Financial Accounting

The State Board of Education Policies and Procedures for Implementation of the Oklahoma Cost Accounting System (OCAS) and School Finance was presented to the Oklahoma State Board of Education during a regular meeting on March 19, 1992.These policies and procedures have been prepared to assist in the implementation for financial transactions utilizing the coding structure of the Oklahoma Cost Accounting System. The goal of the Financial Services Division of the State Department of Education is to have consistency in coding and accurate implementation of school laws and State Board regulations relating to school finance.

The rules describe the basis of funding of public schools; the duties and procedures for the financial operation of districts; and the responsibilities of the State Department of Education and individual districts in regard to securing, dispensing, reporting and accounting for school funds.

Boards of education, superintendents, business managers, encumbrance clerks, treasurers, independent auditors, and others who have the responsibility for preparation of school district budgets and the administration of school district funds must become familiar with these policies and procedures. 

 Risk Assessment

Beginning in December 2020, the Oklahoma State Department of Education, Financial Accounting/ OCAS/ Auditing office will implement a new risk assessment tool as an integral part of the OCAS review of revenues and expenditures.   This new risk assessment tool will provide us the knowledge and understanding of your district that will result in a more effective monitoring and review of your OCAS data. The tool will cover many areas of the FY21 OCAS data review and FY20 audit.  

• Risk Assessment Tool (PDF) - March 2022
• Phase II Training Video:  https://www.youtube.com/watch?v=glU712fDUT0
• Phase II Training Powerpoint

 National Board Certified Teachers

• National Board Certified Teachers Information Letter (PDF) - January 28, 2015 

Oklahoma State Department of Education OMB Uniform Grant Guidance Memorandum

• Office of Management and Budget (OMB) Uniform Grant Guidance Memorandum (PDF) - July 1, 2015

Auditing

Audits for the FY21 school year should be emailed to Katherine.Black@sde.ok.gov or to your Financial Specialist listed below.

If your district had federal expenditures totaling more than $750,000 during a fiscal year,

• You are required to submit a single (program-specific) audit to the State Department of Education no later than March 31, 2022. 

• Any district not meeting the March 31 deadline in accordance with Uniform Administrative Requirement 2 C.F.R Part 200.338 will have all federal award payments withheld until the audit is received.   

 If your district had federal expenditures totaling less than $750,000 during a fiscal year,

• You are required to submit a financial and compliance audit to the State Department of Education no later than April 30, 2022.  

• Any district not meeting the April 30 deadline in accordance with 70 O. S. § 22-112 will have its State Aid payments withheld until the audit is received. 

• Audit Acknowledgement FY2022  (PDF) - July 1, 2022
• Audit Contract 2022 (PDF) - January 27, 2022
• Audit Contract Letter 2021 (PDF) - January 28, 2021
• Independent School Auditors (PDF) - January 20, 2022

Federal Compliance Reports

The following information can be found on the State Department of Education Transparency Website. 

• Indirect Costs (IDC)
• Every Student Succeeds Act (ESSA)
• Maintenance of Effort and Excess Cost Presentation (May 2021) 

Federal Program Claims Procedures

• Joint Federal Programs Claims Procedures (PDF) 

Impact Aid

See Transparency Website

• U.S. Department of Education Impact Aid 

Oklahoma Cost Accounting System (OCAS)

• Oklahoma Cost Accounting System (OCAS) Manual:

• 2023 OCAS Manual 8/9/2022 (PDF).
• 2023 OCAS Manual 1-20-2023 PDF)

• 2022 OCAS Manual 10/26/2021 (PDF)  

• OCAS Coding Changes for FY23 (8/4/2022) (PDF)
• OCAS Coding Changes for FY22 (10-19-21) (PDF)

• Oklahoma Cost Accounting System (OCAS) Transparency Website - Public Site
• Oklahoma Cost Accounting System (OCAS) FY22 Approved Vendors (PDF)

• Informational Handbook:
  • FY23 Coding Obstacles District Encounter Daily (PDF)
  • Coding Obstacles Districts Encounter Daily July 2022 (PDF)
  • Activity Funds - Pathways to Improving Accountability (PDF)

Oklahoma School Financial Workshops

• Oklahoma School Advisory Council Workshop (Outside Link)

• OKASBO  Conferences (Outside Link)

• OSSBA Treasurer/Encumbrance Clerk Academy (Outside Link)

• CCOSA (Outside Link)

Links

• Oklahoma State Legislature - Outside Link
  • House Bill 1395
• Oklahoma Association of School Business Officials - Outside Link
• Oklahoma Center for School Business Management - Outside Link
• Oklahoma Schools Advisory Council - Outside Link
• National Center for Education Statistics (NCES)/United States Department of Education (USDE) - Outside Link
• School District Reporting Site (Single Sign On) - for Administrators Only, Password Protected
• School District Transparency Act - Public Site
• State Aid
• Oklahoma Administrative Rule Regarding School District Treasurer - Outside Link
• Oklahoma Administrative Rule Regarding School District Encumbrance Clerk - Outside Link

Forms and Information

• Oklahoma Public Official's Certificate of Manual Signature (PDF)
• Request for Approval of State Aid and Federal Funds for Schools - Form S.A.&I. 307 (PDF)
• Cash Fund Estimate of Needs and Request for Appropriation - Form S.A.&I. 308 (PDF)
• Supplemental Estimate - Form S.A.&I. 150  (PDF)
• Application for Temporary Appropriations (PDF)

Financial Accounting/OCAS/Auditing Team Members

• Katherine Black, Executive Director                         Katherine.Black@sde.ok.gov         Phone:  (405) 522-0275

Financial Specialist - OCAS and Auditing

• Elaine Schein,  (Counties 1-17)                                 Elaine.Schein@sde.ok.gov           Phone:  (405) 521-3197

• Pam Honeysuckle,  (Counties 18-39, Plus 55)          Pam.Honeysuckle@sde.ok.gov    Phone (405) 522-3273 

• Iona Martin,  (Counties 40-59, Plus 72)                     Iona.Martin@sde.ok.gov               Phone:  (405) 522-3272

• Tiffany Gravis, (Counties 60-65)                               Tiffany.Gravis@sde.ok.gov             Phone:  (405) 521-2517

• Kelly Freeman,  (Counties 66-77, excluding 72)       Kelly.Freeman@sde.ok.gov            Phone (405) 521-2349

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