Section D: Fiscal Management

• DA: Management of Funds
• DB: Annual Budget
• DG: Custody and Disbursement of School Funds
• DGC: School Activity Funds
• DI: Financial Accounting and Reporting
• DIA: Reporting Per Pupil Costs
• DJ: Purchasing
• DJA: Purchasing Authority
• DJB: Petty Cash Funds
• DJF: Purchasing Procedures
• DJG: Vendor Relations
• DK: Payment Procedures
• DL: Payroll Procedures
• DLB: Salary Deductions
• DLC: Expense Reimbursements
• DM: Cash in School Buildings
• DN: Disposal of Surplus Items
• DO: Non-Locally Funded Programs
• DZ: Salary Schedule
• DZA: Credit Cards/Charge Accounts
• DZB: Use of Year-end Appropriated Balance within the School Division Operating Fund 

DA: MANAGEMENT OF FUNDS

The superintendent or the superintendent’s designee shall be responsible for administering the division budget in accordance with School Board policies and applicable state and federal regulations, and law. The superintendent or the superintendent’s designee uses appropriate fiscal planning and management methods, modeled after the best accepted business practices and directed toward the educational goals of the division.

1. If the appropriating body approves the School Board budget by total amount (also referred to as lump sums), funds may be transferred by the School Board from one major classification to another. If funds are appropriated to the School Board by major classifications, no funds shall be expended by the School Board except in accordance with such classifications without the consent of the appropriating body.
2. The superintendent is authorized by the School Board to make line item transfers within a major classification.

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-78, 22.1-89, 22.1-94.

Cross References

• DB: Annual Budget
• DG: Custody and Disbursements of School Funds
• DI: Financial Accounting and Reporting
• DJ: Small Purchasing
• DJA: Purchasing Authority
• DJF: Purchasing Procedures
• DK: Payment Procedures
• DL: Payroll Procedures

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DB: ANNUAL BUDGET

The annual school budget is the financial outline of the division's education program. It presents a proposed plan of expenditures and the expected means of financing those expenditures. After adoption, it provides the primary means of managing expenditures.

The fiscal year begins on the first day of July and ends on the thirtieth day of the following June.

The superintendent prepares, with the approval of the School Board, and submits to the appropriating body, an estimate of the amount of money needed during the next fiscal year for the support of the public schools of the school division. The estimate sets up the amount of money needed for each major classification prescribed by the Board of Education and such other headings or items as may be necessary.

The superintendent or superintendent's designee prepares a budget calendar identifying all deadlines for the annual budgetary process. The calendar includes at least one work session for reviewing the budget and at least one public hearing on the budget. Notice of the time and place for the public hearing is published at least seven days in advance, in a newspaper having general circulation within the school division.

Upon approval of the school division’s budget by the appropriating body, the school division publishes the approved budget in line item form, including the estimated required local match, on its website and the document is also made available in hard copy as needed to citizens for inspection.

Legal References

• Code of Virginia, 1950, as amended, §§ 15.2-2500, 22.1-91, 22.1-92, 22.1-93.

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DG: CUSTODY AND DISBURSEMENT OF SCHOOL FUNDS

All School Board funds, except 1) money generated by school activities, and classified "school activity fund accounts," 2) money generated by the school food service program, and classified "school food service program accounts," 3) petty cash funds, and 4) accounts established for the purchase of instructional materials and office supplies are deposited with the Smyth County Treasurer, who is in charge of the receipts, custody and disbursement of School Board funds and who keeps such funds in an account or accounts separate and distinct from all other funds. Checks must be drawn on the School Board account by the Smyth County Treasurer, Smyth County, Virginia.

Disbursement of School Board funds is approved as provided in Policy DK: Payment Procedures.

Adopted: April 12, 2010
Revised: June 28, 2010
Revised: April 13, 2015

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-78, 22.1-116, 22.1-122.1 and 22.1-123.
• 8 VAC 20-240-10.

Cross References

• DGC: School Activity Funds
• DGD: Funds for Instructional Materials and Office Supplies
• DJB: Petty Cash Funds
• DK: Payment Procedures

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DGC: SCHOOL ACTIVITY FUNDS

All funds derived from extracurricular school activities, including, but not limited to, entertainment, athletic contests, club dues, facilities fees, vending machine proceeds that are not deposited in the school nutrition program account, and from any and all activities of the school involving personnel, students, or property are considered school activity funds.

Each school keeps an accurate record of all receipts and disbursements of school activity funds so that a clear and concise statement of the condition of each fund may be determined at all times. It is the duty of each principal to see that such records are maintained in accordance with regulations of the Virginia Board of Education and the rules of  the Smyth County School Board. The principal or principal’s designee performs the duties of school finance officer. The school finance officer is bonded, and the school board prescribes rules governing such fidelity bonds for employees who are responsible for school activity funds.

School activity funds are audited at least once a year by a duly qualified accountant or accounting firm approved by the Smyth County School Board. A copy of the audit report is filed in the superintendent’s office. Monthly reports of such funds are prepared by the principal, filed in the principal’s office and a copy sent to the School Board Office. The cost of such audits are a proper charge against the school activity funds.

Legal References

• Code of Virginia, 1950, as amended, § 22.1-16.
• 8 VAC 20-240-10
• 8 VAC 20-240-20
• 8 VAC 20-240-40

Cross References

• DG: Custody and Disbursement of School Funds
• DM: Cash in School Buildings
• JL: Fund Raising and Solicitation

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DI: FINANCIAL ACCOUNTING AND REPORTING

The superintendent or superintendent’s designee is responsible for implementing a modern system of accounting for all school funds as established by the Virginia Board of Education and the Auditor of Public Accounts.

The Smyth County School Board receives monthly statements of the funds available for school purposes.

At least once each year the school board submits a report of all its expenditures to the appropriating body. Such report is also be made available to the public either on the school division website or in hard copy at the central school division office, on a template prescribed by the Board of Education.

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-90; 22.1-115

Cross References

• CBA: Qualifications and Duties for the Superintendent
• DA: Management of Funds
• DB: Annual Budget
• DG: Custody and Disbursements of School Funds
• DGC: School Activity Funds
• DGD: Funds for Instructional Materials and Office Supplies
• DJB: Petty Cash Funds
• ECA: Inventory and Reporting of Loss or Damage
• EF: Food Service Management

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DJ: PURCHASING

Pursuant to written procedures not requiring competitive sealed bids or competitive negotiation, the School Board may enter into single or term contracts for goods and services, including professional services, if the aggregate or the sum of all phases is not expected to exceed $50,000 and transportation-related construction if the aggregate or sum of all phases is not expected to exceed $25,000. However, such small purchase procedures shall provide for competition wherever practicable. Where small purchase procedures are adopted for construction, the procedures shall not waive compliance with the Uniform State Building Code.

Small Purchasing

Purchases of $2,500 or less

This level of purchase does not require competitive pricing, but comparative pricing and utilizing previous pricing research is encouraged for purchases at this level. This level of purchase requires approval by the department head. Purchase orders are not required for purchases of less than $200. All invoices are reviewed by the department head.

Purchases between $2,501 and $10,000

This level of purchase shall be made on the open market on the basis of terms most advantageous to the school division. It requires at least three attempted telephone, catalog, electronic or written quotes to be documented by the department. This level of purchase requires approval by the department head.

Purchases between $10,001 and $25,000

This level of purchase shall be made on the open market on the basis of terms most advantageous to the school division. It requires at least three attempted electronic or written quotes to be documented by the department. This level of purchase requires approval by the Superintendent or his/her designee.

Large Purchasing

Purchases of $25,001 or more

This level of purchase shall be made on the open market on the basis of terms most advantageous to the school division. It requires a formal Invitation for Bid or Request for Proposals. This level of purchase requires approval by the School Board. Invitation for Bid or Request for Proposals must be publicly advertised, generally accomplished by posting on school board website. Invitation for Bid or Request for Proposals must be posted for a minimum of 10 days as required by law.

Exceptions

Exceptions to the small purchasing and large purchasing policies are allowable under certain conditions, including, but not limited to, emergency procurement, sole source provider, and state contract purchasing. All exceptions to the small purchasing and large purchasing policies must meet the requirements of the Virginia Public Procurement Act.

Adopted: September 10, 2012
Revised: February 9, 2015
Revised: July 13, 2015
Revised: July 11, 2016

Legal References

• Code of Virginia, 1950, as amended, §§ 2.2-4303, 22.1-68, 22.1-78.

Cross References

• DJF: Purchasing Procedures

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DJA: PURCHASING AUTHORITY

The superintendent with the School Board's formal approval may designate a qualified employee to serve as the purchasing agent for the Board. In this capacity, the agent for the Board may purchase or contract for all supplies, materials, equipment, and contractual services required by the school division subject to federal and state laws and regulations and School Board policies. All purchases made by the school division will be in accordance with the Virginia Public Procurement Act.

All personnel in the division who desire to purchase equipment and supplies shall follow the established procurement procedures within their departments or schools for the issuance of a requisition or purchase order. All purchase orders must be forwarded to the superintendent or superintendent’s designee for approval and processing. 

Internal Controls

The superintendent, or superintendent's designee, establishes appropriate procedures for internal accounting controls.

Purchasing and Contracting

The Smyth County School Board encourages full and open competition whenever practicable among potential contractors and suppliers by competitive bidding practices; to centralize purchasing and contracting within the school division to realize the economies resulting therefrom; and to seek maximum educational value for every dollar expended.

Legal References

• Code of Virginia, 1950, as amended, §§ 2.2-4300 et seq.; 22.1-70, and 22.1-78.

Cross References

• DA: Management of Funds
• DG: Custody and Disbursement of School FundsDGC: School Activity Funds
• DGD: Funds for Instructional Materials and Office Supplies
• DI: Financial Accounting and Reporting
• DJ: Purchasing
• DJB: Petty Cash Funds
• DJF: Purchasing Procedures

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DIA: REPORTING PER PUPIL COSTS

Upon preparing the estimate of the amount of money deemed to be needed during the next fiscal year for the support of the schools, the superintendent also prepares and distributes, within a reasonable time as prescribed by the Board of Education, notification of the estimated average per pupil cost for public education in the school division for the coming school year, in accordance with the budget estimates provided to the appropriating body. The notification includes actual per pupil state and local education expenditures for the previous school year. The notice may also include federal funds expended for public education in the school division.

The notice is made available in a form provided by the Virginia Department of Education and published on the school division's website or in hard copy upon request.

Legal References

• Code of Virginia, 1950, as amended, § 22.1-92(A).

• DB: Annual Budget

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DJB: PETTY CASH FUNDS

The School Board may by resolution establish one or more petty cash funds for the payment of properly itemized bills for materials, services, or supplies furnished to the school division under conditions calling for immediate payment to the vendor upon delivery. Such funds shall not exceed $2,000 each.

If it establishes any petty cash funds, the school board will appoint an agent or other person who shall be authorized only to approve payment of claims arising from commitments made pursuant to provisions of law from such petty cash funds. Any agent or person into whose hands any such fund is placed may pay such claims therefrom without necessity of prior receipt and audit of the claims by the school board and without approval and issuance of the warrant of the school board.

The clerk of the school board shall report payments from petty cash funds to the school board or to any appointed agent of the school board for approval and reimbursement promptly after any claim has been paid.

A bond in the amount of $4,000.00 will be required for each person distributing petty cash funds, but no additional bond shall be required of any person already bonded in the required amount.

Adopted: April 12, 2010
Revised: June 10, 2019

Legal References

• Code of Virginia, 1950, as amended, § 22.1 123.

Cross References

• DJF: Purchasing Procedures

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DJF: PURCHASING PROCEDURES

All procurements made by the school division are in accordance with the Virginia Public Procurement Act.

Certification Regarding Certain Offenses

As a condition of awarding a contract for the provision of services that require the contractor or employees of the contractor to have direct contact with students on school property during regular school hours or during school-sponsored activities, the school board requires the contractor to provide certification of whether any individual who will provide such services has been convicted of any violent felony set forth in the definition of barrier crime in subsection A of Va. Code §19.2-392.02; any offense involving the sexual molestation or physical or sexual abuse or rape of a child, or any crime of moral turpitude.

This requirement does not apply to a contractor or employees of the contractor providing services to the school division in an emergency or exceptional situation, such as when student health or safety is endangered or when repairs are needed on an urgent basis to ensure that school facilities are safe and habitable, when it is reasonably anticipated that the contractor or employees of the contractor will have no direct contact with students.

Award of Contracts When Individuals Who Will Provide Services Have
Been Convicted of Certain Crimes

The School Board will not award a contract for the provision of services that require the contractor or employees of the contractor to have direct contact with students on school property during regular school hours or during school-sponsored activities when any individual who provides such services has been convicted of any violent felony set forth in the definition of barrier crime in subsection A of Va. Code §19.2-392.02 or any offense involving the sexual molestation, physical or sexual abuse, or rape of a child, or the solicitation of any such offense.

The School Board may award a contract for the provision of services that require the contractor or employees of the contractor to have direct contact with students on school property during regular school hours or during school-sponsored activities when any individual who provides such services has been convicted of any felony or crime of
moral turpitude that is not set forth in the definition of barrier crime in subsection A of Va. Code § 19.2-392.02 and does not involve the sexual molestation, physical or sexual abuse, or rape of a child, or the solicitation of any such offense, provided that in the case of a felony conviction, the Governor has restored the individual’s civil rights.

Unauthorized Aliens

The School Board provides in every written contract that the contractor does not, and shall not during the performance of the contract for goods and services in Virginia, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

Discrimination by Contractor Prohibited

The School Board includes the following provisions in every contract of more than $10,000:

1. During the performance of this contract, the contractor agrees as follows:
   1. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
   2. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.
   3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.
2. The contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

Legal References

• Code of Virginia, 1950, as amended, §§ 2.2-4311, 2.2-4311.1, 22.1-296.1.

Cross References

• GCDA: Effect of Criminal Conviction
• IGBGA: Online Courses and Virtual School Programs
• KN: Sex Offender and Crimes Against Minors Registry Information

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DJG: VENDOR RELATIONS

Access to School Premises

No vendor, agent, or sales representative may enter the schools to advertise or sell goods or services to employees or students except as provided herein. Anyone in violation of this policy may be subject to legal action.

Vendors are not permitted to make appointments with individual School Board employees without the permission of the principal, the superintendent, or the superintendent’s designee. No vendor is permitted to sell, arrange demonstrations of products or services, or take orders for goods or services without prior authorization from the principal, superintendent, or the superintendent’s designee.

This does not prevent authorized representatives of firms regularly supplying goods and services to the school division from having access to the schools in the course of their routine business duties.

Prohibition on Solicitation or Acceptance of Gifts

No employee with responsibility for a procurement transaction may request, accept, or agree to accept from a bidder, offeror, contractor or subcontractor anything of more than minimal value.

Disclosure of Subsequent Employment

No employee or former employee with official responsibility for procurement transactions may accept employment with any bidder, offeror or contractor with whom the employee or former employee dealt in an official capacity concerning procurement transactions for a period of one year from the end of employment by the school division unless the employee or former employee provides written notification to the division prior to commencement of employment by that bidder, offeror or contractor.

Adopted: November 9, 2009

Legal References

• Code of Virginia, 1950, as amended, §§ 2.2-4370, 2.2-4371, 22.1-78, 22.1-293(B, D).

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DK: PAYMENT PROCEDURES

School Board

The School Board examines all claims against it, except those to be paid from petty cash funds or funds for the purchase of instructional materials and office supplies, and when approved, orders or authorizes payment thereof. A record of such approval and order or authorization is made in the minutes of the school board. Payment of each claim shall be ordered or authorized by a warrant drawn on the treasurer or other officer charged by law with the responsibility for the receipt, custody and disbursement of the funds of the school board. The face of the warrant shall state the purpose or service for which such payment is drawn and the date of the order entered or authority granted by the school board.

The warrant shall be signed by the chairman or vice-chairman, and countersigned by the clerk or deputy clerk, made payable to the person or persons, firm or corporation entitled to receive such payment and recorded in the form and manner prescribed by the Virginia Board of Education.

Fiscal Agent

The School Board may, by resolution, appoint an agent and deputy agent to examine and approve claims against it. A record of such approval and order or authorization shall be made and kept with the records of the school board. Payment of each such claim so examined and approved by such agent or deputy agent shall be ordered or authorized by a warrant drawn on the treasurer or other officer charged by law with the responsibility for the receipt, custody, and disbursement of the funds made available to the school board. The warrant shall be signed by such agent or deputy agent and countersigned by the clerk or deputy clerk of the school board.

However, (1) when the agent is the superintendent, who also occupies the position of School Board clerk, a countersignature from the chairman or vice-chairman is required and (2) when the deputy agent and the deputy clerk is one and the same person, the warrant must be countersigned by either the clerk or the agent of the School Board.

Each warrant shall be payable to the person or persons, firm or corporation entitled to receive payment. The face of the warrant shall state the purpose or service for which such payment is made and also that such warrant is drawn pursuant to authority delegated to such agent or deputy agent by the School Board on the specified date.

Any such agent or deputy agent must furnish a corporate surety bond. The School Board shall set the amount of such bond or bonds and the premium therefore shall be paid out of funds made available to the School Board.

Special Warrants

The Smyth County School Board may provide, by resolution, for the drawing of special warrants in payment of compensation, when such compensation has been earned and is due, for:

1. all employees under written contract,
2. all other employees whose rates of pay have been established by the school board or its properly delegated agent, upon receipt of certified time sheets or other evidence of service performed, and
3. for payment on contracts for school construction projects according to the terms of such contracts.

All such special warrants shall be signed by the clerk or deputy clerk of the school board and countersigned by the superintendent or the chairman or vice-chairman of the school board. When the superintendent and clerk is one and the same person, such special warrants shall be countersigned by such chairman or vice-chairman. Such payrolls and contracts so paid shall be reviewed and approved by the school board at its next regular meeting.

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-122, 22.1-122.1, 22.1-123.

Legal References

• DG: Custody and Disbursement of School Funds
• DJB: Petty Cash Funds
• DGD: Funds for Instructional Materials and Office Supplies

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DL: PAYROLL PROCEDURES

All salaries and supplements paid to all employees are paid in accordance with the schedule approved by the School Board. If the school board sets the school calendar so that the first day students are required to attend occurs prior to August 15, the school board shall establish a payment schedule to ensure that all contract personnel are compensated for time worked within the first month of employment. The school division maintains records that accurately reflect the compensation and related benefits of each employee.

Adopted: September 14, 2009
Revised: September 9, 2019

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-78, 22.1 296.

Cross References

• DK: Payment Procedures
• DLB: Salary Deductions
• IC/ID: School Year/School Day

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DLB: SALARY DEDUCTIONS

Federal and State taxes are automatically deducted from each employee's pay based on the most recent withholding statement provided by the employee. In the absence of a withholding statement, deductions will be made based on federal and/or State tax laws and regulations.

A list of all voluntary deductions available to employees is published annually and provided to all employees. Any additional voluntary deduction requests must be recommended by the superintendent and approved by the School Board.

Adopted: June 9, 2008
Revised: June 10, 2019

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-78, 22.1-296.

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DLC: EXPENSE REIMBURSEMENTS

The School Board encourages attendance and participation of school personnel in professional development activities and at professional meetings in order to improve work skills and to maintain high morale.

Requests for reimbursement from School Board funds will be honored only for activities approved in advance by the superintendent or the superintendent's designee and for which a statement of travel expenses, with supporting documents, is submitted at the conclusion of the trip.

Reimbursement for travel expenses incurred by an employee while on approved business for the school system will be provided from School Board funds. Such reimbursement will be made based upon the following allowance guidelines.

1. In lieu of submitting actual expenses for food and non-alcoholic beverage, an employee may submit a per meal/per diem request for reimbursement at the rate set by the School Board for meal expenses incurred during travel requiring an overnight stay. IRS guidelines require that reimbursed day travel meals be treated as taxable wages. Smyth County Public Schools does not reimburse employees for meal expenses incurred during travel that does not involve an overnight stay. No per meal/per diem is to be requested if such meal is included as a part of a meeting, lodging, or training for which the employee has traveled to attend. If reimbursement for actual expenses is requested, receipts must be provided and approval for reimbursement of meal expenses must be granted by the immediate supervisor and are not to exceed the per meal/per diem.
2. The use of private vehicles for school division approved travel will be reimbursed at a rate set by the School Board provided that no school division vehicle is available. An employee who travels outside the county and wishes to use a private vehicle even when a school division vehicle is available, may request reimbursement at a rate set by the School Board.
3. Gasoline for private vehicles may not be charged to the school board. When it is necessary to purchase gasoline for school division vehicles on out-of-county trips, receipts for the cost of the purchase must be submitted along with the expense reimbursement form.

Adopted: May 28, 2009
Revised: March 14, 2011
Revised: July 8, 2013

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-78, 22.1-253.13:5, 22.1-296.

Cross References

• GCL: Professional Staff Development

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DM: CASH IN SCHOOL BUILDINGS

Teachers and other school personnel who come into possession of cash in connection with school activities will not leave the money unattended. As soon as is possible, and no later than the end of the school day, personnel in possession of cash shall turn it over to the principal's office for safe-keeping and proper accounting.

Adopted: June 26, 2008

Legal References

• Code of Virginia, 1950, as amended, §§ 22.1-68, 22.1-70, 22.1-78.

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DN: DISPOSAL OF SURPLUS ITEMS

The school division shall apply trade-in allowances on equipment to be replaced against the purchase cost of the new equipment whenever possible.

The school division may dispose of equipment having no trade-in value by informal bid, auction or pre-priced sale as appropriate to the public. If items are valued in excess of $500.00, formal authorization for negotiated sale or for putting the items to bid shall be obtained from the School Board.

The bidder or purchaser shall certify whether he/she is an officer or employee of the division or a member of the immediate family of an officer or employee. Officers and employees of the school division, and members of their immediate families, may purchase surplus property from the school division only if the property is being sold at uniform prices available to the public or if the goods are sold for less than $500.00.

If reasonable attempts through the bidding or direct sales process to dispose of the items are unsuccessful, then the superintendent is authorized to arrange for their disposal.

Obsolete educational technology hardware and software that is being replaced pursuant to Va. Code § 22.1-199.1(B)(4) may be donated to other school divisions, to students, as provided in Board of Education guidelines, and to preschool programs in the Commonwealth. In addition, the school board may donate such obsolete educational technology hardware and software and other obsolete personal property to a Virginia nonprofit organization which is exempt from taxation under § 501(c)(3) of the Internal Revenue Code.

1. The remaining year-end school operating fund balance, as determined on the cash basis of accounting, will be transferred to Smyth County Schools Operations and Maintenance Category (64000) to be used for capital
   improvement needs as approved and adopted by the Smyth County School Board.
2. Given that appropriations lapse in the Commonwealth of Virginia at the conclusion of each fiscal year, the Board of Supervisors shall appropriate the remaining unspent appropriated funds as well as revenue in excess of the approved budget to the Smyth County Schools Operations and Maintenance Category (64000) for use in capital improvement projects at the beginning of the subsequent fiscal year or as soon thereafter as feasible.