Procedure Manual

The Finance and Operations Procedure Manual is designed to provide accurate and timely information on the day-to-day implementation of Weston School Committee policies related to finance and operations. Where appropriate, the procedure manual is cross referenced with the School Committee policies.

Section I: School Finance Handbook

Section I : School Finance Handbook

Section I: School Finance Handbook
Roles and Responsibilities
Financial Management
Definitions

Section II: Financial Procedures Manual

Internal Control Document

Internal Control Document

Appendix

Appendix A: Athletic Monies

Section III: Student Activity Account Guidelines

Part I: General Information and Part II: Operating Procedures

Part I: General Information and Part II: Operating Procedures

Part III: Appendix: Sample Forms

Event Financial Report (Form 1)

Deposit Slip (Form 2)

Withdrawal Request Form (Form 3)

Check Reimbursement Request Form (Form 4)

Accounts Payable Payment Request Form (Form 5)

Cash Box Log Form (Form 6)

Request for Recognition of a Student Activity (Form 7)

Section IV: Federal Grants Internal Control Document

Federal Grants Internal Control Document

Federal Grants Internal Control Document

Section V: Process Instructions

I. Federal and State Grants

Requesting Grant Funds – G5 (Federal)

Requesting Grant Funds – DESE (Federal)

Requesting Grant Funds – DESE (State)

Requesting Grant Funds – EEC (State)

Time and Effort Verification

II. Business and Accounting Processes

Accounts Payable

Chapter 30B Procurement

Insufficient Funds

New Vendor Entry

College Testing Proctor Payment

Purchase Order Modification

Purchase Order Management

Reimbursement Voucher

Within the United States

Outside of the United States

Purchase Order Approval Process

Requisition Entry

Scholarship Fund Creation

Transfer of Funds

III. Reporting Requirements

Grant Budget Reports

Open Purchase Order Report

Revolving Fund Budget Reports

Year to Date Budget Reports

IV. Building and Field Use

Building Use Form

V. Deposit Procedures

Adult and Continuing Education

Building Use Rental

Drama Revolving

Field Use Rental

Guidance Revolving

Music Revolving

Non-Resident and Staff Tuition

On-Line Payments

Pre-School Revolving

Textbook Revolving

Transportation Revolving

Weston Education Enrichment Fund Committee (WEEFC)

Weston International Affiliation (WIA)

VI. Personnel and Human Resource Procedures

Application for Employment

Statewide Application Fingerprint Identification Services (SAFIS)

Criminal Offender Record Inquiry (CORI)

Network Application

New Hire / Change in Status Form

Payroll Election

VII. Transportation and Travel Procedures

Anti-Idling Requirements

In-State Field Trip Procedures and Forms

International Travel – Ethics Forms

International Travel – Authorization and Permission Forms

Transportation Handbook

VIII. Food Services Procedures

Cash Drawer Verification

Catering Order Form

Catering Invoices

Daily Potential Sheet

Debt Management

General Ledger Report

Free and Reduced Lunch Program

Invoice Processing

Monthly Claim Reimbursement

Petty Cash Verification

IX. Miscellaneous Procedures

Full Time Equivalent Calculator

Instrumental Rental Procedure

Disposal of Surplus Property

Financial Assistance Determination

If there are any questions, please contact Sheri Matthews, Assistant Superintendent for Finance and Operations.

Updated: July 2018