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Rancho Christian Accounting Department Event Forms and Policies Training

Rancho Christian Accounting Department Event Forms and Policies Training. Topic Activity – Event Forms for Accounting Lauralyn Vasquez EDU 652 Instructional Design & Delivery Instructor: Linda Ellington February 9, 2014. Hello and Welcome. Welcome

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Rancho Christian Accounting Department Event Forms and Policies Training

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  1. Rancho Christian Accounting Department Event Forms and Policies Training Topic Activity – Event Forms for Accounting Lauralyn Vasquez EDU 652 Instructional Design & Delivery Instructor: Linda Ellington February 9, 2014

  2. Hello and Welcome Welcome Click in the link above. In this presentation you will find the training necessary to fill out the forms in order to plan and implement a successful Rancho Christian event or field trip. Many times as a teacher or student you will come across an activity that you have agreed to plan, or you want to have a field trip for your class or club. The best way to learn is to actually fill out the forms and understand the process before you actually want to plan an event. We encourage our students to become critical thinkers through collaboration, community and connection. Sometimes a field trip is just the perfect connection. Maybe your class wants to serve together at the farm, or help our elders at the senior center. These trips are great. But before you can hop in the car, a few procedures need to take place. These forms and procedures will help your trip run smoothly and event a success. Make sure you have the forms with you during this module. You will need to fill out the forms after you have read each tab. Once done with this training you will submit the quiz and show forms to your principal. Have fun learning something new!

  3. Event Planning Form First step is to pull out the pinkform called: “Rancho Community Church Event Planning Worksheet.” This sheet needs to be filled out in detail before any other forms. Your event must financially come out in the black in order to be approved. You must know all of your expenses and income before getting approved to have your event, fundraiser or field trip. You can find these forms in the elementary school office or in the high school office. Copies of this form are also in your staff binder from HR or on your Google drive called “Event Planning Worksheet.” You must add 20% to cost of each ticket to account for bounced checks and accounting time. Once you are done with this form you may move onto field trip form. Steps 11-12 are for approval to be signed by your principal. You will turn this form in with your field trip form and any purchase order forms at the same time. Once you have a signed approval you must then make a copy for yourself and submit pink form to accounting.

  4. Field Trip Form Pg. 1 of 2 • 2nd step is our field trip form. This form helps you organize the details. Fill in each question with the specific details. • Where are you going? How many miles will it take to get there? What time will you need to leave campus and when will you return? • Who is the staff point person running the trip? This person must be full time. • How many staff will you need? You need 1 staff for every 25 students. Only full time staff can take field trips. • How many cars will you need to transport each student? If you want to take the school van you will need to include cost of driver and gas in the pink event planning worksheet. All drivers must have their insurance packets filled out and be live scanned. Our secretary in the elementary school office has the list of approved drivers.

  5. Field Trip Form Pg. 2 of 2 What students are attending? They will need to be listed with the driver of the car they will be riding with. What parent information letter needs to go out? You will need to submit your letter to the principal for approval once the field trip is approved. The principal will then submit the letter to communications team so they can edit and return back to you to send out. What calls do you need to make to reserve the place? Once you have filled in each spot you will make a copy of this form to keep for your records. Submit this form with the event planning worksheet and the purchase order form to your principal.

  6. Purchase Order Form • You will need money for your event. Either to pay the vendor or to purchase supplies. The purchase Order yellow form is what you fill out to receive that money. • All requests for money need to be submitted 3 weeks before you need the money or vendor paid. Which means all money needs to have been collected before the check can be written. • Put the address of where the check needs to be sent in the box. • Fill out any cash advance needed on this form. • This form needs to be approved by the principle and the superintendent. Once you have those two signatures you will make a copy to keep for yourself and give this yellow form to accounting.

  7. Time Line Time line is very important. Being behind in the timeline can cancel your event. Following the time line helps with the success of the event. All field trips for the fall must have their paper work in by August15. All field trips for the spring must have their paper work in by January15. All money for the trip must be collected in full by the students 3 weeks prior to the event. No exceptions can be taken. If you need a cash advance to purchase supplies, you will need to request the check two weeks before cash is needed. Date for field trip must be scheduled with our admissions director prior to asking permission to plan event.

  8. Money, receipts and cash box Money can be received in the form of a cash or check. All checks need to be written to Rancho Christian Schools. Receipts Do Not need to be given for checks Receipts need to be written for cash. People need to pay with exact cash. No change will be given. Every receipt needs to be paper clipped with the cash. Request a cash box from accounting with a receipt book two weeks prior to event. All receipts and money must go into safe or to accounting at the end of event. No money can be taken home to wait for next day. All money must stay on campus either in accounting, drop box or in the safe. The principal can open the safe at the end of the event.

  9. Quiz • Click on link below to take your quiz on this material. Accounting Quiz • Once you are done proceed to next slide

  10. Summary Event Planning worksheet must be filled out to show that the event will not lose any money and what profit, if any, is made. Field trip form must be filled out and approved the semester prior. Event date must be approved prior to filling out paperwork. Event funds must be submitted and approved in the proper time line. All money needs to go directly to accounting or in safe at the end of each day.

  11. I am sure by now you have thought of events you would like to have for your class. Remember collaboration, community and connection enable our students to become critical thinkers. Have fun planning! Click on the link below for a final word Final Word Accounting Forms for events Rancho Christian Schools

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