Okla. Admin. Code § 780:15-3-4

Current through Vol. 42, No. 8, January 2, 2025

Section 780:15-3-4 - Financial management procedures for technology centers

(a)Annual "Estimate of Needs." The board of education of a technology center district shall comply with the School District Budget Act in 70 O.S. § 5-150, et.seq., as amended, or file an "Estimate of Needs" annually with the county excise board of the county in which the technology center site of the district is located or is to be located. If the district has, or is to have, more than one technology center site, the "Estimate of Needs" shall be filed with and approved by the county excise board designated by the technology center board of education.

(b)Preliminary "Estimate of Needs." Only when an election is called to increase or decrease the levy shall a preliminary "Estimate of Needs" be published. The date of publication must be at least ten days before the election. Such elections may be called by the board of education whenever it determines it to be in the best interest of the district to do so.

(c)Response to levy petition.

(1)Operating levy. It shall be mandatory for the board of education to call an election upon receiving a petition relative to the operating levy millage bearing the signatures of a majority of the qualified technology center electors of the district. The petition shall be filed with the clerk of the board of education. The election shall be held at the next annual election as prescribed by law.

(2)Incentive levy. It shall be mandatory for the board of education to call an election to decrease the local incentive levy upon receiving a petition from the electors of the technology center district. Such petition shall be signed by at least fifty (50) percent of the number of technology center district electors who voted in the last school board election in the technology center district. The election shall be held at the next annual election as prescribed by law.

(d)Preparation of the budget. The "Estimate of Needs," or budget, shall be prepared, published, and filed at the same times specified for independent school districts, and shall include such financial statements, estimates, and information as may be prescribed by the State Board.

(e)Duties of county assessor; distribution of tax monies. After approving the "Estimate of Needs," the county excise board shall certify the required levies to the county assessor of each county having property within the boundaries of the area district. The county assessor shall include the levies on the tax rolls for collection by the county treasurer. The taxes collected by the county treasurer shall be apportioned and remitted to the treasurer of the technology center district in the same manner as that provided by law for tax collections accruing to the benefit of independent school districts.

(f)Alternate system of accounting. All technology center districts are authorized to use the alternate system of accounting set forth in 70 O.S. § 5-135.

(g)Guidelines. As a general rule all technology centers will adhere to the State Board of Education Policies and Procedures for Implementation of the Oklahoma Cost Accounting System (OCAS) and School Finance in the areas that are not covered by the technology center rules and regulations.

(h)Classification of funds, cash accounts, expenditures and receipts.

(1)Coding of revenue. All technology center districts are required to maintain an ongoing record of income that will ensure a complete and accurate income report as required by the Department. All income will be identified in separate categories for local, state, and federal funds. All technology center districts are required to use the Oklahoma cost accounting system for coding revenue.

(2)Coding of expenditures. All technology center districts are required to use the Oklahoma cost accounting system for coding expenditures.

(3)Final expenditure report. All technology center districts are required to file a completed "Cost Per Instruction and Services Report" using guidelines furnished by the Department on or before October 1 of each year.

(i)Management of and Responsibilities for the Activity Fund (70 O.S. § 5-129 ). All technology center districts shall adhere to the State Board of Education's Policies and Procedures for Implementation of the Oklahoma Cost Accounting System (OCAS) and School Finance section entitled 'School Activity Fund."

(j)Factors in determining the allocation formula for technology centers.

(1)Formula allocation plan. The State Board will approve allocation of funds to Technology Centers.

(2)Finance of operations. The State Board shall provide state funds to technology centers based on a formula developed by the Oklahoma Department of Career and Technology Education.

(3)Formula factors. Factors considered in determining the formula may include enrollment, number of Department-approved instructional staff employed by the technology center to teach programs, local funding resources, incentive for maximum local support and allowable general fund balance.

(4)Annual approval of Programs. Programs to be offered at the technology centers shall be approved each year in order:

(A) That high school credit may be given to the students enrolled and

(B) To ensure that accreditation factors are in proper form.

(5)Annual approval of Instructional Staff. Instructional staff employed by the technology centers to teach programs shall be approved by the Department each year.

(k)Audit resolution process.

(1)Independent audits. The Department shall be responsible for ensuring that audits are performed by independent auditors in a timely manner and are in accordance with OMB Circular A-133 and the Single Audit Act. The Department will review and categorize any audit exceptions, comments or findings.

(A)Notification of findings. The Department shall notify the technology center of the findings and will request a letter of commitment of corrective action for procedural finding(s) and finding(s) involving questioned costs.

(B)Assurance of settlement. In the case of a legal requirement, the technology center shall supply written documentation that the issue has been settled.

(C)Response to letter of commitment. If the commitment from the technology center is satisfactory as determined by the Department, the school will be notified of the decision.

(D)Return of funds. If the commitment is determined to be unsatisfactory, the Department may request the return of funds connected with the questioned cost(s) or the questioned procedure(s).

(E)Disallowed costs. If the finding involves disallowed costs, the Department will request the refund of funds for the questioned costs.

(2)Agency oversight audits. The Department may perform audits of technology centers. The Department will review and categorize any audit exceptions, comments or findings.

(B)Assurance of settlement. In the case of a legal requirement, the technology center shall supply written documentation that the issue has been settled.

(C)Response to letter of commitment. If the commitment from the technology center is satisfactory as determined by the Department, the school will be notified of the decision.

(D)Return of funds. If the commitment is determined to be unsatisfactory, the Department may request the return of funds connected with the questioned cost(s) or the questioned procedure(s).

(E)Disallowed costs. If the finding involves disallowed costs, the Department will request the refund of funds for the questioned costs.

Okla. Admin. Code § 780:15-3-4

Amended at 9 Ok Reg 2607, eff 6-25-92; Amended at 10 Ok Reg 2459, eff 6-11-93; Amended at 11 Ok Reg 2885, eff 6-13-94; Amended at 14 Ok Reg 2019, eff 5-27-97; Amended at 16 Ok Reg 3209, eff 7-12-99; Amended at 18 Ok Reg 3281, eff 7-26-01; Amended at 21 Ok Reg 2895, eff 7-11-04; Amended at 22 Ok Reg 2276, eff 7-1-05; Amended at 25 Ok Reg 2093, eff 7-1-08; Amended at 27 Ok Reg 1991, eff 7-1-10

Amended by Oklahoma Register, Volume 33, Issue 24, September 1, 2016, eff. 9/11/2016

Amended by Oklahoma Register, Volume 35, Issue 24, September 4, 2018, eff. 9/14/2018