Student Activity Cheer/Dance Student Activity Cheer/Dance TrainingTraining

2013-20142013-2014

August 8, 2013August 8, 2013

presented by presented by Accounting DepartmentAccounting Department

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STUDENT ACTIVITY FUNDSSTUDENT ACTIVITY FUNDS

Funds raised by student groups shall be

used only for the benefit of the student

club.

Student Activity Funds are held in trust.

We have a responsibility to safeguard their

funds. 2

Sponsor FormsSponsor Forms

All club sponsors and anyone handling student activity funds must fill out the following forms:

A fundraiser application must be filled out and turned in prior to any fundraising activity.

Sponsors must list all deposits and expenses.

Fundraisers must be closed within two weeks of the ending date.

All fundraisers must include an Inventory Sheet

Application for Application for Fund Raising ActivityFund Raising Activity

All merchandise purchased and remaining must be accounted for on this form.

Donated items must be included.

Items used together may be grouped, ex. cheese, chili, jalapeños and bowls for nachos.

NOTE: Fundraisers will not be considered finalized unless an inventory sheet is filed with the Application For Fundraising.

INVENTORYINVENTORY

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INCENTIVES INCENTIVES

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Incentives must be approved by the Principal.

If the merchandise is part of the inventory of a fund raising activity, you must submit this form with the Fundraising Application form.

If merchandise is not part of a fundraiser; form is attached to check request.

Limit incentives to 15% or less of total inventory to increase profit.

CHECKSCHECKSAll expenses must be paid with a school check.

Be sure that there is money in your account to cover the expense.

Receipts are due within five business days after the check has been picked up.

Check printing days are Tuesday and Thursday.

Reimbursements are NOT allowed!!!!!

Unallowed ExpendituresUnallowed Expenditures Purchase of any gift for any person/employee or organization

that includes the following:• Gift Certificates• Retirement Gifts• Flowers• Holiday Gifts • Food Gifts

◦ Meals• Abuse of number of appreciation meals furnished to staff• Meals or expenses relating to a PTC/Booster Club• Daily snacks for faculty and staff

Items mentioned could be considered compensation by the IRS and therefore taxable.

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ALLOWED EXPENDITURESALLOWED EXPENDITURES

Awards such as plaques, certificate (Not Gift Certificate), school apparel that does not exceed $25 per calendar year, in recognition of students, staff or volunteers for service to the school district.

Flowers that do not exceed $75.00 and only for:

• death of campus student• death of a campus employee and immediate

family (as in DEC local policy). CAF ONLY

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ALLOWED EXPENDITURES Cont.ALLOWED EXPENDITURES Cont.

Meals Allowed Expenditures• Parent/Student functions such as Open

House, Parent Night, & Graduation• Refreshment & snacks for meetings

where the school serves as host for related activities for students, staff, & patrons.

These functions require an agenda and sign-in sheet.

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ALLOWED EXPENDITURES Cont.ALLOWED EXPENDITURES Cont.

Travel Allowed Expenditures• Meals consumed by club members and sponsors• Educational field trips, meals, and other activities• Travel expenditures for faculty/staff who must accompany students

Travel expenditures for Chaperones•Need to be cleared as parents•Should be included in the travel packet

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Outstanding InvoicesOutstanding Invoices

All invoices must be paid in timely manner; any invoices that will be paid off in a series of payments must be reviewed by the bookkeeper and approved by the principal.

Yearbook Prom Receptions Uniforms Field Trips

All invoices should be received by campus bookkeeper and not the teacher/sponsor.

DEPOSITSDEPOSITS Funds must be counted by the

sponsor prior to bringing the funds to the bookkeeper.

You must wait for a receipt! ! !

Review your receipt and sign if you are in agreement.

Post dated checks are not accepted.

Deposits need to be done on a daily basis.

Never use cash collected to make purchases.

Do not comingle your deposits.

MONEYMONEYCOLLECTED COLLECTED

Use when collecting funds for field trips, pictures, uniforms, shirts, yearbooks, etc.

Signatures should always be collected with the exception of Pre-K through 2nd graders.

Total amount collected must equal to the Deposit Breakdown Form.

All funds collected must be documented and deposited on a daily basis.

Receiving of Funds Receiving of Funds

Use triplicate receipts• First copy goes to purchaser• Second goes to secretary/bookkeeper• Third is kept for your records.

All three copies of your receipts need to be included in your receipt book when a receipt has been voided.

Voided receipts need to be marked as “VOID” and should be kept in your booklet for accounting purposes.

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MONEYMONEYDISBURSED DISBURSED Used when issuing cash funds to individuals, such as:

o Mealso Reimbursements

AMOUNT DISBURSED SHOULD EQUAL THE CHECK AMOUNT

Signatures should always be collected with the exception of Pre-K through 2nd graders.

TRANSFERSTRANSFERSBETWEEN BETWEEN ACCOUNTSACCOUNTSTransfers serve as payment between club accounts.

Be sure that there is money in your account to cover the transfer.

Donations or loans are not allowed between clubs.

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Professional Services Professional Services PacketPacket

When hiring motivational speakers, choreographers, seamstress, DJ services, moonwalks, clown performances, consultants and judges

The following forms must be completed:

Submit at least four weeks in advance before services are rendered.

Checks will not be issued until packet has been approved

REQUEST FOR REQUEST FOR CONSULTANT CONSULTANT SERVICESSERVICES

Student Activity Clubs only require signature of Principal, Sponsor, and Fine Arts if Fine Arts related club.

CONTRACT FORCONTRACT FORPROFESSIONALPROFESSIONALSERVICESSERVICES

Two versions are available depending on the contract amount:

less than $5000 over $5000

Consultant must sign the contract after the Request for Services has been approved.

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CERTIFICATIONCERTIFICATIONOF CRIMINAL OF CRIMINAL HISTORYHISTORY

The vendor certifies that he/she has obtained a criminal history check including any of their employees who will have direct contact with students.

Criminal History report may be requested by Fine Arts Department.

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W-9 W-9 FORMFORM

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All vendors are required to submit a W-9 Form when payment is being issued by the District, even when a Contract Services Packet is not required.

TEXASTEXASRESALE RESALE CERTIFICATCERTIFICATEE

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Used when purchasing items that will be resold in fund raising events.

NOTICE: YOU WILL BE SIGNING

TEXAS SALESTEXAS SALESTAX TAX EXEMPTIONEXEMPTIONPurchase of items for school related purposes

It is a criminal offense to give a resale certificate, or sales tax exemption for personal use

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NOTICE: YOU WILL BE SIGNING

PTC/Booster Clubs must: submit financials on a monthly basis. use their own Tax ID Number

If the Booster Club does not have a tax exempt number, they

can 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.

PTC/ Booster ClubsPTC/ Booster Clubs

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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

PTC/ Booster Clubs (cont)PTC/ Booster Clubs (cont)

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REPORT FRAUD REPORT FRAUD

Remain Anonymous

Open 24 hours a day

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Remember to always:◦Obtain a written commitment for all

orders◦Collect Funds before activity commences◦ Include Sales Tax if uniform will be kept

by the studentAn option when buying uniforms is for the

studentand/or parent to contact vendor directly.

Accounting For CheerleaderAccounting For CheerleaderUniformsUniforms

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Cheerleader Spreadsheet Cheerleader Spreadsheet TemplateTemplateMaintaining the Cheerleader Spreadsheet will help

you in: knowing exactly how much each student owes knowing how much you have collected. being prepared for an audit & to transfer responsibilities

The template can be found under the Internal Audit web link.

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SponsorBinder

The manual, forms, and presentationare updated annually and can be found online at the Accounting Department web link.

Sponsor’s Manual:Sponsor’s Manual:

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QuestionsQuestions

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Samuel D. Flores

Director of Accounting Central Office

E-mail: sflores@uisd.netPhone: (956)473-6368

Mario GonzalezActivity Funds AccountantCentral OfficeE-mail: mgonzalez3@uisd.netPhone: (956)473-6432

Rosa CabelloAccounting Manager

Central OfficeE-mail: rcabello@uisd.netPhone: (956)473-6369

Contact InformationContact Information

Luis BlancasSr. BookkeeperUnited High SchoolE-mail: lblancas@uisd.netPhone: (956)473-5636

Tina GonzalezSr. Bookkeeper

Central OfficeE-mail: vgonzal@uisd.netPhone: (956)473-6357

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Jerry EsquedaSr. BookkeeperJ.B. Alexander High SchoolE-mail: gesqueda@uisd.netPhone: (956)473-5971

Cynthia HernandezSr. BookkeeperL.B. Johnson High School

E-mail: chernandez1@uisd.net

Phone: (956)473-5209

Coral PerezSr. BookkeeperUnited South High School

E-mail: cperez@uisd.netPhone: (956)473-2326