711P - Expenditure of Funds

The adoption of the budget by the school board and appropriation by the governing body authorizes the administration to make contractual agreements and expenditures within the limits of the budget.  Approval and payment of claims shall be in accordance with the legal reference cited in this policy.

The school-board appointed agent or deputy agent will examine all claims against the school board, except those to be paid from petty cash funds and when approved, order or authorize payment thereof.  Payment of each claim shall be ordered or authorized by a warrant drawn on the treasurer or other officer charged by law with the responsibility for the receipt, custody and disbursement of the funds of the school board.  The face of the warrant shall state the purpose or service for which such payment is drawn and the date of the order entered or authority granted by the school board.  The warrant shall be signed by the fiscal agent or his deputy and countersigned by the clerk or deputy clerk.  A record of such approval and order or authorization shall be reported to the school board and included in the minutes of the school board.  Checks must be drawn against the School Board funds by the Frederick County treasurer, Frederick County, Virginia.  Checks shall be signed by the agent or his or her deputy, clerk or deputy clerk, and the Frederick County treasurer. 

Any such agent or deputy agent must furnish a corporate surety bond.  The School Board shall set the amount of such bond or bonds and the premium therefore shall be paid out of funds made available to the School Board. 

The Frederick County School Board may provide, by resolution, for the drawing of special warrants in payment of compensation, when such compensation has been earned and is due, for
  1. all employees under written contract 

  2. all other employees whose rates of pay have been established by the school board or its properly delegated agent, upon receipt of certified time sheets or other evidence of service performed, and 

  3. for payment on contracts for school construction projects according to the terms of such contracts. 
All such special warrants shall be signed by the clerk or deputy clerk of the school board.  Such payrolls and contracts so paid shall be reviewed and approved by the school board at its next regular meeting. 

An annual report of all expenditures shall be submitted to the governing body in accordance with the legal reference cited in this policy.  Such report shall also be made available to the public either on the Division website or in hard copy at the central office.

 
Legal Reference(s):
Code of Virginia, 1950, as amended, Section(s) 22.1-78, 22.1-90, 22.1-91, 22.1-116, 22.1-117, 22.1-122, 22.1-122.1, 22.1-123 

8VAC 20-240-10
 

Cross Reference(s):
Policy 125P, Bylaws- Fiscal Agent and Deputy Agent(s)

Policy 707P, Operations and Finance- Petty Cash

Policy 710P, Operations and Finance- School Activity Funds


Adopted: February 6, 1990
Amended: August 21, 2007
Amended: September 2, 2008
Amended: October 18, 2011