAY CARES AND PRE-SCHOOL
A standard annual agreement detailing responsibilities and expectations will be entered into with each organization. (Lease agreement -DO-E)
Rent charged to day cares and pre-schools will be based on the Divisions actual cost per square foot. The rate will be calculated annually using the most recent FRAME report costs in maintenance (Program 820) and Repair and Maintenance (Program 850).
The Day Care/Pre-School will be required to provide proof of insurance with a minimum liability of $2,000,000.
Revenue derived from the agreements will be evenly divided between the Division and the individual school.
SECTION D: FISCAL MANAGEMENT |
File DP
SPECIAL BUDGET ALLOCATIONS
Student Aid
The Board of Trustees shall include in its Annual Budget a category designated as Student Aid. The purpose of this category is to provide funds for special events, functions, services or materials that are not otherwise provided for in the Budget and are considered by the Superintendent to be worthy of financial support.
Requests for funds from this category must be submitted in advance in writing by the Principal to the Superintendent.
Authorization for the expenditures of funds from this category must be given by the Superintendent.
Requests for Donations and Financial Support
An allocation of $500 shall be included in the Annual Budget to be used at the discretion of the senior administrative staff to support educational and/or cultural organizations that:
from the Portage la Prairie School Division. See File DP-E
SECTION D: FISCAL MANAGEMENT |
File DQ
PROVINCIAL COMPETITIONS FUNDING GUIDELINES
The Board of Trustees encourages opportunities for the Divisions students to participate and perform in activities organized around academics, athletics, and the arts.
Accordingly, the Division will provide financial support for activities at the "provincial" level of competition. Eligibility for financial support will be based upon the following criteria:
Individuals or teams qualifying for financial support will be reimbursed 50% of approved expenses. Revenue from other sources (e.g. official sponsors, grants, etc.) is to be deducted from the total cost.
The financial support will be calculated as follows:
total eligible expenses less other revenue = grant claim
The Division support will be 50% of the grant claim.
The school will be issued a cheque following receipt of an itemized statement of costs and other revenue received from sponsors and supporters. Original receipts are to be attached.