Policy and Procedure I

1. Policy and Procedure I Training for Campus Bookkeepers

2. Overview • This is the first in a series of mandatory training sessions to provide you with the knowledge necessary to manage and account for the activity fund at your campus

3. Objectives • Find and use the online tools available including the CFD (Regulation) • Learn about the different types of campus funding • Learn the purpose of activity funds and what controls the district has in place for activity fund management

4. Objectives • Go over Bookkeeper responsibilities for the management of activity funds as well as the responsibilities of Principals and Account Sponsors • Find out what forms, documents, and reports are used to account for Activity Funds • Learn how to handle receipts, disbursements, returned checks, deposits, monthly reconciliations, sales tax and fundraisers • Get an overview of future training sessions

5. Campus funding

6. Campus Funding • Local funds are your budget funds from AISD. The account numbers of these funds generally begin with 199. • Grants can be state or federal. To find out what grants are available on your campus, contact the grants department.

7. Campus Funding – Activity Funds • The Activity Funds account is the cash account on your campus. • It is important for you to be knowledgeable about how activity funds are acquired, what these funds can or can’t be used for, and how to account for these funds. • The district can and will prosecute for theft of activity funds.

8. Online Library

9. District Controls over Activity Funds • Board Approved Activity Funds Management CFD (Regulation) • Online • The Bookkeeper is responsible for reading it in its entirety

10. District Controls over Activity Funds • Superintendent’s General Controls over Activity Funds • Written in response to a large theft that occurred on an AISD campus • Describes the roles and responsibilities of the bookkeeper, the principal, the sponsor and the Internal Audit department in maintaining proper controls over campus activity funds

11. Purpose of Activity Funds • Used to account for funds held by a school in the capacity of a trustee or as an agent for campus organizations and the general administration of the school • Designed to Promote the general welfare of the school and the educational development and morale of all students.

12. Responsibility For Activity Funds

13. Activity Fund bookkeeper statement

14. Accounting for Activity funds

15. Responsibility For Activity Funds

16. Standard Accounts

18. RequiredMonthly Reconciliations • Bookkeeper must reconcile • Checking Account • Savings Account • COR Account • Clearing Account • Returned Check Account • Remember Deadlines – Don’t wait until the due date to begin!!

19. reconciliations

20. Cor reconciliation

21. Clearing reconciliation

22. Returned Check Reconciliation

23. Basic Records

24. CASH RECEIPT BOOKS • Cash receipt books are used for recording cash received and provide support for each bank deposit • Pre-numbered cash receipt books are ordered from the warehouse – Instructional 0251

25. Sponsor Deposit Slip • The Sponsor Deposit Slip is a record of a deposit given to the bookkeeper by a faculty sponsor • It is ordered from the warehouse – Forms F464

26. Teacher money envelope • Used to hold Money collected by the sponsor • Turned in along with • Sponsor Deposit slip • It is ordered from the warehouse - Instructional 0042

27. Deposit slip • The deposit slip serves as a record for the specific date that receipts were credited to the bank account • Slips are ordered as needed from the bank • It must be printed with the name of the district and the school name followed by “Activity Fund” • Plastic Bank Deposit Bags for coins are also available through the bank (BOA requires < $25 in coins per bag)

28. Purchase approval request / Request For Check • Order from warehouse- PAR forms F466 • This Form documents the principal’s authorization of the issuance of an Activity Fund check

29. Pre-Numbered Checks • Pre-numbered checks are used to disburse all funds from the Activity Fund checking account. • Checks must be pre-printed with the name of the district and the school name followed by “Activity Fund”, and have two signature lines • Order from bank or vendor

30. original Invoice • Sent by vendor to document purchase

31. Cash receipts tally sheet • Used to record the receipt of amounts < $5 • Available online

32. Sponsor bi-monthly report • Sent by the bookkeeper to all sponsors of activity fund accounts every other month • Sponsor fills out and turns in to Bookkeeper • The bookkeeper will compare the report to the AL Account Activity Monthly Report (in IFAS) and resolve any discrepancies • Form is available online

33. Application for fundraiser • Filled out by sponsor and turned in to principal • Form is available online

34. COR Reimbursement Request • Ordered from warehouse – Form AP-1002 • Bookkeeper must file reimbursement requests monthly following the guidelines provided by the Finance Department

35. Other Forms Available Online • COR Reconciliation Report • Clearing Reconciliation Report • Returned Check Reconciliation Report • General Journal worksheet

36. Reports In IFAS • Activity Funds CDD Reports including AL: Account Activity Monthly Report, AL: Account Balance Report, and AL: Detail Report are used in the monthly reconciliation process • Reports are generated from data that bookkeeper enters into IFAS

37. Receipts

38. Cash (and Check) Receipts • Two persons involved – Sponsor and Bookkeeper • Bookkeeper verifies Sponsor Deposit Slip • Receipts Sponsor • Combines Receipts • Makes Bank Deposit

39. Money Trail • Students Turn in Money to sponsor • Sponsor receipts each student • Sponsor combines students funds and turns in 1 sponsor deposit slip with funds intact to bookkeeper. • Bookkeeper receives sponsor deposit and if she is unable to count the money immediately, signs the ‘Received By’ line on the Sponsor Deposit slip and gives the pink copy to the sponsor. When able to count the money immediately, she will then verify the deposit, sign the ‘Counted By’ line, write the receipt, attach receipt to yellow copy and give back to the sponsor • Bookkeeper combines all sponsor deposits for the day to make one deposit to the bank.

40. CASH RECEIPTs

41. Cash receipts tally sheet

42. Sponsor Deposit Slip

43. Teacher money envelope

44. Bank Deposits

45. Deposits According to the CFD: • Must be made daily (unless the amount to be deposited is less than $100). • Receipts are written daily for each sponsor deposit slip. • Sum of receipts must equal the deposit. • Sponsor deposit slips and vendor check stubs are filed by deposit with bank receipt attached. • Deposits are posted into IFAS software by receipt (matching each deposit on the bank statement). • Deposits should be made intact - do not cash checks or make change with Deposit Money.

46. Deposit slip

47. Returned Checks

48. Returned Checks • When checks are returned by the bank marked “insufficient funds”, the bookkeeper or sponsor should make every effort to collect the amount of the check and any bank fees immediately • After the collection (in the form of cash or money order), the original check is returned to the maker, and funds are deposited. • No receipt is written for the payment of a returned check

49. Journal Entries for Returned Checks • When check is returned by the bank marked “insufficient funds”. • Debit: Returned check • Credit: Checking • When Bookkeeper makes a separate deposit to the bank after collection • Debit: Checking • Credit: Returned Check

50. Uncollectable Returned Checks • Returned checks that are uncollectable are charged to the account which originally collected the bad check. • Debit : the account which originally collected the check • Credit : Returned Check.