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STUDENT ACTIVITY FUNDS

STUDENT ACTIVITY FUNDS. WHOSE RESPONSIBILITY IS IT ANYWAY?. OBJECTIVES . WHAT ARE STUDENT ACTIVITY ACCOUNTS? DEFINITION AND EXAMPLES WHO SHOULD MANAGE STUDENT ACTIVITY ACCOUNTS? WHERE THE RESPONSIBILITY LIES HOW TO PROPERLY ACCOUNT FOR FUNDS

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STUDENT ACTIVITY FUNDS

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  1. STUDENT ACTIVITY FUNDS WHOSE RESPONSIBILITY IS IT ANYWAY?

  2. OBJECTIVES • WHAT ARE STUDENT ACTIVITY ACCOUNTS? • DEFINITION AND EXAMPLES • WHO SHOULD MANAGE STUDENT ACTIVITY ACCOUNTS? • WHERE THE RESPONSIBILITY LIES • HOW TO PROPERLY ACCOUNT FOR FUNDS • WORKING EFFECTIVLY WITH YOUR SCHOOL BUSINESS OFFICE • TIPS AND TECHINIQUES FOR A SMOOTH PROCESS

  3. WHAT ARE STUDENT ACTIVITY ACCOUNTS? The funds of an activity or activities that have reference to conducting any athletic, social, class, or other similar function and collection , custody, and disbursement of any funds in connection that are not derived or paid with public funds.

  4. WHAT ARE STUDENT ACTIVITY ACCOUNTS? Agency funds are custodial in nature. They are used to report assets received and disbursed on behalf of student groups. The District acts as the receiving and paying agent for these groups Student accounts should not be used for any activities that do not relate to the conduct of student programs. No individual should realize a personal gain from funds raised to benefit students.

  5. WHAT ARE STUDENT ACTIVITY ACCOUNTS? • Classes (2011, 2012) • Clubs • Drama and Music • Bookstore Sales • Vending Machine Sales • Student Government • Sales Projects • Admission Charges • Year Books

  6. WHAT ARE STUDENT ACTIVITY ACCOUNTS? Generally excludes PTO or Booster Clubs. Internal clubs or organizations may utilize the District’s Federal Identification Number (FIN) upon authorization from the Administrator for Business Operations. Under no circumstances should external PTO or Booster Club utilize the FIN of the District.

  7. WHO SHOULD MANAGE STUDENT ACTIVITY ACCOUNTS? All fund raisers shall have prior approval from building administrators and shall follow Board Policies. * Special Activity Form * Fund Raiser Report Classroom or organization advisors must assume responsibility for supervising fund raising events, including proper accounting and handling of all funds, filing of necessary paperwork and any other details involved with the activity. It is the responsibility of the custodian of the activity fund to maintain adequate records. Accounts must be reconciled monthly to the Business Office records. The Business Office should be informed when a change of the custodian of the fund occurs

  8. HOW TO PROPERLY ACCOUNT FOR FUNDS The Lyford CISD website has forms to help you budget and reconcile any Student Activity Accounts you may be the custodian of. When planning a budget; keep in mind anticipation of needs, estimated income, and planned expenditures.

  9. HOW TO PROPERLY ACCOUNT FOR FUNDS Cash collected from students for fundraisers should be counted by two persons immediately after an event whenever possible. * Adults are ultimately responsible. Cash should NEVER be left overnight on a desk, sent interschool mail, or otherwise left unattended and accounted for. Funds collected should be sent to the Business Office or building secretary for deposit daily.

  10. HOW TO PROPERLY ACCOUNT FOR FUNDS Cash from different fundraisers or programs should not be co-mingled. * Identify them separately and send to the Business Office separately for deposit. All checks collected must be made out to the school district. In no event shall cash be used to pay for goods and/or services.

  11. HOW TO PROPERLY ACCOUNT FOR FUNDS Any purchases made must follow the traditional process set forth by the district on the Student Activity Handbook. * Requisitions * Purchase Orders * Payment Vouchers * Purchase Cards *Employee Reimbursements (if allowable) Teacher travel, lodging, meals, etc. are not allowable expenditures for Student Activity Funds.

  12. Tips and Techniques No individual shall realize personal gain from funds raised to benefit students. It is not possible to increase the assets of a Student Activity Account through the sale of supplies or equipment that were originally purchased by the school district with district funds. Don’t take the easy way out. Keep good records and reconcile with the Business Office monthly to ensure accuracy. Watch out for overdrafts

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