Van-Far R-I School District Cash Management by School Sponsors

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Transcript Van-Far R-I School District Cash Management by School Sponsors

Required for all staff who sponsor a
student activity or are directly
involved with money
What is this about?
Public perception plays into many things; especially in a school setting. What
the community thinks about the school is critically important to the image of
the District. It is important that the District protect its image and work in a
way that is transparent, especially with how the District manages money.
This slideshow focuses on how personnel should manage and supervise the
funds they oversee. The slideshow is intended to help protect employees
from concerns regarding how they handle and account for cash and checks.
If you have questions or concerns regarding this presentation or anything
concerning fundraisers and management of student activity funds, or
anything in general, please talk to your building administration. If concerns
persist call me immediately at (573) 657-2147.
Thank you for your time!
Chris Felmlee
District Policy
There are several policies that deal directly with student activities and
accounting for money raised by the district or people and clubs associated with
the district.
Bottom line, every club, student group, athletic coach…anyone who fundraises
in the name of the school or school activity must account for all their funds using
the school’s accounting system.
Sponsors cannot withhold cash from a fundraiser. The total amount should be
deposited into their account. If funds are needed, a purchase order must be
made and approved before funds can be released. Please do not create a
situation where you tell your students they raised an amount and then withhold
funds and deposit the remaining amount. It does not matter what your intent is.
The funds must be accounted for in there entirety by the District.
Back to public perception, if students tell their parents that their club raised an
amount and there is not a deposit to support what the students are telling…it
can create the perception that something shady is occurring. Regardless of who
the sponsor is or the best intention of the employee. Folks, bad things happen to
good people too. I do not want this to happen to you!
District Policy DI and DI-AP
Please click on and read each of these policies.
District Policy DI is posted at
Its Procedure DI-AP is defined at
District Policy DIE (really, really…the die policy relates to “Audit”!) is posted
Its Procedure DIE-AP is defined at
In summary, these policies direct the members of the board of education
and administration to create accounting procedures that comply with state
regulations, that all funds are accounted for, that bills are reviewed at least
monthly, and that all accounts are independently audited for accuracy.
District Policy DI and DI-AP
According to policy, employees must:
1. Submit an expenditure request on a purchase order form to the school
2. The purchase order, upon approval, represents authority to make a
3. Upon delivery of the item purchased the employee is to submit a copy of
the invoice or delivery ticket to the building administration. Once the
purchase order is recorded as received, a check is cut and the Board will
be in a position to authorize the payment of the bill.
Before you make an expenditure you must first have a purchase order, you
must have approval, and must turn in a packing slip and or invoice
documenting that the expenditure was made turned into the office.
You cannot spend funds until you have a purchase order in hand.
Policy IGDF, Student Fundraising
Please click on the link and review this policy at
Key points to realize and remember:
“The superintendent and principals will be directly responsible for all district sponsored fundraising activities conducted in the district or sponsored in any manner
by the district. All district-sponsored fundraising activities must first be approved by
the building principal and/or the superintendent or designee and must comply with
the requirements set out in district policies and procedures, including the district's
wellness program and district funds management rules. All funds collected in a
district-sponsored fundraiser will be deposited in district accounts. ”
“A group may only use the name, logo or mascot of the district or of a district school
in reference to a fundraiser if the fundraiser has been approved by the superintendent
or designee or the School Board and the funds raised go to the district as represented
in the advertising. ”
Lastly, unless your club, organization, or activity has their own current tax ID
number and are considered a standalone nonprofit group; such as a booster club,
then you must follow the accounting procedures described in this slideshow.
In spite of all this policy stuff…How do I fundraise
for things my students want or need?
Before you begin planning your fundraiser make sure you have
posted your event on the building level’s Google Calendar. This
reserves your day and prevents others from scheduling an
overlapping activity. It also helps to promote your activity on the
District’s web page and daily announcements.
If purchases are necessary, make purchase order requests far enough
in advance so that the funds can be approved in a timely matter.
Please return all packing slips, invoices, and receipts to the office.
After the fundraiser or as funds are being collected (if this occurs
over more than a day) a deposit must be made for the total amount
collected; remember, you cannot withhold funds…Even if you have a
camp or event the next day…Those expenses should have already
been approved with another purchase order. Return all funds to the
building office for deposit into your student account.
The building secretary in charge of making deposits will return to you the
amount collected and a deposit slip documenting the amount placed into
your student account. This is your receipt of your deposit. Monthly reports
are handed out to every sponsor with the amount spent and deposited into
their student account. Please pay attention to the reports and insure the
report matches your records. If you have questions or concerns please meet
with the building secretary or administrator as soon as possible.
If concerns persist, please notify me directly, immediately.
There should not be separate accounts for activities completed over the
summer or for summer camps. You should have only one account for your
activity; an account run through the district’s accounting program. If your
group has a separate savings account, checking account, or CD’s and you do
not have a current tax ID number you must turn these over to the school so
they can be accounted for in your student activity account…You will not lose
the funds, they will remain in your student account…What you will lose is
liability for mismanagement!
Thank you for your time!
These procedures are in place to protect you and your students. Thank you
for your compliance to these rules.
Please fill out, print, sign and return to your building administrator the word
document stating you have read over the information in this slideshow.
Again, if you have questions or concerns talk to your building administration.
If concerns continue, please call me immediately, at (573) 657-2147.
Thank you for your time!
Chris Felmlee
Superintendent of Schools
Southern Boone County R-I School District