ECISD Activity Funds Guidelines 2019-2020

1. Edinburg Consolidated Independent School DistrictActivity Funds Guidelines 2019-2020

2. General Information • Principals, bookkeepers, and sponsors involved in the handling of activity funds are responsible for following the guidelines and procedures prescribed by ECISD, the State of Texas, and the federal government.

3. District Guidelines Student & Campus Activity Funds Accounting Handbook ECISD website @ www.ECISD.us • Departments • Audit Department • Campus & Student Activity

4. Sponsor Responsibilities • Preparation and submittal of the following: • Acknowledgment of Responsibilities Form (Due before any activity begins) • Copy of By-Laws (Due before any activity begins) • Copy of Minutes to Meetings and Sign-In Sheets • Should be prepared anytime major activities / expenditures are discussed with the student group. • Must be turned in before any fundraising or expenses are made this school year • Verifying of Monthly Account Activity Report with your campus bookkeeper on a monthly basis – sign it no later than the 9th business day of the month Sponsors are responsible for following all purchasing, fundraising and other District guidelines. \

5. Cash Receipts • Never leave money unattended! • All money received by sponsors should be immediately receipted. A cash receipt should be used to document all collections. • Complete cash receipt in its entirety. • Log in your receipt book sequence with the bookkeeper. • After receipt book is completely used, turn in to bookkeeper for retention. • Keep all receipt copies for any voided receipts. • All receipt books used by sponsors are property of ECISD. • If you need a receipt book, please ask your bookkeeper for one. • If you purchase your own receipt books make sure to give the number sequence to your bookkeeper and ask for reimbursement of the cost. • Your receipt books will be subject to periodic campus audits.

6. Cash Receipts • Do not: take money home, leave in the classroom, leave on the bookkeeper’s unattended desk or leave in their mailbox. • Do: if the bookkeeper is not available, seal the money in a tamper-evident bag, label the bag, log it on the safe log, and place it in the safe. Deposit the money with the bookkeeper the next day. • Any deposit left in the vault for more than 2 business days will be counted by two individuals designated by the campus principal. • No money should be left in the school building after duty hours unless it is locked in the school’s safe/vault. • The use of the tamper resistant bags is mandatory for any deposit placed in the safe or left with the bookkeeper for later processing.

7. Cash Receipts • A Tabulation of Monies Collected Form must be completed prior to turning the money in to the bookkeeper. • All receipts must be submitted with the deposit. The total deposit line on the Tabulation Form must equal the total of the cash receipts. •  All money turned in to bookkeeper must be counted and verified in a face to face verification with the person turning in money. •  Upon completion of face to face verification the bookkeeper will sign the Tabulation of Monies Collected Form. • The sponsor should receive a receipt confirming the deposit. •  If the face to face verification is not possible at the time, the sponsor should label the bag, log it on the safe log, and place it in the safe. Deposit the money with the bookkeeper the next day.

8. Fundraiser Approval Form • Principal & Assistant Superintendent of Finance and Operations must approve all fundraisers • Submit to your principal at least two weeks before fundraising event • The form can be obtained on the ECISD Finance Dept. website • Merchandise for a fundraiser event may not be ordered prior to approval • Tickets cannot be sold prior to receiving approval • Clubs with activity account balances over $5,000 and without a stated purpose for saving, will not be approved for further fundraisers.

9. Fundraising Guidelines • Student clubs are limited to 2 taxable sales per calendar year • Sponsors must keep a receipt book to record all cash that is received from students • Fundraising is notpermitted during class time • Fundraiser bingos or loterias are notallowed • Raffles and drawings are not allowed • Individual accounts are strictly prohibited! • Fundraisers are for the group

10. Profit & Loss Statement A Profit and Loss Statement summarizes the results of the fundraiser and accounts for inventory purchased and sold. • This form must be submitted to your campus bookkeeper • At the conclusion of the fundraiser (based on the “ending date” listed on the Fundraiser Approval Form), sponsor will prepare a Profit and Loss Report for the fundraiser. • Sponsor must take appropriate measures to contact the parents of students that are raising funds to ensure that money is collected and/or inventory is returned to the campus • Fundraisers may be extended for 1 additional week with principal’s approval if needed

11. Sales Taxes • All purchases made for exclusive use of school should be made tax exempt. • Obtain Sales Tax Exemption Certificate • All items purchased for resell during a fund-raising event should be made as non-taxable purchases from the vendor. • Sales taxes must be collected on all sales/fundraisers unless they are determined to be non-taxable or have been declared as one of your tax-free days. • Catalog sales and book fairs considered commission – fundraising vendor responsible for collection and payment of sales taxes. • Two (2) one-day tax-free days per calendar year. • Only allowed for student groups recognized by school and organized by electing officers, holding meetings, etc. (i.e.- speech or debate team-no, debate club-yes).

12. Purchases • A purchase requisition must be submitted on Skyward to begin the purchasing process. •  Must have proper approval prior to purchase. Do not place an order without final approval from your campus principal on Skyward. •  Bid laws and quote requirements apply. • Purchases over $5,000 - require 3 written quotes. • Purchases under $5,000 - need to utilize awarded vendors from District Bids/CSP/RFP/RFQ’s, and/or Purchasing Cooperatives; otherwise, justification must be provided. •  Gift certificates and gift cards cannot be purchased from any District funds. •  A copy of the invoice/receipt along with any change must be submitted no later than 3 business days after the issuance of a check. •  Purchases cannot be made for amounts beyond the approved check amount. •  Reimbursements may be paid to employees for the purchase of goods for school purposes only if the purchase was previously approved through a Skyward SBAA system

13. Contracts • No employee other than the Superintendent, shall be authorized to sign contracts that obligate the District. • All contract services agreements must be approved before a requisition can be approved. Services can be rendered only after a purchase order has been issued and the contract service agreement is approved. • Checks will not be disbursed until after the CSA is signed by the Superintendent.

14. Conclusion Thank you for all you do for the students of ECISD! Questions? ext. 2063 Delia Orellana ext. 2155 Javier Campos E