ACTIVITY FUNDS TRAINING FOR

CAMPUS BOOKKEEPERS 2015-2016

Presented by the Activity Funds OfficeAugust 13, 2015

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Outline

1. Activity Funds (CAF/SAF)

2. Policies and Procedures

3. General Policies

4. Sales Tax

5. Revised Forms

6. Travel Request/ Settlements

7. Meals

8. Online School Payments OSP

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Types of Activity Funds (CAF/SAF) Campus Activity Funds

• Benefit the entire school body • Received from sale of school pictures, class rings, vending

machines, etc.• Accounts titled: principal, administrative, general, hospitality• No student representation• Disbursed at the discretion of the principal

Student Activity Funds • Bona fide chapter is a group of students that is organized, hold

meetings, and conduct business• Benefit a specific club or organization. i.e., band, cheerleading,

choir, math club, 3rd grade and up (optional)• Raised by organizations members• Accounts titled: band, cheerleaders, science club, etc.• Disbursed at the discretion of the student members under sponsor

supervision

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Policies and Procedures

The Responsibilities of Faculty Sponsors of Student Groups form, Conflict of Interest Disclosure form and Sponsor Information Sheet must be kept on file to acknowledge receipt of the Campus and Student Activity Funds training.

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Policies and Procedures

Additional Documentation Required

Authorized Signature Cards from BBVA Compass must be kept on file

All outstanding invoices must be on file, i.e., yearbook, prom, uniform

All contracts must be kept on file, i.e., yearbook, Mariachi, ROTC, Washington trip, Prom contract, etc

All vendors W-9 must be kept on file

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Policies and Procedures

Donations The Board of Trustees must approve

donations of $1,000.00 or more of cash or property to a campus or campus club.

Campus representatives shall forward donation information to appropriate member of the Superintendent’s staff.

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Policies and Procedures

Parent organizations/Faculty accounts All planned fund raising activities must be

approved in advance by the Campus Principal. Parent groups must turn in their monthly Financial Records to their Campus Principal.

Faculty groups should not run fundraisers concurrently with other Campus or Student group fundraising events unless approved by the Principal.

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Policies and Procedures

Picture Commission The yearbook picture commission can be

split 70% for Yearbook Club and 30% Principal’s Account at the option of the Principal. This decision should be made at the beginning

of the school year between the yearbook sponsor and the Principal. The agreement should be in writing.

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General Policies (Bank Account) Bank signature changes

The Campus Principal must submit a written request to the Activity Funds Manager when there is a change in authorized signers.

Monthly bank statements The Campus Principal must sign the

monthly bank reconciliation report within a week from the Activity Funds Bookkeeper signature.

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General Policies (Payments)

Payments from SAF and CAF Accounts When using CAF accounts, with the

authorization from the Purchasing Dept quotes should be submitted only when an approved vendor does not exist. Purchases should be made from approved vendors when similar items are available even when items are being sold at a higher rate.

Reimbursement for expenditures are not allowed when using Activity Funds (SAF and CAF accounts).

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General Policies (Payments)

Check Request Supporting documentation for the check

request must be provided at the time the request is submitted to the Bookkeeper.

All invoices must be stamped as “Paid.” Bookkeeper will create a binder that will

consist of outstanding invoices.

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General Policies (Supporting Documentation)

Transmittal List-Money Disbursed Form This form must include the students’ name,

amount disbursed and the students’ initials/signature to verify the amount of money received.

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General Policies (Receiving Funds) Receiving Deposits

The bookkeeper will count, verify and issue a receipt in the presence of the sponsor. If sponsor is unwilling to wait, Principal must be notified

by e-mail. Funds must be retrieved and kept in a Safety Deposit Bag. Sponsor must return within 24 hours to settle.

Include copies of checks when turning in a deposit. The funds will immediately be posted into School

Funds in order to issue a computer generated receipt which must be signed by the individual bringing in the deposit and the bookkeeper.

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General Policies (Closing)

Closing Procedures All monetary transactions for the day must be

reconciled on a daily basis. The closing procedure consists of printing the following forms: 

Deposit Analysis Cash Drawer Log Deposit/Money Calculator (print 2 copies) Deposit Ticket

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General Policies (Closing)

Verify funds on hand are correct by reconciling to the amounts listed on the Deposit Analysis and your Cash Drawer Log (including checks).

Verify all checks on hand are stamped for deposit and that copies were made.

Input the denomination amounts into the Deposit/Money Calculator to create your Deposit Ticket. In addition, input the deposit ID number and starting & ending receipt numbers from the Deposit Analysis.

After verification is complete, the funds should be placed in the deposit bank bag.

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General Policies (Closing)

Place the Deposit Slip and the Deposit/Money Calculator breakdown inside the deposit bag and seal. Include the bag number(s) on the bottom left hand corner of the deposit slip.

The Deposit Breakdown Forms should be completed to include the bag number(s) and receipt number.

If coin amount is over $50, all coins should be placed in a separate coin bag. Do not wrap the coins.

Bags must be logged in the manifest and the Deposit Bag Log daily.

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General Policies (Filing)

Filing Bank Deposit Documentation

The Manifest, Deposit Analysis, Cash Drawer Log, Deposit/Money Calculator and Deposit Ticket should be filed together with the daily deposits.

After bank receives the deposit, a validated copy of the Deposit Slip will be returned to the campus. The validated copy must be attached to the original School Funds Deposit Analysis form.

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General Policies (Fundraisers) Initiating Fundraisers

The Application/Report for Fundraising Activity must be approved and signed by the Principal before any fundraising activity takes place.

Beginning and ending dates must be specified on the fundraiser application.

Inventory should be accounted and documented before sales begin. Inventory must be reconciled on a monthly basis. (Including donated items)

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General Policies (Fundraisers) Closing Fundraisers

Fundraisers should be closed within 10 business days of the conclusion of the fundraising event.

The bookkeeper should include an Event Code/Profit Loss Report for all activity pertaining to the fundraiser which should match the amounts on the final report.

Copies of receipts/invoices should be included as well as the Inventory form for auditing purposes.

Fundraisers will not be considered closed until all signatures and all supporting documentation are in place. The Summary of Fundraising Activities should be updated

as soon as the fundraiser is closed.

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General Policies (Transfers)

Transferring of funds to collect for administrative/staff events, is not allowed. Exception: recognized national appreciation

days.

Reimbursable transfers must be paid in full before any new fundraisers or expenses are allowed. All reimbursable transfers must be paid back before the end of the school year.

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General Policies (Flower Arrangements)

CAF and/or SAF may be used, not to exceed $100.00 for death of current campus student . Cost can be divided amongst several accounts; the total cost of the flower arrangement shall not exceed $100.00. Substitutions such as food platters are not allowed.

Not to exceed $100.00 for death of a campus employee and immediate family (immediate family as in DEC local policy), only allowed for CAF admin.

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General Policies (Snack bar)

Snack Bar Campuses that give a percentage of

Fundraising proceeds from snack bar sales (or any other fundraisers where there is little or no participation from office staff) to Principal’s Account must be limited to 15% or less.

Inventory must be reconciled on a monthly basis.

Sponsor must be present during the time of sale.

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General Policies (Snack bar)

There will be six FMNV “free” days, they are to be determined by the Superintendent’s Office.

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Sales Tax

Texas sales tax statutes impose tax on sale, lease, or rental of tangible personal property and selected services.

Personal property includes anything that can be seen, weighed, measured, felt, touched, anything perceptible to the senses.

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Taxable vs. Non Taxable

Taxable Sales

Clothing, Books, Vending: Pencils & Pens, Cups, Caps/Hats

Non-taxable Sales

Food items, Admission to Events ie, dances, basketball camps, etc.

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Tax – Free Days

Each school (campus activity fund account) and each student activity fund account (club), which is a bona fide chapter of each school; is allowed 2, one-day tax-free sales each per calendar year• Bona fide chapter is a group of students that is

organized, hold meetings, and conduct business

• One-day means the delivery must be done in one single day(24 hours)

• When receiving a commission, the tax-free day sale does not apply because the sale is the vendors’ sale

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Travel Request/Settlement

Travel disbursements must be documented by a UISD travel & settlement voucher when issuing a check directly to sponsor.

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Travel Request/Settlement

When single check is issued to a sponsor for combined expenses such as: Hotel, meals, gas/mileage and registration fees.

When several checks are issued directly to vendors such as: Hotels, registration, money disbursement for meals or gas/mileage.

Required Not Required

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Travel Meals

Student Meals (CAF) The maximum meal allowance per day for students traveling

is $27.00 per day or $9.00 per meal if less than 3 meals. Chaperone/Sponsors Meals

Any person acting as a chaperone, will follow the same travel guidelines as required through District travel procedures. Meals will be reimbursed at $22.50 for a same day trip. Meals for an overnight trip will be reimbursed at $22.50 for the 1st day of travel, interim days will be reimbursed at $30 per day, and the last day of travel will be reimbursed at $22.50. Parents not acting as a chaperone will be required to make their own arrangements for meals and travel. Funds for Parents should not be deposited into the District’s activity funds accounts nor should they use the District’s Tax Exempt form.

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Staff Meals

As per IRS regulations meals are excludable from wages if they are provided: (allowed) On the employer’s premises For the employer’s convenience Served during a training/presentation. An agenda is required along with a sign-in sheet.

As per IRS regulations meals are considered compensation (taxable to the employee) if provided: (not allowed) Before or after work hours if not for overtime work Before or after business meetings To employees for boosting morale

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Appreciation Meals

Appreciation meals furnished to staff during recognized national appreciation days are allowed. Meals for appreciation must be a recognized event by the District. Such meals should be provided on school district premises. Abuse of the number of appreciation meals will not be tolerated.

Daily refreshments such as coffee for faculty and staff, should be sponsored by the coffee/social club committee.

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Online School Payment (OSP) District Goal: 50% of all fundraisers should be

available online for each campus in 2015-2016 Time saving: reduces school administration cash

and check handling time Convenient: items (field trips, yearbooks, etc.) can

be created and uploaded quickly Reliable: electronic payments allow money to be

received more quickly and reliably Saves Money: reduces the number of non-sufficient

funds checks Improves Communication: payment details will be

communicated to parent and sponsor via email

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Online School Payment (OSP) The following must be available online at

each campus: Cheer/Dance uniforms Field trips Prom Yearbook

Designated Activity Funds Bookkeeper will provide the necessary training.

Record Retention34

All of the accounting records related to the Student Activity and Campus Accounts, including, but not limited to, all bank statements and related cancelled or voided checks, all validated deposit slips, all receipts, all reports and journals will be retained for a period of seven (7) years following the end of each fiscal year on August 31st.

Prior year records must be kept at the campus. All other files may be sent to Records

Management with a detailed description of the file contents.

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Report Fraud

Remain Anonymous

Open 24 hours a day

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Questions ?

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Contact Information

Leticia Longoria

Activity Funds Bookkeeper, United High School

Phone: 956-473-5636 E-mail: llongoria1@uisd.net

 

Cynthia Hernandez

Activity Funds Bookkeeper, United South High School

Phone: 956-473-2326 E-mail:chernandez1@uisd.net

 

Sandra Solis

Activity Funds Bookkeeper, Alexander High School

Phone: 956-473-5971 E-mail: sasolis@uisd.net

 

Robert Portillo

Activity Funds Bookkeeper, L.B. Johnson High School

Phone: 956-473-5209 E-mail: rportillo@uisd.net

Samuel D. Flores

UISD Comptroller

Phone: 956-473-6368 E-mail: sflores@uisd.net

 

Felipe J. Jimenez

Activity Funds Manager

Phone: 956-473-6432 E-mail: fjimenez@uisd.net

Jose Manuel Garza

Junior Accountant

Phone: 956-473-6350 E-mail: joseg@uisd.net

Maria Cavazos

Accounting Assistant

Phone 956-473-6357 E-mail: mcavaz93@uisd.net