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Home My WebLink AboutRes 08-22 WA Contract with Region XI for Business Support Services WESTLAKE ACADEMY RESOLUTION NO. 08-22 AUTHORIZING THE CEO OF WESTLAKE ACADEMY TO ENTER INTO A CONTRACT WITH THE EDUCATION SERVICE CENTER, REGION XI FOR SERVICES RELATED TO WESTLAKE ACADEMY. WHEREAS, the Westlake Academy utilized the business services of Region XI Education Service Center, which is responsible for performing the accounting and payroll functions in full compliance with the Texas Education Agency (TEA) Financial Accountability System Resource Guide, and WHEREAS, personnel costs for a Business Manager for the Academy would be a greater impact to the budget than the contracted services of the Region XI Education Service Center. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE WESTLAKE ACADEMY, TEXAS: SECTION 1. The above findings are hereby found to be true and correct and are incorporated herein in its entirety. SECTION 2. The Board of Trustees of the Westlake Academy hereby approves the contract with Region XI Education Service Center relating to accounting and payroll functions at Westlake Academy, attached hereto as Exhibit "A"; and further authorizes the CEO to execute this agreement. PASSED AND APPROVED ON THIS 8 DAY OF DECEMBER 2008. ATTEST: Laura Wheat, President ` Kim Sutter, Secretary fhoma s m , CEO APPR 4o ,O M: aniol Attorney Business Support Services Contract 2008 - 2009 CLIENT: WESTLAKE ACADEMY Education Service Center Region XI 3001 North Freeway Fort Worth, Texas 76106 BUSINESS SUPPORT SERVICES CONTRACT EDUCATION SERVICE CENTER REGION XI TABLE OF CONTENTS Article I Statement of Services ...................................................................... 3 Article II Tenn of Services............................................................................. 3 Article III Payment for Services ....................................................................... 3 Article IV Responsibilities of the parties. ............................................................. 3 Article V Termination of Services .................................................................... 5 Article VI Commitment and Authorization for Services ............................................. 6 2 BUSINESS SUPPORT SERVICES CONTRACT EDUCATION SERVICE CENTER REGION XI ARTICLE I- STATEMENT OF SERVICES Business Support Services agrees to perform the business and computer services that are described in the following sections. All services, which are to be provided for the Client by the Business Support Services, are shown in the following sections. If changes in the specified services become desirable during the original contract period, a supplemental agreement shall be made between the Client and the Business Support Services. ARTICLE II-TERM OF SERVICE This agreement covers services that are to be performed for the Client during the period beginning September 1, 2008 and ending August 31, 2009. ARTICLE III—PAYMENT FOR SERVICES All services will be invoiced in full on October 15, 2008, unless other billing arrangements are made acceptable to both parties. ARTICLE IV - RESPONSIBILITIES FINANCE SERVICES The Business Support Services will be responsible for performing the accounting functions for the Client, in full compliance with the TEA Financial Accountability System Resource Guide. Included in the accounting functions to be performed by Business Support Services are the following: • Post cash receipts • Encumber purchase orders • Post and print finance checks • Post budget amendments and journal entries • Balance general ledger and funds prior to month closing • Close monthly General Ledger and print standard report packet • Provide RSCCC Board Reports • Monthly bank account reconciliations • Prepare 1099's at calendar year-end • Close out fiscal year • Prepare budget worksheets and budget reports as needed ■ Input budget into RSCCC ■ Perform and maintain all file backups ■ Prepare audit reports as required by outside auditors ■ Maintain archived set of reports and data input documents 3 BUSINESS SUPPORT SERVICES CONTRACT EDUCATION SERVICE CENTER REGION XI • File eGrant Expenditure Deports • Prepare Fall PEIMS submission(budget&payroll) • Prepare Mid-Year PEIMS submission(prior year actual expenditures) DUTIES OF CLIENT • Procure all necessary finance check stock and other supplies unique to the Client • Perform daily functions including such tasks as - Obtaining vendor information - Preparing purchase orders and other payment request forms (i.e.,travel. reimbursements, payment authorizations, etc.) - Tracking purchase orders from the time of issuance to the time the merchandise is received and the purchase order is paid - Disbursing checks to vendors - Receipting cash collected • Submit the following documents (all paperwork must be properly coded) Deposit slips - Purchase orders - Invoices Expense reimbursement forms - District written check logs • Distribute 1099's to vendors • Execute all bank transactions and investments • Prepare budget with assistance from Business Support Services All accounts payable information must be timely submitted to Business Support Services to ensure adequate time for accurate processing. PAYROLL SERVICES Business Support Services is able to process Bi-Weekly, Semi-monthly and Monthly payrolls. As a part of the payroll process, Business Support Services will perform the following functions: • Maintain employee information in RSCCC • Post payroll and employee leave transactions • Run payroll calculations • Post payroll • Print employee and payroll deduction checks • Print standard payroll reports for Client's files • Create and post general journal entries • Interface payroll with finance • Prepare employee paychecks or wage statements 4 BUSINESS SUPPORT SERVICES CONTRACT EDUCATION SERVICE CENTER REGION XI • Create and submit EFT (Direct Deposit)data for banking institution • Prepare reports and pay Employer Taxes using EFTPS • Prepare and submit monthly TRS reports utilizing TRAQS • Transfer TRS payment utilizing TexNet • Prepare and submit quarterly TWC reports • Prepare Employers 941 Quarterly Tax Returns ■ Prepare W-2's at calendar year-end and submit to SSA ■ Establish and update next-year payroll files ■ Run August accrual job • Perform and maintain all file backups ■ File monthly TRS Staff Data report DUTIES OF CLIENT ■ Procure all necessary payroll check stock and other supplies • Perform daily functions including such tasks as - Compiling the basic demographic information and the information required to calculate payroll amounts, such as deductions and Cafeteria 125 options for all new employees - Advising Business Support Services of any changes affecting payroll - Compiling and verifying information required to calculate payroll amounts for substitutes and hourly employees ■ Submit monthly report on Retirees for TRAQS • Submit monthly Child Nutrition Basic Claim form for TRAQS ■ Distribute employee and payroll deduction checks • Distribute employee W-2's ■ Sign and submit the 941 and SSA reports to the appropriate entities All payroll information must be timely submitted to Business Support Services to ensure adequate time for accurate processing. ARTICLE V—TERMINATION OF SERVICES This contract may be terminated by either the Client or the Education Service Center Region XI in the event either party fails to perform according to the terms of this Contract upon thirty (30) days written notice to the other party. 5 BUSINESS SUPPORT SERVICES CONTRACT EDUCATION SERVICE CENTER REGION XI ARTICLE VI—COMMITMENT AND AUTHORIZATION FOR SERVICES Client: WESTLAKE ACADEMY Annual Business Support Services: Finance Services only $ Payroll/Human Resources Services only $ Full Service(Finance,PayrolVHR,Budget, $ 24,000.00 and Bank Reconciliations) Bank Reconciliation Services Only $ Annual RSCCC software licensing fees included? Yes_ No Other Services: INITIAL SET UP ON RSCCC $ SQL SOFTWARE LICENSE ($47 PER USER) $ REMOTE USER LICENSE (S500 ONE USER+S50 FOR ADD'L) S 500.00 Total Commitment: $ 24,500.00 WESTLAKE ACADEMY has approved the use of Business Support Services for the 2008- 2009 school year. The total amount for these services is$ 24,500.00. Superintendent or 16pector of Schools This Contract is accepted by Education Service Center Region XI as indicated above. Executive Dire or Education Service Center Region XI 6