HomeMy WebLinkAboutRes 03-14 WA Region XI Contrat for Peims services WESTLAKE ACADEMY
RESOLUTION NO. 03-14
A RESOLUTION OF THE BOARD OF DIRECTORS OF WESTLAKE
ACADEMY AUTHORIZING THE CEO TO ENTER INTO A CONTRACT WITH
THE EDUCATION SERVICE CENTER,REGION XI FOR PEIMS SERVICES.
BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE WESTLAKE
ACADEMY:
SECTION 1: That the Board of Directors of Westlake Academy does hereby
authorize the CEO to enter into a contract with the Education Service Center, Region XI
for PEIMS Services.
SECTION 2: That this Resolution shall become effective upon the date of its
passage.
PASSED AND APPROVED ON THIS 25TH DAY OF AUGUST 2003.
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ATTEST: Scott Bradley, Chairman
&in .,, rosswy, SeektIT Trent O. Petty, C xecutive Officer
APPROVED AS TO F
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L, Canton L , Att
Res WA 03-14
Education Business Service Cooperative
Service Agreement
2003 - 2004
Service
Region
3001 North Freeway
Fort Worth, Texas 76106
BUSINESS SERVICES COOPERATIVE
EDUCATION SERVICE CENTER, REGION XI
TABLE OF CONTENTS
Article I Service Agreement .... ................. ............ ..................... 3
Article 11 Statement of Services ... ................ ......---.............................-.— 4
Article III Tenn of Service .................... .............. ...................... ........ 4
Article IV Payment for Services .......................... ............................................................... 4
Article V Business Services -— .................................. ................................... 4
Article VI Additional Business Services ............... ........... .................................. 6
Article VII Termination of Services ..................... ...... ...................................... 6
Article VIII Commitment for Services ........................---- ............................... 7
Article IX Authorization for Services ............... ............................................ 8
BUSINESS SERVICES COOPERATIVE
EDUCATION SE VICE CENTER, REGION XI
TICLE I- SERVICES AGREEMENT
This agreement, made and entered into by and between
Westlake Academy 220-810
Name of District TEA County/District No.
#3 Village Circle, Suite 207 Solana Westlake, Tx 76262
Mailing Address City and Zip Code
hereinafter referred to as the "School District", and Education Service Center, Region XI, 3001
North Freeway, Fort Worth, Texas 76106, hereinafter referred to as the "Business Services
Coop", provides for the performance of services according to and under the following terms and
conditions.
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BUSINESS SERVICES COOPERATIVE
EDUCATION SERVICE CENTER, REGION XI
ARTICLE 11 - STATEMENT OF SERVICES TO BE PERFORMED
The Business Services Coop agrees to perform the business and computer services that are
described in the following sections. All services, which are to be provided for the School
District by the Business Services Coop, are shown in the following sections. If changes in the
specified services become desirable, an additional supplementary written "Agreement for the
Provision of Business Services" shall be made between the School District and the Business
Services Coop.
ARTICLE III-TERM OF SERVICE
This agreement covers services that are to be performed for the School District during the period
beginning September 1, 2003 and ending August 31, 2004.
ARTICLE IV—PAYMENT FOR SERVICES
All services will be billed at the beginning of the period and may be paid quarterly.
ARTICLE V-BUSINESS SERVICES
The Business Services Coop will be responsible for performing the accounting functions for the
School District, in full compliance with the TEA Financial Accountability System Resource
Guide. Included in the accounting functions to be performed by the coop 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 files monthly and print end-of-month reports
Bank reconciliation
Prepare 1099's at calendar year-end
Close out fiscal year
Prepare budget worksheets
Input budget into RSCCC
Perform and maintain all file backups
DUTIES OF SCHOOL DISTRICT
Procure all necessary finance check stock and other supplies
Perform daily functions including such tasks as
- Obtaining vendor information
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BUSINESS SERVICES COOPERATIVE
EDUCATION SERVICE CENTER,- REGION XI
Typing 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
Preparing budget amendments and journal entries
• Submit the following to the business services coop for processing by designated
cut-off dates (all paperwork must be properly coded)
- Deposit slips
- Purchase orders
- Invoices
- Budget amendments and journal entries
* Distribute 1099's to vendors and submit reports to IRS
® Execute all bank transactions and investments
* Prepare budget
All accounts payable information must be submitted to the Business Services Coop in a timely
manner to ensure adequate time for accurate processing.
PAYROLL
The Business Services Coop will process monthly payrolls. All payroll transactions will be
merged into the Finance System. As a part of the payroll process, the coop will perform the
following functions:
Maintain employee information on RSCCC
Post payroll and employee leave transactions
Run payroll calculations
Post payroll
Print employee and payroll deduction checks
Print standard payroll reports
Create and post general journal entries
Interface payroll and finance
Prepare and submit monthly TRS reports utilizing TRACES
Transfer TRS payment utilizing TexNet
Deposit payroll taxes utilizing EFTPS
Prepare quarterly TWC reports
Prepare 941 reports
Prepare and print W-2's at calendar year-end
Establish and update next-year payroll files
Run August accruals
Perform and maintain all file backups
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BUSINESS SERVICES COOPERATIVE
EDUCATION SERVICE CENTER, REGION XI
DUTIES OF SCHOOL DISTRICT
• 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
- Keeping track of changes to the payroll
- Compiling and verifying information required to calculate payroll amounts for
substitutes and hourly employees
• Submit all payroll information to the business services coop for processing by
ZD
designated cut-off dates (all paperwork must be properly coded)
• Distribute employee and payroll deduction checks
• Distribute employee W-2's
• Execute all bank transactions
® Submit quarterly TWC reports
® Prepare IRS Form 5500 for the Caf& 125 plan
* Sign and submit the 941 Reports to the appropriate entity
All payroll information must be submitted to the Business Services Coop in a timely manner to
ensure adequate time for accurate processing.
ARTICLE VI -ADDITIONAL BUSINESS SERVICES
The following business services are available in addition to the Budget, Finance, and Payroll
Services at a cost of$300 per day:
• Budget and Financial Planning
• Customized Board Reports
• Internal Auditing
• State Aid Calculations
• Pupil Projections
ARTICLE VII—TERMINATION BY ESC
In.the event the District deliberately fails to comply with TEA and legal requirements or fails or
neglects to pay or perform according to the terms of this Agreement, the ESC may terminate this
Agreement upon thirty(30) days written notice to the District.
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BUSINESS SERVICES COOPERATIVE
EDUCATION SE VICE CENTER, REGION XI
ARTICLE VIII- COMMITMENT FOR SERVICES
District Name Westlake Academy
Annual Business & RSCCC Services Fee:
Finance
Payroll/Human Resources (PEIMS)
Finance, Payroll, and Budget $ 20,000.00
Fixed Assets System
Check Reconciliation
TOTAL COMMITMENT TENT S 20,000.00
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BUSINESS SERVICES COOPERATIVE
EDUCATION E VICE CENTER, REGION XI
ARTICLE I —AUTHORIZATION FOR SERVICES
Westlake Academy has approved this districts use of Business services for the 2003-2004
school year. The total amount for these services is $20,000.00.
Superinte t of Schools
This agreement is accepted by Education Service Center, Region XI as indicated above.
Executive Director
Education Service Center,Region XI
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