student activity cheer/dance training 2013-2014 august 8, 2013 presented by accounting department 1
TRANSCRIPT
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: [email protected]: (956)473-6368
Mario GonzalezActivity Funds AccountantCentral OfficeE-mail: [email protected]: (956)473-6432
Rosa CabelloAccounting Manager
Central OfficeE-mail: [email protected]: (956)473-6369
Contact InformationContact Information
Luis BlancasSr. BookkeeperUnited High SchoolE-mail: [email protected]: (956)473-5636
Tina GonzalezSr. Bookkeeper
Central OfficeE-mail: [email protected]: (956)473-6357
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Jerry EsquedaSr. BookkeeperJ.B. Alexander High SchoolE-mail: [email protected]: (956)473-5971
Cynthia HernandezSr. BookkeeperL.B. Johnson High School
E-mail: [email protected]
Phone: (956)473-5209
Coral PerezSr. BookkeeperUnited South High School
E-mail: [email protected]: (956)473-2326