North AlleghenySchool District-NASH/NAI

Student Activity Funds-Sample Forms & Documents

June 9, 2004

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Where are we?

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

June 9-NASH/NAI Review of Sample Forms & Documents

June 10-August 30Implement All Procedures

August 30Implementation

Complete

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Today’s Focus

Utilization of sound business, budgetary and accounting procedures.

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

Student Involvement Documents & Records Expenditures/Revenues Bookkeeper instruction to say: “NO!”

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Student Officers

Student Officer authorizations and approvals should be included for all transactions.

An annual record must be kept on file that includes: Faculty Advisor Date of Inception Purpose of Activity Student Officers

Minutes must be maintained for all meetings

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Student Activity: Inception Date:Account NO: Board Approval:Faculty Advisor:

President:Vice President:Secretary:Treasurer:

Building Administrator Approval:

Sample Activity Record

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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: 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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Musicals/Plays

Ticket Documentation: Tickets should be pre-numbered or recorded by number of tickets allocated to ticket sellers and reconciled with unused tickets and cash collections. Each deposit should have a record of the amount of tickets sold and the price per ticket sold. A person independent of the ticket sellers must control ticket numbers and restrict access to the ticket stock. Independent control and reconciliation of numbers is required. Appropriate supervision or separation of duties, as described above, adds to the reliability of the process.

Parent’s Page/Candy Sales/Other Sales: Deposits for each sale should include detailed documentation.

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Expenditures

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

Student Officer 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-Student Accounts

Funds that do not involve student activities must be separated and not commingled in the funds.

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Inactive Accounts & End of Year

How do we eliminate inactive accounts? Please notify your Building Administrator if

you are aware of any inactive accounts. These will have to be eliminated.

Rollover of large amounts. Transfer to other activities.

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Faculty Advisors/Student Officers

Prepare and submit Budgets to Building Administration. Prepare and submit Final Reports to Building

Administration. Instruction to student officers for all policies and

procedures. Obtain Student Activity Record. Obtain approval from Student Officers for all receipts and

disbursements. Comply with standardization of reporting for receipts and

expenditures. Comply with all Student Activity policies and procedures.

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Your Bookkeepers

Your Bookkeepers have been instructed to return information that does not fall within the Student Activity Guidelines. Examples: No payments or deposits can be made

without: Deposit records Original invoices Student Officer 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.

Faculty Sponsors need to be aware of requirements and instruct students.

Completion of forms is mandatory. Eliminate inactive, negative and non-

student activity accounts. Please discuss with your Building

Administration your plan of action to eliminate these accounts.