Transcript STUDENT ACTIVITY ACCOUNTS - Los Fresnos School District

STUDENT CLUB
SPONSOR TRAINING
Presented by: Nancy Saldana, Rosa Rodriguez and Margarita Vargas
FINANCE Department
September 10, 2014
Student Activity Funds
 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.
Sponsor Responsibilities
• Each Sponsor should
complete the following form:
Approval of Fundraiser Application Form
•
A fundraiser application form must be filled out,
turned in and approved prior to any fundraising
activity.
•
The fundraiser should directly benefit the entire
group rather than a few individuals.
•
Recaps need to be submitted 1 week after the final
fundraiser date.
•
The fundraiser schedule is controlled by the
Campus Principal.
•
Follow up with your student’s collections
frequently
•
Sponsors when delivering a lock bag to the bank
make sure it is a LFICSD maroon bag.
•
Donations greater than $1,000 must be deposited
at the Finance Department.
Fundraiser for Student Travel
• If the fundraiser is for student
travel, Support Service
Department must approve before
submitting to the Finance
Department along with the field
trip request form.
• For a copy of the form contact
Support Services 956-254-5097
Deposits

All monies deposited into the activity funds must be
associated with a fundraiser application (exception:
donations and commissions).

Deposits need to be done on a daily basis. Monies
should not be held overnight.

Never use cash collected to make purchases.

All checks need to be endorsed at the time they are
received or accepted.
 No post dated checks
 No temporary checks
 No foreign currency

NSF Checks will be charged to your activity
account.

The Deposit worksheet needs to be completely filled
out and signed.
COLLECTED MONIES
• Sponsors should issue receipts for monies
collected using a pre-numbered receipt
booklet.
• Sponsor must deposit funds collected on a
daily basis to the campus cashier.
• Total amount collected and total receipts
must equal to the Deposit Worksheet at any
given date.
Check Disbursements
•
All purchases must be paid with an activity
check.
•
Before processing a check a Pay Voucher
Request needs to be filled out in its entirety,
signed by the principal and sponsor.
•
Items / services are not allowed to be paid in
advance.
•
Activity checks require two authorize
signatures.
•
Checks need to be in a locked location at all
times
Professional Services Information and W-9
• A W-9 must be completed for
all vendors, especially when
hiring motivational speakers,
choreographers, seamstress,
DJ services, or clown
performances.
Sales Tax Exempt Certificate
• It is a criminal offense to give a
resale certificate, or sales tax
exemption for personal use.
Parent / Teacher & Booster Clubs
• Booster Clubs should obtain
their own Tax ID number
• They should never use the
District’s tax identification
number
• They should never use the
District’s mailing address.
SOURCES
Reference information:
• Board Policy:
– CFD (LOCAL): Activity Funds Management
– FJ (LOCAL): Gifts and Solicitations
– FM (LOCAL): Student Activities
• Administration Procedures: Relations with Parent
Organizations and Booster Clubs
• Texas Public School Nutritional Policy
• Latest Activity Fund Manual (under development)
Reference Handouts for this Presentation
This presentation, forms, and
resources will be available
online at the Los Fresnos CISD
webpage under Offices,
Accounting, Accounting forms
page.