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| SCHOOL DISTRICT
POLICIES
SECTION D: FISCAL MANAGEMENT For Office Use Only: D_INDEX.CHL (5/04) The planning and preparation of the budget is a continuing process. It must involve a number of people who have knowledge of the educational needs of the community and who can provide accurate data in regard to the financial potential of the district. Members of the Board, citizens, students and professional and support staff members should be involved in the planning process, which culminates in the preparation of the budget document. The superintendent will establish procedures that seek input from the appropriate people on budgetary needs and that consider the priorities established by the Board. The Board designates the superintendent to serve as the budget officer of the district. As budget officer, the superintendent will direct the planning and preparation of the budget and will submit it to the Board for approval. The superintendent will present to the Board a tentative budget proposal for the following year and will present the final budget proposal before the new fiscal year begins, as provided by law. The Board may revise the items contained therein and will at that meeting adopt the portion of the budget dealing with the salary schedule and the needed tax rate for the district. Should the adopted budget require an increase in the tax levy above the authorized level that the Board may levy, the tax levy increase shall be presented to the voters for approval. The budget shall be appropriately adjusted if the voters fail to pass the tax levy increase. The Board will conduct at least one (1) public hearing regarding the proposed budget and taxation rate. The annual budget document shall present a completed financial plan for the ensuing fiscal year and shall include at least the following statutory requirements:
In no event shall the total proposed expenditures from any fund exceed the estimated revenues to be received plus any unencumbered balance or less any deficit estimated for the beginning of the fiscal year. Upon the recommendation of the superintendent, the Board will approve a system of internal accounting to ensure proper financial accounting of revenues and expenditures. The adopted budget of the Chillicothe R-II School District serves as the control to direct and limit expenditures in the district. Overall responsibility for assuring control rests with the superintendent, who will establish procedures for budget control and reporting throughout the district. The total amounts that may be expended during the fiscal year for the operation of the school district are set forth in the budget. The total budgeted expenditure for each program is the maximum amount that may be expended for that classification of expenditures during the school year unless a budget transfer is recommended by the superintendent and is approved by the Board. The Board will review the financial condition of the district monthly and shall require the superintendent to prepare a monthly reconciliation statement. This statement will show the amount expended during the month, total (to date) for the fiscal year, receipts and remaining balances in each fund. This statement will be used as a guide for projected purchasing and as a guide for budget transfers. During the fiscal year the superintendent may transfer any unencumbered balance or portion thereof from the expenditure authorization of one (1) account to another, subject to limitations provided by state laws and approval by the Board.
All moneys received by the school district shall be disbursed only for the purposes for which they
are levied, collected or received.
© 2003, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DBB The district treasurer shall not draw any check or issue any order for payment that is in excess of
the income and unencumbered revenue of the school district for the fiscal year beginning on the
first day of July and ending on the thirtieth day of June following.
© 2000, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DC The Board is responsible for levying ad valorem property taxes as necessary to operate the Chillicothe R-II School District in a manner that promotes achievement for all students. Taxes will be levied in accordance with law. Increasing Taxing Authority The Board is authorized to set an operating tax rate of $2.75. The Board will seek voter approval to increase the tax rate ceiling, in accordance with law and as necessary to better serve the students of the district. The district may also seek voter approval to forgo all or part of the reduction of the operating levy due to proposition C sales tax receipts, as allowed by law. The Board may also seek voter approval to increase the bonded indebtedness of the district in accordance with law and as necessary to provide an appropriate learning environment for district students. The Board of Education has a bonded indebtedness limit of 15 percent of the value of taxable tangible property as shown by the last completed assessment for state and county purposes. Tax Rate Hearing Notice The Chillicothe R-II School District will annually set the tax rate after first notifying the public and conducting at least one (1) public hearing. Notice of the hearing will be given by publication in a newspaper of general circulation or by posting such notice in at least three (3) public places within the district, in accordance with law. The district will publish or post the notice at least seven (7) days prior to the hearing, and the notice will include the: 1. Date, time and place of the hearing. 2. Assessed valuation by category of real, personal and other tangible property in the district for the fiscal year for which the tax is to be levied and the preceding tax year. 3. Amount of revenue required to be provided from the property tax as set forth in the adopted annual budget for each rate levied. 4. Tax rates proposed to be set for the various purposes of taxation. 5. Increase in tax revenue due to an increase in assessed value as a result of new construction and improvement. 6. Increase, both in dollar value and percentage, in tax revenue as a result of reassessment if the proposed tax rate is adopted. Tax Rate Hearing The superintendent will provide the Board the same information included in the tax rate hearing notice prior to the tax rate hearing. The tax rate hearing will include an opportunity for citizens to speak before the Board. The Board will set the tax rate after the hearing. The tax rate will be calculated to produce substantially the same revenues as required in the annual budget. The Board will have sole authority in determining what part of the total authorized rate shall be used to provide revenue for each of the funds. Before setting the rates for the teachers' and incidental funds, the Board will set the rate for the capital projects fund as necessary to meet the district's obligations. Submitting the Tax Rate Upon receiving notice from the clerk or other official of the county or counties in which the district is located, the district shall submit a nonbinding projected tax levy by April 8. The Board shall forward a tax rate to the county clerk of every county in which the district is located on or before September 1 of each year, except that districts located partially or wholly in St. Louis County or any county with a charter form of government will submit their tax rates not later than October 1. If the rate is less than one (1) dollar, the rate will be calculated to the nearest one-tenth of a cent, and the district will round up a fraction greater than or equal to five/one-hundredths of a cent to the next higher one-tenth of a cent. If the rate is in excess of one (1) dollar, the estimate will be calculated to one/one-hundredths of a cent, and the district will round up a fraction greater than or equal to five/one-hundredths of one (1) cent to the next higher one/one-hundredth of a cent. Legal Compliance If the district receives from the county clerk the state auditor's finding that the proposed rate does not comply with Missouri law, the Board will have 15 days from the date of receipt of the finding to accept or reject in writing the rate change certified by the state auditor and to submit all requested information to the state auditor. A copy of the Board's acceptance or rejection and any information submitted to the state auditor shall also be mailed to the county clerk. Borrowing Authority The Board may borrow money in anticipation of collection of taxes for the purpose of securing funds for school operations, including the debt service fund. Issuance of all tax and revenue anticipation notes requires approval of the majority of the members of the Board. The notes may be issued at any time in any year, and the aggregate outstanding principal amount of the notes issued in one (1) year for any fund shall not exceed the amount of the Board's estimate of the year's requirement for the fund. The notes shall be payable within 12 months from date of issuance. Bonded Indebtedness The Board may borrow money and issue bonds for: 1. Purchasing schoolhouse sites and other land for school purposes. 2. Erecting or furnishing schoolhouses or library buildings. 3. Building additions to or repairing old buildings. 4. Purchasing school buses and other transportation equipment. 5. Paying off and discharging assessments made by counties, cities, towns and villages or other political subdivisions or public corporations of the state against the district. Funds raised through the sale of bonds may be used only for the purposes set forth in the election that authorized the sale of bonds. The following points of state law shall govern the Board's issuance of bonds: 1. A four-sevenths vote is required before the issuance of bonds if the issue of bonds is submitted at a municipal election or at the general or primary election held in even-numbered years. At all other elections, a two-thirds vote is required. 2. The Board of Education has a limit of bonded indebtedness of 15 percent of the value of taxable tangible property as shown by the last completed assessment for state and county purposes. 3. Bonds shall be issued in denominations of $1,000 or in any multiples of $1,000. 4. The bonds, in whole or in part, shall not run for more than 20 years from the date they were issued. 5. The revenues from taxes levied for the purpose of satisfying bonded indebtedness obligations, both principal and interest, shall be recorded in the debt service fund.
Cross Refs: BBBB, School Board Ballot Issues MSIP Refs: 8.5
© 2000, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DCB
Reasonable expenditures may be made solely for the purpose of providing patrons of the district
with objective information regarding ballot measures in order to inform voters concerning issues
that directly affect the district.
© 2001, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DD All grants must:
All grant proposals shall be approved by the Board before being submitted to the funding agency regardless of the amount of funding involved. Before a grant application is presented to the Board, the superintendent or designee will determine whether the district has the appropriate staff to support the grant project and to maintain accurate records required by the granting entity, as well as adequate resources if matching funds are required. All grants that involve district property, students or personnel in their capacity as employees are considered district grants and are subject to the requirements of this policy. No individual will use grant proceeds in the district without district permission.
Administration of Grants All grant funds received must be deposited in district accounts. District policies regarding purchasing, expenditure of funds and employment will be followed when expending grant funds. Staff positions created through grant funding will be filled pursuant to Board policy. Accurate records will be kept of all grant expenditures. An annual report will be provided to the superintendent or designee on the status of the grant program, participation in the program and the success of the program.
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© 2003, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DEA Whenever it becomes necessary, in the judgment of the Board, to increase the tax rate beyond the authorized level (the amount last approved by the voters of the district or as subsequently revised according to law), the Board shall determine the rate of taxation necessary to be levied in excess of the existing rate and submit the proposition to the voters of the district. Election procedures shall be in compliance with state law and Article X, Section 11(c) of the Missouri Constitution.
State
Federal
© 2000, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DED In the event such revenues are received, the Board will disburse the revenues in accordance with any provisions or requirements accompanying the allocation. The Board, when authorized to establish local policy pertaining to the procedure and schedule for the disbursement of such revenues, shall establish an appropriate policy upon the recommendation of the superintendent.
Recommendations for procedural guidelines specifying a disbursement plan for moneys designated
to the teachers' fund should be determined after receiving the suggestions of the professional staff.
However, in accordance with state constitutional provisions, unbudgeted revenue received during
the budget year shall not alter compensation of employees within the current contract period.
Cross Refs: DI, Fiscal Accounting
and Reporting/Accounting System
© 2000, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DFA
I. Scope
1. Pooling of Funds
2. External Management of Funds II. General Objectives
1. Safety
a. Credit Risk
The district will minimize the risk that the market value of securities in the portfolio will fall due to changes in general interest rates, by:
2. Liquidity
3. Yield
III. Standards of Care
1. Prudence Investments shall be made with moneys and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.
2. Ethics and Conflicts of Interest
3. Delegation of Authority IV. Investment Transactions
1. Authorized Financial Dealers and Institutions All financial institutions and broker/dealers who desire to become qualified for investment transactions must supply the following as appropriate: Audited financial statements.
An annual review of the financial condition and registration of qualified financial institutions and broker/dealers will be conducted by the superintendent or designee and/or the designated external professional organization. [Optional: From time to time, the investment officer may choose to invest or cause or permit investments to be made in instruments offered by emerging or minority firms and community financial institutions. In such situations, a waiver to the criteria under Paragraph 1 may be granted by the governing body. All terms and relationships will be fully disclosed prior to purchase and will be reported to the governing body of the district on a consistent basis. The governing body of the district should approve these types of investment purchases in advance.]
2. Internal Controls The internal controls shall address the following points:
3. Delivery vs. Payment IV. Suitable and Authorized Investments
1. Investment Types a. Securities issued by State of Missouri -- The district may invest in obligations of the Missouri State government for which the full faith and credit of the State of Missouri are pledged for the payment of principal and interest. b. United States Treasury Securities -- The district may invest in obligations of the United States government for which the full faith and credit of the United States are pledged for the payment of principal and interest. c. United States Agency Securities -- The district may invest in obligations issued or guaranteed by any agency or any wholly owned corporation of the United States Government as described in V (2). d. Repurchase Agreements -- The district may invest in contractual agreements between the district and commercial banks or primary government securities dealers. The purchaser in a repurchase agreement (repo) enters into a contractual agreement to purchase Treasury and government agency securities while simultaneously agreeing to resell the securities at predetermined dates and prices. e. Collateralized Public Deposits (Certificates of Deposit) -- Instruments issued by financial institutions which state that specified sums have been deposited for specified periods of time and at specified rates of interest.The certificates of deposit are required to be backed by acceptable collateral securities as described in §§ 110.010 - .020, RSMo. f. Bankers' Acceptances -- Time drafts drawn on and accepted by a commercial bank, otherwise known as bankers' acceptances. The district may invest in bankers' acceptances issued by domestic commercial banks possessing the highest rating issued by Moody's Investor Services, Inc. or Standard and Poor's Corporation. g. Commercial Paper -- The district may invest in commercial paper issued by domestic corporations, which has received the highest rating issued by Moody's Investor Services, Inc. or Standard and Poor's Corporation. Eligible paper is further limited to issuing corporations that have total assets in excess of five hundred million dollars ($500,000,000). 2. Security Selection: The following list represents the entire range of United States Agency Securities that district will consider and which shall be authorized for the investment of funds by the district. Additionally, the following definitions and guidelines should be used in purchasing the instruments: a. U.S. Govt. Agency Coupon and Zero Coupon Securities -- Bullet coupon bonds with no embedded options. b. U.S. Govt. Agency Discount Notes -- Purchased at a discount with maximum maturities of one (1) year. c. U.S. Govt. Agency Callable Securities -- Restricted to securities callable at par only with final maturities of five (5) years. d. U.S. Govt. Agency Step-Up Securities -- The coupon rate is fixed for an initial term. At coupon date, the coupon rate rises to a new, higher fixed term. Restricted to securities with final maturities of five (5) years. e. U.S. Govt. Agency Floating Rate Securities -- The coupon rate floats off one index restricted to coupons with no interim caps that reset at least quarterly. f. U.S. Govt. Mortgage Backed Securities -- Restricted to securities with final maturities of five (5) years. 3. Investment Restrictions and Prohibited Transactions To provide for the safety and liquidity of the district's funds, the investment portfolio will be subject to the following restrictions:
a. Borrowing for investment purposes ("Leverage") is prohibited. 4. Collateralization Collateralization will be required on two (2) types of investments: certificates of deposit and repurchase agreements. In order to anticipate market changes and provide a level of security for all funds, the market value (including accrued interest) of the collateral should be at least 100%. For certificates of deposit, the market value of collateral must be at least 100% or greater of the amount of certificates of deposit plus demand deposits with the depository, less the amount, if any, which is insured by the Federal Deposit Corporation, or the National Credit Unions Share Insurance Fund. All securities, which serve as collateral against the deposits of a depository institution must be safe kept at a non-affiliated custodial facility. Depository institutions pledging collateral against deposits must, in conjunction with the custodial agent, furnish the necessary custodial receipts within five (5) business days from the settlement date. 5. Repurchase Agreements The securities for which repurchase agreements will be transacted will be limited to Treasury and government agency securities that are eligible to be delivered via the Federal Reserve's Fedwire book entry system. Securities will be delivered to the district's designated Custodial Agent. Funds and securities will be transferred on a delivery vs. payment basis. VI. Investment Parameters
1. Diversification
a. U.S. treasuries and securities having principal and/or interest guaranteed
by the U.S. government -- 100%
2. Maximum Maturities VII. Reporting 1. Methods The investment officer shall prepare or cause to be prepared an investment report at least quarterly, including a management summary that provides an analysis of the status of the current investment portfolio and transactions made over the last quarter. This management summary will be prepared in a manner that will allow the district to ascertain whether investment activities during the reporting period have conformed to the investment policy. The report should be provided to the governing body of the district. The report will include the following:
2. Performance Standards Commercial paper and bankers' acceptances must be reviewed not less often than monthly by the investment officer to determine if the rating level has changed. The commercial paper and bankers' acceptances should be reviewed for possible sale if the securities are downgraded below the minimum acceptable rating levels.
3. Marking to Market VIII. Policy Considerations
1. Exemption
2. Adoption
© 2000, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DG
Each depository selected shall, within ten (10) days after its selection, post securities in accordance
with state law. Collateralized investments will comply with the requirements of the Financial
Institutions Reform, Recovery and Enforcement Act of 1989.
© 2000, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DGA
© 2000, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DH © 2001, Missouri School Boards' Association, Registered
in U.S. Copyright Office FILE: DI The superintendent shall be responsible for receiving and properly accounting for all funds of the school district and implementing the accounting system. As specified in state law, the Board of Education shall establish funds for the accounting of all school moneys in the district. The treasurer of the district shall open an account for each fund, and all moneys received by the district shall be deposited in the appropriate fund account. All financial transactions shall be recorded in the revenue and expenditure records, and appropriate entries from the adopted budget shall be made in the records for the respective funds. The Board shall receive monthly financial statements from the superintendent showing the financial condition of the district. In addition, other financial statements determined necessary by either the Board or the superintendent shall be presented to the Board for review.
The superintendent shall also be responsible for pupil-related accounting and shall file enrollment,
attendance, food service and transportation reports as required by the Missouri Department of
Elementary and Secondary Education.
Cross Refs: IGDF, Student
Fundraising
© 2000, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DIE_-C.1E The Chillicothe R-II School District will retain an independent auditor at the close of each fiscal year for the purpose of auditing and making necessary reports to the Board of Education and the Missouri Department of Elementary and Secondary Education (DESE). The independent auditor must hold a current permit to practice public accounting in the state of Missouri and must meet the requirements for continuing education and peer review as defined by the Missouri State Board of Accountancy and Government Auditing Standards. All subcontractors must also meet these requirements. Selection of the independent auditor will be by competitive bid every three (3) years pursuant to Board policy. The superintendent shall arrange with the independent auditor for an audit examination ("audit") of all financial, transportation, food service and attendance records of the district, in accordance with state law. The cost of the audit and reports shall be paid from the incidental fund of the district. Confidential and privileged communications between the district and its auditor, including all auditor work products, are hereby closed to the extent permitted by state law. The audit shall be made in accordance with generally accepted auditing standards, to include such reviews and tests of the accounting system, books and records, and other underlying data as are necessary to come to an informed opinion as to the financial affairs of the Chillicothe R-II School District. The audit report shall meet the requirements of state law. The independent auditor shall provide a copy of the audit report to each member of the Board and the superintendent. The superintendent is responsible for furnishing a copy to DESE no later than December 31 and for filling copies of the audit with other authorities as required. Within 30 days of receipt of the audit report, the Board of Education shall prepare a summary of the report and publish it in accordance with state law. Audit of Federal Funds If the district expends a
total amount of federal awards equal to or in excess of the amount specified
by the Office of Management and Budget in any fiscal year, the district
shall conduct a single audit or a program-specific audit for that fiscal
year in accordance with federal law. If the district is not required to
perform a single or program-specific audit, the programs will be included in
the district's general audit. 5 C.S.R. 30-4.030 Single
Audit Act, 31 U.S.C. §§ 7501-7507
© 2000, Missouri School Boards' Association, Registered in U.S. Copyright Office
FILE: DJB The superintendent or designee will develop administrative procedures on reporting, documentation, safekeeping and the appropriate expenditures of these funds. ******* Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or f forms for related information. Adopted: 01/16/2007 Chillicothe R-II School District, Chillicothe, Missouri
FILE: DJC Other purchases or contractual services may be advertised and submitted for bid as directed by the Board or when, in the opinion of the superintendent, the welfare of the district will be served. The Board may require a bidder to submit a cashier's check or bidder's bond. The Board reserves the right to reject any or all bids or any part of any bid and to accept the bid that appears to be in the best interest of the school district. The Board reserves the right to waive minor technical deficiencies in any bid. Any bid may be withdrawn prior to the scheduled time for the opening of bids. Any bid received after the time and date specified shall not be considered. Generally, bids accepted by the Board pertaining to contracts, services and/or benefits shall be on
an annual basis. However, the Board may enter into multi-year agreements as long as the
payments under the contract for any given year do not exceed the district's income and revenue
for the year plus any unencumbered balances from previous years.
© 2003, Missouri School Boards' Association, Registered in U.S. Copyright Office
FILE: DJF All funds deposited with the district, regardless of source, are considered district funds and are subject to this policy. No contract will be entered into or bill paid without the proper documentation and without an affirmative vote from a majority of the whole Board. The Board encourages district staff to purchase products manufactured, assembled or produced in the United States. Purchasing Supervision The book keeper will serve as the district's purchasing officer or will designate a purchasing officer. The purchasing officer will supervise district purchases of products and services and may authorize purchases on behalf of the district that comply with the Board-adopted budget and this policy. The superintendent, in consultation with the purchasing officer, shall develop procedures to implement this policy in a manner that will meet the district's needs while protecting the district's resources. These procedures will comply with all applicable laws and will centralize and provide oversight of all purchasing decisions. Competitive Purchasing District staff will research all purchases and compare prices prior to making decisions regarding the expenditure of district funds, unless a purchase is covered by an exception pursuant to this policy. Sealed bids will be required for purchases that may exceed $15,000. The district will select best bid. The district reserves the right to waive minor technical defects in a bid, reject any and all bids, reject any part of a bid, advertise for new bids, or make the purchase on the open market if the product or service can be obtained at a better price. When the purchasing officer determines that the purchase requires competitive negotiations, products or services may be purchased by competitive proposals. Likewise, the superintendent, in consultation with the purchasing officer, is directed to create procedures that allow the district to benefit from cooperative purchasing and address unusual situations such as purchasing when there is a single feasible source for the purchase. The superintendent is also directed to create a process whereby authorized providers are selected for frequent purchases, while still monitoring the competitiveness of these providers. Emergency Situations Unless otherwise required by law, the superintendent may waive the requirement for competitive bids or proposals when he or she has determined that there exists a threat to life, property, public health or public safety or when immediate expenditure is necessary in order to protect against further loss of or damage to property, or to prevent or minimize a serious disruption in services. Emergency purchases shall be made with as much competition as is practical under the circumstances and will only be utilized for purchases that are necessary to alleviate the emergency. Debarred or Suspended Providers The district will not do business with providers who have been suspended or debarred on a state or federal level unless the superintendent authorizes the transaction and provides the Board with written justification. District employees are directed to verify that selected providers are in good standing before making a purchasing decision. Confidentiality Sealed bids and related documents will be kept confidential until bids are opened. District staff will not disclose offers, bids or price quotations to competitors except as necessary to conduct negotiations beneficial to the district or as required by law. All contract negotiations and related documents are considered closed until a contract is executed or all proposals are rejected. Credit or Purchasing Cards Authorized district employees may use credit cards or purchasing cards issued to the district to make purchases for the district or to pay for reasonable travel expenses incurred when performing job duties. Employees will not use these cards to circumvent the bidding and purchasing requirements established by law and Board policy. All purchases made using district cards must be attributed to the appropriate budget code and must conform to the Board-adopted budget. The district will use purchasing cards instead of credit cards to the extent feasible. Unless otherwise authorized by the Board, only the superintendent and the purchasing officer will have access to a district credit card. The Superintendent will approve which employee positions will be issued district purchasing cards and the limitations on the cards. The superintendent, in consultation with the purchasing officer, will annually review and revise the list of persons receiving district cards and the limitations on those cards. The annual review will ensure that only the employees who appropriately utilize the cards have access to them, and that the limitations on the cards do not exceed the amounts of the projected expenditures to be made with the cards. The Board will annually approve all modifications prior to implementation. Any employee using a district card shall sign a card usage agreement and will receive training on applicable procedures for card use. District employees issued a card must provide documentation, such as receipts and applicable budget codes, justifying expenditures. The purchasing officer will examine all documentation prior to payment and will notify the superintendent or designee immediately if any purchase was made in violation of law or district policies or procedures. All employees issued a district card must take all reasonable measures to protect the cards against damage, loss, theft or misuse. Any damage, loss, theft or misuse of the card must be reported to the superintendent immediately. No person may use the card other than the authorized employee to whom the card was issued. District employees will surrender all cards upon completion of their employment or term with the district or upon demand by the district. Prohibited Activity and Reporting Requirements The district expects all staff members to comply with the letter and intent of all district policies and procedures regarding purchasing. Under no circumstances may employees use district funds to make unauthorized or personal purchases. Staff members may not artificially divide purchases to avoid bidding requirements or design bid specifications to favor a particular provider. All district employees must report suspected fraud, theft or misuse of district funds to the superintendent or purchasing officer immediately. District employees may be disciplined or terminated from employment for failing to follow Board policy or district procedures and for any misuse of district resources, including district cards. The superintendent or purchasing officer will contact law enforcement and file a report or sign a complaint on behalf of the district in situations where a crime may have occurred. * * * * * * *
© 2003, Missouri School Boards' Association, Registered in U.S. Copyright Office
FILE: DK
The Board will give final approval to all bills paid. Payment of bills shall be authorized by the
superintendent or designee, only after verification of delivery and satisfaction by the department
or staff receiving the item(s). No payment for goods or services shall be made unless both an
itemized invoice showing the name of the person or firm to whom payment is due is presented,
and a receiving document bearing the signature of an authorized school employee is on file.
Building levels are responsible for ensuring that receipts are returned with purchase.Furthermore, the invoice must have been issued in response to an approved purchase order. The
superintendent or designee shall audit all claims, and shall submit the same to the Board of The superintendent or designee will prepare and present to the Board each month a list of bills for approval of a warrant authorizing payment from district funds. Such lists will be supported by invoices, approved purchase orders, properly submitted vouchers, or in accordance with salaries and salary schedules approved by the Board. School district moneys shall be disbursed only upon checks drawn by the treasurer and president of the Board following final Board approval of the monthly list of bills. Each check shall show the legal identification of the district by name and address, and the depository or investment account upon which the check is drawn. It shall also specify the amount to be paid and to whom payment is made, from what funds, for what purpose, the date of payment and the number of the check.
Checks will be disbursed twice per month on the third Tuesday of the month and the final day of
the month. Disbursement dates will serve as the cutoff date for the next payment period. Portions © 2000 Missouri School Boards’ Association
FILE: DLB Contributions to the Missouri Educational Employees Memorial Scholarship Program Salary deductions for unauthorized or unpaid absences of salaried personnel shall be computed by dividing the contracted salary, excluding extra-duty pay, by the number of days in the contract period. Deductions for other personnel shall be based upon the hourly rate of individual employees. The Board may authorize voluntary payroll deductions from compensation earned by employees if ten (10) or more employees so request. These deductions may be taken for, but are not limited to, credit unions, annuities, IRA membership dues, insurance premiums or other voluntary contributions. The amount deducted will be remitted to the organization, company or association authorized by the employee. In addition to the amount authorized, the district may deduct any administrative costs of compliance. The Board shall not be responsible for any good-faith error in the administration of this service. If the district provides a system of payroll deduction, the district will, upon written request by ten (10) or more employees, provide employees with the option of contributing to a continuing committee through payroll deduction. A continuing committee is a committee of continuing existence that 1) is not formed, controlled or directed by a candidate, 2) is not a candidate or campaign committee and 3) has the primary or incidental purpose of receiving contributions or making expenditures to influence or attempt to influence the action of voters. No employee will be subjected to any adverse employment action based on his or her participation or lack thereof in such a program. Improper Deductions The Board of Education prohibits improper pay deductions. Employees who believe that improper pay deductions have been taken should immediately report the concern to the payroll administrator. Employees will be reimbursed for improper deductions. If an employee's request for reimbursement is denied, the employee may appeal that decision by following the grievance procedure set forth in Board policy. Nothing in the policy shall prevent the district from properly charging absences against sick leave, personal leave or other such leave or from making deductions from pay for unapproved or unpaid absences, as established in Board policy.
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© 2003, Missouri School Boards' Association, Registered in U.S. Copyright Office
FILE: DLC
Because expenses are reimbursed from public funds, all persons traveling at the district's expense
are expected to use good judgment, differentiate between expenditures for business and those for
personal convenience and avoid unnecessary fees and excessive charges.
© 2004, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: DN Real property may be sold or leased by listing the property with one (1) or more real estate brokers and paying a commission upon such sale or lease. Real property not disposed of in this way and all personal property may be sold or leased to the highest bidder. The Board reserves the right to reject all bids. Property may also be sold or leased to a city, state agency, municipal corporation or other governmental subdivision of the state located within the boundaries of the district for public uses and purposes. The property shall be advertised as prescribed by state statute and detailed in administrative
procedures.
© 2001, Missouri School Boards' Association, Registered in U.S. Copyright Office SECTION A: FOUNDATIONS AND BASIC COMMITMENTS | SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS SECTION C: GENERAL SCHOOL ADMINISTRATION | SECTION D: FISCAL MANAGEMENT | SECTION E: SUPPORT SERVICES SECTION F: FACILITIES DEVELOPMENT | SECTION G: PERSONNEL | SECTION I: INSTRUCTIONS | SECTION J: STUDENTS SECTION K: SCHOOL-COMMUNITY RELATIONS | SECTION L: EDUCATION AGENCY RELATIONS |