After School ProgramTraining

10/19/2015

Who’s Who

Dr. U. S. Davidson, Executive DirectorAlternative Education

770-426-3594

Debbie Randazzo, DirectorInternal Compliance

770-426-3376

Who’s Who

School Financial Representatives

Rhonda WalkerFinancial Training

Coordinator770-590-4564

Cathy Strudthoff-Brown

Manager, Local School Accounting

770-426-3313Rochelle Gross

Internal Compliance Accountant

770-590-4515

Sue Donahoo Karen Pritchard Nancy Breu Sindy Newcomer Laura Hough770-426-3481 770-426-3307 678-581-6755 770-426-3305

770-426-3468

Nancy TolbertManager, Financial Analysis & Training

770-590-4562

Contact InformationCathy Strudthoff-Brown : ASP Policies and Procedures, ASP

Budget and Financial Analysis, Access to ASP Online, Other General ASP Issues

Rochelle Gross: ASP Policies and Procedures, ASP Budget and Financial Analysis, Access to ASP Online, Other General ASP Issues

Nancy Tolbert: Training, Technical Issues, Access to ASP Online, Other General ASP Issues

Rhonda Walker: Training, Technical Issues, Access to ASP Online, Other General ASP Issues

Sindy Newcomer: ASP Supplies, Safe and Black Payment Box Concerns, Access to ASP Online, Other General ASP Issues

Sue Donahoo, Karen Pritchard, Nancy Breu, Laura Hough: Access to ASP Online and 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 ProgramTraining for new ASP Directors, ASP Clerks, and ASP Bookkeepers is mandatory.

• ASP Security Access form (FS-399) must 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.

Overview

• School Leadership, Accountability and Research, 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

• Uncollected delinquent balances

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!

• Regularly monitor and address student delinquent accounts

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!

• 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 Munis Payroll system is in service, effective July 1, 2014.

• Each school has 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 ActivitiesEnrichment 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!

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, Use of School Facilities, and JHA-R, School Activities - Fundraising.

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 Human Resources Department at 678-581-6788.

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 Support and Services Administrator for review and approval.

• A copy of this form must be submitted 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 ASP Financial Statement

• The school Bookkeeper can provide information on the school’s ASP Budget by accessing the Financial Analysis on the Financial Portal.

• The ASP Financial Statement can be accessed on the Academic Portal in the ASP Online System.

To View your ASP Fund Balance Statement

To View ASP 210 Report (My ASP Financial Statement)

Access ASP through the Academic Portal

Step 1:

Step 2:

Step 3:

ASP Fund Balance StatementSelect Financial Statement Under

Reports

To View your ASP Budget

1. Enter Cal Year – 4 digits2. Enter Cal Month – 2 digits3. Click “View Report”

ASP Fund Balance Statement

Make sure your current fund balanceIs 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 – Available on ASP Online

• Determine the amount of funds available above the required minimum fund balance.

• The Principal must complete an FS-426 ASP Funds Usage Request Form for approval of non-operational expenditures using ASP funds.

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.

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.

Temporary Assistance to Needy Families (DFACS) Program

• Families may be eligible for financial assistance for child care through the Department of Family and Children Services.

• ALL Child Care Certificates and modification to Certificates received by CAPS MUST be faxed to Local School Accounting (678-594-8589) for input into the ASP Online System.

• Contact Maximus, at 1-877-755-6522, Option 9, for questions concerning DFACS payments, or refer to website: max.gacaps.com.

• See ASP Procedures Manual for additional information.

MAXIMUS /GACAPSMAXIMUS/GACAPS operates a secure web site at https://max.gacaps.com.

• 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, Option 9.

• 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 these forms:• W-9 Form • 704 Civil Rights Form• Copy of program’s policies and rates

MAXIMUS /GACAPS (continued)

• Local School Accounting will assist you with completion of the following forms:• Direct Deposit Authorization/Change Form• Electronic Invoicing Request Form• Exemption Request Form

• Please make copies for your records before mailing!

• Please send these forms to:

GA Childcare and Parent Services34 Peachtree St.Suite 2400Atlanta, 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.