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Financial Services Departmental Responsibilities
Accurately recording, managing and reporting the financial position and business activities of the Gainesville City School District; ensuring that transactions and financial reports adhere to system policies and procedures, generally accepted accounting principles, and rules established by the authoritative governing bodies; preparing the School District’s annual operating budget; and providing financial assistance and expertise to other departments within the school district.
Contact our department when you need information or assistance with:
Members of the Financial Services Department:
Accounts Payable Coordinator
Director of Finance
GCSS Accounting System:
The Gainesville City School District uses a multi-fund accounting system designed specifically for governmental entities to ensure the District’s financial reports are fully compliant with generally accepted accounting principles. This accounting system is accessible by other departments and programs which allows them to monitor their revenues and expenditures against their budgets.
The Department ensures that all revenues received by the District, including ad valorem and other taxes through the City, Special Purpose Local Option Sales Taxes (SPLOST) through the State of Georgia, Quality Basic Education allotments and other grants from the Georgia Department of Education, are recorded correctly. The Department bills and invoices grant agencies with which the District has grant agreements and provides for the invoicing and collection of tuition and daycare charges.
Financial Services is responsible for paying all the bills for the District and ensuring that purchase orders are properly originated, that goods and services requested are received by the District and documented in the accounting records, and that invoices for such goods and services are properly transmitted to the District prior to funds being paid to the vendors. Additionally Financial Services ensures that expenditures are charged against the proper accounts and that sufficient funds were available in the budget prior to the obligation of funds.
The Department processes the District’s monthly payrolls ensuring that all employees are paid their salaries or wages correctly and on time, that deductions and withholdings are properly documented and are timely paid to the correct vendors, and that those salaries and wages are charged to the correct funds, functions, objects and programs in the District’s accounting records.
The Department oversees the accounting and reporting of the principal’s activity accounts maintained at the local schools. This includes assisting the schools with the accounting for these funds, and the reporting of the activity of these funds in the financial reports of the School District.
GCSS Budget Documents:
Annual audit reports for each school district in GA
Annual salaries and travel paid for all personnel in each GA school district
State of Georgia salary schedule
System payment advices (monthly payment advices – system specific)
QBE allotment sheets (statewide and system specific)
QBE weights for funding formula
Various QBE reports (see Data & Reports – Financial Reports)
Various Georgia laws/regulations and taxpayer forms
Various Federal laws/regulations and taxpayer forms
Mandated public school retirement system for eligible personnel (i.e., school bus drivers, cafeteria personnel, custodians, other transportation and maintenance personnel)
Mandated public school retirement system for eligible personnel (i.e., teachers, administrators, paraprofessionals, secretaries, etc.)
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As ONE GAINESVILLE, we will inspire, nurture, challenge, and prepare our students as we educate them to be successful in a 21st century global society.
Our students will think critically, act compassionately, work meaningfully, choose wisely, and live joyfully.
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It is the policy of the Gainesville City Board of Education not to discriminate on the basis of age, sex, race, color, religion, national origin, or handicap in its educational programs, activities, or employment practices.