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 FY20 OCAS data review and FY19 audit.  

• Risk Assessment Tool (PDF) - December 2020

 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

• Audit Acknowledgement FY2020  (PDF) - July 1, 2020
• Audit Contract 2020 (PDF) - January 9, 2020
• Audit Contract Letter 2020 (PDF) - January 9, 2020
• Independent School Auditors (PDF) - January 9, 2020

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)

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:

• 2021 OCAS Manual (PDF)  

• OCAS Helpful Hints Before Closing FY20 Data (PDF) 
• OCAS Coding Changes for FY21
• Oklahoma Cost Accounting System (OCAS) Transparency Website - Public Site
• Oklahoma Cost Accounting System (OCAS) FY20 Approved Vendors (PDF)
• Informational Handbook:
  • Coding Obstacles Districts Encounter Daily August 2019 (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

Qualified Zone Academy Bonds (QZAB) 

• Qualified Zone Academy Bond Rules
• Qualified Zone Academy Bond Letter
• Qualified Zone Academy Bond Application

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

• Elaine Schein, Financial Specialist-OCAS and Auditing (All "C" Districts)
               Phone:  (405) 521-3197

• Kelly Freeman, Financial Specialist-OCAS and Auditing (Counties 50-77)
  Kelly.Freeman@sde.ok.gov             Phone (405) 521-2349

• Pam Honeysuckle, Financial Specialist-OCAS and Auditing (Counties 01-18, 26,  55, 72, ILC, and Charter Schools)  Pam.Honeysuckle@sde.ok.gov      Phone (405) 522-3273 

• Iona Martin, Financial Specialist-OCAS and Auditing (Counties 19-49, excluding 26)
  Iona.Martin@sde.ok.gov                   Phone:  (405) 522-3272

Return to Top of Page