The business office conducts the business end of running the school systems. The main day to day functions are to pay staff, pay the bills, assist in negotiating contracts and maintain relations with outside vendors. The business office provides accounting services for the three districts. The business manager reviews and provides fiscal approval for contracts and other expenditure requests.
A large portion of the business office activity occurs in cycles. This includes creating reports for the Department of Education and other entities on an annual or as needed basis. Financial statements and materials are produced to be audited by outside auditors. One of the main responsibilities of the business office is producing budgets for the three districts and monitoring them once they are adopted. The business office also creates models of fiscal projections to aid in decision making.
Payroll makes sure that all employees are paid in a timely manner. They issue paychecks 26 times a year, although some employees elect to have their compensation paid over 22 periods. After setting up new contracted employees, they must process time cards, substitute time sheets, additional activities contracts, and new contracts each pay period. They must accurately calculate and produce paychecks, direct deposit transmittals, as well as calculate all taxes and payroll deductions for insurance, retirement, and tax sheltered annuities.
Accounts Payable makes sure that all bills are paid in a timely and appropriate manner. Purchase orders are entered into the accounting system, and invoices for goods or services are matched to the purchase orders before payment is authorized. The invoices are entered into warrants for review by the appropriate school committee. After school committee approval, invoices for the Amherst and Pelham schools are forwarded to the town treasurers for payment. Invoices for the Regional schools are paid out of the business office. All files for invoices, paid bills, and vendor relations are maintained.
The Treasurer manages the cash and financial management of Regional district assets. The Treasurer acts as our interface with the banking community. This individual deposits and accounts for all receipts and reconciles all monthly banking statements and accounts to the general ledger, and performs all cash transfers to cover biweekly payrolls and weekly accounts payable warrants. She manages all school building financing / bond payments, and reissues.