school activity funds accounting manual msb... · 1/2/2018 · concession stand report form ......

MISSISSIPPI

SCHOOLS

FOR THE BLIND

AND

THE DEAF

2018/2019

SCHOOL ACTIVITY FUNDS

ACCOUNTING MANUAL

SCHOOL ACTIVITY FUNDS ACCOUNTING MANUAL

M i s s i s s i p p i S c h o o l s f o r t h e B l i n d a n d t h e D e a f

Page 1

Table of Contents

Purpose ……………………………………………………………………………………..…...2

Definition & Responsibility ……………………..……………………………………...….3-5

Activity Fund Types………………………………………………………………………….6-7

Summary of Acceptable and Unacceptable Expenditures ..………………….…….8-10

Fundraising………………………………………………………………………..…..…...11-12

Cash Collection Procedures…………………………………………………...…….……..13

Cash Receipts and Deposits……………………………………..……..……………....14-15

Disbursements from Activity Funds…………………………………………..……....16-17

Recordkeeping …………………………………………………………………….………….18

Financial Reporting……………………………………………………………….……….....19

Supplemental Forms and Procedures

Fundraising Application/Recap Form…………………………………………………….20

Concession Stand Report Form…………………………………………………………...21

Ticket Sales Procedures and Report Form……………………………………..……22-23

Cash Expenditures Report Form………………………………………….………...…..…24

Revised 01/02/18



Page 2

Purpose of This Manual

This manual is a set of standardized accounting procedures for the administration of activity funds,

club funds, and restricted funds for the Mississippi Schools for the Blind and the Deaf. School

personnel involved in the handling of these funds should be knowledgeable of the instructions

prescribed in this manual.

School personnel hold a position of trust by parents, students, and stakeholders. Adequate control

measures have been implemented to ensure that these funds are handled properly. School

activity funds may not be used to circumvent established policies, procedures, or controls.

School personnel are employees of the Mississippi Department of Education (MDE) and are

expected to comply with the rules and regulations found in the MDE Employee Policy and

Procedures Manual as well as the Mississippi State Employee Handbook.



Page 3

Definition & Responsibility

DEFINITION

Activity funds are funds received by school officials paid or collected to participate in any school

activity, such activity being part of the school program and partially financed with public funds or

supplemented by public funds. See Miss. Code Ann. § 37-7-301(s). Specifically, they are funds

accumulated from the collection of fees, donations, school events and school approved

fundraising activities. Activity funds are used to promote the general welfare and the educational

development and morale of all students. The donations and contributions from individuals and

businesses are considered unrestricted funds and are accounted for as general activity funds

unless otherwise requested by the donor. Income designated for a specific function will be

disbursed only for that function.

RESPONSIBILITY FOR ACTIVITY FUNDS

School Superintendent

The school superintendent is responsible for the proper collection, disbursement and control of

all school activity, club, and restricted funds in their trust. This responsibility includes safekeeping,

proper accounting and administration of the funds, as well as disbursing funds for any legal

purpose within the guidelines or policies of the fund. The superintendent may designate the

business manager, administrative assistants, teachers and/or sponsors to aid with the various

functions of administering the funds.



Page 4

Business Manager

The business manager is responsible for the management and control of all documents necessary

for the operation of the activity fund. The responsibilities include, but are not limited to:

• Interpreting and applying the rules and regulations of the Mississippi Public School’s

Accounting Manual and the Mississippi Agency and Accounting Policy and Procedures

manual as appropriate.

• Developing procedures for school activity, club and restricted funds including updating the

Accounting Manual as needed and training staff.

• Reviewing transactions to ensure adherence to all applicable procedures and guidelines.

• Preparing bank deposits accurately and promptly and posting transactions on a daily

basis.

• Processing all properly documented payments and issuing checks as appropriate.

• Monitoring fund balances and preparing and documenting appropriate transfers when

necessary.

• Collecting and organizing all documentation relating to school activity, club and restricted

fund transactions. Ensuring that documentation includes appropriate signatures, account

names and account numbers for cash receipts, disbursements, transfers, adjustments,

and fundraisers.

• Maintaining accurate and organized files.

• Notifying school superintendent of any situation of noncompliance.

Faculty Sponsors

The sponsor of each school club account is responsible for the safeguarding and accounting of

all funds entrusted to him/her and is required to ensure that adequate financial records are

maintained. These records, which are subject to audit, should include, at a minimum, the

following:

• Monthly Detail General Ledger Report

• Sponsor’s copy of the cash receipt forms

• Sponsor’s copy of invoices or disbursement vouchers

• Minutes of each student meeting which detail, at a minimum, attendees, approval of

expenditures, discussion of fundraising activities and approval of financial status



Page 5

It is the obligation of the faculty sponsor to follow the procedures as outlined in this manual. This

includes maintaining detailed financial records and maintaining a positive balance in the

respective fund at all times. The official sponsor (administrator, counselor or teacher) should be

cognizant of all account activity and quarterly balance his/her financial records with the records

maintained by the business manager.

All campus personnel including superintendent, principals, secretaries, sponsors and faculty will

be held responsible for any activity or club funds entrusted to them. The responsible party will

reimburse the account for any funds or items purchased with student activity or club funds which

are lost or stolen due to carelessness or fraud. For additional information, see Sections 7-7-211(g)

and 29-9-17 of the State Auditor’s Property Officers Manual,

http://www.osa.ms.gov/documents/property/propoffman08-revised.pdf and Section 10, Discipline

and Grievance Policies, of the MDE Employee Policy & Procedures Manual,

https://www.mdek12.org/OHR/employeepolicy.

http://www.osa.ms.gov/documents/property/propoffman08-revised.pdf

https://www.mdek12.org/OHR/employeepolicy



Page 6

Activity Fund Types There are three basic types of activity funds that are common for both the Mississippi School for

the Deaf and the Mississippi School for the Blind. For reporting purposes, the various activity

funds are managed in these three fund groups.

1. General Activity Funds are collected or contributed for the benefit of all students (not a

specific club or organization) and for limited staff expenses. These funds shall be used to

promote the general welfare of each school and the educational development and morale

of all students. These unrestricted funds are raised locally at the school or donated to the

school and the expenditure of these funds must comply with school policy and state

regulations. The school superintendent control the funds.

2. Club Funds (i.e.; student council, senior class, etc.) consist of money received and held

by the school as trustee. Individual student groups raise these funds and their

disbursement is controlled by that group so long as the decisions regarding the use of

funds do not conflict with school policy and/or legal regulations or restrictions. The purpose

of collecting and expending club funds must be for the direct benefit of the students or for

the general benefit of the school. Within this scope, club accounts are to be used to finance

activities that supplement the educational curriculum of the school. Club account money

shall be expended to benefit a valid student group that contributed to its accumulation. A

valid student group is one that has been properly approved by the school superintendent

and consists of student officers and a faculty sponsor.

In general, monies raised or collected by a club during a school year should be spent on

the students responsible for contributing to the account. Club account balances should not

be carried from year to year unless there is a specific goal the club or organization is

trying to attain, such as senior prom or senior trips.



Page 7

3. Restricted Accounts These funds contain donations received with specific restrictions

on how they are to be expended. Restricted accounts are to be utilized as stipulated by

the donor for a special purpose. Any balances should be carried forward from year to year

until all remaining funds have been disbursed. A restricted account is a spend-down

fund, meaning money is expended from the fund over time to support activities and

programs aligned with the fund’s original purpose.



Page 8

SUMMARY OF ACCEPTABLE AND

UNACCEPTABLE EXPENDITURES

The following is a list of some of the appropriate uses and prohibited expenditures from school

activity funds and club funds. The list is not all-inclusive, but serves as a guideline. Any

questionable items should be verified through the Schools’ Business Office.

Acceptable Uses of General Activity Funds

✓ Memberships benefiting a group of students. If an individual membership is necessary for

students to participate in certain activities, then the expenditure is acceptable if a notation

is made to document the necessity.

✓ Educational field trips, meals, and other activities planned for the benefit of students as

recognition for accomplishments. The travel expenditures for faculty/staff who must

accompany students on a trip are also acceptable.

✓ Parent/student functions such as Open House, Parent Day, and Graduation. Lunches,

dinners, refreshments & snacks for meetings where the school serves as host for related

activities for students, staff, stakeholders & patrons.

✓ Awards such as plaques, paperweights, certificates, and school apparel in recognition of

students for service to the school.

✓ Incentives such as pizza parties and trophies for student involvement, participation, and

achievement.

✓ Supplemental classroom instructional needs, general office, and dorm supplies, including

other supplies and materials which will benefit the general student body.

✓ Minor improvement of campus and site facilities such as plants, bulletin boards, signs, and

flags.

✓ Conference attendance and travel costs for staff/employees on school business, pre-

approved by the superintendent.

✓ Emergency health or safety needs for students.

✓ Clothing, personal hygiene items, and other needs for disadvantaged students.



Page 9

Unacceptable Uses of General Activity Funds

Gift cards, gift certificates, or similar cash awards for school employees.

Payment of an individual's organization dues or fees that do not provide a direct benefit

to the school, or to a group of students including the payment of professional liability

insurance.

Reimbursement for luncheons or dinners while attending civic organization meetings.

Purchase of any gift for any person or organization; this includes gift certificates, flowers,

holiday gifts, and food gifts. Gifts of public funds are strictly prohibited.

Extravagant or high-priced awards such as watches or other jewelry.

Extra compensation or bonuses to employees whether it be in the form of cash or gifts.

Payment of an individual's personal bills.

Loans to employees, parents or students.

Replacement of an individual's property that was lost, stolen, or damaged on the school

premises or while being used at a school function.

Payment of expenses of spouses or other non-employees (i.e. travel expenses).

Payment of mileage to school employees who already receive a monthly travel allowance.

Alcoholic beverages, tobacco products, controlled substances, firearms, and other

weapons.

Traffic citations, parking or toll charges, auto repairs.

Appreciation and fundraising dinner tickets.

Furniture for administrative offices.

Meals or expenses relating to a Parent Teacher Association or Organization.

Any expense which appears to benefit private individuals or entities.

Any other expenditure prohibited by federal or state law.

Structural additions or improvements to the campus unless properly authorized by MDE.

Acceptable Uses of Club Funds

✓ Supplies and materials to be used by student members of the group.

✓ Entry fees and other expenses associated with competitions and meetings once all

possible resources have been considered.

✓ Travel expenses and meals consumed by the student members and their adult sponsors

(travel disbursements must be documented by a travel expense report).

✓ Charter buses or other modes of transportation for student members and their adult

sponsors must be approved by the school superintendent.

✓ Membership in related organizations.

✓ Charitable contributions and scholarships.

✓ Expenditures related to parties and other entertainment of student members.

✓ Equipment to be used by the student members of the organization.



Page 10

✓ Lunches, dinners, meals or light refreshments such as pastries and coffee for Open

House, Parent Day, Community Stakeholder, or other parent/student functions.

✓ Other reasonable expenditures approved by student membership of the group.

Unacceptable Uses of Club Funds

Gift cards, gift certificates, etc. for school employees.

Any purchases not approved by the student membership of the group.

Any purchases which benefits adult sponsors and does not benefit student members.

The use of the charter buses or other transportation that has not been approved by the

school superintendent.

Replacement of an individual's property that was lost, stolen, or damaged on the school

premises or while being used at a school function.



Page 11

Fundraising

A fundraiser is defined as a social function or activity held to raise funds or receive goods and/or

services. Fundraising activities shall in general contribute to the educational experience of

students and shall not conflict with the instructional program. Fundraising activities shall not be

for the individual benefit of a student based on sales but shall be equally distributed to the students

holding the fundraiser.

General Policy Guidelines

• A complete list of sponsors is needed in the business office.

• Superintendent approval is required prior to beginning any fundraiser.

• The superintendent has the discretion to limit the number of fundraisers.

• All cash collection policies and procedures as discussed in this manual shall be

followed relevant to any fundraiser (see pages 13-15).

• All cash disbursement policies and procedures as discussed in this manual shall

be followed relevant to any fundraiser (see pages 16-17).

Fundraiser Procedures

Prior to obligating the school or student organization, all fundraisers must be pre-approved by the

superintendent. The sponsor should complete the Fundraiser Application/Recap Form (see page

20) for submission to the superintendent and the business office. Upon approval, the

superintendent and sponsor will retain a copy and return the original to the business office.

Before committing to a fundraiser, the sponsor and superintendent should consider the following:

• Is the reason for the fundraiser valid and appropriate?

• Has the sponsor and/or club conducted fundraisers appropriately in the past?

• Is the fundraiser expected to generate a reasonable profit?

• How many fundraisers has the student organization conducted this year?

Once the business manager has been provided the approved Fundraiser Application, the student

organization may proceed. The sponsor is responsible for maintaining accurate records of all

sales activities and accounting for all items purchased from vendors for resale.



Page 12

Sponsors shall take care to select a reputable company for the purchase of fundraising materials.

In addition, the sponsor shall maintain a good relationship with local vendors by submitting bills

to the business office for payment in a timely manner. Sponsors shall keep control of the

merchandise and money. Both shall be secured at all times.

Sponsors shall keep accurate records of buyers of purchased items and funds received, collect

all money due, and keep a detailed list of any amounts due from students. Sales details shall be

turned in to the business office with all funds collected. The superintendent shall be notified if

student obligations are not paid.

The sponsor shall complete the Fundraiser Application/Recap Form and submit it to the business

office within two weeks of the conclusion of the fundraiser. The superintendent (or designee) and

sponsor are responsible for following school policies and procedures related to cash receipts and

disbursements for the fundraiser. All cash receipts shall be documented on an individual receipt,

tabulation form or product/ticket receipt form. Cash receipts shall be submitted to the business

office daily. Purchases related to the fundraiser shall not be made at any time from the fundraiser

collections. A properly approved purchase order (PO) or payment request (PR) shall be generated

for all purchases.

Upon completion of the fundraiser, the superintendent and/or sponsor shall review the profitability

of the fundraiser.



Page 13

Cash Collection Procedures

There should be at least two people involved in the collecting and depositing of cash. All fund

accounts will have a sponsor separate from the business manager.

All monies collected shall be deposited promptly into the bank account by the business manager.

Cash from collections is never to be held and spent on expenses; all disbursements for purchases

shall be made with a check as a result of a purchase order (PO) or payment request (PR).

All money collected shall be submitted in the same form as collected. A staff member shall not

substitute his/her personal check for cash collected. No personal checks are to be cashed from

the funds collected.

Deposits shall be made daily. Sponsors shall not take money home or keep it unsecured in

classrooms after hours. Funds are to be counted by the sponsor, secured in a locked box or bag,

and stored in a locked secure cabinet or safe until given to the business office for deposit at the

bank.



Page 14

Cash Receipts and Deposits

All money collected shall have appropriate documentation. The sponsor shall maintain a detailed

listing of collections when receiving money from multiple individuals. Computer generated lists or

hand-written ledger sheets are acceptable, provided all pertinent information is provided (date,

names, number of items sold, amounts paid, and method of payment.)

If it is not feasible to record each individual payee but only the number of each item sold (such as

sales at a table, tickets, etc.), the sponsor should complete the Ticket Sales Receipt Form (see

page 23) for submission to the business manager along with the funds collected.

Copies of individual receipts used when the purchaser requires a receipt for future reference such

as yearbook sales, etc. shall be used as back-up with deposits. Receipts shall be pre-numbered

and accounted for in a numeric sequence. Copies of the receipts including any voids shall backup

the deposit. Providing the receipt numbers, with no other supporting documentation, does not

constitute appropriate documentation of collections.

The sponsor shall count the cash collected to ensure the total agrees to the total collections. It is

suggested that the sponsor provide the breakdown of cash by denomination. Amounts shall be

turned in daily to the business office. The business manager shall count the funds in the presence

of the sponsor, for verification.

Upon verification of the cash count, the business manager shall provide the sponsor with a cash

receipt for funds received for deposit. Sponsors shall ensure that a receipt is returned to them. If



Page 15

the sponsor fails to receive a receipt or if the amount does not agree to their records, the

superintendent shall be contacted immediately.



Page 16

Disbursements from Activity Funds

All disbursements from activity funds shall be in compliance with MDE purchasing policies and

procedures. The MSBD activity funds shall supplement, not supplant budgeted state funds.

Eligible activity fund disbursements include, but are not limited to, expenditures for fundraiser

activities, club accounts, concession stand items, student entertainment, athletic events, and

pre-approved, non-refundable operational expenditures which supplement the state operating

budget. Pre-approved operational expenditures disbursed from activity funds must be procured

in accordance with all state procurement guidelines.

Every effort should be made to purchase and disburse funds by means of a purchase order with

an approved vendor. Direct all questions regarding approved vendors and the purchasing process

to the business office. Advances and reimbursement payments for purchases are discouraged.

Reimbursements will require acceptable documentation including vendor’s original invoices

and/or sales receipts or cash register tapes (see Cash Expenditures Report, page 24). Balance

due statements, copies, and credit card slips that only show a total are not acceptable due to the

lack of appropriate detail. Employees are prohibited from signing checks made payable to

himself/herself.

Any acceptable purchasing exceptions (.i.e., cash advances/reimbursements, items that are

exempt from the purchase order process) shall be documented and approved by the school

superintendent prior to payment. .



Page 17

The sponsor shall provide the appropriate documentation to the business office when submitting

invoices for payment. The original vendor invoice shall be submitted. Invoice copies and vendor

statements of the balance due are unacceptable forms of documentation. If disbursement is from

a club activity account, a copy of the club minutes detailing the approval of purchase, those

present, and the signature of the club president or designee is required. The sponsor shall

maintain this documentation.

Disbursements from restricted fund accounts require school superintendent’s approval. All

requests for payments shall be submitted in a timely manner. Late payments to vendors reflect

on the entire school and may result in late payment fees or interest charged to the account.

Vendors shall be paid within 45 days after receipt of the invoice, receipt of the goods, or

performance of the services, whichever is the latest date. See Miss. Code Ann. §31-7-305. All

payments shall be made by check. No payments can be made with cash collections. Payments

to employees or payroll advances from activity funds are prohibited.

Individuals and/or businesses who are not school employees and are paid for services provided

to an activity fund account shall be identified as independent contractors. Payments to

independent contractors will be reported on a Form 1099 as required by the IRS. An IRS form W-

9 indicating the taxpayer ID number shall be obtained and forwarded to the business office before

the contractor can be paid.

Sponsors are responsible for obtaining preapproval from the Mississippi Department of Education

prior to soliciting for any contractual services. For additional information on contracts and

contractual agreements, see Section 17 of the MDE Employee Policies & Procedures Manual. A

copy of the MDE-approved contract shall be sent to the business office.



Page 18

Recordkeeping

All records such as receipt books, deposit slips, check requests, purchase orders, sales records,

cash reconciliation forms, etc., shall be kept in an orderly fashion and retained for audit purposes

in accordance with the record retention schedule established by MS Department of Archives and

History. The website link for the retention policies is: http://www.mdah.ms.gov/new/government-

2/records-management/. Activity funds may be audited by internal or independent auditors. All

records of the sponsors and secretaries or bookkeepers are subject to audit and must be made

available upon request.

http://www.mdah.ms.gov/new/government-2/records-management/

http://www.mdah.ms.gov/new/government-2/records-management/



Page 19

Financial Reporting

The MDE classifies the activity fund accounts as agency funds. For agency purposes, MDE will

continue to receive cash basis reports of receipts and disbursements monthly. For school

purposes, the school’s activity funds financial records and statements will be kept and presented

in accordance with generally accepted accounting principles, policies and procedures as applied

to operation of its activity funds (see Mississippi Public School Accounting Manual - Section F).

AGENCY REPORTING (MDE) REQUIREMENTS

No later than ten (10) working days after the close of the month, the school’s business manager

will deliver to the MDE Office of Accounting a report of all activity fund transactions for the

preceding month. The report shall contain a listing of receipts and disbursements for MSB & MSD

activity funds, including club account funds and restricted account funds. The listing shall include

each receipt and check issued during the month. The MDE Office of Accounting shall be

responsible for reviewing the report for accuracy and completeness and entering such information

in the agency financial accounting system.

ACTIVITY REPORTING (SCHOOL) REQUIREMENTS

No later than 15 working days after the close of the month, the schools’ business manager shall

provide superintendent with financial records and statements kept and presented in accordance

with generally accepted accounting principles.



Page 20

Fundraising Application/Recap Form

INSTRUCTIONS: This form must be completed by the activity sponsor, approved by the

superintendent, and submitted to the business manager for account assignment before any

fundraiser activity is started. The business manager will file the original Fundraising

Application/Recap form and give a copy to the sponsor after assigning a fundraiser account code

to the activity. Upon completion of the fundraiser, the sponsor will complete the actual sales

(recap) column of this form and compare it with the fundraising records maintained by the

business office within 5 days. The sponsor is advised to keep a copy of this form for his/her

records. School: ________________________________ Sponsor: ______________________________________

A. Account Assignment

Name/Number__________________________________________________________________

B. Description of Fundraiser

Activity________________________________________________________________________

C. Specific Use of

Profit__________________________________________________________________________

Date Fundraiser Begins: ___________________ Date Fundraiser Ends: ___________________________

ESTIMATED ACTUAL

1. Total Receipts ____________ ____________

2. Total Disbursements ____________ ____________

3. Net Profit (Loss) ____________ ____________

I am familiar with the school fundraising requirements (pages 11 – 12) and accept responsibility as sponsor for this activity.

_____________________________

(Sponsors Signature)

______________________________ __________________

(Superintendent’s Signature) (Date)

______________________________ _________ _____________________ _____________

(Business Manager Signature) (Date) (Recap Verified Business Mgr.) (Date)



Page 21

Concession Stand Report Form

EVENT(s):

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Date:

___________________

Money in Cash Box after Event(s) $________________________

Less: Starting Money in Cash Box $________________________

Net Cash for Event $________________________

Signature of Person In-Charge ________________________ _______________

(Date)

Signature of Person Working

Concession _______________________ ______________

(Date)



Page 22

Ticket Sales Procedures

1. Pre-numbered tickets shall be used with ALL events for which admission is charged (including

athletic events, dances, concerts, plays, prom, or season passes). Change or rotate ticket

colors with each event (not necessary if there are two or more games played back to back).

Unused tickets shall be stored in a secure location.

2. The Ticket Sales Receipt Form (page 23) is to be used to report and reconcile the number of

tickets sold and the funds collected. The first ticket from each roll is attached to the Ticket

Sales Receipt Form as the tickets are picked up and notes the amount of change received or

“none” if none is received.

3. The ticket seller gives the entire ticket to the customer and collects the entrance fee. The ticket

taker tears the ticket in half, gives half back to the customer, and retains half until after the

Ticket Sales Receipt Form section is completed.

4. The number of tickets collected is reconciled with the number of tickets sold on Ticket Sales

Receipt Form. The amount of cash collected, and the total sales amount is compared to the

amount to be deposited. The total amount of cash and checks collected is compared to the

number of tickets sold with any Cash Over/Short identified before turning the form and money

into the business manager.

5. The person in charge of the event (event manager) is responsible for the safekeeping of the

ticket sales money collected until it is given to the business manager.

6. The person in charge signs the Ticket Sales Receipt Form. The money and the report are to

be given to the business manager the first business day following the event.

7. The person in charge of sales and the business manager shall verify the beginning and ending

numbers of tickets and account for money collected. Discrepancies must be resolved

immediately.

8. The business manager prepares a receipt and records the receipt date and number on the

Ticket Sales Receipt Form and the original signed receipt is given to the person in charge of

the event. Money collected shall be deposited in accordance with the requirements in Cash

Receipts.

9. A change fund shall be initiated from the petty cash fund to the Athletic Director or designated

event person. The change fund money shall be kept in a secure location between games and

redeposited at the end of the season on a separate receipt and not commingled with gate or

concession receipts.



Page 23

Ticket Sales Receipt Form

School Name: ________________________________________________________________

Event(s): ________________________________________________________________

________________________________________________________________

Event Date: ________________________________________________________________

Change Cash Delivered: ____________________________________________________

TICKETS CHECKED OUT

Reserve Tickets ________ to _________

General Admission ________ to _________

Adult Tickets ________ to _________

Student Tickets ________ to _________

Cash and Tickets delivered to ____________________________________________________

(Signature) (Date)

TICKETS SOLD No. Price/ea. Amount

Reserve Tickets ________ to _________ ______ ______ _________

General Admission ________ to _________ ______ ______ _________

Student Tickets ________ to _________ ______ ______ _________

TICKETS RETURNED

Reserve Tickets ________ to _________

General Admission ________ to _________

Adult Tickets ________ to _________

Student Tickets ________ to _________

Cash Received _____________ Receipt # ______________________

Less: Change Cash _____________ Date ______________________

Ticket Sales Cash _____________ Issued to ______________________

Verified by Event Manager _____________ Date ______________________



Page 24

This report should be used to document expenditures made from advances to individuals for school activities

or other special purposes. This report along with all relevant documentation (including receipts) is to be turned

into the Business Office within 5 working days of the event or date of purchase.

Name: School:

Check Date: Event:

Check No: Purpose:

Check Amt:

Expenditure Receipt? Amount Add Receipt

Date Vendor/Payee Purpose of Expenditure yes/no W/O Tax Taxes Total

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

Totals -$ -$ -$

Amount (Overspent) Refunded

Amount Advanced $

Less: Amount Spent - Per Above $

Net Difference $

Reminder: Amounts refunded should be counted in the presence of the business manager.

List each receipt separately. Tips should be entered on a separate line.

Cash Expenditures Report

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