Extra Curricular Clubsand Activities

Spencerport High SchoolOpening Day, 2013

Club ExpectationsExpectation that clubs meet at least once a monthSubmit meeting schedule for the 2013-14 school year after your club’s September meetingClub Secretary must submit meeting minutes to me via email within a week of each meeting

All financial decisions must be documented in the meeting minutesThose minutes will be forwarded to Kris Daly for auditing purposes

Each club will keep a webpage: please include meeting calendar with locations, advisors’ names, and contact information.

Open House

All clubs must have a form of representationStudent volunteersParent volunteersDisplay

September 19, 2013

Most Common Financial Transactions

Reimbursement

Total LESS than $200Email Mike Blackwell for approvalMake purchase, keep & copy the receiptTurn in original receipt and approval email from Mike with your Payment Order Slip to Kristen Paolini

When you might use the reimbursement transaction:-Purchasing supplies for a club’s end of year party-Last minute Homecoming decorations**When possible, avoid parents spending and expecting reimbursement.

Making a large purchase >$200Step 1: Get a price quote from the vendor (can be email)

Step 2: Complete a Purchase Order request form

Step 4: Kristen forwards the signed PO request to Mike Blackwell for processing.

Step 7: Submit Payment Order with invoice from the vendor to Kristen Paolini

Step 6: Order the items using the PO#

Step 5: Mike issues a PO# for this purchase

Step 3: Submit a PO request form and price quote to Kristen Paolini

Step 8: Kristen forwards the signed Payment Order to Mike and Mike will write a check to the vendor.

Making a small purchase <$200

Email Mike Blackwell for approval of purchaseSubmit approval email, invoice, and Payment Order form to Kristen PaoliniKristen forwards the signed Payment Order to Mike BlackwellMike writes a check to the vendor

≤ $200 > $200In Summary…

PRIORAPPROVALREQUIRED

• Email request to CT• Amt?, Where?, Why?• Receive APPROVED email• Print APPROVED email

• Complete PO form• Student & advisor sign• Attach vendor quote• Submit to Administrator (currently K. Paolini, N. Dale, or J. Pelin)

• CT assigns PO# & signs• APPROVED PO to advisor• Advisor sends to vendor• Vendor sends INVOICE (INVOICE must reference APPROVED PO#)

• Complete PAYMENT ORDER• Student & advisor sign• Attach vendor ‘s INVOICE or APPROVED email (Reimbursements require original receipts!)

• Submit to Administrator (currently K. Paolini, N. Dale, or J. Pelin)

• CT writes/records check• Check/docs returned to Advisor• Advisor pays vendor (Remember to retain copies & update club ledger!) APPROVED

Things that may delay your paymentForgetting to have your student treasurer sign the formsNot submitting the proper documentation (i.e. no quote from vendor showing the agreed upon price)Payment Orders for reimbursement without prior approvalSubmitting a Payment Order without an approved Purchase Order for totals >$200Not planning ahead

Checks are cut and PO request are approved once a week, on Thursdays.

Fundraising

FUNDRAISING . . .Donations Sale of Goods

(Taxable @ 8%)(Non-Taxable)

FUNDRAISING: Step #1—Form A

Required for prior approval before any fundraising may take place!

MUST be neat, legible, and complete! (review w/ Central Treasurer to avoid delays)

Signatures—Advisor/Coach Building Principal

Submit to Ms. Paolini @ HS

Approval by Central Treasurer

Receive APPROVED Form A from CT

NOW . . . Begin your fundraiser!

“FORM A” CHECKLIST:

(Form A is available in the HS Bookstore)

FUNDRAISING: Step #2—Fundraise

Get a written quote for any purchased goods you intend to sell—email, fax, etc.

Contact the Central Treasurer to initiate the PURCHASE ORDER process. (refer to the “Purchase Order Checklist” that follows)

All checks received MUST be payable to “Spencerport . . .” –EX: Spencerport HS Softball! (the Central Treasurer will not accept for deposit any check that fails to meet this criteria)

All cash MUST be secured in a locked safe/cabinet overnight—DO NOT TAKE $$$ HOME!

Deposit funds PROMPTLY—multiple deposits for same fundraiser are OK.

Complete & submit FORM B within 10 days of concluding your fundraiser. (refer to the “Form B Checklist” that follows)

“FUNDRAISER” CHECKLIST:

(MUST be conducted entirely within the date range specified on Form A)

EXPENSES: Purchase Orders(Purchase Order forms are available in the HS Bookstore)

“P.O.” CHECKLIST: BEFORE you can purchase “goods”, you MUST contact the Central Treasurer for a PO#

Get a “hard copy” price quote—including shipping costs & PO# from the vendor (seller)

Complete a Purchase Order form (MUST be neat, complete & legible!)

Signatures required: Advisor/Coach Activity Treasurer (student)

Submit to Ms. Paolini’s Office for approval (Ms. Paolini’s Office will forward to Central Treasurer)

Central Treasurer approves & signs

Get price quote(s) at any time, but DO NOT ORDER until you have an approved PO!

EXPENSES: Payment Orders(Payment Order forms are available in the HS Bookstore)

“PAYMENT” CHECKLIST: BEFORE you can pay a vendor, you MUST have an invoice (bill) from that vendor listing PO#

Complete a Payment Order form (see above) & attach to vendor’s original invoice

NOTE: Payment order will NOT be approved unless sufficient funds are available in your account!

Signatures required: Advisor/Coach & Activity Treasurer (student)

Submit to Ms. Paolini’s Office for approval (Ms. Paolini’s Office will forward to Central Treasurer)

Central Treasurer approves, signs & issues check

Check & invoice are returned to advisor/coach for submission to vendor (this is your responsibility!)

PROFITS: Depositing Receipts(Deposit receipts are available in the HS Bookstore)

“DEPOSIT” CHECKLIST: ALL checks MUST be made payable to “Spencerport . . .” (It is your responsibility to monitor compliance with this requirement!)

NEVER accept checks payable to coach/advisor!!!

Record coins, currency (paper money) & checks separately (attach a separate list of individual checks )

Wrap/band coins & bills in appropriate amounts (coin & bill wrappers are available in the HS Bookstore)

If you sold goods &/or services, you MUST deduct sales tax! (total deposit ÷ 1.08 = your profit less tax)

Identify CLUB/ACTIVITY account, WHAT it is for & WHO is depositing on the receipt.

Submit ALL deposits to Central Treasurer in a bank bag immediately or secure overnight. DEPOSIT PROMPTLY!

FUNDRAISING: Step #3—Form B

Did you deposit >$500? Did your fundraiser involve yearbook, dances, magazines or dramatic productions?

MUST be neat, legible, and complete! (review w/ Central Treasurer to avoid delays)

Signatures—Advisor/Coach Activity Treasurer (student)

Submit to Central Treasurer

Reviewed & approved by Central Treasurer

Receive APPROVED Form B from CT

PROFIT/LOSS STMT may be required!

“FORM B” CHECKLIST:

(Form B is available in the HS Bookstore)

YES NO

FUNDRAISING: Step #4—Profit/Loss Statement(Profit/Loss Statement form is available in the HS Bookstore)

“PROFIT/LOSS” CHECKLIST: MUST be neat, legible, and complete! (review w/ Central Treasurer to avoid delays)

Be sure to list each DEPOSIT and EXPENSE for this fundraiser separately on the form

Signatures—Advisor/Coach Activity Treasurer (student)

Submit to Central Treasurer

Reviewed & approved by Central Treasurer

Receive APPROVED Profit/Loss Stmt from CT

CONGRATULATIONS! Your paperwork is done!

Recordkeeping Responsibilitiesfor Student Treasurers & Coaches/Advisors

Maintain file copies of ALL paperwork (Form A, Form B, Profit/Loss, Deposit Receipts, Purchase Orders, Payment Orders, etc.)

Maintain an Activity Account ledger or check register showing ALL activity (deposits, checks, etc.) in your Extraclass Activity Account

IMMEDIATELY reconcile your ledger/register with your monthly statement from the CentralTreasurer and see the CT about discrepancies!