Home School Procedures

• New:
  • Accounting receives these and processes them on the below time line: 
    • Daily if student is enrolled before 2pm.  Any students enrolled after 2pm will be moved to the following day. 
  • School - Create Budget for student by doing Budget transfer process
  • For the start of year, Administration will do an import of both of these processes to get the bulk of the students in the system. 
• Withdrawal - Transfer money back to school account
  • Would follow same Budget transfer process
• Scholarships, extra money needed, transfer between students
  • Would follow same Budget transfer process
• Pre-Approval form
  • Parents will access PVUE and select on Reimbursement.  From here they will choose the pre-approval form that will go through approval process and then be entered on the reimbursement form. 
• To schedule a student, click here for the instruction on how to create an ILP. 

• Budget will transfer 75% of rollover allotment total from previous year.
  • Budget will provide money in a rollover account in Fall revision (Sep-ish). 
  • School would transfer funds to student after count (Nov).
• Budget will balance out remaining allotment during the winter revision period (Feb - ish).

All Student Allotment Requisitions/POs

• If multiple student allotment project strings are listed on one Requisition/PO, the specific student allotment purchase order line and amount to be paid for each specific student will need to be provided to Accounts Payable when Invoices are approved for payment.
• Use Department XXXA (091A, 063A, 065A) for student allotment Requisitions/Purchase Orders.  Use this Department ONLY when invoices are being paid DIRECTLY from specific student allotment project codes.  When using this specific Department, the initial requisition will go through principal workflow, however, PO change orders to add or remove student allotment projects will not continue to go through principal workflow as long as the overall Purchase Order amount does not change.  

Blanket Student Allotment Requisitions/POs

• When creating Student Allotment Blanket Requisitions/Purchase Orders, use XXXAENC.OTHER.DONOTPAY" project string for the amount of the purchase order that is not yet allocated to a specific student allotment project string.

• Requisition Entry - Next Year Requisitions
• Requisition Entry

• Parents will enter into DocFinity
• Advisors/Administrators will approve
• Data will automatically transfer over to MUNIS and be processed on the below time line: 
  • Each night of the week at 10 pm. Checks will be ran on Thursday. 
• Parent as Vendors
  • Parents fill out online TDX form and attach EFT document which is required
  • MCS approves this in TDX and fills out missing information
  • PUR processes request and will not move forward unless EFT information is included. 

• Follow the current P-Card procedure
• Put the student specific project ledger account code in the statement

• Method 1-MULTI Student Field Trip – Student allotment expense determined by FT cost
• When 100% of field trip expenses are allocated to student allotments after all field trip costs are finalized. (MCS)
  • Each field trip has a separate Project String to keep track of expenses and student allotment allocations during the year.
  • Request Field trip Project through Team Dynamics MCSAFTEX01 -MCSAFTEX99  (can change description each year as necessary)
  • Knowledge base article – Included:
    • Use project string for all PO's, pcard expenses, transportation expenses, etc for the field trip costs
    • Allocating to Student allotments -Project Journal Entry, see KB article
    • Refunding to student allotments-Project Journal Entry, see KB article
• Method 2 - MULTI Student Field Trip – Pre Determined Student Fee
• When 100% of field trip expenses are paid through discretionary and a set student FT is set in Synergy (TBC) KB Article
  • Use project string for all PO's, Pcard expenses, Transporation expenses, etc for all field trip costs
  • Allocating to Student allotments -Automated
    • Automated process of allocating field trip fee to each student through Synergy
      • General Journal Import - Credit TBCAFTFEE, 100.065.140.0000.1.0.425.00000, Debit specific student allotment project string and 100.065.140.0691.1.425.
  • Refunding to student allotments - General Journal Entry, see KB article

This is defined as licensing/software subscriptions where a set amount for a subscription is paid each year, and student’s allotments are charged a fee to use the license.  License costs to the general fund must be greater (or equal) than the amount charged against student allotments as reimbursement for the license expense. 

• Each bulk subscription has a separate Project String within the Project Ledger to keep track of expenses and student allotment allocations during the year. 
• Subscription will be paid from discretionary funds, program 0000 and project code for specific bulk subscription using a Purchase Order 
• Advisors/Administrators will enter subscription fee against student’s allotment. 
• Data will automatically transfer over to MUNIS.  This will allocate the charge to the student’s allotment, and credit the general fund discretionary as a reimbursement for a portion of the subscription. 
• To refund student’s allotment 
  • Advisors/Administrators will enter subscription refund information in Synergy. The refund will automatically credit the student account in MUNIS nightly.    

• Will automatically pull from Synergy (6am) and send over to Accounting that will be processed by 10 am.
• Withdrawing from classes and get refund for fee will be on the same automatic pull - School allows families 2 weeks to try out the course and then drop for full reimbursement.  
• Accounting Process Notes (See Attached Document "Draft Course Fees Student Allotments Revised 7.26.23" on the right colum of this article)

Will automatically pull from Synergy and send over to Accounting that will be processed on the below time line:

• Club fees - Club fees deducted from student allotments for a club hosted by their home school:
  • Club fees should be built as "courses" in Syngery ADV4
  • Communicate to IT the proper Club Project Ledger code for specific club to ensure that club fees are allocated to the Proper SSASR Project String
    •  For IT use only (the credit GL account code is 380.xxx.0000.1400.0.0.250, and SSASR Project Code) (The debit GL account is 100.xxx.140.0691.1.0.550.00000 or 100.063.140.0691.1.0.550.CORRS for KNC, and Student Allotment Project Code)
• Club fees and Athletic Fees- Club and Athletic fees deducted from student allotments for a club hosted by another school.
  • A Pre-approval form is entered into Docfinity by the Parent.
  • The Pre-approval form is electronically processed in Docfinity.
  • School creates a SSASR Project Transfer Funds Request in Team Dynamix.  School attaches screenshot or copy of processed pre-approval form to ticket.

• Warehouse items (Mat-Su Central Only)

  • Scanning with BMI scanners/software into MUNIS for pick tickets/Reqs etc.  
  • Parent/Advisers picks out classes, Adviser goes down to inventory and picks out items with Scanner that creates pick ticket as approval (Advisor is one entering, name in there)
  • Holly views pick ticket and processes.  
  • Prints out pick ticket for parent signature of receiving items.  (Keeps in a file on-site for potential audit)
  • Items are marked inside of MUNIS using the field "Return Required?" to identify if they need to be returned.  This is then nightly exported from MUNIS into Synergy for view via PVUE.
• Purchased items
  • Scanning with BMI scanners/software into MUNIS for pick tickets/Reqs etc.  
  • Henry/Linda views pick ticket and processes.  
  • Prints out pick ticket for parent signature of receiving items.  (Keeps in a file on-site for potential audit)
  • Items are marked inside of MUNIS using the field "Return Required?" to identify if they need to be returned.  This is then nightly exported from MUNIS into Synergy for view via PVUE.

• Invoicing Parents for overpayments, reimbursements, self pay, buy outs, etc.

• (KB article (TBA))
  •  

Uses include temporary hold of student balances prior to:

• Pcard statement reconciliations
• Finalizing field trip expenses

Instructions:

• Create Project only Journal Entry -KB Article Link
  1. One Project Journal per Pcard statement, One Project Journal per field trip
• Effective Date =today’s date or date of order/trip sign up
• Short Description: “HOLD”
• Journal Reference:
  1. SCHL =SCHOOL INITIATED/CREATED JOURNAL
  2. ACCT = ACCOUNTING DEPT INITIATED
• Reference 2: “PCARD” or “FIELDTRIP”
• Reference 3: Date of Pcard statement and cardholder initials (6/5/23 HH) or field trip ABBR and date (ANC MUS 5/23/23)
• Line 1 – Specific Student’s Allotment project number, debit, amount to hold from allotment,
  1. Comment: “HOLD” then short description (HOLD ESTIMATE ANCH MUSEUM 5.23)
• DO NOT RELEASE THE JOURNAL
• Continue reopen journal to add lines throughout to the journal until journal is ready to be deleted   

• Only to be used if Inventory system is not being used for specified expense
• Use Project String "XXXAPREPD" to all Direct vendor and pcard transactions related to student allotment expenses when specific student allotment project(s) are not yet known.  The GL account code should be 100.XXX.140.0691.1.0.XXX.XXXXX to also reflect that this is a student allotment expense.
• Create Project Journal Entry Only to allocate to each student allotment project (KB article)
  • When completing Project Journal Entry to allocate to students, Credit "XXXAPREPD" and Debit each Student Allotment Project
• At year end "XXXARPD" should have a zero balance, with all expenses being allocated to students or moved to discretionary budget.  Unallocated student allotment project should be reviewed quarterly for any errors and transfers to be completed.
• For any XXXAPREPD project segment expenses coded incorrectly to XXXAPREPD instead of the school's discretionary budget, an Account Code Change request will need to be completed in Team Dynamix.  Accounting will reclass the original expense as a discretionary expense.

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1. Open Project Journal Entry/Proof (Menu) > Financials > General Ledger Menu > Project Accounting >Project Ledger > Project Journal Entry/Proof. Click ADD.

   

2. In the “MAIN” section:
   1. Effective date should be date from original transaction in Project Expense Inquiry
   2. Short Description: XFR = Transfer
   3. Journal Reference: “ALLOCATE SAE” (Allocate student allotment expense)
   4. Reference 2: Expense to Allocate (Invoice number, pcard transaction, etc)
   5. Reference 3: Expense Date
   6. TAB to General Description. Update the description to reflect what is being ordered.
3. Press Accept. 
4. LINE 1
   1. a. In the “Journal Entry Lines” section, enter “E’ in the T (Type) column, Tab to next column.
   2. Enter Unallocated Student Allotment Expense Project String “XXXAPREPD” , then click ellipse (three dots) to choose complete project string Tab to next column
   3. Enter “C” (credit) in the D/C Column to decrease “XXXAPREPD” Project String
   4. Enter the total amount to be allocated to specific student allotments. This line amount should be the total of the invoice being allocated to several students. Tab to the next column
   5. In comments, enter item description, transaction number, and date
   6. Tab to line 2 
5. Line 2 through last Line
   1. In the “Journal Entry Lines” section, enter “E’ in the T (Type) column, Tab to next column.
   2. Enter the student allotment project string for the first student that a portion of the expense will be allocated to, Enter project segment, then click ellipse (three dots) to choose complete project string Tab to next column
   3. Enter “D” (Debit) in the D/C Column to increase Project String expenses for the specified student allotment project.
   4. Enter the total amount to be allocated to the specific student allotment project. Tab to the next column
   5. In comments, enter Item description, transaction number, and transaction date (should autofill from line above)
   6. Tab to add additional lines until expense in line 1 is allocated to specific student allotment projects. 
   7. Verify that Debits equal Credits. 
6. ATTACH – Attach backup documentation to TCM. Backup Documentation should include a tape or excel sheet that totals all costs of the field trip and a backup of all expenses (Invoices, pcard expenses, transportation invoices) 
7. Release Project Journal Into Workflow: 
8. Approvers to approve in Workflow 
9. Accounting to Output Post