Student Activity Sponsors Training2013-2014presented by Accounting DepartmentStudent Activity Accounting StaffSTUDENT ACTIVITY FUNDSThings To Know!

The Principals, Teachers and Clerical staff are placed in a position of trust by parents and students when funds are placed in your care.

The basic purpose for the collecting or raising and expending of activity funds must be for the direct benefit of the students or for the general benefit of the school.

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

Conflict of Interest Disclosure

If you ANSWERED YES TO QUESTIONS #1 OR #2, AN ADDITIONAL DISCLOSURE FORM MUST BE COMPLETEDResponsibilities of Faculty Sponsors of Student Groups & Sponsor Information Sheet

Application for Fund Raising ActivityA 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

INVENTORY 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, jalapeos and bowls for nachos.

NOTE: Fundraisers will not be considered finalized unless an inventory sheet is filed with the Application For Fundraising.7

7All items pertaining to a fund raisers must be accounted for using the inventory sheet even if the items were donated. If you have an ending inventory or if items were given out as incentives you must make a note of this on the inventory as well. Remember that if you have non perishable ending inventory auditors may want to see it so make sure you keep it under lock and key. Note: 7

INCENTIVES 8Incentives 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. 8Any merchandise given out must be accounted for using the incentives request approval form. When the incentives are part of your fund raising inventory, limit the amount of incentives to 15% or less of the total inventory. Limiting the incentives will increase the chance of profit from the fundraiser. 8CHECKSAll 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!!!!!

Outstanding InvoicesAll 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.

YearbookPromReceptionsUniformsField Trips

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

DEPOSITS 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.

MONEY 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.

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

AMOUNT DISBURSED SHOULD EQUAL THE CHECK AMOUNT

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

Transfers Between AccountsTransfers 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.

1414A transfer request form is similar to a check request, the difference is that this is an internal transaction to move money from one club account to another within the same campus to pay for fees or purchase inventory from each other. Note: donations and loans are not allowed between club accounts. 14Professional Services PacketWhen 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 approvedRequest for Consultant Services

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

CONTRACT FOR PROFESSIONAL SERVICESTwo versions are available depending on the contract amountless than $5000over $5000

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

1717The consultant must fill out the contract for processional services once the request for services has been approved. The contract will protect you from any unforeseen charges.17

Certification of Criminal HistoryThe 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.1818This form is required by law where the consultant attests that he/she has a clear background prior to engaging in student population activities.18

W-9 Form19All 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.

1919Sales Tax IssuesIn order to be eligible for the two, one-daytax free sales you must be a Bona fide club. Non taxable sales perishables/consumables

(Refer to manual for a complete listing)Taxable salesBooksclothing cups school supplies flowers

20rummage saleschool publications school supplies sold to studentsuniforms

20Read Slide: A list of additional taxable and non taxable examples can be found on page 29-30 of the Student activity funds procedure manual20

TEXAS RESALE CERTIFICATE21Used when purchasing items that will be resold in fund raising events.

NOTICE: YOU WILL BE SIGNING

21The Texas Resale Certificate is to be used when purchasing items that will be resold in fund raising events. The certificate must also be signed in the presence of the vendor, attesting the purchase is for school related purposes.21TEXAS SALES TAX EXEMPTIONPurchase of items for school related purposes

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

22 NOTICE: YOU WILL BE SIGNING

22The Texas Sales and Use Tax Exemption Certification form may only be used when making purchases on behalf of the District with a campus or District issued check. The certification form is to be signed by the purchaser in the presence of the vendor, attesting the purchase made is for school related purposes. This form should never be used for personal purchases as this is considered a Class C misdemeanor. 22Board Policy requires for Booster Clubs to submit their bank statement and reconciliations to the Principal on a monthly basis.

Booster Clubs should obtain their own Tax ID Number and Officers

They should never use the Districts 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

PTC/ Booster Clubs2323PTC and Booster clubs are independent entities and are responsible for maintaining their own records and submitting their financial statements to the campus Principal. All planned fund raising activities must be approved by the Principal. These organizations must obtain their own tax id number.23Note: 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 linkPTC/ Booster Clubs (cont)242424Food of Minimal Nutritional Value For information on what is allowable to be purchased for your grade levels you can log on to the Texas Classroom Teachers Association (TCTA) at www.tcta.org

For information on allowable portion sizes and nutritional value information refer to www.squaremeals.org

Contact Food Service Department for more information25

25Remember to continue to follow the Food and Nutritional Value guidelines throughout the school year. Exceptions to this rule apply only to days assigned as Food of Minimal Nutritional Value Exempt Days by the District. All of the accounting records related to the Student Activity and Campus/Principals 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 prior year records must be kept at the campus.

All other files may be sent to Records Management with a detailed description of the file contents.

Record Retention26

26Read slide..

26REPORT FRAUD 27

Remain AnonymousOpen 24 hours a day 27If you witness or suspect fraud is being committed, report it to the fraud and ethics hot line at 1-800-398-1496. All calls are answered by a third party and remain anonymous.27The manual, forms, and presentation are updated annually and can be foundonline at the Accounting Department weblink.

Sponsors Manual:28

2828 Samuel D. FloresDirector of AccountingE-mail: sflores@uisd.netPhone: (956)473-6368

Mario GonzalezActivity Funds AccountantE-mail: mgonzalez3@uisd.netPhone: (956)473-6432 Rosa CabelloAccounting ManagerE-mail: rcabello@uisd.netPhone: (956)473-6369

Contact Information29

Jerry EsquedaSr. BookkeeperJ.B. Alexander High SchoolE-mail: gesqueda@uisd.netPhone: (956)473-5971Cynthia 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 Luis BlancasSr. BookkeeperUnited High SchoolE-mail: lblancas@uisd.netPhone: (956)473-5636

Tina GonzalezSr. BookkeeperE-mail: vgonzal@uisd.netPhone: (956)473-6357

29For any additional information you may contact the senior bookkeeper assigned to your campus29Questions30

30This concludes the 2011-2012 Student Activity Presentation.30