School District moves to cashless payments and updates contracts for technology leases

The Facilities & Finance Committee meeting held on May 14, 2025, in Pennsylvania focused on several key updates and initiatives aimed at improving operational efficiency and financial management within the district.

The meeting commenced with discussions on the importance of proper training for staff regarding the handling of purchase orders and revenue processes. This training is deemed essential for a smooth transition between fiscal years, ensuring that all financial operations are conducted efficiently.

Next, the committee addressed the upcoming eFinance upgrade, scheduled to go live on May 30, 2025. The initial mapping of data for the ClearGov budget book was reported as progressing well, with positive feedback from the involved parties. Additionally, the implementation of the Time Clock Plus system is underway, with weekly meetings to discuss its parameters. The phased rollout plan aims to integrate payroll systems effectively while eliminating paper time sheets, thus reducing manual entry errors.

The committee also discussed the transition to a cashless payment system across all five district buildings. Currently, cash and checks are accepted for student obligations, but a survey indicated a strong desire for additional payment options. The proposed expansion of the MySchoolBox contract, which facilitates online payments for food services, is expected to enhance convenience for parents and reduce administrative burdens. The district plans to share processing fees with parents to encourage this transition.

An update on the food service administrative review highlighted the district's compliance with the National School Lunch Program. The review, which included both on-site and off-site components, resulted in positive feedback regarding food choices and organization. A corrective action was successfully implemented to address a training oversight, ensuring compliance with food safety standards.

The meeting also covered 15 contracts for board consideration, including six new contracts, seven renewals, one amendment, and one replacement. Notable contracts included agreements with Dell Technologies and Apple for technology equipment leases, aimed at upgrading devices for students. The Dell contract is capped at $125,000 annually, while the Apple lease is projected to cost up to $450,000 over five years.

In conclusion, the Facilities & Finance Committee meeting outlined significant advancements in financial processes, technology upgrades, and compliance measures. The district is poised to enhance operational efficiency and improve service delivery to students and families in the upcoming school year. Further updates and training sessions are anticipated as these initiatives progress.