Okla. Admin. Code § 210:25-5-10

Current through Vol. 41, No. 15, April 15, 2024

Section 210:25-5-10 - The encumbrance clerk

(a)Duties and responsibilities. The encumbrance clerk shall be employed by the district board of education and may also serve as the minute clerk. The encumbrance clerk is responsible for the following duties:

(1) Maintain Appropriation and Encumbrance Ledger.

(2) Determine that encumbrances do not exceed appropriations and are for purpose of appropriation charged.

(3) May complete purchase orders.

(4) Transmit warrants to vendor(s).

(5) Perform such other duties as the board or its committees may require.

(b)Required forms and documents. In performing the required duties of the position the Encumbrance Clerk needs the following forms and documents:

(1) A supply of approved purchase order blanks.

(2) A supply of approved warrant blanks.

(3) A copy of the following:

(A) S.A.&I Form 2661, Estimate of Needs.

(B) S.A.&I. Form 307, Request for approval of State Aid and/or Federal Funds.

(C) Form 308 - Cash Fund Estimate and Request for Appropriation.

(D) Form 150 - Supplemental Estimate

(4) Other forms to meet board's requirements.

(c)Additional duties - dual appointments as minute clerk. If also serving as the minute clerk additional duties to perform:

(1) Maintain an accurate journal of the proceedings of the board of education.

(2) Perform such other duties as the board or its committees may require.

(d)Encumbrance clerk training and continuing education requirements. Every school district encumbrance clerk shall complete the following training requirements in accordance with the provisions of 70 O.S. § 5-190:

(1)Encumbrance clerk training. Within nine (9) months after the first day of employment as an encumbrance clerk by a local school district, or within three (3) years prior to employment in the position, every school district encumbrance clerk shall complete at least twelve (12) hours of approved instruction that meets all of the following requirements:

(A) Any courses of instruction or workshop of courses offered for purposes of meeting the requirements of this subsection shall be approved for credit by the State Department of Education Office of Financial Services;

(B) The instruction shall address all of the following topics:

(i) School finance laws of the State;

(ii) Accounting;

(iii) Ethics;

(iv) Duties and responsibilities of a school district encumbrance clerk.

(2)Encumbrance clerk continuing education. In addition to the requirements of (1) of this subsection, every school district encumbrance clerk shall be required to complete an additional twelve hours (12) of approved continuing education instruction every three (3) years from the date of initial employment with a school district. The twelve (12) hours of required continuing education instruction shall meet all of the requirements for encumbrance clerk training set forth in (1) of this subsection.

(e)Certificates of completion. As a condition of course approval, every instructor of a school district encumbrance clerk course or coordinator of a workshop of school district encumbrance clerk courses shall provide a certificate of completion to encumbrance clerks upon successful completion of the course or workshop offered for the purpose of fulfilling the requirements of (d) of this Section. Upon completion of the course, copies of the certificate, signed by the course instructor or the workshop coordinator, shall be forwarded by the encumbrance clerk to the district board president or the board president's designee.

(f)Compliance. Failure to comply with the training requirements set forth in this Section shall result in a deficiency on the accreditation report of the school district that employs the encumbrance clerk.

Okla. Admin. Code § 210:25-5-10

Amended at 10 Ok Reg 1383, eff 4-26-93

Amended by Oklahoma Register, Volume 31, Issue 24, September 2, 2014, eff. 9/12/2014

Amended by Oklahoma Register, Volume 34, Issue 24, September 1, 2017, eff. 9/11/2017