FILE: DIA
ACCOUNTING SYSTEM
The St. Martin Parish School Board delegates to the Superintendent or his/her designee, the responsibility for accounting for all School Board and school funds, and for maintaining complete, accurate, and detailed records of all financial transactions in the school district. These records shall be in accordance with generally accepted accounting principles, as prescribed, and approved regulations of the Louisiana Board of Elementary and Secondary Education (BESE).
Said accounts and fiscal records shall be available during normal business hours for inspection by the public.
SCHOOL BOARD FUNDS
The School Board shall require the Superintendent to provide the necessary guidance and direction for the administrative implementation, review, analysis, reporting, and modification of all budgeted activities as approved by the School Board. The Superintendent and/or Chief Financial Officer shall seek School Board approval prior to the transfer of funds from different departments within the General Fund. All regulations developed and maintained governing the fiscal responsibility of the School Board and its personnel and resources shall be designed to promote efficient management and sound fiscal accountability at every level of the school system.
All School Board employees charged with receipt, handling, and/or disbursement of any School Board funds shall abide strictly by state and federal law, policies of the School Board, and regulations and procedures developed by the Superintendent or his/her designee.
SCHOOL FUNDS
The School Board shall require that the Superintendent or his/her designee adopt uniform procedures that shall be applied throughout the school system to assure the proper accounting for, and expenditure of, all funds under the control of each individual school. Such funds shall be subject to periodic audit.
Adherence to and implementation of all regulations and procedures, as outlined in the School Activity Manual (SAM), shall be the responsibility of each school principal. These shall include, but not be limited to the following:
Each fund in each school shall maintain accounting records in such a way as to conform with written procedures established in SAM.
School funds and funds transferred to the St. Martin Parish School Board shall be under the same legal requirements as other School Board funds.
Each principal shall make available to the Chief Financial Officer (CFO) or designee personnel the records from which to conduct an audit.
Principals shall submit to the CFO/designee, in accordance with SAM, the announced purpose and the itemized distribution of monies raised from school fundraisers.
The School Board shall receive semi-annual reports from the CFO of all income, expenditures, balances in the schools' various accounts, and such other data as the Board may prescribe, in addition to regular financial reports.
Revised: January, 2014
Ref: La. Rev. Stat. Ann. ยงยง17:59, 17:196, 17:414.3, 24:515, 39:1301, 39:1302, 39:1303, 39:1304, 39:1305, 39:1306, 39:1307, 39:1308, 39:1309, 39:1310, 39:1311, 39:1312, 39:1313, 39:1314
Opinion No. 84-167, Commission on Ethics for Public Employees, State of Louisiana
Louisiana Handbook for School Administrators, Bulletin 741, Louisiana Department of Education
Louisiana Accounting and Uniform Governmental Handbook, Bulletin 1929, Louisiana Department of Education
Board minutes, 10-2-13
St. Martin Parish School Board