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Contact Information Telephone: (404) 370-4400 x921
Director of Finance Theresa Link
Senior Accountant Ingrid Austin
Payroll Specialist Monique Parker-Bailey
Accounts Payable Specialist Cathy Garrett |
The finance department of City Schools of Decatur strives to improve the fiscal responsibility of the school district, support the operation so that all schools function as one system, and strengthen the relationship with the community. The finance department has a supporting role to the core business of providing the highest quality of instruction.
The finance department at City Schools of Decatur manages three major funds of the district – the general fund, capital projects and special funds (state and federal grants, as well as student activity accounts). The finance department is responsible for the annual budget, accounting, auditing, financial reporting to state and federal agencies, cash management including any debt, payroll, benefits, purchasing and accounts payables. Many of these functions are interdependent with schools and departments so teamwork among principals and administrators is paramount.
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BUDGET
The annual budget is an on-going work in progress. Beginning in the fall, there is an initial presentation to the board of education using basic assumptions about the upcoming year’s revenues, expenditures and fund balance. The board then provides staff feedback and direction of expectations they have about the process. During the winter, the finance director coordinates the budget work and obtains information regarding expenditure requests or changes from school principals and administrators based on school improvement plans and district goals. Another presentation to the board is provided in the spring. At the regular meeting in May, the board shall approve a tentative budget and millage rate. At the regular meeting in June the board shall approve a final budget and millage rate. Staff may
recommend to the board amending the budget due to unforeseen changes and needs after the fiscal year has begun.
AUDIT
The senior accountant is responsible for providing the financial reports for the annual audit. The district is proud to have a history of no or few audit findings. The district’s fiscal year is July 1st through June 30th. The audited financial statements are usually presented to the board mid-year.
PAYROLL & BENEFITS
The finance department works closely with the human resources department with each payroll as it relates to salary, benefits and leave. City Schools of Decatur’s payroll specialist processes payroll for all employees twice per month. Regular full-time and part-time employees pay is annualized and paid equally over 24 paychecks so consistent pay is distributed during breaks such as winter break, spring break and summer break. Employee benefits and deductions are also divided into 24 paychecks. Full-time employees earn 3 personal days at the beginning of each fiscal year from medical leave and accrue the remaining 9½ medical days throughout the year. Personal and medical leave is prorated based on the full-time equivalent of the employee.
PURCHASING & ACCOUNTS PAYABLES
Purchasing is a decentralized process at City Schools of Decatur. Principals and administrators are responsible for making purchases that are within budget and aligned with the school improvement plan and/or the goals of the district. The accounts payable specialist assists all schools and departments with the purchasing and payable process. A purchase order is required for all purchases regardless of dollar amount. The finance director reviews purchase requisitions for accuracy in use of state chart of account codes. All purchase orders in excess of $5,000 required quotes or bids and is reviewed by the superintendent. All invoices are sent to accounts payable to be matched with the appropriate purchase order. Upon approval from principal or administrator, accounts payable prepares a check to pay the
invoice and is mailed to the vendor.
For all Financial presentations to the Board of education, click here.
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