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--- 300_finance [2025/12/04 21:31] – [344 Partial Semester Attendance Billing] jtorgerson
+++ 300_finance [2026/09/17 18:35] (current) – [327 Space Sharing] jtorgerson
@@ Line 164: / Line 164: @@
 /2024//
+==== 327 Space Sharing ====
+**Space Use Guidelines for Employees**
+CHA is delighted to be able to share its school facilities with current CHA employees within the following parameters.
+//CHA Authorized Use: No Charge//
+Employees should contact the Front Office Coordinator for availability. Once dates, times, locations have been identified as available, they should be put on the calendar and marked as confirmed. Such use must be for events conducted by employees that have a specifically authorized purpose to support and enhance the programs and mission of CHA.
+Typical events might include such things as:
+  * Class potlucks and socials
+  * Prayer meetings
+  * Board, Committee, and Commission meetings
+  * Hospitality
+  * CHA events and related preparations
+  * After-school tutoring and private music lessons
+       * Tutoring/music lessons must be conducted in the teacher’s classroom.
+       * Classroom doors, curtains, and/or blinds should remain open to ensure clear visibility by others.
+       * Students must remain in the teacher’s classroom for the duration of the tutoring or lesson.
+       * Teachers are responsible for ensuring that students have been picked up by an approved adult after the session.
+       * Room usage is free of charge before 5:30 pm. For usage after 5:30 pm, follow Personal Use guidelines below.
+//Personal Use: With Charge//
+Employees should contact the Facilities Manager for availability and rates. Once dates, times, locations have been identified as available, employees should complete and submit the Space Sharing Reservation Inquiry Form and the Facilities Manager will reach out to discuss terms and seek confirmation of your reservation.
+Employees receive a 50% discount off the current rack rate for all space rentals, except for the Auditorium, which is offered at a 25% discount off the current rack rate.
+Required Action Steps:
+  * In advance, obtain instructions for door unlock/lock instructions (request from the Facilities Manager)
+  * Any room used should be returned to its original condition prior to the event.
+  * Coffee Service from the kitchen coffee station is unavailable for personal use.
+  * Setup/breakdown tables and chairs
+  * Place all debris in garbage cans
+  * Clean kitchen thoroughly (if using)
+  * Bring in your own disposable products, i.e. plates, cups, napkins, and tablecloths
+  * Clean any borrowed servicing items and return them to the original storage location
+  * Return kitchen storeroom, refrigerator, or any other keys to the front office
+  * Report any Items that break or malfunction to the Facilities Manager (CHA use)
+//Additional Guidelines//
+  * Students are to be under adult supervision (within sight of adult) at all times
+  * No one should roam the building, but stay only in reserved areas
+  * Exterior doors must never be propped open or left open unattended
+  * Any use of CHA’s tech equipment must be pre-approved by CHA
+  * Animals are not permitted, except for service dogs
+  * No alcoholic beverages, cigarettes or other drugs, or weapons are allowed in buildings or on campus
+//Approved by Administration Team
+/2026//
 ==== 332 Fees and Charges ====
@@ Line 235: / Line 288: @@
 ==== 344 Partial Semester Attendance Billing ====
-//Late Enrollment//
+**Late Enrollment**
 If a new student enrolls before the 15th of the month after the start of a school year, a full month’s tuition is due, based on the 11-month tuition schedule. If a student enrolls after the 15th, a half month tuition fee is due, based on the 11-month tuition schedule.
-//Early Withdrawal//
+**Early Withdrawal**
 Students will be charged for the entire month’s tuition regardless of the number of days attended during the month. For example, if a student attends class from October 2-5 and then withdraws from school, he/she will be charged tuition for the entire month of October. No partial month refunds will be issued.
@@ Line 254: / Line 307: @@
 |April|$500|
-//PreK and Kindergarten Section Transfers//
+**PreK and Kindergarten Section Transfers**
 Any PreK or Kindergarten students who switch from full day to half day enrollment or from full week to partial week enrollment at any point between March 15 (re-enrolling students)/enrollment (new students) and the end of the following school year will incur a $125 Transfer Fee. Students who switch from half day to full day will incur no fee.
@@ Line 262: / Line 315: @@
 //Approved by Administration Team
 /2025//
+==== 352 Accounting of Fixed Assets ====
+The purpose of this procedure is to ensure consistent tracking and reporting of school assets while supporting responsible stewardship of resources. A fixed asset is a tangible item with a cost of $2,000 or more (per item) and a useful life of 3+ years. Items not meeting both criteria are expensed when purchased.
+**Capitalized Assets (with Depreciation Time)**
+  * Land (does not depreciate) & Land Improvements (5-40 Years)
+  * Building (40 years) & Building improvements (5-40 years)
+  * Furniture & equipment (5-40 years)
+  * Vehicles (5 years)
+  * Technology infrastructure (5-7 years)
+**Non-Capital Items**
+Routine repairs, maintenance, supplies, subscriptions, and lower-cost technology items are expensed.
+**Recording & Tracking**
+All fixed assets are recorded in the school’s school management system and include description, cost, purchase date, useful life, and location. Assets are to be depreciated using the straight-line method over standard useful lives (typically 3–40 years, depending on asset type).
+**Approval**
+Purchases must fall in line with the approved budget or authorized by the Head of School and Business Director. Administration will follow appropriate procedures for spending when purchases go beyond their approval level.
+**Inventory & Disposal**
+Assets are reviewed periodically and removed from records when disposed of. Disposal requires administrative notification.
+**Donated Assets**
+Donated assets are recorded at fair market value at the time of donation.
+//Approved by Administration Team
+/2026//
+==== 355 Vendor Payment ====
+**Wire/ACH Transfer Payment Verification**
+Independent verification is required for all new wire instructions and any changes to existing payment details.
+  * //Phone Verification:// Payment information must be verified directly with the vendor, client, or internal executive using a known, trusted phone number on file. Phone numbers provided in an email requesting the change may not be used for verification.
+  * //No Email Verification:// Changes to payment information may not be verified by replying to the requesting email. If an email account has been compromised, an unauthorized party may confirm fraudulent payment details.
+**Wire/ACH Transfer Financial Control Workflow**
+  * //Segregation of Duties:// Responsibility for initiating, approving, and executing cash disbursement transactions should be separated whenever practicable. An employee who establishes a new vendor should not independently approve payments to that vendor.
+  * //Dual Authorization:// Wire/ACH transfers require two authorized signatures or system approvals. CHA may establish a specific dollar threshold above which dual authorization is mandatory.
+  * //Vendor Verification://  Business Office staff must verify the identity and legitimacy of the vendor before the vendor is added as an approved payee.
+//Approved by Administration Team
+/2026//
 ==== 364 Budget Preparation and Calendar ====