Districtwide School Finance Software Platform

The Vendor is required to provide a comprehensive, secure and compliant financial management platform for managing pupil activity/student activity funds.
- Districtwide school finance software platform shall seamlessly interface with the district’s current enterprise resource planning system (munis by Tyler) and student information system (powerschool by bain capital).
- The system shall streamline accounting processes, improve transparency, enhance reporting, and ensure alignment with district, state, and federal regulations.
- The software solution, implement and support a cloud-based solution that allows school sites and district staff to record, track, audit, reconcile, report, approve, and manage all transactions related to pupil activity/school activity funds.
- Identify a “Best in Class” product that can provide significant and immediate efficiencies for administrative staff at the school level and District office; real time visibility to fees and collections; provide transparency in all aspects of school-based billing and payment collection; increase confidence of collections in a currently excessive cash based operation; and provide an array of alternate payment methods for our constituents.
- Provide for a user-friendly platform that can be integrated into our existing systems quickly and seamlessly, at a competitive rate structure.
- The District uses PowerSchool SIS system, owned and operated by Bain Capital. 
- The current systems serve the purpose of their primary applications; however, neither system integrates to meet the financial reporting nor operational needs of the school based financial operations.
- Supply, implement, and support a cloud-based solution that allows school sites and district staff to record, track, audit, reconcile, report, approve, and manage all transactions related to pupil activity funds. 
- The platform must integrate with existing district financial systems where required. 
- Solution should provide the District access to technology that can be sustained over time, including the ability to easily maintain, upgrade, and integrate as the District evolves. 
- The software must have demonstrated success in meeting the needs of K-12 school districts.
- A software solution with the following objectives:
•    Intuitive user interface and navigation
•    A software system that is user friendly and provides ease of use
•    Role based access control
•    Secure, cloud-based cash management system that is scalable to accommodate district growth
•    Ability to integrate ERP and sis activities through a school based financial software platform
•    Ability to accept payments from multiple methods – cash, checks, credit cards, ach, digital wallets (mobile payment services), etc.
•    Provision of integrated hardware that can provide both on site and remote capability to accept payments 
•    Ability to track payments in software as associated with a fee created from a specific order, the sis system or any other approved activity
•    Software should capture the collection of the fee in the school-based software, and, create the required electronic record to adjust ledger entries in the ERP system
•    Ability to maintain multiple levels of security, segregated by school, to include a plethora of users with view only rights so that teachers may view class payments for field trips, etc.
•    Real-time, comprehensive visibility into the district’s cash position across all school-based accounts and entities to enable timely informed financial decisions
•    Automate manual, spreadsheet-driven processes related to cash management, reconciliation, and forecasting to significantly reduce human error and save staff time.
•    Facilitate accelerated collection and depositing of receipts through efficient processing and integration with online payment systems.
- Accounting & Financial Management
•    Ability to track receipts, disbursements, transfers, and balances for each club, activity, or account.
•    Support for fund-based accounting, including segregation of restricted and unrestricted funds.
•    Ability to address the collection of state Sales tax or Use tax, as applicable.
•    Real-time account balances with audit trail of all transactions.
•    Detailed ledger entries including user, timestamp, and supporting documentation.
- Cash Handling & Deposits
•    Cash receipting tools for schools to record collections from fundraising, fees, and events.
•    Deposit tracking with supporting documentation.
•    Optional integration with cashless payment options (online payment portals, POS systems).
- Auditing & Compliance
•    Full audit log of all transactions.
•    Compliance with state school activity fund guidelines.
•    Ability to attach documents, receipts, and supporting materials.
•    Year-end closing tools for rollover of balances.
- User Access & Security
•    Cloud-based system with secure login and multi-factor authentication.
•    Role-based access control (RBAC).
•    Must adhere to industry security standards (e.g., SOC 2, ISO 27001) and comply with all applicable local, state, and federal financial regulations.
•    The system should include appropriate safeguards and fraud detection capabilities to protect sensitive data and operational integrity.
•    Compliance with FERPA and district cybersecurity standards.
•    Daily automated backups and disaster recovery plan.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 19, 2025