Email Sent on Friday, March 4, 2016 4:47pm from Jenny Salkeld, Chief Financial Officer
Dear Elementary School Assistants and Financial Clerks,
Library Fees
In a recent review of the library fees accounts on the QuickBooks databases, it was brought to my attention that the collections of these fines are being used for various ASB related purchases. In accordance to the attached Administrative Procedure 2170, library fines need to be remitted to the District's General Fund on an annual basis. The funds in the ASB designated account should not be used for any other purpose. Therefore, please review the current activity and ensure that the remaining balance is remitted to the District by mid-June.
Collection of Damaged or Lost Instructional Materials
In addition, it was noted in the account that is designated for collections for damaged or lost instructional materials that there are examples where payments to vendors are being issued, such as to Follett. Please note, that in accordance to the attached Administrative Procedure 2165, that collections made also need to be remitted to the District either to the Instructional Materials department for district adopted books or to the 08000 resource for site based purchases. Please review this activity to ensure that collections are remitted to the District by mid-June. A small balance in this account is recommended in the event you need to issue a refund.
We highly recommend, in accordance with administrative procedures, that you have the following accounts on the site's QuickBooks database so that funds are not commingled and are clearly identified:
- Library Fines
- Collections for Damaged or Lost Instructional Materials - Centrally purchased and adopted materials
- Collections for Damaged or Lost Instructional Materials - Site purchased instructional materials
- Collections for Damaged or Lost Instructional Materials - ITSS instructional materials
Please note that funds from book fairs should not be included in the above accounts. For book fairs, please setup a separate QuickBooks account.
As a friendly reminder, we will also note this information in the Year End Close Memo that is typically issued in May.
Let me know if you have any questions. Thanks!
I have attached a Library Fines and Lost of Damaged Instructional Materials table that you might find helpful in categorizing the fees and fines.
Jenny Salkeld
Chief Financial Officer
San Diego Unified School District
4100 Normal Street, Room 3150
San Diego, CA 92103
Direct: 619.260.5443
Fax: 619.725.7692
[email protected]