The FY2018-19 Budget Season Begins!

Goochland County Public School budget managers are receiving hard copies of a three year history of items in their budget areas and an email with Budget Preparation Instructions and their Excel Budget Request forms on Tuesday, October 10, to help them prepare their budget requests for fiscal year 2018-2019. School/departmental Google baseline Budget Requests are due back to me, with Extra Needs described on the bottom as well as at least one Strategic Abandonment recommendation, on Tuesday, November 14th. Except as noted, the following forms are due on Tuesday, October 31 to the indicated parties so that they can include this additional information in their budget preparation:

Maintenance/Repair/Equipment Requests - send to Rob and Debbie

Technology (software and hardware) Requests - send to Peter and Debbie

Personnel Requests - send to Andy and Debbie

For additional clarification, there is a budget information sheet that shows the current budget managers and program codes description.

Please feel free to call me (556-5607 or 615-9151) or e-mail me (dwhite@glnd.k12.va.us) with questions or issues. Kim Pace (kpace@glnd.k12.va.us) can also assist with information or reports out of the Bright financial system.

Debbie

The FY2017-18 Budget Season begins!

Goochland County Public School budget managers are receiving hard copies of a three year history of items in their budget areas and an email with Budget Preparation Instructions and their Excel Budget Request forms on Monday, October 17, to help them prepare their budget requests for fiscal year 2017-2018. School/departmental Excel baseline Budget Requests are due back to me, if there are any changes to the baseline budget, on Monday, November 14th. Except as noted, the following forms are due on Monday, October 31 to the indicated parties so that they can include this additional information in their budget preparation:

Maintenance/Repair/Equipment Requests - send to Rob and Debbie

Technology (software and hardware) Requests - send to Peter and Debbie

Personnel Requests - send to Andy and Debbie

Extra Needs (beyond baseline) Requests - send to Debbie by November 14

Strategic Abandonment Recommendations – send to Debbie by November 14

For additional clarification, there is a budget information sheet that shows the current budget managers and program codes description.

Please feel free to call me (556-5607 or 615-9151) or e-mail me (dwhite@glnd.k12.va.us) with questions or issues. Robin Powers (rpowers@glnd.k12.va.us) can also assist with information or reports out of the Bright financial system.

Debbie

The FY2016-2017 Budget Season Begins!

Goochland County Public School budget managers are receiving hard copies of a three year history of items in their budget areas and an email with Budget Preparation Instructions and their Excel Budget request forms on Wednesday, October 14, to help them prepare their budget requests for fiscal year 2016-2017. School/departmental Excel Baseline budget requests are due back to me on Tuesday, November 10th. Except as noted, the following forms are due on Friday, October 30 to the indicated parties so that they can include this additional information in their budget preparation:

Enrollment Projections - send to Dr. Lane and Debbie by November 10

Maintenance/Repair/Equipment Requests - send to Sonny and Debbie

Technology (software and hardware) Requests - send to Tom and Debbie

Personnel Requests - send to Dr. Gretz and Debbie

Extra Needs (beyond baseline) Requests - send to Debbie by November 10

For additional clarification, there is a budget information sheet that shows the current budget managers and program codes description as well as the Budget Calendar approved by the School Board.

Please feel free to call me (556-5607 or 615-9151) or e-mail me (dwhite@glnd.k12.va.us) with questions or issues. Robin Powers (rpowers@glnd.k12.va.us) can also assist with information or reports out of the Bright financial system.

Debbie

2015-2016 Budget Season Begins!

Goochland County Public School budget managers received hard copies of a Budget Information list, Budget Instruction Memo and a three year history of their budget areas on Tuesday, October 14, to help them prepare their budget requests for fiscal year 2015-2016. School/departmental Excel Baseline budget requests are due back to me on Tuesday, November 11th. Except as noted, the following forms are due on Friday, October 31 to the indicated parties so that they can include this additional information in their budget preparation:

Enrollment Projections - send to Dr. Lane and Debbie by November 11

Maintenance/Repair/Equipment Requests - send to Sonny and Debbie

Technology (software and hardware) Requests - send to Tom and Debbie

Personnel Requests - send to Dr. Gretz and Debbie

Extra Needs (beyond baseline) Requests - send to Debbie by November 11

Please feel free to call me (556-5607 or 615-9151) or e-mail me (dwhite@glnd.k12.va.us) with questions or issues. Debbie

2014-2015 Budget Season begins!

Goochland County Public School budget managers received hard copies of worksheets on Tuesday, October 15, to help them prepare their budget requests for fiscal year 2014-2015. School/departmental Excel Baseline budget requests are due back to me on Tuesday, November 12th. The following forms are due on Wednesday, October 30 to the indicated parties so that they can include this additional information in their budget preparation:

Enrollment Projections - send to Dr. Lane and Debbie

Maintenance/Repair/Equipment Requests - send to Sonny and Debbie

Technology (software and hardware) Requests - send to Tom and Debbie

Personnel Requests – send to Dr. Gretz and Debbie

Extra Needs (beyond baseline) Requests – send to Debbie by November 12

Please feel free to call me (556-5607 or 615-9151) or e-mail me (dwhite@glnd.k12.va.us) with questions or issues. Debbie

 

Request for Payment Guidelines

Everyone is doing a great job with the new electronic Purchase Order (PO) system and using it to ask permission before they make the purchase of anything over $500. Now staff need to understand how to submit an invoice for payment (since a lot of times in the past we had been using the PO more as a “request for payment”).

–>This process needs to occur whether you are paying an invoice using School Board funds or student activity funds and/or filling out the credit card reconciliation form or a staff reimbursement request.

After the PO has been approved, the purchase is made or contract signed. From this point on it is the budget manager or principal’s responsibility to do the following before the payment is made to the vendor (any step but the signing of the invoice and/or check may be delegated to someone else):

  1. When goods are received for any dollar amount, verify that the items received match the receiving sheet by signing and dating it (and handing that paperwork in to the bookkeeper or budget manager). The same is true for every credit card slip.

  2. When the invoice is received for any dollar amount, verify that the services provided met expectations or that the goods were received (match with the receiving slip or use the invoice like a receiving slip). If not, contact the vendor and clear up any issues. For simplicity sake, a staff reimbursement form and the credit card reconciliation form are considered the same as an “invoice”.

  3. Write the PO number and/or the proper accounting code on the invoice.

  4. The budget manager or principal reviews all the information for completeness and whether the purchase has made good use of public funds. If all is satisfactory, the budget manager or principal signs and dates the invoice.

  5. Both the signed invoice and receiving slip are sent to Lisa Hobbs in Central Office or the Bookkeeper at the school for payment.

The signed invoice is sufficient for payment at the Central Office. Each school, however, may develop a Payment Request cover or other steps of the process as long as the principal signs the invoice prior to the check being distributed.

Please make sure that any special handling of an invoice or check is noted in writing on the invoice. This would include an urgent distribution deadline, a request that the check be returned to the budget manager for distribution or a new vendor address.

For more information please contact Debbie White (x5607).

2013-2014 Budget Documents Available for Budget Managers

The final 2013-2014 budget was approved by the School Board in May and the Board of Supervisors in June 2013. The full budget document is not yet complete but the two detail budget sections that will be most useful for budget managers and buyers are available here.

Document 2 contains Detailed Expenditure Reports and Position Details by cost center (schools and departments). The spreadsheets are visible with Preview on all computers but the entire document will need to be read through a current version of Adobe Reader on most division computers.

Document 3 contains Line Item Details for non-salary items by cost center in the Operating Fund. This document is visible on all computers with Preview. These are the details given for budget lines in discussions with budget managers and the leadership team during the winter budget development process. Expenditures that were funded have a category of “BASE”. This is also where staff can understand changes in budget/account codes for 2013-2014. In particular, most school level expenses will be paid out of object 6013 instead of a number of different 60XX object lines.

If you have specific questions, please don’t hesitate to contact Debbie White (dwhite@glnd.k12.va.us or 556-5607).

Electronic PO System Goes Live July 1, 2013!

Goochland County Public Schools has an electronic PO system available for all buyers and  budget managers to use for the 2013-2014 budget year.

This system is designed to replace the four-part Purchase Orders used in the past for purchase orders that apply to only one account/budget code. If a purchase order needs to be split between account and budget codes, the four-part purchase orders should still be used.

The system is easy to use and available for creating or approving Purchase Orders from any computer or smart phone at po.glnd.k12.va.us . 

All budget managers will be notified of their access information but departmental buyers and school bookkeepers need to notify Debbie White (dwhite@glnd.k12.va.us) on how to register. Detailed instructions and screen shots on how to use the system are available here.

View related blogs on the release of a Purchasing Manual and 2013-2014 detail budget documents.

 

GCPS Purchasing Manual Now Available

A general Purchasing Manual is now available that includes all the changes made this spring to the purchasing process. It includes the Quick Purchasing Guide released in March, an overview of the new electronic PO system, how to request a budget transfer, when a W-9 is requested of vendors, and the most updated GCPS policies and procedures. (The table of contents can be seen by downloading the document; in Preview, go to View and click on Table of Contents.) The electronic budget transfer form is available here.

Don’t forget the new online PO system is now available and a related blog describes that in more detail. Available budget documents are also available in a related blog.

Please notify Debbie White (dwhite@glnd.k12.va.us) if you have any questions or suggestions for additional information for the Purchasing Manual.

New Time Sheet Guidelines Issued

Effective July 1, 2013, all non-exempt staff (as identified on the 2013-2014 employment contracts) will fill out one time sheet each month using these guidelines. Please download either these revised electronic (Excel) or paper time sheets.

We have also issued guidance to departments on how to monitor these time sheets before they are turned into Central Office. Please use the 2013 Pay Date Calendar to make sure that all staff get paid on time.

We are also excited about the recent purchase of an electronic time clock system which we plan to have fully installed in the fall of 2013.

Both the paper and electronic time sheets will allow the Goochland County School Board to be in compliance with the Department of Labor “Fair Labor and Standards Act” (FLSA), the new Affordable Care Act, and School board policies (specifically GDJ-R “Support Staff Time Schedules” and GCBD “Employee Leaves and Absences”).

We want to thank many of our employees and supervisors for already adhering to these guidelines.

Please don’t hesitate to contact any of the following staff members with questions you may have about these time sheet guidelines:

Juanita Stratton, Payroll Clerk (804-556-5619)

Debbie White, Director of Finance (804-556-5607)

Demetra Harris, Human Resources Specialist (804-556-5603)

 

What does Box 12, Code DD on the W-2 mean?

On Friday, Finance staff received questions concerning the information reported on the 2012 Form W-2 in Block 12c, Code “DD.” As the back of the W-2 states DD is the “Cost of employer-sponsored health coverage. The amount reported with Code DD is not taxable.”

We were required to include this information on the 2012 W-2 for the first time as part of regulations from the Affordable Care Act. It is informational only and includes health insurance contributions from both you and your employer (GCPS). It does not change your taxable income and it has zero impact on your tax due.

The premium that you pay for GCPS employer-sponsored health insurance is recorded as a pre-tax deduction in the GCPS payroll software and already reduces the amount of your State, Federal, FICA and Medicare wages.

Let Nita (556-5619) and Debbie (556-5607) know if you have any more questions.

Recent VRS Changes

All employees have felt the impact this year from Virginia General Assembly action last spring on VRS payments–a mandatory 1% (of contracted salary) employee contribution (payroll deduction) for those employed before July 1 and 5% for those employed after July 1, 2012. Either in July or with School Board action in November that led to a number of contract adjustments in January, all Goochland County Public School employees should now be “made whole” with either a 1.09469% raise to cover the 1% VRS contribution and related FICA taxes or 5.75% raises for those making 5% contributions.

At the same time, state and local government payroll departments across the state have also had to implement “VRS Modernization”–a whole new way for employers to interact electronically with VRS. New rules have emerged on how to handle 10 month employees, new hires, and terminations. This has slowed down and changed some of our payroll processes in order to make sure that the 1% or 5% employee contribution has been deducted properly for all “creditable compensation” (which includes contracted salaries but not coaching stipends or the bonus staff received in December.)

Furthermore, General Assembly action in 2012 has caused additional changes to retirement benefits for all VRS-eligible employees on January 1, 2013. For example, all non-vested Plan 1 employees (those hired before July 1, 2010 that didn’t have 5 years of service credit) became Plan 2 employees on January 1, 2013. All Plan 2 employees (which now include the non-vested Plan 1 employees) had their COLA capped at 3% and their benefit multiplier (for earnings after 1/1/2013) was reduced from 1.7% to 1.65%.

For those considering retiring early, please read the following information about cost-of-living adjustments for both Plan 1 and Plan 2 employees that came directly from the VRS website (the underlined passages are our emphasis):

Q: I have several employees who will be eligible for retirement soon. Can you explain the new legislation on the cost-of-living adjustment (COLA) eligibility so I can advise my employees?
A: Pension reform legislation in 2012 changed the COLA eligibility for some retirees.

 

For members who retire with an unreduced benefit or with a reduced benefit with at least 20 years of service credit, the COLA will go into effect on July 1 after one full calendar year (January 1 through December 31) from their retirement date.
Example: If John retires on November 1, 2014, his first COLA will be effective July 1, 2016 and will appear in his August 1, 2016 benefit payment.

 

For members who retire with a reduced benefit with less than 20 years of service credit, the COLA will go into effect on July 1 after one calendar year following their unreduced retirement eligibility date.
Example: If Mary’s unreduced retirement eligibility date is October 1, 2020 but she retires on November 1, 2014 and has less than 20 years of service credit when she retires, her first COLA will be effective July 1, 2022 and appear in her August 1, 2022 benefit payment.

 

There are some exceptions. Members in any of the following circumstances will receive the COLA effective July 1 after one full calendar year from their retirement date:
  • The member is within five years of qualifying for an unreduced retirement benefit as of January 1, 2013.
  • The member retires on disability.
  • The member retires directly from short-term or long-term disability under the Virginia Sickness and Disability Program (VSDP).
  • The member is involuntarily separated from employment for causes other than job performance or misconduct and is eligible to retire under the Workforce Transition Act or the Transitional Benefits Program.
  • The member dies in service and his or her survivor or beneficiary is eligible for a monthly death-in-service benefit. The COLA will go into effect on July 1 following one full calendar year (January 1 to December 31) from the date the monthly benefit begins.
Please read more about this and other current information on the VRS website. Specific payroll questions can be addressed to Juanita Stratton (x5619) and general benefit questions to Demetra Harris (x5620).

 

Meals, lodging and accommodations are taxable

I want to thank all Goochland County Public School staff for carefully insuring that they are not paying tax on their goods and services when creating purchase orders or using GCPS credit cards. However, Goochland County Public School employees are subject to tax on food and lodging, even if they are carrying out official School Board business and paying the bill out of public funds.  Assuming this tax exemption on food is a common mistake that has happened to local governments all over the state. In the last locality I served, however, food vendors got audited by the state and suffered some real losses when they had to pay back taxes for not charging governmental organizations. Hopefully, that does not happen to our local vendors.

Effective immediately, please pay tax on pizzas, sub sandwiches, catered meals, and other food bought for consumption by staff or after school events. This does not apply to school meals for students and generally not for paper goods stocked for general school use.

The Virginia Tax Administrative Code spells this out for us (first two paragraphs of 23 VAC 10-210-690). It also clarifies that we need to use a GCPS purchase order and pay the bill with GCPS checks or credit cards to claim non-food and non-lodging tax exemptions. Furthermore, the Finance office (Janice or myself) can send you up-to-date signed ST-12 tax exempt certificates signed by Superintendent James Lane, if you are using old forms and need to send information to new non-food vendors.

Please let me know if you need further clarification on this tax-compliance issue.

By Debbie White

VGFOA Presentation on New Pension Reporting Standards

On October 18, I had the opportunity to present information to local government, school, and public utility finance officers from around the state on new pension reporting standards at the Virginia Government Finance Officer Association’s semi-annual meeting. I did this research and presentation in partnership with Dr. Jesse Hughes of Old Dominion University. We showed attendees that the new standards were not going to effect how they budget for pensions or how information is displayed in the all-important “fund” financial statements. However, there will be a big difference in how pensions will be displayed in the “government-wide” or full-accrual financial statements and so there is “headline risk” that people will over-react to these new numbers. Not only will local governments report their own full (or unfunded) pension liability on these financial statements for the first time but schools will need to report both their non-professional staff pension liability and their allocation of the statewide teacher’s pool. This last number has never been reported to either the localities or in the annual reports before. Therefore, Dr. Hughes and I used annual financial reports from over 60 cities and counties in Virginia as well as teacher pool allocation information from the Virginia Retirement System (VRS) to show the impact of this new reporting on each of them. For many, the teacher pool allocation can be very large in comparison to what has previously been reported. And under the new accounting rules to be required in a few years, these reported liabilities will get worse.

We told the leadership attending the presentation not to let these numbers scare them or their constituents. Fortunately, for Goochland County and most localities in Virginia, under VRS’ guidance and state law, we have been paying the full premium for pension required of us. And VRS will continue to guide local governments in Virginia in paying the necessary “annual required contribution” to keep our pensions adequately funded.

Finally, as the Boston College Center for Retirement Research stated in June 2012:

“the accounting changes do not alter the underlying fundamentals: $1,000 owed to a retired teacher in ten years under current standards will remain $1,000 owed in 10 years under the new standards.”  

Hopefully, this presentation and supporting databases helped the financial leaders of local governments in the state start to prepare themselves and their governing bodies for potential negative reactions as these liabilities will be reported.

By Debbie White