W.T. WOODSON

W.T. WOODSON2013-2014STUDENT ACTIVITIESBUILDING USEFINANCE

1Important ContactsDirector of Student Activities- Dan CheckoskyAsst. Director John KennyAsst. Director- Brett McColleyAsst. Director- Rich Gaul Asst. Director- Sam Wightman Admin. Asst. Margaret ElliottHead Athletic Trainer Kelly FickesAssistant Athletic Trainer Laura Pinkman Activities Hotline: 703-503-4683Activities Office: 703-503-4681W.T. Woodson Athletic Sports websitehttp://www.wtwoodsonsports.org/

Guidelines for making announcementsMorning Announcements 1. Announcements may only be submitted by Faculty and/or Staff (no students).2. Sent via Google Form (1-2 days before you want the announcement), must be received by 4:00pm the day prior to announcements.4. Keep the announcement precise and it must have the following. Who (targeted group), When (Day, Date and Time), Where (specific location)

Advisor Name: John Kenny.Activity: Bowling Club.Announcement: Spares for spares is coming up this Friday. Please bring your ugly shoes and bag.

All announcements must be submitted either on our Woodson Daily Announcements web page or at http://tinyurl.com/woodsondaily

Questions? sbwightman@fcps.edu

ANNOUNCEMENTSMust be approved by activities office and have stamp prior to posting.

Bring one copy of the flyer w/sponsors initials to the activities office for approval

Upon approval, make 20 copies for posting .

Must be taken down IMMEDIATELY after eventPOSTERS & FLYERS

Over 70 clubs and student activities36 Special interest clubs15 Honor societies and language clubs9 Service clubs 6 Academic teamsStudent Government Organization, Performing Arts, PublicationsWant to start a club?http://www.fcps.edu/woodsonhs/activities/co/info.htmlCLUBS AND ACTIVITIESBefore making arrangements for any fundraiser, be sure to: Read: Policy 1370.1; Regulations 1370.5 and 5810.7 VI. C. 3 and VI. D. Think: Does your club/organization have an account with Finance?Complete and send 13-14Fundraising Form (BuriedTreasure>Student Activities>Fundraising)Set up meeting with John Kenny to answer questions and/or discuss logistics (if needed)

Obtain approval from principal or designee (John Kenny)

Upon completion of the fundraiser, calculate Profit or Loss

No fund raising for charity except as provided in section III of Policy 1375.3 (Buried Treasure>Student Activities>Fundraising)FUNDRAISING

https://login.schooldude.com/login.asp?productid=FSD ORhttp://tinyurl.com/wtwschooldude Login in : woodsonhsPassword: password

Building Use - FS Direct

Go to TheBuriedTreasure>Building UseSee Building Use InstructionsDetermine if space is available via FS DirectSend John Kenny an e-mail with specifics:LocationTimeDateDO NOT send John an e-mail withIs ___ available?

Want a Space?

For special set-up please fill out Room Set Up Form (available on TheBuried Treasure>Building Use) and return to John Kenny at least 1 week prior to eventWhen using the auditorium please fill out a Student Tech Request Form and return in to Terri Hobson at least three weeks prior Once your Space is Reserved

Finance Officer: Diane ScarrAdministrator: Rich DeivertFINANCE

The Receipts Process Teachers, sponsors, and any other school staff who collect funds for deposit into school activity funds are responsible for performing the following duties regarding the receipt of funds, whether the fundraiser is for profit or not:

Collecting Funds from Students or Staff

Receive funds from students -record who gave you money and how much they gave you . This can be done with by:Using an Activity Receipt (give original to student)Using a class listCreating your own listUsing the School Finance Office Deposit Slip Detailed (FS-131)

Count funds and prepare a School Finance Office Deposit Slip. The sponsor collecting the funds should ;print your name as the depositor on the top left lineenter date funds are turned into the finance officeenter the name of the account to which funds should be depositedenter the fund account numberenter the purpose (activity) for which the funds where collectedenter the amount of money being turned in. Collecting Funds from Students or Staff

Determine what you would like to purchase, estimate what it will cost, and determine where you would like to purchase it (i.e., the name of the store, company, or vendor)

Obtain a School Purchase Order form from the finance office and complete it, including the above information.

Submit the completed School Purchase Order to your department chair, then your department administrator who will then forward it to the principal for final approval.

How do I make a purchase?

After the proper approval by administration, the School Purchase Order reaches the finance office for processing. It will be assigned a NUMBER and returned to you in your mailbox. Do not call in or fax orders without a purchase order number!

Determine how you will pay for the item(s). The finance office can write a school check, you can check out a school credit card or it can be charged at several stores where we have an account. Ask for guidance about this step.

How do I make a purchase, contd?.

You may pay for merchandise for the school using your personal funds, but you should not pay state sales tax. You should obtain a Sales and Use Tax Certificate of Exemption form from the finance office before making a purchase. If you pay tax on a purchase when using personal funds, your reimbursement will not include the amount of tax paid.

The school has accounts at Shoppers, Costco, Best Buy, A.C. Moore, Home Depot, Microcenter. The tax exempt number should be written on a school purchase order before you fax or scan it to a company.

Avoid Paying State Sales Tax Most purchases for the school system are tax exempt.

Always get a PO for purchases and wait for approval.Always bring back receipts or other documentation from vendor or store.Always ask if you have any questions regarding purchases.Dont get placed on probation or put in PO jail!!

The Principal is the only person approved to sign contracts in the name of the school. Agreements are considered contracts.

Contracts have to be reviewed by the Office of Risk Management. They can be faxed to Nancy Pietsch at 571-423-3627 or e-mailed to her.

Changes to contracts must be in writing and need to be signed-off by principal and vendor representative.

A contract does not take the place of a purchase order. A contract is an agreement for a service; the School Purchase Order gives you official approval to purchase the service using school funds. Contracts Important Information

If you do not know Ask!

Im here to help!!

Diane ScarrFinance TechnicianExt: 4615

Remember.

THANK YOU AND HAVE A GREAT YEAR!