North AlleghenySchool District-Elementary

Student Activity Funds-Sample Forms & Documents

June 17, 2004

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Where are we?

May 5-EST/SST-Review of Sample Forms & Documents

June 17-Elementary Review of Sample Forms & Documents

June 17-September 15Implement All Procedures

September 15Implementation

Complete

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Today’s Focus

General Principles Utilization of sound business,

budgetary and accounting procedures.

Review of forms to help you implement procedures identified in PASBO’s Student Activity Guide.

Documents & Records

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GENERAL PRINCIPLES-Written Policy & Procedures

Specific written procedures developed by Building Administration Management General operating procedures Accounting Procedures-will be

prescribed by Financial Services

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GENERAL PRINCIPLESNon-General Fund Use

Finance a program of activities not part of the regular curriculum.

Cannot have accounts to be used to circumvent management or purchasing decisions that were made for the school district.

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GENERAL PRINCIPLESStudent Use

Used for student activity purposes. For students currently in school

Especially since those students have contributed to the accumulation of the funds.

The size of the account should be limited to a reasonable amount and large accumulations of money over more than a year should be avoided.

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GENERAL PRINCIPLESShared Decision-Making

Collected and disbursed under the general direction of the Building Principal.

Decisions must involve student groups and faculty members responsible for generating revenue for approved projects.

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GENERAL PRINCIPLESSound Business Practice

Common Sense NO Principal, Faculty Advisor or other

employee should maintain a checking account or other cash fund for students.

All accounts should be under control of the District.

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Student Body Activities Account

Avoid the appearance of unilateral decision-making. The money should be spent for the general welfare of

the student body and for purposes not currently fundable through the district’s General Fund. All students do not have to benefit directly; however, the majority should have the opportunity to benefit.

Deciding what constitutes the general welfare is not easy, nor is the application of the general principle of not spending Activity Funds for General Fund purposes easy to administer, particularly with recent budget cutting by boards in General Fund accounts. Guidelines for acceptable “general welfare” purchases should be written out and evidence provided that decision-makers have considered the guidelines when deciding on disbursements.

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Student Body Activities Account-Continued

The procedures for collecting revenue and disbursing funds from this account need to be put in writing and published in appropriate school publications.

This is an extremely important operating procedure and everyone should understand the purpose, appropriate use and correct accounting procedure for these funds.

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Budgets/Final Evaluation

Budgets: Each activity should have a budget detailing the source and amount of revenues and expenditures.

Budget to Actual Records: A final analysis of the activity’s revenues and expenditures and reconciliation to the budget should be maintained.

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Expenditure DetailsDESCRIPTION BUDGET ACTUA

LVARIANCE

Royalties $1,000 $1,200 $-200

Costumes 1,000 975 25

Sets 2,000 2,200 -200

Balloons/Flowers 1,000 900 100

Flyers/Brochures/Programs 1,200 1,300 -100

Concessions 50 50 0

T-Shirts, Video’s, Cast Party 600 595 5

Total Expenditures $6,850 $7,220 $-370

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Revenue DetailsDESCRIPTION BUDGET ACTUA

LVARIANCE

Ticket Sales $4,000 $4,200 $200

Concessions 100 125 25

Flowers 500 495 -5

Balloons 500 500 0

Advertisements 1,200 1,300 100

Parents’ Page 100 95 -5

T-Shirts, Video’s, Cast Party 600 595 -5

Total Revenues $7,000 $7,310 $310

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Budget SampleDESCRIPTION BUDGET ACTUA

LVARIANCE

Amount of $ Raised $7,000 $7,310 $310

Donations

Total Receipts $7,000 $7,310 $310

Initial Expenditures

Project Expenditures $6,850 $7,220 $-370

Lost Material

Other Expenditures

Total Expenditures $6,850 $7,220 $-370

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Budget Sample-ContinuedDESCRIPTION BUDGET ACTUA

LVARIANCE

Total Receipts $7,000 $7,310 $310

Total Expenditures 6,850 7,220 -370

Profit (Loss) 150 90 -60

See separate handout with actual Budget Worksheets.

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Receipts

Revenue Controls: Cash should be deposited daily in a bank. Any amounts not deposited daily should be placed in a safe. Large receipts should be deposited in an overnight depository rather than placed in a safe. Roll coins, copy checks, double count. Completion of Deposit Records.

Types of Revenues: Each revenue source should be deposited separately. Deposit records should be kept for all receipts and deposits by the Activity Personnel.

Student Officers/Faculty Sponsor: Authorizations and approvals should be included for all receipts.

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Student Activity: Deposit Date:______Building:School Year:

Receipt Date Donor

NameCheck Cash

Received by

Faculty Sponsor Approval_________________Student Officer Approval_________________Building Administrator Approval_____________

Sample Deposit Record

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Building:Student Activity: Receipt #School Year:

Donor Name:Address:

Check: Cash:

Received by: Date:

Original: Student ActivityCopy 1: Attach to deposit record Copy 2: Donor

Sample Donor Receipt

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Expenditures

Monies can not be expended from these funds without the express permission of the students.

Student Officer/Faculty Advisors/Sponsors authorizations and approvals should be included for all transactions.

Loans are prohibited. Checks must be written for ALL expenditures. NO

Exceptions! NO invoice, NO payment Reimbursements for items should be minimal and

never paid without a check. Checks should be written directly to vendors especially for items that are large in nature.

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Physical Inventory/Maintenance of Equipment Purchased

Physical Inventory: A physical inventory should be taken at the end of each play/activity.

Safe storage of items are necessary.

Inventory reports should be updated for purchases/disposals.

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Retention of Records

All records and documents should be retained until the Financial Services Department has authorized disposal.

This includes but is not limited to unused tickets, listings of receipts, invoices, quotes, and contracts.

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1099’s/W-2’s

Payment for services must be made through the General Fund.

Submit all payments for services at one time if possible to your Bookkeeper.

Your Bookkeeper will submit a check to NASD General Fund.

NASD will either issue: Check from AP for non-employees-1099 Check from payroll for employees-W-2

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Non-School Accounts

Funds that are not school accounts activities must be eliminated.

Outside groups should operate independently of the School District and the Student Activity Funds. Faculty Accounts Booster Club Accounts PTA PTO

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Reporting

Monthly Reporting-Elementary Schools Comply with monthly standardization of reporting

to the Building Principals. Comply with monthly standardization of reporting

to the Business Office. Reconciliations

Inclusion in Board Report. Comply with standardization of reporting for

receipts and expenditures. Comply with all Student Activity policies and

procedures.

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Deposit & ExpenditureRecords

No payments or deposits can be made without:

Deposit records Original invoices Faculty/Student Group approvals

NO reimbursements will be made NO LOANS from other activities

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The Finish Line

Use sound business practices. Implement procedures immediately. Decisions on the implementation of

reconciliations to Business Office. Implementation of Quick Books. Decisions on the inclusion in monthly

board report.