Per MPS Governing Board Policy – IGDJ: Interscholastic Athletics and Activities The Governing Board subscribes to the rules and regulations of the Arizona Interscholastic Association (AIA) and the State Board of Education regarding athletic and activity eligibility. In general, the goal of the athletic and activities program is to provide competitive opportunities for those students capable of performing in those situations. A goal of athletic and activity teams, groups, and individual participants is to win in athletic and activity competitions. Winning is not the only thing. It is a goal. In the process of achieving this goal, participation and practice must always be legal, moral, ethical, sportsmanlike, and in the best interest of student safety and well-being.

Athletics and Activities program should:

• Provide a wide basis of participation in team, group, and individual activities in interscholastic competition.

• Encourage and develop talented students in all sports and provide sufficient opportunity for students to develop individual ability.

• Encourage and develop team spirit among all members of teams, groups, coaches and directors.

• Develop and maintain good relationships between athletic and activity teams, groups and the student body, faculty, administration, and community.

• Teach fundamentals and techniques in a progressive sequence.

• Provide students with an awareness of potential opportunities as afforded them through competitive athletics and activities.

Senior High

Athletic/Activities

Coaches

Handbook

http://www.mpsaz.org/student_activities/training/files/igda.pdf

TABLE OF CONTENTS Sr High Athletic Coaches Club Handbook

Section 1 SR High Athletic/Activity Sponsor Responsibilities Page 1 Section 2 Re-Charter Page 2 Section 3 Club, Athletic/Activity, ECA funds allowed expenditures Page 3-4 Section 4 PAR Information Page 5 Section 5 Fundraiser Page 6-8

1. Student Only 2. Parent Group Only (SSO) 3. Joint – Students & SSO 4. Cash Handling Procedures

Section 6 Requisition Pages 9-11

• purchase order

• blanket purchase order

• cash envelope

• check

• after-the-fact o requisition journey fund 850 (flow chart) Page 12 o requisition journey fund 526 (flow chart) Page 13

Section 7 Student Activity Accounts Payable Pages 14-15

• Sample receipt/invoice Section 8 Travel – In-State/Single Day, Overnight & Out-Of-State Pages 16-17

A. Meals & Ground Transportation Page 18 B. Chaperones Page 19-20 C. WebPay Page 21

Section 9 Camp Information Page 22-23 Section 10 Account Reconciliation Page 24 References Page 25 Just for Fun Quiz Page 26-27

Section I SR HIGH ATHLETIC/ACTIVITY COACH RESPONSIBLITIES

Any recognized club including athletic/activity sports teams must have a Coach who is an employee of the Mesa Unified School District. Depending on your school site and how they determine your Athletic/Activity group you will either be considered a “Class/Club” or recognized as an “official Athletic/Activity club”.

Guidelines to follow:

PAGE 1

Athletics/Activities Club Members (Ideas & Planning)

Athletics/Activities Coaches (Supervisor)

Student Council Club Members

Charter/Recharter club annually, per your club constitution and bylaws. Class/Club: no need to complete Re-charter -IF your club falls under the “class/club” umbrella at your school site.

Charter/Recharter club annually. Class/Club: no need to Re-charter if at your school site you fall under the “class/club” umbrella of student council.

Review and approve Charter/Re-Charter. Class/Club: At your school site, Athletic & Activities “class/club” falls under the Student Council umbrella. Student council will list “class/club” in their Re-charter for the current school year and review club fund request for StuCo approvals.

Run meetings & prepare minutes. Class/Club: no required meetings and minutes needed.

Attend meetings & events. Class/Club: Will need to provide to your Student Council any expense request from athletic/activities club funds. If using Athletics/ECA funds only Administrator approval needed.

Review and approve athletics/activity expenses from club funds. Class/Club: Review and approve club funds expense requests provided by Athletics/Activities coach.

Plan early for travel competition. Complete all necessary travel packets/forms. Class/Club: Athletic/Activity Coach will provide necessary paperwork to student council for club expense approval and/or ECA/Athletic expense to Administrator for approval.

Complete all necessary travel packets/forms with all approvals needed. Class/Club: Will need to complete all necessary forms with all approvals needed including SIAC approval if overnight trip. Plan Early! Provide to your Student Council any expense request from athletics/activities club funds. If using Athletics/ECA funds only Administrator approval needed.

Review and approve athletics/activity expenses from club funds. Class/Club: Review and approve club funds expense requests provided by Athletics/Activities coach.

Discuss and request fundraising ideas, note in club meeting minutes. Complete student activities requisition if product is needed. Submit request through the google Link. Class/Club: Athletic/Activity Coach will provide fundraising requests to student council.

Help the club operate within procedures and regulations. Class/Club: will need to complete the google fundraising link. Will need to provide to StuCo the student activities requisition, if product is needed. All monies collected from the fundraiser will need to be deposited within the athletic/activity club account.

Approve/deny fundraising requests from the google Link and student activities requisition, document in meeting minutes. Class/Club: Review and approve/deny the student activities requisition and fundraising request from the google Link, document in meeting minutes.

Complete purchases with PO and submit receipts/invoices for payment. Update and maintain account register. Class/Club: Coach will maintain paperwork

Complete purchases with PO and submit receipts/invoices for payment. Update and maintain account register. Class/Club: Coach will maintain paperwork.

Maintain monthly reports and verify expenditures do not go negative. Class/Club: Maintain monthly reports and verify budget balances.

Section 2 “OFFICIAL ATHLETICS/ACTIVITIES CLUB” RE-CHARTER

(IF your school site determines that you are an “official athletic/activities club you will need to re-charter your

club each school year, follow these instructions)

Do you already have an existing club at your school site?

If So……… Every year you will need to RECHARTER your club in order to be a recognized club for the current school year, which means:

1) You can have fundraisers

2) Hold club activities

3) Promote your club on campus

- A faculty sponsor must be willing to take responsibility for the club

- At least 15 members are needed (unless special permission is granted by your Administration)

- Review your club’s constitution and bylaws to make sure your club follows the approved club’s operations. If an amendment is needed, during your club meeting make the necessary changes. Make sure you provide a copy of the amended constitution and bylaws and deliver it to your administration office.

- Complete the online google questionnaire to “Re-

Charter” your club. Link will be provided by your school

Secretary (elementary) or the Activities/Athletics

Secretary/Bookstore Manager

(secondary)

- Once you have been notified that your club is Re-Chartered you can proceed with club activities.

PAGE 2

Section 3 CLUB FUNDS/ATHLETIC/ACTIVITY FUNDS/ECA FUNDS ALLOWED EXPENDITURES

Clubs funds are raised by the students through fundraisers, for the benefit of the students and belong to the Club, not the school. (See fundraisers section 5, pg 6 for types of fundraisers) Students vote on the use of funds. Monies raised through the efforts of students may not be used to defray district expenses i.e. equipment, uniforms, coaches’ salaries, etc.

ALLOWABLE NON-ALLOWABLE

Practice attire for students Uniforms, Coach attire

Parties/Banquets i.e. food, drinks, banquet supplies Gifts for coaches/AD/MPS Employees

Registration Coach registration w/o students

Food/drinks for practices & tournaments Food for coaches if within 50 miles

Travel i.e. food, lodging, entry fees, admission Additional coach/chaperones that do not pay their own way

Awards/Rewards/Scholarships Gifts for coaches/AD/MPS Employees

Club supplies Classroom or office supplies/furniture

Security for Tournaments AIA expenses for regular season

Fireworks Capital items i.e. helmets, bats, carts, pole vaults, canopies, computers, 2-way radios

Programs, Tickets, and Posters Field or sport area maintenance and repairs

Athletic/Activity Auxiliary Funds are received through event gate receipts. The Athletic Director oversees these funds and determines the use. Students do not vote on the use of funds.

ALLOWABLE NON-ALLOWABLE

AIA Referee Fees/AIA Tournament Fees

Coaches/Trainers salaries Prep Time

Hourly rate pay for Sport Event Workers/Police payroll

Tournament Registration Fees

Uniforms (to remain property of the school)

Equipment i.e. helmets, bats, carts, hurdles, nets etc. Sports equipment for PE Classes

Awards i.e. trophies, plaques, letters, pins etc. Gifts/donations/scholarships/Rewards (ex: prize or gift just for participating)

Cleaning supplies for uniforms & equipment

Rentals for athletic events i.e. banquets Venue rental for fundraising events

Field or Sports area maintenance i.e. fertilizer, grass seed, sand, paint, line painters etc.

Permanent or rental fences

Subscription for software Computers to be used in classrooms/coach’s office

Championship banners Banquet/party supplies

Hotel and Transportation for athletic event/tournament End of year recreational events i.e. swimming pool, golfland, bowling, skating etc.

Food- $7 breakfast, $10 lunch, $17 dinner, Coaches, if greater than 50 miles and overnight

Food that exceeds “allowable amount” Food for Coaches if under 50 miles

PAGE 3

850 Acct #7XXX

Gate

525 Acct #13XX

ECA funds are received through ECA donations. Designated ECA donations can only be used for that sport. Reminder, donations are non-refundable and non-transferrable. ECA funds requires the Athletic Director or School Administrator approval to use funds. Students do not vote on the use of ECA funds.

Allowable Non-Allowable Equipment i.e. Footballs, helmets, bats, etc.

Uniforms

Salaries for additional coaching staff (max $1800 per)

Tournament Registrations

Software Used for class use

Water/Sports Drinks for practices and/or game nights End of season banquets

Videotaping of game nights

Fertilizer and Painting of field

Travel/Tournaments (gas, lodging, transportation, food) Non-education/recreational portion (i.e. theme parks, etc)

Food for ECA allowable trip, $7 breakfast, $10 lunch, $17 dinner, Coaches, if greater than 50 miles and overnight

Food that exceed “allowable amount” Coaches if under 50 miles

Chaperones within the 1:15 ratio (includes coaches/staff) Non-required chaperones/chaperones that exceed allowable ratio

Attire i.e. club t-shirts, practice attire (less than $35 each piece if students are keeping)

Attire that is over $35 including tax/shipping that will be property of the student. You can combine a club account for the amount that exceed $35

Awards (top 3 athletes only) Rewards for everyone on the team

QUICK ACCOUNT CODE REFERENCE 850 Club Accounts 525 Athletics Accounts 526 ECA Accounts

All club accounts begin with 7xxx 1301 Athletics General All ECA Accounts begin with 8xxx 1302 Baseball

All requests need to go through 1303 Basketball Monies are received by taxpayer donations. your student council 1304 Football Donations are non-refundable and limited

1305 Golf To $200 for a single or $400 married couple. 1306 Tennis Used to fund optional non-credit 1307 Track Education activities. 1308 Wrestling 1309 Cross Country Individual ECA accounts should be used 1310 Swimming By their corresponding organization. 1312 Girls Soccer 1315 Badminton Girls 1316 Softball 1319 Swimming Girls 1321 Golf Girls 1322 Cross Country Girls 1324 Soccer 1325 Volleyball Boys 1326 Volleyball Girls 1327 Tennis Girls 1328 Basketball Girls

1330 Track Girls 1333 Esports

PAGE 4

526 Acct #8XXX

Monies from

these gate

receipts are

moved into the

General Athletics

1301 at the end

of the school

year.

Section 4 PAR INFORMATION

A Coach, with the approval of the School Athletic Director can opt to pay for an additional Coach(s) from their Athletic and/or ECA account.

This request needs to be submitted and approved through the visions PAR system BEFORE the 1st practice takes place Reminder: only the 525 and 526 funds can be used, and funds MUST be in the account at the time the PAR is submitted for approval.

You can find the PAR instructions along with time cards on the “student activities” web page, click on the link “payroll” or http://www.mpsaz.org/student_activities/payroll/

• School decides to pay a coach only for a flat rate amount.

• School determines the student activities account.

STIPEND PLUS EMPLOYER PAID BENEFITS

• School determines whether the stipend will be a Stipend-Plus Employer paid benefits. Ex: $1,500.00 stipend Employee will receive a gross amount of $1,500.00 (reminder, deductions for payroll taxes will be deducted from the employee’s paycheck on the gross amount they receive for their portion of Social Security and Retirement taxes. Employer paid benefits will be $114.75 (based on SY 20/21 % rates, % rates can change from year to year) Account used will be charged $1,614.75

STIPEND MINUS EMPLOYER PAID BENEFITS

• School determines whether the stipend will be a Stipend-Minus Employer paid benefits. Ex: $1,500.00 stipend Employee will receive a gross amount of $1,385.25 (reminder, deductions for payroll taxes will be deducted from the employee’s paycheck on the gross amount they receive for their portion of Social Security and Retirement taxes. Employer paid benefits will be $114.75 (based on SY 20/21 % rates, % rates can change from year to year) Account used will be charged $1,500.00

A PAR needs to be completed for EACH coach BEFORE 1st practice begins

PAGE 5

http://www.mpsaz.org/student_activities/payroll/

Reminder: Refer to the MPS Wellness policy at http://www.mpsaz.org/food/wellness1/

Section 5 FUNDRAISING

There are 3 types of fundraisers:

1) Students only 2) Parent Group only (SSO’s) School Support Organization i.e. PTO, PTA, FPO and Booster 3) Joint Fundraiser (Student’s and SSO’s together)

Students only and Joint (student and SSO’s together) fundraising requests will need approval by your Student Council and Administration. Parent Group only fundraising will only need Administrator’s approval. All are to be entered through the google questionnaire link. This link is site specific and will be provided by your Student Activities Secretary. It will then route to those required for approvals. Once approved, you can begin your fundraising activity.

1) STUDENTS ONLY:

PAGE 6

REMINDER: Do you have a

PO in place for any product

purchases?

REMINDER: No raffles or

other “chance to win”

events like a drawing or

lottery.

REMINDER: Non-Compliant food items cannot be sold

during the school day. However, Exemptions requests may be made through ADE using

http://www.surveymonkey.com/s/FundraiserExemption.

And follow these guidelines:

A fundraiser may not exceed a period of one week. a. Must have a beginning and an end.

b. Cannot be continuous, or occur regularly or repeatedly. 2. A fundraiser must be able to be defined as infrequent: a. Any event that occurs regularly or repeatedly

would NOT be considered infrequent.

b. Can not exceed 75 exemptions per school per

school year.

3. Fundraisers that sell foods that do not comply with Smart Snack standards may not be sold OR served during meal times.

REMINDER: Students are not

allowed to sell door to door.

REMINDER: A fundraiser is an event held to get money FOR a particular item(s) or activity. Funds raised

from the fundraiser CANNOT purchase assets that would remain school property i.e. equipment,

uniforms, classroom supplies and other non-allowed club purchases. Raised funds cannot pay salaries.

http://www.mpsaz.org/food/wellness1/

2) PARENT GROUP ONLY:

**More information regarding SSO’s can be found here - http://www.mpsaz.org/communications/supportorgs/

3) JOINT FUNDRAISER (Students & SSO’s together):

PAGE 7

Monies raised belong to the SSO and

should be deposited into their checking

account. Money should not be

collected or held by the school.

The SSO is responsible for all

facets of the fundraiser including

expenses incurred.

Students of the school

cannot participate in the

fundraiser.

No limitation on the number of fundraisers conducted throughout the year if approved by a school Administrator

Lots of helpful information can be

found in this PowerPoint

Presentation

Fair and Equitable split

between the students & SSO

Who collects the money and pays the vendor? -It is highly recommended that joint fundraisers be ran through the district. -If the SSO acts as custodian of the funds, they must account for and distribute the funds collected. A financial statement along with funds need to be received within 30 days after the completion of the fundraiser.

http://www.mpsaz.org/communications/supportorgs/

Student Fundraising Journey

PAGE 8

Student Fundraiser-Cash Handling Reminders:

• All monies must be safeguarded.

• Any money (cash and/or check) collected from students by district employees and by room parents

must be given to the bookstore or the elementary secretary DAILY.

o Note – It is recommended that money not be given directly to a Coach but rather directly to

the secretary or someone in the front office.

• District employees are to maintain a receipt book on all money they collect except issued computer

receipts.

o Note – Receipt books are not needed by secretaries. They can now use the District’s

InTouch Receipting System to generate receipts.

• Money is NOT to be kept in the classroom overnight. The Bookstore or elementary secretary will

make daily deposits into the student activities bank account.

o Note – Deposits do not need to be made daily but must be made weekly.

• Money collected should never be given directly to a vendor.

o Note – Purchase orders or cash envelopes need to be issued prior to vendors being paid.

Vendors are to be paid by the District.

• All checks must be pre-printed w/name & address, and completely filled out. No post-dated checks

• No private bank accounts, Venmo, Square or any other electronic banking methods are to be used

for any student activities, clubs, or organizations, monies are to be received through the school.

Submit the Fundraising

google questionnaire

After StuCo & Admin Approval,

complete a Student Activities

Requisition in full, don’t forget

to list the dates of your

fundraiser. Submit to your

school Activities Secretary,

along with your club minutes,

for processing. Do you need a

Monkey Survey?

Once the purchase order is

issued the product can be

ordered or purchased and

your fundraiser can begin.

Remember: All the money

collected from the fundraiser

must be deposited before a

check is issued to the vendor.

At no time is the vendor to be

paid directly by the club.

Payment to Vendor: Invoice/Receipt

should have vendor information, is

itemized, PO number is listed,

signature with “ok to pay” and close

AND enough money on the PO for

payment. If an increase needs to take

place, do that before sending the

receipt for payment.

Follow the cash handling reminders for money collection. Deposits must occur weekly.

Coaches should not handle money

Section 6 STUDENT ACTIVITIES REQUISITION

The student activities requisition form is located on the student activities website under “forms” http://www.mpsaz.org/student_activities/forms/

• Complete form to purchase products/services (make sure you are using a vendor that accepts purchase orders) DO NOT COMPLETE THIS FORM FOR TRAVEL EXPENSES.

• Complete form PRIOR to starting a fundraising (if product is needed).

• Will need club minutes along with club officer and club sponsor signature.

• Will need stucco minutes if using a club account that begins with 7XXX (request will need to go to a student Council meeting, plan your purchase needs accordingly).

• Will need SIAC minutes if using the General ECA Account 8002 (request will need to go to a SIAC meeting, plan your purchase needs accordingly).

• For apparel purchases using ECA #8XXX or Athletics #13XX be sure to use a vendor on the “new apparel contract”. http://www.mpsaz.org/purchasing/intra/buyers/buyer5/b5home/screenprint/

• ALL requests need Administrator approvals.

Complete the student activities requisition in its entirety. Important: -Make sure you list the vendor name AND address.

-Be sure to list the authorized signer(s).

-Make sure you have the necessary funds available.

PAGE 9

http://www.mpsaz.org/student_activities/forms/http://www.mpsaz.org/purchasing/intra/buyers/buyer5/b5home/screenprint/

-There are two (2) types of purchase orders to request;

1. PURCHASE ORDER: *This is a line item request, with quantity, $ amount, shipping and tax (if no tax is listed there is a 5.6% sales tax on all out of state purchases, this tax should be figured in the total amount of the requisition). ALL capital items need to be purchased this way. 2. BLANKET PURCHASE ORDER:

*This can be used more than once and is ideal for items needing to be ordered throughout the year. Tax and shipping should be included in the dollar amount. Be specific in your description i.e. what are you purchasing? For what? etc. Make sure after each shopping trip you submit your receipts to the Student Activities Department as soon as possible.

-Also available are Cash Envelope and Check Request. Cash Envelope and Check requests for cash awards donations and scholarships do not get entered electronically, the original copy of the Student Activity Requisition along with Club, StuCo minutes and any other documentation is sent directly to the Student Activities Department for processing. Check request for hotel, registrations etc. DO get entered electronically issuing a PO but requesting PO not to be sent to the vendor)

CASH ENVELOPE: (Check is made out to requester [employee], to be cashed, spent and receipts returned)

1. A cash envelope is only requested when a local vendor does not take a purchase order (exception-gift cards).

2. Store(s) are to be listed where product(s) will be bought, and only those stores are approved for shopping.

3. Gift cards should be purchased with a cash envelope, they must be copied front and back with recipient(s) signature, copies of the gift cards must be included with your receipts when returning the cash envelope.

4. Cash awards must be signed for by recipient and included with your receipts when returning the cash envelope (must come from club funds, approved by the student club members and noted in club minutes).

5. Itemized receipts are required with vendor name and date of purchase (do not mix business expenses with personal expenses)

6. No services, chemicals and rentals are allowed.

PAGE 10

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CHECK: 1. Checks can be issued to hand pay a vendor, who do not take

purchase orders. (Requests need to be entered electronically, issuing a PO but requesting PO not to be sent to the vendor. Reminder no prepayment is allowed unless a discount is offered or to secure a facility).

2. Checks can be issued for student cash awards (must come from club funds, approved by the student club members and noted in club minutes)

3. Donations can only be made from a Student Fund Account, before checks are issued, the funds must be available in the account ex. of cash donations: American Red Cross, Salvation Army, American Cancer Society etc.

4. Scholarship(s) must be made out to the student and an educational establishment.

A student activities requisition is merely a request, several approvals need to be given before a purchase order is issued. DO NOT PURCHASE PRODUCT(S) UNTIL YOUR PURCHASE ORDER/CASH ENVELOPE/CHECK REQUEST IS APPROVED AND RECEIVED

After-the-fact procurement occurs when MPS receives materials or services prior to a purchase order being issued. Mesa Public Schools is under no obligation to pay for goods/services if the proper procedures are not followed.

1st offense – Director of Purchasing notifies the Administrator by letter, including a response form and copies the appropriate Assistant Superintendent

Options available:

1. Return product to vendor if vendor is agreeable. 2. Complete the response form. 3. Require staff member to pay for item.

2nd offense – Written documentation must be submitted to the Internal Auditor, Director of Purchasing appropriate Assistant Superintendent and the Chief Financial Officer.

Continuing to NOT follow the proper procedures may result in future denied requests.

PAGE 11

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Requisition Journey for club funds (850) Flow charts can be found on the student activities website “training guides”

http://www.mpsaz.org/student_activities/training/

PAGE 12

http://www.mpsaz.org/student_activities/training/

Requisition Journey for ECA funds (526

PAGE 13

Section 7 STUDENT ACTIVITIES ACCOUNTS PAYABLE

After a requisition becomes a PO and the purchase is made using the PO, we must pay the vendor as soon as possible (usually within 30 days). Remember Student Activities processes check payments once a week. Here are some key points to remember when invoices or receipts are submitted to the Student Activities Department for payment, (Student Activities cannot process a payment to a vendor using a quote, estimate, order confirmation or packing slip) • For shipped items, invoice is required

o Once shipped items arrive those items are compared/checked with the packing slip.

- If shipped items are correct and match the invoice, then it is okay to pay

- If there are any discrepancies in the order the vendor will need to be contacted for a resolution

• For in store purchases – the detailed receipt is required

• Only pay for things we have received

• Invoices/receipts should have a vendor information, itemized list of purchase, preprinted date, PO number, signature with “ok to pay” and if the PO is to remain open or closed. (if the PO is not preprinted on the invoice/receipt, you need to write the PO # on the invoice/receipt)

o Ok to pay and close – This pays the invoice/receipt and closes out the PO, make sure all items have been received and/or you are done with the PO. Any remaining balance will be credited back to the clubs’ account.

o Ok to pay and remain open (blanket PO) – This will pay the invoice/receipt and leave the PO open for additional purchases. The club will need to keep track of purchases.

BEFORE scanning or sending receipts/invoices to the Student Activities Department for payment please double check that:

1. The date of the invoice/receipt is correct (or it may appear to be an after the fact) 2. Vendor information is listed 3. Receipt is itemized 4. There is enough money on the purchase order to pay the entire

invoice/receipt (if not, please request an increase before sending to StuAct)

PAGE 14

Please note sample receipt and sample invoice with packing slip, make sure all items needed for payment are listed, circled, signed, PO# is listed AND money is available on the PO for payment.

PAGE 15

NOTE: IF the vendor did not charge tax

for this out of state purchase a 5.6% use

tax would be assessed from the club

account.

Section 8 STUDENT TRAVEL

Prior to any student field trip occurring, the Coach(s) involved with field trips, need to read and comply with the Mesa Public Schools Travel Policy IICA

On the MPS website, within the student activities department, under the “Student Travel” link, we have the Optional Student Travel Packet that need to be completed AND approved before any fundraising and requested expenses can take place.

* Overnight & Out-Of-State Trips

1. Need to be completed and approved 3 months prior to your trip date.

2. Need SIAC approval (plan accordingly, trip needs to be approved 3 months before trip date, SIAC may take a month to get approvals, so plan at least 4 months before trip date for SIAC).

3. Send completed Travel Packet to your Area Superintendent for Trip Approval.

4. DO NOT COLLECT ANY MONEY OR HAVE ANY FUNDRAISING EVENTS UNTIL TRIP IS APPROVED BY YOUR AREA SUPERINTENDENT.

* Single-Day, In-State – Field Trips

1. Need to be completed and approved 1 month prior to your trip date. 2. Need only your Administrator approval. Travel packet will stay at your school site in the Administrative Offices. 3. DO NOT COLLECT ANY MONEY OR HAVE ANY FUNDRAISING EVENTS UNTIL TRIP IS APPROVED BY YOUR ADMINISTRATOR.

PAGE 16

http://www.mpsaz.org/student_activities/stdtravel/files/iica.pdf

After trip has been approved continue back to the Travel Packet completing all the necessary steps for your trip.

Included in those steps are 2 required forms that you can find in the Travel Packet Steps OR under the forms link on the Student Activity Website.

• Student Activities Trip Expense Request: -This form is required to complete; list the total cost of ALL expenses for the trip. -Form will then need to route to all approvers. -Once completed send to the Student Activities Department -A “trip expense” number will be issued by the Student Activities Department. Refer to that number on all expense requests. Make sure you stay within the $ amounts that have been approved. -An increase will need to take place IF the expenses exceed the original approved amount. This will result in completing the Trip Expense Form and routing again to all approvers.

• Student Activities Travel Requisition-ONLY if using funds 525, 526 or 850 -This form is required to request expenses for your trip. (The only approvals on this form is the Club Sponsor signature and Administrator Signature, all other approvals were routed and signed using the Trip Expense Request).

-Refer to and note your “Trip Expense” number on this form. -You can submit as many Travel Requisition as needed i.e. hotel, registration, admissions, food etc. (just make sure you are within the approved amounts from your “trip expense”).

-A BLANKET PURCHASE ORDER should only be used for all travel expenses and electronically entered into visions by your Student Activity Secretary. -A cash envelope request may be requested and is recommended for out-of-state trips for food, emergency needs, gas etc. (if cash is being dispersed to individuals for food, amounts need to be recorded along with recipient signatures. Within the cash envelope that you receive “a cash recipient signature log” is available for that option).

MAKE SURE YOU GO BACK AND COMPLETE EACH STEP THAT IS APPLICABLE TO

YOUR TRIP IN THE TRAVEL PACKET. http://www.mpsaz.org/student_activities/stdtravel

PAGE 17

http://www.mpsaz.org/student_activities/stdtravel

A. MEALS & GROUND TRANSPORTATION

MEALS and/or LODGING expenses for employees (coaches, teachers, admin) may not be reimbursed or paid by school funds for travel within a 50-mile radius from the traveler’s home or duty post whichever is closest to the destination. MEALS and/or lodging can be paid for students and/or required chaperones who are NOT MPS EMPLOYEES. In cases where an overnight stay may be necessary for an MPS employee acting in the capacity of a required chaperone for trips within a 50-mile radius there are some exceptions with approval from the MPS CFO in the Financial Services Department.

*Club funds, *school athletics funds, *ECA funds, *Gifts/donations funds, *Community Ed funds, *Camp funds can be used to pay for meals for required chaperones and/or students.

• When using ECA or school athletic funds meals will be paid at the rates of:

$ 7.00 Breakfast $10.00 Lunch $17.00 Dinner

• When using Club funds, the students must vote and approve a specific dollar amount to pay for each meal. This must be documented in their club minutes.

-For ECA, School Athletic Funds and Club Funds a cash envelope should be requested. The cash envelope with ALL receipts should be turned in upon completion of your trip. (see section 5 for more information on cash envelope requests and returns)

• When using the following, you need approval and processes from the appropriate departments.

o Gifts/donations (donations that are not ECA are placed in a Gifts & donations account. The donor can designate how the money is to be used.

o Community Ed or camp monies (submit a budget justification to community ed. Camps are not fundraisers, Monies are placed in Fund 520, excess monies can be used to purchase items needed for that sport)

GROUND TRANSPORTATION includes travel by a school bus, a charter bus, a campus vehicle, a rental vehicle or a district pool vehicle. Ground transportation for all approved optional student travel trips must be funded by school club funds, school athletic funds, ECA, gifts/donations, community education or camp monies.

GROUND TRANSPORTATION for :

AIA, AMEA, ABODA, WGAZ, or AZMBA in-state event costs will be covered by the District. To request approval for gas card and/or substitute (note this does not request your sub, only funding approvals for your trip request), complete the google link, provided to your school athletic secretary. Gas cards can be picked up from the student activities department no more than 3 days prior to your trip.

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B. CHAPERONES

Required Chaperone to student ratio: Secondary – 1 adult to 15 students, or the number of Coaches listed below, whichever is greater, may be funded from school funds.

Please Note: All teachers and staff are counted in the Chaperone to student ratio numbers. Additionally, if both male and female supervision is needed, then both a male chaperone and a female chaperone may be considered as required even if this is above the district ratio.

HIGH SCHOOL ATHLETIC GROUP # OF REQUIRED CHAPERONES

Athletic Training 2 Badminton 1

Baseball 2 Basketball (Boys) 2

Basketball (Girls) 2

Cheerleading 1 Cross-Country (Boys) 1

Cross-County (Girls) 1 Football 6

Golf (Boys) 1 Golf (Girls) 1

Pom 1

Soccer (Boys) 2 Soccer (Girls) 2

Softball 2 Spiritline 2

Swimming (Boys) 1

Swimming (Girls) 1 Tennis (Boys) 1

Tennis (Girls) 1 Track (Boys) 3

Track (Girls) 3 Volleyball (Boys) 2

Volleyball (Girls) 2

Weight Training 2 Wrestling 4

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All additional/non-required adult chaperones (including district employees) • will need to pay their own trip expense costs. (can either deposit money into a student club

account prior to the trip or pay the vendor directly)

• must be at least 21 years of age or older and a parent or legal guardian. Any Volunteer Chaperones who aren’t a parent or legal guardian, will need to complete the District requirements in order to be approved as a volunteer chaperone. Select the Link for the District requirements. http://www.mpsaz.org/volunteer

*Please note: if you are receiving complimentary passes, they can only be used for the required chaperones, any additional passes will need to be applied to the student admission costs.

*As a certificated employee who will be supervising the travel activity, you must ensure that ALL chaperones, which include you, coaches, teachers, classified employees, student teachers, administrators, parent/legal guardians and other approved volunteers need to be given/sign and return the “Chaperone Responsibilities” form back to you. *Chaperones Responsibilities forms are to be retained by the school a minimum of 12 months after the trip has concluded. *You can find the “Chaperone Responsibilities” form in the “Optional Student Travel Packet” in the “Travel Steps”. http://www.mpsaz.org/student_activities/stdtravel/files/sd11e_chaperone_responsibilities_rev_11-2019_1.pdf

PAGE 20

REMINDER: The employee must pay for his or

her own meals and/or lodging for overnight

travel within a 50-mile radius, unless prior

written approval by the CFO has been

obtained.

Reminder: The employee must pay for

his or her own meals for single-day

trips.

http://www.mpsaz.org/student_activities/stdtravel/files/sd11e_chaperone_responsibilities_rev_11-2019_1.pdf

C. WEB PAY You can have your trip published on the MPS webpay site where parents, friends and relatives can pay online AND reports of payments are easily accessible, this will avoid money collection and reporting issues.

On the Student Activities Website, select “student travel” you will see the “Webpay Form-Online set up”, download and complete the form, email it to your student activities budget clerk. It will then be set-up on the webpay for online payments. Parent/Guest instructions are available. http://www.mpsaz.org/student_activities/stdtravel/files/sd6_mps_webpay_set-up.pdf

Here is an example of a close-up trip published on the web to take online payments:

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http://www.mpsaz.org/student_activities/stdtravel/files/sd6_mps_webpay_set-up.pdf

Section 9 CAMP INFORMATION

IMPORTANT NOTE: SPORTS CAMPS ARE NOT FUNDRAISERS

Go to http://www.mesasports.org/ for MPS Sports Camps important information, select Mesa Sports Camps

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http://www.mesasports.org/

REMINDER: SPORTS CAMPS ARE NOT FUNDRAISERS. REVENUE SHOULD ONLY BE

RAISED TO PAY FOR EXPENSES TO RUN THE CAMP i.e. facility rental, coaches pay,

awards etc. When requesting to hold a camp, make sure registration fees cover only

those expenses.

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Section 10 ACCOUNT RECONCILIATION

It is the club’s/Coach’s responsibility to maintain accurate financial records and club/athletic/activity files/documents. Keep in mind that there are a lot of unforeseen events that can occur that will affect an account balance, so it is not a good idea to drain an account down to zero if the account has pending transactions. For example, things like a check being returned for non-sufficient funds, unexpected shipping charges and refund requests can have a negative impact on an account balance.

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CLUB/ATHLETIC/ACTIVITY

Is responsible for:

• Logging and tracking all revenue and

expenditures.

• Reconciling monthly reports with

account balances.

• Reporting any discrepancies as soon

as possible.

• Organized files with charter and

constitution easily assessible if

recognized as an “official

athletic/activity” club.

• Meeting minutes organized and

easily assessible.

• Camp paperwork submitted and

expenses paid including coaches pay

and facility rental paid (if

participated in a sports camp)

Year End:

• All invoices paid and PO’s closed.

• Inventory taken for any fundraising

item.

Here you will find

your Student

Activities Budget

Tech and contact

information ECA Guidelines and

allowable expenditures,

including music &

athletic allowable

requests.

Travel steps, travel packet & travel

forms for your extracurricular

travel. Along with a “Sample”

Travel for additional help.

Close up Trip information

REFERENCES

The student activities website has so many helps available to you http://www.mpsaz.org/student_activities/

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Payroll information, timecards, parf & Info.

for Student Activity funds extracurricular &

sporting events Includes student activities Club,

Elementary Secretary, Bookstore &

Student Store forms. Tools to help you with your club,

student stores, bookstores, media

centers, armored car, StuAct

newsletters and beginning year

meeting PowerPoint. Don’t forget to

charter (new club) or recharter

(existing club) each year. All the

information you need is right here.

StuAct Policies & Procedures including:

• Cash handling

• Copyright

• Fund Management

• Relations with Organizations

• SIAC

• Student Debt

• Student Organizations

• Student Travel

• Student Wellness Parent Organization Policies & Procedures After-The Fact Procedures Records Retention Schedule

http://www.mpsaz.org/student_activities/

If you are familiar with this handbook you will be able to answer all these questions. This is just for fun, see how many you can get right!

Senior High Athletics/Activities Training Test ________ 1. True or False. Sports Camps should not be held as a fundraiser. ________ 2. Who can be an MPS recognized coach?

a) A District Employee b) A Parent c) Another Student

________ 3. True or False. A club can leave their student activities/athletics funds over a break

(winter break, spring break, summer break) as long as it is secured in the school safe.

________ 4. Once the club sells items or receives any funds, how many days do they have to deposit the funds.

a) Up to 10 days b) Up to 7 days c) Up to 30 days

________ 5. True or False. Student Council needs to approve all expense requests for funds

525 Aux, 526 ECA, and 850 Funds. ________ 6. All student overnight travel needs to be approved and submitted:

a) After all the money is collected b) 3 months prior to trip date c) 1 month prior to trip date d) After SIAC approval

________ 7. Meals are paid at a rate of $7.00 breakfast, $10.00 Lunch, and $17.00 for dinner

when using the following student activity accounts: a) ECA 526 and Club 850 b) Athletics 525 and ECA 526 c) Club 850 and Athletics 525

________ 8. To pay an invoice or receipt, what does the club sponsor write on the

invoice/receipt before submitting it? a) The sponsors signature b) “OK to pay” and whether to close or leave the PO open c) All of the above

________ 9. Coach stipend of $,1500.00 Plus Employer paid benefits (114.75) will charge the

Account (based on example noted in coach’s handbook): a) $1614.75 b) $1385.25 c) $1500.00

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________ 10. True or False. The RECHARTER for a club need only take place once for the life of

the club if you are recognized as an “Official Athletic/Activity” club ________ 11. True or False. It is acceptable for clubs to overspend on their account and have a

negative balance. ________ 12. All student activities funds should be safeguarded at all times. Where is the best

place to keep them. a) Locked Desk b) Trunk of a Car c) A personal bank account d) In the school safe

________ 13. When submitting invoices/receipts to pay vendors. Student Activities prints checks

a) Every day b) Three times a week c) Once a week

________ 14. Ground transportation will be paid by a District Account if:

a) Event is AIA, AMEA, ABODA, WGAZ or AZMBA out of state only b) Event is AIA, AMEA, ABODA, WGAZ, or AZMBA both in-state and out of state c) Event is AIA, AMEA, ABODA, WGAZ or AZMBA in state only

________ 15. A fundraiser is held:

a) To increase the funds in our club account b) Equipment and Uniforms need to be bought c) To raise funds to pay for a tournament registration fees

________ 16. True or False. The employee’s meal can come from the student Athletic, ECA or

Club account on a single day field trip, within a 50-mile radius from the traveler’s home or duty post whichever is closest to the destination.

________ 17. Your sporting event/trip can be published on MPS Webpay:

a) For parents, friends and relatives to pay online. b) Payments are easily assessable. c) Avoids money collection issues. d) All of the above.

________ 18. True or False. Additional non/required chaperones including MPS employees,

must pay their own travel expenses.

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(True,a,False,b,False,b,b,c,a,False,False,d,c,c,c,False,d,true)