presented by cris cable and elizabeth whitaker august 28, 2012

Presented ByCris Cable and Elizabeth

WhitakerAugust 28, 2012

What’s Included in Auxiliary Operations?

Importance of Controls for Auxiliary Operations

Cash Receipt Process Expenditure Process Questions

Monies raised with the approval of the school district governing board in connection

with the school bookstore, athletic activities and miscellaneous district

operations.

Tax credit monies paid or donated for

extracurricular activities and charter education

May also include:

Donations (other than Tax Credit)

Raffles PTOs and Booster Clubs Student Activities

Auxiliary Operations

Student Activities

Public Money- Belongs to the

District

Student Money- Belongs to the Student

Clubs

Decide roles before sales Determine % allocation Document agreement

Proceeds can be allocatedto Auxiliary Operations and

Student Activity Club(s)

3 Key Duties

Cash-handling

Recordkeeping

Authorization

Daily Sales

Report

Athletic Ticket Sales

Report

Cash Register Receipt Book/Form Tickets

• Funded by check from AO bank account

• Can be established for each school, as

necessary

• Cannot be used to make payments!

• Money returned/accounted for after each use

• Money reclassified in records

From - Cash in Bank (0102)

To - Cash on Hand (0101)

Cash Register Sales

Issues Change Fund

Issues Receipt Book or Tickets

Verifies Change Fund Signs for Change Fund

Conducts and Documents Sales

Counts all Cash

Completes cash count on Sales Report

Returns all cash and Receipt book,

if used

Counts and verifies all Cash

Determines Total Sales

Completes Reconciliation of Sales to Collections on Sales Report

Investigates Cash

Over/Short

R E P O R T N O .

S C H O O L D IS T R IC T N O .

D A IL Y S A L E S R E P O R T

SCHOOL _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ACCOUNT NAME _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ACCOUNT CODE _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ EVENT _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ DATE _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ CASHIER _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ C H A N G E F U N D R E C E IP T N U M B E R AMOUNT $ _ _ _ _ _ _ _ _ _ _ _ _ _ _

CASH C O L L E C T IO N S

D en o m in a tio n Cash R e tu rn ed C h e c ks $

$ 1 0 0 .0 0 5 0 .0 0 2 0 .0 0 1 0 .0 0

5 .0 0 2 .0 0 1 .0 0

.5 0

.2 5

.1 0

.0 5

.0 1 T O T A L S $

LESS CHANGE FUND IS S U E D ( )

C O L L E C T IO N S $

T A P E AUDIT R E C E IP T B O O K S U M M A R Y Beginning E n d in g

1. Ending Cash Register Reading $ N u m b e r: 2. Beginning Cash Register Reading - 3. Tape Adjustment +/- Last Number U se d : 4. Total to Be Accounted For = 5. Less Collections - Quantity S o ld : 6. Cash Overage (Shortage) =

N u m b e r: Price: $

7. Total D ep o sit $ Total Sales (Quantity X P ric e ) $ Reason for Overage (S h o rta g e ): Less C ollec tio n s $

Cash Overage (S h o rta g e ) $ Total D e p o s it $ Reason for Overage (S h o rta g e ):

Reconciliation Completed B y:

Change Fund and Cash Collections Received B y:

R E P O R T N O .

S C H O O L D IS T R IC T N O .

ATHLETIC TICKET SALES REPORT School _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

A c c o u n t N a m e A c c o u n t C o d e Date _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Event _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

T ic k e t S e l le r

C h a n g e F u n d R e c e ip t N u m b e r A m o u n t $

T ic k e t T yp e

Ticket N u m b e rs Issu e d

From T o

Next No. T o

Be Issu e d

First T ic k e t N u m b e r Is su e d

Number S o ld

P ric e

T o ta l S a le s

$ $

C ash

Denomination R etu rn ed

Checks $

$ 1 0 0 .0 0

5 0 .0 0

2 0 .0 0

1 0 .0 0

5 .0 0

2 .0 0

1 .0 0

.5 0

.2 5

.1 0

.0 5

.0 1

Total $

Less Change F u n d

T o ta l D e p o s it $

Total Deposit $ L e ss T o ta l S a le s C a sh O v e ra g e (S h o rta g e ) $ Reason for Overage (S h o rta g e ) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Reconciliation Completed B y : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Ticket Seller S ig n a tu re _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te Change, Tickets, and Cash Collections Received B y: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Athletic Director or Bookstore Manager S ig n a tu re _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te

FB Adlt12100 12300 12205 12100 105 2.50 262.50

Bookstore Sales

Athletic Ticket Sales

Donations in Front OfficeVending Machine Sales

Part II — Cash C ou n t

C h e c k s

$

$ 1 0 0 .0 0

5 0 .0 0

2 0 .0 0

1 0 .0 0

5 .0 0

2 .0 0

1 .0 0

.5 0

.2 5

.1 0

.0 5

.0 1

T O T A L

$

SCHOOL DISTRICT N O .

S C H O O L

AUXILIARY OPERATIONS DAILY CASH COLLECTIONS S U M M A R Y

_________________, 1 9 _ _ _ _ _ Month D ay

Part I — Cash Collections Held for Deposit to the Auxiliary Operations Fund A ccou n t

R e p o r t N u m b e r

A c c o u n t C o d e

Description (issued to )

Net C a sh C o lle c tio n s

$

T o ta l N e t C a s h C o lle c tio n s (P a rt I) $

Part III — R econ c ilia tio n

Total Net Cash Collections (Part I) $

Total Cash Count (Part II) $

C a sh O v e ra g e (S h o rta g e ) $

Reason for Overage (S h o rta g e )

Summary Prepared B y :

D a te

Reviewed B y :

D a te

Bookstore

YearbookAthletics – FB Game

101

103102

350200150

700

Prepares and Makes Deposit

Reviews Deposit & Reports then Records in Accounting Records

Centralized at District or Processed at Each

Campus?

Requisition Authorization Procurement Ordering Receiving Verification Payment

Funded by the AO Fund Governing Board may establish 1 for each

school Account Custodian Maintained on an imprest basis Account is replenished periodically and @ June 30 Simplified processing

Authorized amount $800

Checks written from account this month - 425

Bank Service Charge -10

End Balance = 365

Replenishment = $435

Prepares Requisition

Reviews Requisition

Procurement:•Check for Contract•Purchase <$5,000 •Like Item purchases•Document Quotes

Received at School Office

Binders Given to Bookstore

Documents to Account

Custodian

Before PaymentOr

By Ratification

No. (Prenumbered)

S C H O O L D IS T R IC T N O .

AUXILIARY OPERATIONS FUND VOUCHER

D A T E

The district superintendent is hereby authorized to issue check(s) against the Auxiliary Operations Fund for th e

sum of dollars on account of obligations incurred for value received in goods a n d

services as shown for (period) to .

Check N o. Account C od e V en d or Invoice N o . P.O. N o . A m oun t $

I certify that this claim is just and correct, and th e goods and services herein represented have b e en received. All items are properly coded and not in excess of account balance. Itemized s ta te m e n ts accompany this v o u c h e r.

Governing Board Members’ S ig n a tu re s

D a te S ig n e d

T o ta l $

www.azauditor.gov (602) 553-0333

asd@azauditor.gov