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W.T . WOODSON 2013-2014 STUDENT ACTIVITIES BUILDING USE FINANCE

W.T . WOODSON 2013-2014 STUDENT ACTIVITIES BUILDING USE FINANCE. Important Contacts. Director of Student Activities- Dan Checkosky Asst. Director – John Kenny Asst. Director- Brett McColley Asst. Director- Rich Gaul Asst. Director- Sam Wightman Admin. Asst. – Margaret Elliott

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W.T . WOODSON 2013-2014 STUDENT ACTIVITIES BUILDING USE FINANCE

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  1. W.T. WOODSON2013-2014STUDENT ACTIVITIESBUILDING USEFINANCE

  2. Important Contacts • Director of Student Activities- Dan Checkosky • Asst. Director – John Kenny • Asst. Director- Brett McColley • Asst. Director- Rich Gaul • Asst. Director- Sam Wightman • Admin. Asst. – Margaret Elliott • Head Athletic Trainer – Kelly Fickes • Assistant Athletic Trainer – Laura Pinkman • Activities Hotline: 703-503-4683 • Activities Office: 703-503-4681 W.T. Woodson Athletic Sports website http://www.wtwoodsonsports.org/

  3. ANNOUNCEMENTS • Guidelines for making announcements • Morning 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

  4. POSTERS & FLYERS • Must 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 event

  5. CLUBS AND ACTIVITIES • Over 70 clubs and student activities • 36 Special interest clubs • 15 Honor societies and language clubs • 9 Service clubs • 6 Academic teams • Student Government Organization, Performing Arts, Publications • Want to start a club? • http://www.fcps.edu/woodsonhs/activities/co/info.html

  6. FUNDRAISING • Before 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)

  7. Building Use - FS Direct • https://login.schooldude.com/login.asp?productid=FSD OR • http://tinyurl.com/wtwschooldude • Login in : woodsonhs • Password: password

  8. Want a Space? • Go to TheBuriedTreasure>Building Use • See “Building Use Instructions” • Determine if space is available via FS Direct • Send John Kenny an e-mail with specifics: • Location • Time • Date • DO NOT send John an e-mail with“Is ___ available?”

  9. Once your Space is Reserved • 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 event • When using the auditorium please fill out a “Student Tech Request Form” and return in to Terri Hobson at least three weeks prior

  10. FINANCE Finance Officer: Diane Scarr Administrator: Rich Deivert

  11. Collecting Funds from Students or Staff 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:

  12. 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 list • Creating your own list • Using 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 line • enter date funds are turned into the finance office • enter the name of the account to which funds should be deposited • enter the fund account number • enter the purpose (activity) for which the funds where collected • enter the amount of money being turned in.

  13. How do I make a purchase? • 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.

  14. How do I make a purchase, cont’d? • After the proper approval by administration, the School Purchase Order reaches the finance office for processing. It will be assigned a NUMBERand 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. .

  15. Avoid Paying State Sales TaxMost purchases for the school system are tax exempt. • 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 Shopper’s, 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.

  16. Don’t get placed on probation or put in PO jail!! • 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.

  17. Contracts Important Information • 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.

  18. Remember…. • If you do not know… Ask! • I’m here to help!! Diane Scarr Finance Technician Ext: 4615

  19. THANK YOU AND HAVE A GREAT YEAR!

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