Administrative Project Report Project

Jordan School District Administrative
Finance Resource Notebook
Lisa Jackson
School Finance/EDUC 6500
6/11/15
Dr. Katy Herbold

Purpose
 There are several resources available to Jordan School District
employees who deal with finances on a daily basis. This
resource notebook is intended to identify and describe those
resources to make them user friendly. The purpose and specific
usage of each resource will be summarized.
 All resources have been included in this Power Point or
hyperlinked to their location on the internet. Click on the audio
below for additional information about this Power Point.

Table of contents:
 Jordan School District Financial Accounting Manual Slide 4
 Jordan School District Budget Book Slide 5
 Jordan School District Budget Hearing 15/16 Year Slide 6
 Jordan School District Department Budget Codes Slide 7
 Jordan School District Purchasing Catalog Slide 8
 Utah State Tax Information for Public & Private Slide 9
Elementary and Secondary Schools
 Jordan School District Purchase Order Terms Slide 10
and Conditions

Table of Contents Continued
 Jordan School District Financial Training for Slide 11
Schools Power Point
 Jordan School District Purchasing Guidelines Slide 12
 Utah State Tax Commission Exemption Slide 13
Certificate for Governments and Schools
 Jordan School District Purchasing Card Slide 14
Agreement
 Jordan School District Petty Cash Receipt Slide 15
 How Utah Public Schools are Funded Article Slide 16

Table of Contents Continued
 Jordan School District Financial Training for Slide 17
for District Departments Power Point
 Utah State Office of Education Website Slide 18
 Jordan School District Website Slide 19

http://jordandistrict.org/`/accounting/
 Resource: Jordan School District Financial Accounting
Manual
 Users: All employees who have financial responsibility for
accounting practices.
 Overview: This manual is an overview of Jordan School
District policies and procedures as well as forms and
publications that are to be used when dealing with all
financial situations within elementary and secondary
public schools.

http://jordandistrict.org/departm
ents/accounting/
 Resource: Jordan School District Budget Book
 Users: Administrators, district personnel, and anyone who deals with
finances within the district.
 Overview: The JSD budget book takes the JSD mission statement,
student academic needs, into account. The budget book is an
overview of all related budget items including, but not limited to,
goals, expenditures, balance, property taxes, projects, and debts.
The budget book is 182 pages of descriptions and explanations of
all things related to the 2015-2016 JSD budget.

http://jordandistrict.org/departments
/accounting/ -
/accounting/
 Resource: Jordan School District Budget Hearing 2015/2016 School
Year
finances within the district
 Overview: This document overviews the budget hearing held on
June 9, 2015. Items included are: summary, goals, focus, budget
items, changes, enrollment information, general fund information,
and tax information. This is a brief overview of all budget related
items as compared to the budget book which is much more
detailed.

/accounting/ -
/accounting/
 Resource: Jordan School District Department Budget Codes
 Overview: When accounting there are several budget codes that
an administrator deals with. This printable resource includes the
budget codes that will be used in a variety of accounting
documents. Each code is separated into department and there is a
tutorial at the end of the document with additional training. Each
code includes a number that identifies the item and an item
description along with what purchase is identified with that code.

/accounting/ -
/accounting/
 Resource: Jordan School District Purchasing Catalog
 Users: Administrators, district personnel, teachers, and anyone who
deals with finances within the district
 Overview: This catalog includes an item number, description, and
cost per unit of each item available through the district warehouse.
All items that are available through the warehouse should be
purchased through the district and not from outside vendors.

http://jordandistrict.org/departm
ents/accounting/
 Resource: Utah State Tax Information For Public and Private
Elementary and Secondary Schools
 Overview: This publication contains important information tax
information for public and private schools. It clearly states that it is
not a legal reference and users are responsible for all policies,
procedures, and laws relating to tax issues. The relevant information
included in the publication are: who pays and collects sales tax,
what the exemption certificate is and how to use it, taxable and
non-taxable transactions, and purchases of construction materials
intended for school usage.

http://purchasing.jordandistrict.org/w
arehouse/products/ -
http://purchasing.jordandistrict.org/w
arehouse/products/
 Resource: Jordan School District Purchase Order Terms and
Conditions
 Overview: This three page document includes the terms and
conditions for al purchase orders. It includes definitions, descriptions,
tax information, and all other laws and policies related to purchase
orders through Jordan School District. It is to be used to verify that
purchase orders are done correctly and follow all applicable laws
and regulations through the district and the state of Utah.

/accounting/ -
/accounting/
 Resource: Jordan School District Financial Training for Schools Power
Point
 Overview: Because it is not cost effective to meet with each
employee that deals with finances JSD has created this Power Point
training that is expected to be viewed on a yearly basis. The
information is updated yearly. The presentation does not cover
every possible financial situation and employees are expected to
clarify any situations that are not covered within the presentation
through contact with actual documents or departments within JSD.
All state and federal laws are to be followed as they are written.

http://purchasing.jordandistrict.org/ -
http://purchasing.jordandistrict.org/
 Resource: Jordan School District Purchasing Guidelines
 Overview: This one page document explains when district funds are
used and when school funds are to be used. Amounts are split into
levels with level I being $0 to $1,999 and level IV being $50,000 and
above. Explanations about what paperwork is required, where to
purchase, if approval is required, and where to get assistance are
listed for each dollar amount.

http://purchasing.jordandistrict.or
g/
 Resource: Utah State Tax Commission Exemption Certificate for
Governments and Schools
 Users: Administrators, district personnel, and anyone who deals
with finances within the district
 Overview: This certificate is
to be used with purchases that
Are deemed tax exempt. It is
Not filed with the IRS but is kept
On file at the school or district.
More information is included in
Slide 11.

http://purchasing.jordandistrict.org/ -
http://purchasing.jordandistrict.org/
 Resource: Jordan School District Purchasing Card Agreement
 Overview: This resource is a show of trust from JSD to users. It is an
agreement that you will review the policies and procedures
associated with it and that you are responsible for the contents. The
card is for JSD purchases only and all purchases must have a
receipt and must be documented appropriately.

jordandistrict.org/departments/acco
unting/
 Resource: Jordan School District Petty Cash Receipt
 Overview: This petty cash form is to be used to account for small
purchases. Receipts must be attached to the bottom of the form
and the form must be signed by the responsible agent (such as the
principal).

le.utah.gov/lrgc/briefings/howutahpu
blicschoolsarefunded.pdf
 Resource: How Utah Public Schools are Funded Article
 Overview: This article was written in 2013. It is written by the Office of
Legislative Research and General Counsel. It gives an overview
describing where the money comes from to fund public schools
and how taxes are collected and distributed to schools.

unting/
 Resource: Jordan School District Financial Training for District
Departments Power Point
 Overview: This training is required by rule through the USOE for
anyone who deals with finances in a district. It is a training only and
does not supersede any laws, rules, or policies that may change
after the publication of the training. The training is updated and
required yearly. Each page is a description a financial issue that
leaders may encounter during their job. It is a valuable resource for
basic information and to develop an understanding of the
language, codes, and requirements.

http://www.schools.utah.gov/fin
ance/Resources.aspx
 Resource: Utah State Office of Education Website
 Overview: The school finance section of the USOE website includes
a lot of relevant information related to schools and financial issues.
Some of the important links include the minimum school program,
property tax information, legal references, and information about
financial reporting.

unting -
unting/
 Resource: Jordan School District Website
 Overview: The JSD website is the first place to look for financial
information. Forms, publications, contact information, and trainings
are all found on the website. If there is a question about financial
issues and they cannot be answered through the posted
information there is contact information for each department that
should be utilized.

References:
 Jordan School District. (2014). Financial Accounting Manual.
Retrieved from Jordan School District, website.
http://www.jordandistrict.org.
 Jordan School District. (2015). Budget Book. Retrieved from Jordan
School District, website. http://www.jordandistrict.org.
 Jordan School District. (2015). Budget Hearing 15/16. Retrieved
from Jordan School District, website. http://www.jordandistrict.org.
 Jordan School District. (2014). Department Budget Codes.
Retrieved from Jordan School District, website.
 Jordan School District. (2014). Purchasing Catalog. Retrieved from
Jordan School District, website. http://www.jordandistrict.org.

References Continued:
 Sales Tax Information for Public and Private Elementary and
Secondary Schools. (2007, May). Utah State Tax Commission, (35), 2-
3.
 Jordan School District. (2011). Purchase Order Terms and
Conditions. Retrieved from Jordan School District, website.
 Jordan School District. (2014). Financial Training for Schools
[PowerPoint slides]. Retrieved from
http://jordandistrict.org/departments/accounting/.
 Jordan School District. (2015). Purchasing Guidelines. Retrieved from
 Jordan School District. (2014). Utah State Tax Commission Exemption
Certificate for Governments and Schools. Retrieved from Jordan
School District website. http://www.jordandistrict.org.

References Continued:
 Jordan School District. (2014). JDS Purchasing Card Account
Application/Agreement. Retrieved from Jordan School District,
website. http://www.jordandistrict.org.
 Jordan School District. (2014). Petty Cash Receipt. Retrieved from
 How Utah Public Schools are Funded. (2013, February). Office of
Legislative Research and General Counsel, (2013), 1-18.
 Jordan School District. (2014). Financial Training for District
Departments. Retrieved from Jordan School District, website.
 Utah state office of education. (2010). Retrieved from http:// www.
schools.utah. gov/ finance/Resources.aspx
 Jordan School District. (2015). Retrieved from
http://www.jordandistrict.org

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