Oklahoma Administrative Code › Title 210 - State Department of Education › Chapter 25 - Finance › Subchapter 3 - Funding Criteria › Section 210:25-3-7 - Financial information processing

Current through Vol. 41, No. 20, July 1, 2024
These regulations apply to data processing service centers
				  planning to provide services to schools, as well as to schools providing their
				  own computer services (hereafter both referred to as Center), implementing
				  Oklahoma Cost Accounting System (OCAS).
(1) The Center shall have available adequate
				data equipment to process the information.
(2) Personnel of the Center shall have an
				adequate understanding of the school finance laws and regulations implementing
				OCAS in the State of Oklahoma.
(3)
				No warrant/check shall be issued in excess of the properly approved
				appropriations or cash on hand for non appropriated funds.
(4) The Center will provide forms and/or
				means of transmitting proper information to and from the Center.
(5) The Center shall provide a complete audit
				trail of transactions in the form of a fiscal year-to-date (or monthly)
				detailed Budget Analysis, listing all encumbrances and payments by
				date.
(6) All financial
				transactions must be computer program generated for transfer of information to
				State Department of Education, coding to the bold or ability to roll to the
				bold codes if detailed coding is desired at district level, as printed in the
				OCAS manual.
(7) The Center must
				have the ability to transfer financial information, for all funds, for
				expenditures and revenue to the State Department of Education, when requested
				via the Web-based OCAS system.
(8)
				The Center must have ability to provide adequate audit trail for all
				entries.
(9) The Center is required
				to provide a computer generated program from the warrant registry with detail
				and summary expenditure reports on 8 1/2" X 11", unlined paper, in SDE approved
				format for claiming of federal fund reimbursements based on warrants issued. No
				expenditures will be processed on any report that has any manual changes on
				it.
(10) The Center must have
				ability to roll to the third digit of Function, first digit of Object in OCAS
				for federal programs report summary page.
(11) The Center must have ability to meet
				minimum criteria for software implementing OCAS as developed by the State
				Department of Education.
(12)
				Computer generated Record and Report of School District Expenditure forms
				requesting reimbursement against any federal program section of the State
				Department of Education must be received or postmarked on or before August 1,
				effective July 1, 2008. Unclaimed funds in the federal program areas will
				become carry-over funds into the new school year and be spent and claimed for
				reimbursement.
(13) The Center will
				provide all necessary pertinent information requested by the school district
				and promptly make all required monthly, quarterly, and annual
				reports.
(14) The Center shall
				process budgetary changes provided that said budgetary changes conform with
				Statutes pertaining to School Finance.
(15) The Center shall not process a
				supplemental allocation unless said allocation is accompanied by a Supplemental
				Estimate (Form 150), or a Request for Approval of State Aid and/or Federal Aid
				(Form 307) or Cash Fund Estimate of Needs and Request for Appropriation of
				Funds for Schools (Form 308), properly signed, authorizing the allocation of an
				additional appropriation of funds.
(16) The Center is required to continuously
				report the condition of all prior fiscal year funds with active
				balances.
(17) The Center shall
				furnish all necessary instructions to the school personnel necessary to
				initiate and maintain the program.
(18) The Center and software vendor providing
				services for a school district during a fiscal year shall be required to
				process and incorporate all pertinent information of each of the affected
				current year's funds from the beginning of the fiscal year. They shall also be
				required to process all payroll information for the calendar year of
				initiation.
(19) The Center and
				software vendor may be required to continue services to a school district until
				all transactions for the current fiscal year are completed even though the
				school district does not contract for the ensuing fiscal year.
(20) The Center is subject to review by the
				State Board of Education.
Amended at 10 Ok Reg
				  1383, eff 4-26-93; Amended at 20 Ok Reg 822, eff 5-15-03; Amended at 22 Ok Reg
				  1849, eff 6-25-05; Amended at 23 Ok Reg 3161, eff 7-13-06 through 7-14-07
				  (emergency)1; Amended at 25 Ok Reg 1911, eff
				  6-26-08
1This emergency action expired
				  without being superseded by a permanent action. Upon expiration of an emergency
				  amendatory action, the last effective permanent text is reinstated. Therefore,
				  on 7-15-07 (after the 7-14-07 expiration of the emergency action), the text of
				  210:25-3-7 reverted back to the permanent text that became effective 6-25-05,
				  as was last published in the 2006 Edition of the OAC, and remained as such
				  until amended again by permanent action on
				  6-26-08.