a d i s t r i c t o f e x c e l l i n g s c h o o l s cash handling training july 29, 2009 1

A d i s t r i c t o f e x c e l l i n g s c h o o l sA d i s t r i c t o f e x c e l l i n g s c h o o l s

Cash Handling TrainingCash Handling Training

July 29, 2009July 29, 2009

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A d i s t r i c t o f e x c e l l i n g s c h o o l s

Outcomes

• Understand the restrictions of various fund sources

• Understand the policies and procedures that relate to • Student Auxiliary Fund• Student Tax Credit Fund• Gifts & Donations Fund• Student Club Funds

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School Based Funds

• Maintenance and Operations (001)• Prop 301 Fund (013)• Soft Capital Fund (625)• Student Auxiliary Fund (525)• Student Tax Credit Fund (526)• Gifts and Donations Fund (530 & 650)• Student Club Fund (850)

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School Based Funds

• Maintenance & Operations Fund• Funds allocated based on student

enrollment• Funds are used for instructional needs of

students• Consumable supplies, hourly OT when

preapproved (PAR), print shop orders

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School Based Funds

• Proposition 301 Fund• Funds allocated based on student

enrollment• Funds are used for AIMS intervention,

dropout prevention, teacher development• Academic intervention staff, professional

development fees, instructional supplies for academic intervention programs

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School Based Funds

• Soft Capital Fund• Funds allocated based on student

enrollment• Funds are used for instructional capital

needs of students• Instructional furniture, textbooks, library

books, instructional aids• Instructional needs must be met before

funds are used for administrative function

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School Based Funds

• Student Auxiliary Fund • Funds are collected for fees paid to the

school• T-shirts, school pictures, recreational fieldtrips

• Funds are used for the costs of admission fees and instructional needs of students

• Consumable supplies, hourly OT when preapproved (PAR), print shop orders

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School Based Funds

• Tax Credit Fund• Funds are collected for payments and

contributions for extra curricular or character education programs

• Funds are used for activities that meet the statutory requirement• Extra curricular - school sponsored, fee based,

enrolled students, educational, optional, non-credit (see chart on page 21)• Character education programs

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School Based Funds

• Gifts and Donations Fund• Donations from individuals, corporations,

foundations and parent support groups• Funds are used for instructional needs of

students• Consumable supplies, hourly OT when

preapproved, print shop orders• These funds are not to purchase gifts, the

funds are gifts made TO the school

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School Based Funds

• Student Clubs Fund• Funds generated by student involved

fundraising activities• Funds spent by students• Funds spent to benefit students • Rule of thumb: “Funds raised by the kids,

spent by the kids, to benefit the kids!”

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School Based Funds

• Food Purchases from any fund• ONLY for instructional purposes• Nutritional Guidelines• Student Club options• Food Service Contract restrictions• Options for food purchases for staff

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Cash Handling Procedures

• Procedures apply to ALL funds received by the school• Receipts MUST be issued• Money MUST be deposited within 5 days• NO distributions can be made from cash• Cash (including checks) MUST be safe

guarded • Segregation of Duties

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• All checks accepted must be stamped (endorsed) at the school• Student Clubs• Food Service• Community Ed• All checks; tax credit, auxiliary,

donations, lost book, etc.

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• NSF Procedure• Returned twice • Finance notifies check writer and school• No action is required by school staff• $15 NSF fee to cover bank charges

incurred by KSD

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• Student Auxiliary Fund (525)• Receipts MUST be issued• Pre-numbered Triplicate Receipts• Class Lists• Ticket Sales Receipts

• Use of the Funds• Refunds - OK• Carry Forward Provisions

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• Tax Credit Fund (526)• Pre-numbered receipts• Fees vs. Cash Contributions• Designated vs. Non Designated Funds• Use of Funds (page 21)• Refunds – NO!• Carry Forward Provisions

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• Gifts and Donations (530)• Governing Board acceptance• Use of the Funds• Designated vs. Non Designated Funds• Refunds – NO! *once the GB accepts

• Carry Forward Provisions

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• Lost Book Fund (555)• Receipts MUST be issued• Money MUST be deposited within 5 days• NO distributions can be made from cash• Cash (including checks) MUST be safe

guarded • Money can be refunded within 1 year if

book is found and returned

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• Student Clubs (850)• Student Club Sponsor• Student Club Signatures• Student Sales, Ticket Sales, Cash

Handling• Money MUST be deposited within 5 days

of receipt of the funds, NOT activity• Carry Forward Provisions

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• Petty Cash and Change Funds• NO PETTY CASH• Change Funds• Student Clubs• Check issued to designee – custodian of funds• Money must be safe guarded• Money returned at the end of each year

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• Courtesy Accounts (Sunshine/Social)• Sources of money – staff and lounge

vending machines only• NOT a district account• 3 choices for deposit of vending machine

proceeds• Student Auxiliary Fund• Personal Courtesy Account• PTO/PTA/PTSO

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• Armored Car Service• Weekly pick up• Employees not required to transport cash• ALL money collected at school

• Student Auxiliary• Tax Credit• Gifts and Donations• Lost Book Money• Student Club• Food Service

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• What do you do if…• You receive a donation check from Intel?• An Intel volunteer comes to your school and

presents you with a $200 check as a donation to your school.• What do you do with the money?• How can you spend these dollars?

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• What do you do if…• You want to order and sell T-shirts?• Your 3rd Grade team wants to order and sell T-

shirts from an upcoming field trip?• How do you order the T-shirts?• Who can you order the T-shirts from?• How do you sell the T-shirts?• What are you required to do while selling the T-

shirts?

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• What do you do if…• You receive a check from your school

picture event?• Your school sponsors the school picture event

(not your PTO) and the vendor provides you a check for $1,000.• What do you do with the check?• How can you spend these dollars?

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• What do you do if…• Your 5th grade teacher schedules a field

trip?• Your 5th grade teachers wants to take her

students to the botanical gardens to understand desert plant life. The students will present a report on desert plant life as part of their class grade.• What funding source can you use for this trip?

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• What do you do if…• You receive a check from National

Vending?• National Vending provides you commission for

the vending machines in your teacher lounge?• Where do you deposit these funds?• 3 possible ‘right’ answers!

• How can you spend these dollars?• 3 possible answers based on the first question!

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• What do you do if…• Your student council reps want to

recognize their sponsors and other teachers?• Your student council wants to purchase a gift

card, or a nice lunch for your teachers to thank them for all they do?• Can the students do this?• How can you purchase gifts and appreciation for

staff?

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• What do you do if…• You want to recognize your teachers

during teacher appreciation week?• Your leadership team would like to host a

luncheon for your teachers during teacher appreciation week?• How can you do this?• What are the restrictions for food purchases?• What are the restrictions for purchases that are gifts

or have the appearance of gifts?

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Questions

• What additional questions do you have regarding the topics discussed?

• Future training and support.• Student Club training

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a d i s t r i c t o f e x c e l l i n g s c h o o l s cash handling training july 29, 2009 1

Documents

i n g s c h o o

d i s t r i c t o f

s school based funds

students funds

s outcomes

activities funds

student enrollment funds

recreational fieldtrips