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about 1 year ago

The mission of the Finance Department is to support the achievement of the school district's mission by providing accurate information, efficient services, and analysis necessary for sound decision making.

Responsibilities of the Finance Department fall within the following general areas:

Accounts Payable.  Involves processing of purchase orders and vendor invoices for payment, as well as the maintenance of accurate and timely expenditure records.  Approved Purchase Orders should be forwarded to Leslie Jones for processing.  Questions about vendor payments should be directed to Charlene Jenrette. 

Accounts Receivable.  Includes research and recording of all Revenues received by the Division, including Local, State, and Federal funding sources.  Also includes preparation of other miscellaneous deposits.  Questions regarding revenue reporting and deposits should be directed to Charlene Jenrette.

Budgeting.  Includes coordination, preparation, and maintenance of the district budget, including both instructional and non-instructional activities of the District.  Responsibilities also include budget tracking, enforcement, and revision as needed throughout the year.  Questions about line-item budget balances should be directed to Leslie Jones.  Questions about the budget process should be directed to Brook Thomas.

Financial Reporting.  Involves reconciliation of school financial records, preparation of monthly financial statements to Administrators and the School Board, maintenance of fixed asset records, coordination of all documentation required for State and Federal reporting (including review and reconciliation of all Federal grant reimbursements), and coordination of the Division’s annual financial statement audit.  Questions about financial reporting should be directed to Brook Thomas.

Payroll.  Includes processing of timesheets and contract/work agreement payments for all NCPS employees. This includes maintenance of leave records, processing direct deposits, distribution of pay checks and stubs, management of employee deductions, and processing payments for related deductions to all relevant vendors and taxing authorities.  Questions about paychecks and paycheck calculations should be directed to Terrie Buege.  Questions about leave records should be directed to Leslie Jones.  Questions about Aesop Substitute & Leave Management system should be directed to Brook Thomas. 

School Activity Funds.  Division finance staff assist principals by establishing regulations and procedures for the management and operations of school activity accounts in accordance with sound business practices. This includes, but is not limited to, prescribing accounting and operating procedures as well as audit standards (School Activity Fund Handbook), providing training and other assistance, coordination of an annual audit, and performing periodic on-site reviews.  Questions about School Activity Funds should be directed to Brook Thomas, or to the school principal. 



7 days ago

School Activity Funds  

School Activity Funds (SAF) are held by a school in a trustee capacity or as an agent for students, club organizations, teachers and the general administration of the school.  They are managed at the school level under the supervision of the Principal and are audited on an annual basis.  

The basic purpose for the collecting or raising and expending of activity funds must be for the direct benefit of the students or for the general benefit of the school.  SAF are comprised of all funds derived from extracurricular school activities, including, but not limited to, entertainment, athletic contests, facilities fees, club dues, vending machine proceeds that are not deposited in the school nutrition program account, and all other funds from activities of the school involving personnel, students, or property.

Each school has been delegated the accounting responsibility for the SAF and it must comply with the guidelines and procedures required by these regulations.  There is one bookkeeper at each school who reports to the School Principal.  The Principal and Bookkeeper are responsible for processing SAF transactions and ensuring adherence to the School Activity Fund Handbook.  The School Bookkeepers are:

Kiptopeke Elementary School - Theresa Adkins

Occohannock Elementary School - Nicole Kellam

Northampton High School - Cathy Fox

Related Files


8 months ago

Frontline Absence Management (Aesop) is the absence and substitute management system used by NCPS.  It is an automated service that simplifies and streamlines the process of recording and managing absences and finding substitutes.  

The Aesop service is available to you 24 hours a day, 7 days a week and can be accessed via internet and phone.

You can log in on the web at: (until 11:59am on 2/11/19) (after 12pm on 2/11/19)

  •  EMPLOYEES:  Here, you will be able to enter absences, check your absence schedule, update personal information, and exercise other features such as uploading your lesson plans for substitutes to view online.
  •  SUBSTITUTES:  Here, you will be able to view available substitute assignments, accept substitute assignments, and view your assignment schedule. 
Or, use the Aesop toll free phone system at: 1-800-942-3767.  
Simply follow the voice menu to enter and manage absences and access other features.  

Important Notes:
  1. Your ID and PIN numbers for accessing Aesop via the phone system will be emailed to you. For phone access, your ID Number will be your telephone number, and your PIN will be a random number, which you should change when you log in for the first time.
  2. To access Aesop via the web, you will be emailed an invitation to set up a Frontline Education account.  This username and password will be used for the web system only (it will be different than your username/password for phone access).
  3. When entering an absence (employees) or accepting substitute assignments (substitutes), please wait until you receive a confirmation number before you terminate the phone call or close your internet browser window.  Your transaction is not complete until you receive a confirmation number.  

Links to Training Materials:

Training Guides:

Training Videos:

If you have any questions, concerns, or comments,  please contact the Aesop Administrator at


8 months ago

Approved Monthly Financial Reports.


Prior to each regular meeting, the Finance Subcommittee reviews the Financial Statement (Revenues & Expenditures), and End of Month Bills Paid (Check Register) for the most recently completed month and contacts the Chief Financial Officer with any questions prior to the Board meeting.

At the School Board's regular meeting, a member of the Finance Subcommittee updates the other School Board members in a committee report, noting any observations and concerns.  Once the financial reports have been approved by the School Board, they will be made available to the public on the BoardDocs website below.  The financial reports are included in the agenda of each regular meeting, under the consent agenda section.

If you have any questions regarding the financial reports, please contact the Chief Financial Officer, Brook Thomas, at


    School Board Finance Subcommittee    

Mr. William Oakley

Dr. Paul Bibbins


about 1 year ago

NCPS students are automatically covered under an accident insurance policy that covers injuries during the school day and during school sponsored activities, including athletics.  

See below for claim forms and other information on this policy, including forms for expanding this coverage into a 24-hour policy.  All coverage under this policy is secondary to the students' primary health insurance policy and is offered at no cost to the family.  

Parents can expand this to a 24-hour policy to provide coverage for their student when they are not at school or a school sponsored activity.  An application for expanded coverage is available at the website below:

Bollinger Specialty Group insurance logo
Brochure regarding expanded coverage:  NCPS Student Accident Insurance Brochure.pdf

Link for purchasing expanded coverage: Bollinger Speciality Group Insurance


about 1 year ago

Frequently Asked Questions

Paycheck Delivery

I would like to pick up my paycheck from the Central Office on pay day.  Is this allowed?

No, all paychecks are mailed from the Central Office on pay day without exception.  However, using Direct Deposit will ensure funds are deposited into your bank account on the morning of payday.  For more information on signing up for Direct Deposit, please see the form under "Finance Forms" or contact the Finance Department. 

Pay Frequency

Employees who are under a contract or annualized work agreement receive 26 paychecks per year (every two weeks).  

Employees who are paid by the day or the hour are paid on the same payday as contract/work agreement employees, however the amount of pay is based on the actual time worked during the pay period.  

There is a one full pay period lag between work and payment.  For instance, employees are required to turn in their two-week time sheet on a payday, and they will receive payment for those two weeks on the next payday.  

Payday is typically on Friday, but is changed in some cases to accommodate Holidays and deduction schedules.  Please see the list of pay dates for the current school year below. 

For a listing of pay dates for each year, see the Pay Rates Section of the NCPS Website.

Pay Stub Q & A

1) Why are there two FICA and Medicare deductions on my check stub?

As your employer, NCPS is required by law to pay an employer's share of FICA and Medicare taxes withheld from your paycheck. This is why there are two deductions on your pay check - one is an employer deduction and the other is an employee deduction.

2) Why are there two insurance deductions on my check stub?

NCPS pays $170 per pay period toward employee health insurance as an employment benefit.  The $170 deduction is an employer-paid deduction and does not reduce your gross pay.

The second deduction is an employee-paid deduction and does come out of your paycheck.

3) What is INS>50k?

All VRS-eligible employees receive group term life insurance coverage in the amount of their annual salary, rounded to the next thousand, and doubled.  The IRS allows employees to receive $50,000 of this coverage untaxed, but taxes are required on the value of the coverage amount that exceeds $50,000.  The value of the excess coverage is calculated using an age-based table provided by the IRS (this is called "imputed income"). 

The INS>50K line on your pay stub is an EMPLOYER deduction and does not reduce your net pay.  The taxes you are paying on the value of the excess coverage are combined with the taxes that are deducted on your regular pay.  The value of the imputed income does appear separately on your W-2. 


When can I expect to receive my W-2?

W-2's for Northampton County Public Schools employees are being printed offsite by our financial management system company, RDA Systems.  RDA will be printing and mailing W-2's prior to the January 31st deadline as required by the IRS.  We have no control over when mailing will occur, but assure employees that the federal guideline will be met.

Returned W-2's will be held by the Finance Department, unless a forwarding address has been provided.  Duplicate copies of W-2's will not be provided to employees until one week following the Federal mailing deadline.  

Paid Leave

I have used all of my leave, but I still need to be out of work.  What are my options?

NCPS offers three benefits that may be of assistance in this situation, depending on the circumstances.  

1.  Leave Donation Program 

Under the Leave Donation Program, any eligible full-time or part-time employee is eligible to receive transfers of vacation and/or sick leave from other NCPS employees where absences from work are required due to the life-threatening illness or life threatening injury of one of the following people: 1. The employee 2. The employee’s dependents 3. The employee’s spouse 4. The employee’s parents.

The full text of this regulation, along with eligibility criteria, full details of the program, and application forms can be found at this link:

2.  Sick Leave Bank 

Sick Leave Bank benefits are to be used in instances when a Bank member (employee) themselves is completely incapacitated from performing work duties by a long-term personal illness or injury.  The first thirty consecutive working days due to the qualifying illness or disability will not be covered by the Bank but must be covered by the employee’s own accumulated leave balances. If sufficient leave balances do not exist, the employee's absences during this time will be considered leave without pay. 

The full text of this regulation, along with eligibility criteria, full details of the program, and application forms can be found at this link:

3.  Request a third Personal Day

Employees can consider requesting a third Personal Day from the Superintendent.  If approved, the employee will be docked for the cost of a degreed sub for that day instead of their regular daily rate.  Requests for a third Personal Day should include the circumstances of the employee's need  and should be emailed to the Superintendent at  


7 days ago

FFGA is NCPS' provider of voluntary benefit plans.  View your enrollment details online using the link below!

2020-21 Benefit Guide Coming Soon!