Accounting

Our accounting team is committed to helping families access and use allotment funds to help support student needs.  Please feel free to contact your advisor or accounting if you have questions about finances.

Important Accounting Dates

DEADLINES

Reimbursements:

  • April 30th, 2017 (by midnight)– July 1, 2016 to Apr 30, 2017, items and services received.
  • June 30, 2017 (by midnight) – May 1 to June 30, 2017, items and services received.

 

Pre-order forms:

  • March 10, 2017 3:30 PM – i-Pads and computer requests.
  • March 24, 2017 3:30 PM – all other requests.
General Information

Every purchase or reimbursement must be directly related to the Individualized Learning Plan and aligned with State of Alaska standards for education. Materials purchased with allotment funds are the property of MSBSD. Appropriate use and maintenance of these materials is the responsibility of the parent.

Please note: The Mat-Su Central School’s school year begins July 1 and ends on June 30.

The Allotment-Based Program is available to any student in grades K-12, with the exception of Overage Students (students past their 20th birthday), who is enrolled prior to the end of the official count period, after which time the Mat-Su Central School Allotment-Based Program closes and curriculum will be provided by MCS (see AR 6181 on page 4 of this handbook.)

This allocation may be used for resources deemed APPROPRIATE & REASONABLE that fulfill the curriculum requirements of the Matanuska-Susitna Borough School District and ensures that proficiency in the state standards is being accomplished. These include, but are not limited to the traditional subject areas of mathematics, reading, language arts, social studies and science. The MCS supports families/students and parental choice in regards to education as well as choices in curriculum and enrichment offerings. Allotments for students enrolled in the allotment-based program are furnished with public funds for public education. Therefore, all items purchased either by purchase orders or by reimbursements made with District funds, such as computers, equipment, textbooks & teacher’s guides, and other non-consumable items, shall be considered property of the Mat-Su School District. All property must be returned to Mat-Su Central School upon completion or withdrawal from the program. A student must have a current ILP on file with their advisor in order to have purchase orders or reimbursements processed. Requests for purchases/reimbursements must be aligned instructionally with the student’s ILP.

Deadlines for Purchase Orders and Reimbursements

Please refer to the school calendar/website for actual dates.

The timeline below is designed to:

  • Minimize the reimbursement processing time at the end of the school year.
  • Ensure educational resources support student learning for the maximum amount of the school year
  • Support MCS staff to complete state mandated testing duties and assist all potential high school graduates to complete course requirements.
  • Allow for MCS staff to order and receive educational materials in preparation for the upcoming school year
  • Close out MCS school accounts for the current fiscal year

Student Allocation Timeline:

  • Last day for technology requests (computers and iPads) is the last Friday before Spring Break.
  • Last day for all other educational equipment and curriculum requests is the first Friday after Spring Break.
  • Last day to submit Reimbursement Requests is April 30 at 3:30 PM. (If April 30th falls on a weekend, the deadline will be by 4:00 PM on the following business day)
  • Reimbursements will be made for purchases occurring July 1 through June 30 of each school year.
  • Reimbursement Deadline for purchases of goods or services occurring during May and June is due the first week of July. If possible, pre-pay and obtain a receipt, in order to be turned in by the Reimbursement Deadline each school year. If pre-payment is not possible, submit paid receipts/invoices without delay once obtained and the Accounting office will do its best to send payment during the month of July.
Sale and Disposal of Books, Equipment and Supplies

The Board recognizes that students may benefit by allowing parents/students to purchase equipment and/or supplies used during enrollment at MSC. The following guidelines provide direction for a parent or student who wishes to purchase equipment or supplies which have been purchased through the student allotment during enrollment:

The purchase price for equipment or supplies including computers and mobile devices shall be based as follows:

  • One year old 50% of the new purchase price
  • Two years old 25% of the new purchase price
  • Three years old or greater 10% of the new purchase price
  • Four years old or greater $1

The purchase price for musical instruments shall be as follows:

Cost at the time the instrument was purchased for student use – minus 10% per year students have used the instrument.

*Items are considered one year old at the end of the fiscal year in which the item was purchased, the exception being graduating students receiving a diploma or certificate of attendance. The graduating students may purchase books, equipment, supplies, musical instruments, etc. early (as if it were the next fiscal year) from May 1st to the last day that the MCS business office is open. The aforementioned discounts will apply unless the item was purchased during the last semester, in which case the purchase price will be 75% of the new purchase price.

All requests for purchase require approval of the Superintendent or designee.

Upon completion of the transfer to the purchaser, the school will have no further obligation for repair or upkeep.

Reimbursements

Jim Renk

Jim Renk

Reimbursement Secretary

Jim.Renk@matsuk12.us
Phone: (907) 352-7456
Fax: (907) 352-7481

Keep in Mind
Don’t wait until the deadline to turn in your Reimbursements!
Anytime you have $100 worth of receipts, you may turn them in.
The average Reimbursement processing time is 2-3 weeks.
At the end of April, due to the higher volume of Reimbursement requests turned in, processing may take up to 4-8 weeks to complete.
What is holding up my reimbursement check?
Things that will slow down your reimbursement include:

  • Must have original receipts, not copies.
  • Form not complete / not signed.
  • Reimbursement form does not total $100.
  • Items do not align with student’s ILP.
  • Private tutors/teachers must be an which includes having an Interested Persons Report, from the AK State Troopers, on file.
  • Receipts do not show paid.
  • Receipts and total do not match.
  • Receipts attached in order as listed on form.
  • Use current Reimbursement Form (Forms are revised for each current school year)
  • Items over $150 (non-consumable) need a Mat-Su Central School ID Tag
  • Receipts should be stapled to back of form (no paper clips). Staple to upper LH corner of form.
  • Internet orders do not show paid or proof of receipt – Mat-Su Central School must have something documenting amount paid.
  • Vendor receipts must show who received money and recipient’s address and phone number.
  • Tutor/Teacher receipts do not show exact date, exact time and description of lesson.
  • Services must be received and paid for.
  • Molestation hold-harmless waiver on file – parent must sign
  • Copy of membership record from club / recreational facility on file for family activities
  • Do not use highlighter on receipts
Reimbursement Procedures

A reimbursement is money paid back to parents out of their student’s allotment for curriculum, resources, etc. and as outlined in the ILP.

The following guidelines must be adhered to when submitting a Request for Reimbursement through the Parent Portal:

  • Reimbursement Requests submitted through the Parent Portal will receive processing priority
  • An original sales receipts (no copies will be accepted) must be attached to each completed Request for Reimbursement
  • Reimbursement requests can only be used for single students student (not for multiple students)
  • If submitting for Pre-School, please clearly indicate on description
  • Each student’s request for reimbursement submission should total a minimum of $100.00, except the final reimbursement for the year, which can be less than $100.00.
  • Receipt totals must clearly state the purchase, (i.e. Internet receipts must clearly show an Internet total.)
  • Student accounts can be combined into family accounts.
  • Preschool Students: Households enrolling a student or students in the allotment-based program may use up to $500.00 of their family’s curriculum allotment for the educational needs of their 3 and 4 year old pre-school children. A MCS enrollment form must be filled out for each preschool student. A birth certificate must also be provided.
  • The School District’s Purchase Order system must be used for any tangible item over $499.00. No reimbursements shall be made for any item that exceeds $499.00. Equipment valued at and over $150.00 is considered non-consumable and must have MCS Property ID tags affixed. Some items of lower value may also be tagged, such as graphing calculators or external hard-drives, etc.
  • Student accounts may be restricted if quarterly progress grade documentation is not provided.
  • Participation in MCS ongoing assessment plans that include all statewide assessments is a requirement to submit reimbursements. Accounts shall be restricted if participation in the mandatory testing requirement is not met.
  • To receive a reimbursement for services provided, such as private lessons or tutoring, the service provider MUST submit a current Interested Persons Report (IPR) obtained from the Alaska State Troopers to MCS annually (along with other requirements) before payment will be made. Interested instructional vendors should visit the Mat-Su Central business offices for more information. Vendor must be on the MCS approved tutor list (found on website). Requests for reimbursement must list days and times for lessons and show “PAID”.
  • No services may be provided by persons less than 18 years of age.
  • Mat-Su Central School does not reimburse for physical education equipment, musical instruments, and computers that are rented, except for skate, ski, and snowboard rentals. Skate, ski and snowboard rentals must be approved by the Advisory Teacher and the Accounting Office. Computers and musical instruments for student use need to be purchased by Mat-Su Central School / MSBSD. Transferring students utilizing Buy Out options would be an exception requiring prior approval.
  • Prepaid Services (Fitness clubs, piano lessons, karate lessons, sewing lessons, etc.) during current year will be reimbursed on a monthly basis only after services are rendered. The only exception is at the end of the year, when services must be pre-paid for May and June.
  • Memberships, passes and activity fee will be reimbursed for students only.
  • All activities must be directly related to the ILP.
  • Medical expenses or medical insurance is not reimbursable.
  • No items deemed excessive by MCS advisor or MCS Administrator will be reimbursed.
  • Clearly mark all items for pre-schoolers on reimbursement and pre-order forms.
Guidelines for Reimbursement

Nonsectarian services and materials may be purchased from public, private, or religious organizations with student allotments if:

  • the services and materials are required for the course of study in the ILP textbooks, services, and other curriculum materials and the course of study:
  • are approved by the school district
  • are appropriate for the student
  • are aligned to state standards
  • comply with Alaska law related to the prohibition of partisan, sectarian, or denominational doctrines from being advocated in a public school during school hours
  • comply with Alaska law related to the prohibition of discrimination in textbooks and instructional materials, and o supports a public purpose

Unexpended funds provided for student allotments may be carried over from one fiscal year to the next, provided the student continues to be enrolled in the correspondence program for which the annual allotment was provided.
If a student is no longer enrolled in the correspondence program for which the allotment was provided, the unexpended balance of the student allotment must be returned to the budget of the department or district. Student allotments may not be used to pay for services provided to students by a family member. Family member is defined as a spouse, guardian, parent, stepparent, sibling, stepsibling, grandparent, step-grandparent, child, uncle, or aunt.

Student allotments will not cover:

  • family travel, including transportation, food, or lodging; or for expenses during, or for any travel out-of-state; “family travel” does not include travel in which a student is accompanied by the student’s family for assessments or other required activities initiated by the school district;
  • clothing, sports uniforms, physical education equipment (exceptions considered by advisory teachers), or personal items;
  • pets and other animals;
  • furniture;
  • entertainment;
  • items that are considered excessive by the school administrator.
Internet Support

Home internet access will be reimbursed up to a monthly maximum of $150 per family. Mobile internet access may be reimbursed when home internet access is not available. Families may appeal guideline exception(s) and troubleshoot home internet network thru MCS Technologist. MCS can provide LTE mobile devices as approved by Advisors and other program requirements.

Purchasing

Henry Henson

Henry Henson

Accountant

Henry.Henson@matsuk12.us 
Phone: (907) 352-7455
Fax:  (907) 352-7481

General Information

MSC students can order equipment using their student allotments for educational needs.

This process is different than the Reimbursement Process.

For items costing more than $150 or for items you wish us to purchase at your request, a Purchase Request should be filed with your advisory teacher.

These requests, once approved by the teachers, move to Mr. Henson, who is in charge of ordering and receiving these items.

Monies will be deducted directly from the student’s allotments.

All items over $150 will require a Mat-Su Borough Asset tag to be attached.

If you are buying out your equipment after use or exiting the program, you will need to talk with Mr. Henson as well.

Depreciation of items is as follows:
After first full fiscal year:          50% of original cost
After second:                           25%
After third:                               10%
After fourth:                             $1

Purchase Order Procedures

A purchase order is used when the parent/home teacher chooses to have the school district order and pay for items needed rather than paying out-of-pocket and submitting a reimbursement later, or for items costing more than $499.00.

  1. Obtain a “Pre-Order Form” from your MCS teacher/advisor. Some local vendors have their own forms which are acceptable for use. The form must have ALL of the following information on it before it can be processed: student’s name, parent’s name and phone number, vendor’s fax number, item quantities, numbers, Course Title, item(s) description, prices, shipping costs, order total, and parent signature. The form must be faxed or delivered to MCS PRIOR to delivery of the item. For example, if you are submitting a Pre-Order form to pay for lessons, you must wait for the Purchase Order to be processed and approved before beginning the lessons.
  2. Once the form is received in the Accounting Department, the form is checked for errors, and then delivered to the student’s advisor. The advisor will verify that the item(s) requested is in line with the student’s ILP on file. The advisor then approves or denies the order by signature.
  3. Once the Pre-Order Form is approved by the advisor, it is returned to the Accounting Department and a Purchase Order Requisition (PO) is created.
  4. The PO is then forwarded to the principal or his designee for final approval.
  5. After the principal has approved the PO, it is sent to the Mat-Su Borough School District central office in Palmer. Central office processes the PO and then the PO is faxed to the appropriate vendor for order fulfillment and shipping.
  6. Once the vendor receives the PO from central office, the vendor will contact the parent to either pick up the order or to begin the lessons. The exception to this is explained in the receiving process below.

Any individual item costing more than $150.00, whether purchased by PO or with a reimbursement, must have a blue Mat-Su Central School property ID tag attached to the item. Remember, all equipment purchased through the PO or reimbursement process is the property of the Mat-Su school district and MUST be returned upon departing the program.

Receiving Process
  • “Receiving required” purchase orders are orders that are primarily shipped from outside Alaska to MCS for receiving purpose. Once the items are received at MCS and checked in, the parents are called to pick up the item at MCS. “Receiving required” purchase orders are never to be delivered directly to the student or parent’s home.
  • “No receiving required” purchase orders are primarily for orders that are from vendors located in the Mat-Su Valley and Anchorage area. These orders can be picked up from the vendors’ place of business and do not need to be received at MCS. It is necessary for the parent to sign the invoice or receipt that will be forwarded to the accounting department. If the invoice is not signed as received it may not be paid. “No receiving required” purchase orders are also used to pay for services such as art classes, piano lesson, etc.

600 E. Railroad Ave., Suite #6 
Wasilla, AK 99654

Ph: 907.352.7450  •  Fax: 907.352.7480
Office Hours: 8am-4pm, M-Th  8am-3:30pm, Fri


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