Required for all staff who sponsor a student activity or are directly involved with money

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

What is this about?

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

Please click on and read each of these policies.

District Policy DI is posted at http://policy.msbanet.org/soboone/showpolicy.php?file=DI-C.1F

Its Procedure DI-AP is defined at http://policy.msbanet.org/soboone/showproc.php?file=DI-AP.1A

District Policy DIE (really, really…the die policy relates to “Audit”!) is posted at http://policy.msbanet.org/soboone/showpolicy.php?file=DIE-C.1E

Its Procedure DIE-AP is defined at

http://policy.msbanet.org/soboone/showproc.php?file=DIE-AP.1C

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:

•Submit an expenditure request on a purchase order form to the school principal

•The purchase order, upon approval, represents authority to make a purchase.

•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.

District Policy DI and DI-AP

Please click on the link and review this policy at http://policy.msbanet.org/soboone/showpolicy.php?file=IGDF-C.1C

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.

Policy IGDF, Student Fundraising

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.

In spite of all this policy stuff…How do I fundraise for things my students want or need?

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!

Continued

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

Thank you for your time!