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Student Activity Sponsors’ Training 2011-2012 presented by Accounting Department Student Activity Accounting Staff. This presentation will review the sponsors’ responsibilities and expectations, as well as, the forms and procedures to be used for Student Activity Accounts. Sponsor Forms.
CONFLICT OF INTEREST
All club sponsors and
anyone handling student
activity funds must fill out
the following forms:
IF YOU ANSWERED YES TO QUESTIONS #1 OR #2, AN ADDITIONAL DISCLOSURE FORM MUST BE COMPLETED.
A callout, this can deleted
BE SURE TO SIGN AND PRINT YOUR NAME
Please provide a home or cell phone number
A fundraiser application must be filled out and turned in prior to any fundraising.
Fundraisers must be closed within two weeks after the completion of the sale.
An inventory sheet must be
turned in with every fundraiser
even if the items were donated.
All merchandise purchased and
remaining must be accounted
for on this form.
Items used together may be
grouped, ex. cheese, chili,
jalapeños and bowls for
*NOTE: Fundraisers will not be
considered finalized unless an
inventory sheet is filed with the final report.
Incentives given to students must have prior approval by the Principal and be documented.
If the merchandise is part of the inventory of a fund raising activity, you must attach a copy of this form to the “Final Report.”
When giving merchandise as incentives, limit the amount of incentives to 15% or less of total inventory. Limiting the incentives will increase the chance of profit from the fundraiser.
A check request form must be
filled out and approved in advance
before turning it in to the secretary/bookkeeper.
Be sure that there is money
in your account to cover the expense.
Forms need to be completely filled out.
Receipts are due no later than five
days after the check is picked up.
Person picking up check is responsible for bringing back the receipt.
Please do not turn in a check
request at the last minute. It does
take time to process a check and get
Checks should be printed only on Tuesdays & Thursdays.
A deposit breakdown form is used when funds are being deposited into the accounts.
Money must be counted and listed on the form before the funds are turned in to the secretary. Only when the secretary confirms the amount a receipt will be issued.
Deposits should be made on a daily basis in the same form the funds are received. Never use cash collected to make purchases.
Do not keep money overnight, you are responsible for those funds until you have a receipt from your secretary. Post-dated checks should not be accepted.
Do not commingle your deposits from different sources.
Uncollected Items from different events.
Change from a check
Cell phone fines
All of the above mentioned require individual deposits.
A Money Collected From Students form is used when collecting funds from students for a field trip, pictures, uniforms, etc.
The total amount collected must equal the amount on the deposit breakdown form.
All monies collected must be documented and deposited into the school account on a daily basis regardless of the amount.
DEPOSITS SHOULD BE MADE DAILY
A Money Disbursed form is
used when giving out monies
If you were to take your students on a trip and are giving them the money to buy their own meals, theform must be used.Also, if funds are being reimbursed the recipient must sign this form.
All students over the second grade must sign the form when receiving money.
AMOUNT DISBURSED SHOULD EQUAL THE CHECK AMOUNT
It is not necessary to write a check to transfer funds from one club account to another within the same bank account.
The “Transfer Request Form” will be completed by the disbursing sponsor. It will be approved by the Principal and signed by the disbursing sponsor, receiving sponsor and the treasurer. Even though transfers do not involve releasing checks, they are never to be posted without the signatures of the Principal and the representatives of the club disbursing the money.
Transfers serve as payment between club accounts. Donations and/or loans are not allowed between clubs.
When engaging in a contract for
professional or consultant services
the following forms must be completed.
Examples of Consulting/Professional Services include:
motivational speakers, choreographers, seamstress,
DJ services, moonwalks, clown performances, consultants and judges
Request for Consultant Services
Contract for Professional Services
Certification of Criminal History
This form needs to be completed and submitted by originator and approved by the proper administrators. Student Activity Clubs only require signature of Principal, Sponsor, and Fine Arts if Fine Arts related club.Form needs to be submitted at least four weeks in advance before services are rendered.
Do not enter any type of contract regardless of amount until services are approved.
Ensure you are not being overcharged
Ensure that the person providing services has good references
Once approved you may now fill out the Contract for Services form.
For any questions please contact the Fine Arts Dept. if Fine Arts related at Ext. 7121
When payments for contracted services are to be made to non-employees it is necessary to complete this form before the services are rendered.
Note:Do not have any consultant sign this form until the Request for Consultant form has been approved.
We are meeting the requirements of the law where all consultants must attest that they have a clear background by filling out the Certification of Criminal History.
Note: Fine Arts Department might require the actual Criminal Background.
All vendors are required to submit a W-9 to Secretary/Bookkeeper
All vendors should be paid with a UISD check.
No reimbursements will be issued if paid out of pocket.
This information is necessary for filing 1099’S at the end of the year
Note: The accounting software will not allow a transaction to be processed without proper Tax ID information.
Bona fide club - Organized student group recognized by school, has an adult sponsor and elected officers, hold meetings, and operates for a purpose.
*The list of elected officers must be submitted before any transactions are conducted*
In order to ensure the safety of our students and comply with State law,when contracting amusement ride services the vendor must meet the following requirements:
Contact the Purchasing Department for a list of approved vendors.
“The state of Texas regulates the rentals of carnival/amusement rides such as inflatable bounce houses and slides, wall climbing and carousels. The rental of these items require special provisions determined by the Texas Department of Insurance (TDI)”
In order to be eligible for the two, one-day
tax free sales you must be a Bona fide club
Taxable sales – Books, book covers,
clothing, cups, school supplies, flowers, rummage
sale, school publications, school supplies sold to
Non taxable sales – perishables/consumables
THIS FORM MUST BE SIGNED BY THE PURCHASER ATTESTING THAT THE PURCHASE IS FOR SCHOOL RELATED PURPOSE.
I understand that it is a criminal offense to give an exemption certificate to the seller for taxable items that I know, at the time of purchase, willbe used in a manner other than that expressed in this certificate, and depending on the amount of tax evaded, the offense may range from a Class C misdemeanor to a felony of the second degree.
NOTICE: YOU WILL BE SIGNING
NOTICE: YOU WILL BE SIGNING
Section 31.03 (f) states
An offense described above for
Purposes of punishment is increased
to the next higher category of offense
It if is shown on the trial of the
offense that: the actor was a public
servant at the time of the offense and
the property appropriated came into
the actor’s custody, possession, or
control by the virtue of his status as a
Booster Clubs should obtain their own Tax ID Number and Officers
They should never use the District’s Tax Identification Number (not even to get a discount!)
If this is an issue, have them donate the funds to the campus and the campus can make the necessary purchase from our accounts
All donated fixed assets should be tagged in accordance with District procedures
Note: As per District local policy
No district employee shall be an authorized check signer of a parent or booster organization without written approval of the superintendent and campus principal.
Individuals authorized to sign checks should not be related to each other by marriage or any other relationship.
Other additional information including new adopted policy procedures may be found in the Internal Audit web link:
The Coca Cola contract is currently under negotiation.
At this time, beverage purchases are NOT limited to Coca Cola products until further notice.
All invoices that are questionable or will be paid off in a series of payments must be reviewed by campus bookkeeper and approved by the principal.
All invoices must be received by campus bookkeeper and not the teacher/sponsor.
All of the accounting records related to the Student Activity and Campus/Principal’s Accounts, including, but not limited to, all bank statements and related cancelled or voided checks, all validated deposit slips, all receipts, all reports and journals will be retained for a period of seven (7) years following the end of each fiscal year on August 31st.
At least the three most current years must be kept at the campus.
All other files may be sent to Records Management with a detailed description of the file contents.
The Student Activity Sponsors’ Manual is updated every school year to include additional information.
The manual, forms, and presentation can be found online at the Accounting Department web link and/or at the following address:
Pre-authorized expenses made out to your name are subject to approval
(Refer to student activity manual)
Reimbursements are not allowed
Making purchases in Mexico is prohibited and non-reimbursable
Fundraising by non bona fide accounts are subject to taxable sales.
Keep copies of all your transactions in your binder
Communicate with the campus financial secretary, parents and administrators
Spend the money wisely, remember that these are fiduciary funds
Six Benefits of taking School Cash Online
J.B. Alexander High School
Campus Phone: (956)473-5971
L.B. Johnson High School
E-mail: firstname.lastname@example.org Campus Phone: (956)473-5209
United South High School
Campus Phone: (956)473-2326
Samuel D. Flores,
Director of Accounting
Activity Funds Accountant
United High School
Campus Phone: (956)473-5636