Student Activity Fund and Cash Handling Training

1. Student Activity Fundand Cash Handling Training Fall 2011

2. What are Student Activities? • ARS defines student activities as student clubs, organizations, school plays or other student entertainment. Student Activity Funds are monies raised by the efforts of the students and spent under the direction of the students. • Kyrene School District Policy JJF indicates that the district shall establish appropriate procedures and all persons having duties relating to these programs shall be held strictly accountable for the manner in which these guidelines are followed (procedures handbook).

3. What are Student Activities? • Clubs are formed and based on student membership and involvement • Each club shall have a sponsor; employee of KSD • Any money raised must be: • Raised by the students • Spent by the students • Beneficial to the students currently enrolled • Large balances should not roll over from year to year

4. How is money raised? • Fundraisers • Magazines • Cookie dough • Student sales • T-shirts • Pencils • Ticket sales • Dances • Refreshments

5. USFR Fundraising Guidelines • USFR Guidelines • No house-to-house sales are permitted • Promotions, selling and support activities will not take place during instructional time • On-campus selling activities should be limited • No home-cooked food will be sold • Money raised should benefit students enrolled • Raffles, drawings or lotteries are NOT allowed

6. Fundraisers • Principal, as Governing Board designee, must approve each fundraiser • Documentation required • Receipts / Records: • Duplicate, pre-numbered receipts • Class log or roster • Pre-numbered tickets may be sold • Activity report documenting who, what, when, where, how (much $), sign and date • Safeguard money daily in school safe • Deposit weekly via armored car service

7. Student Sales • Principal, as Governing Board designee, must approve each fundraiser • Documentation required • Receipts / Records: • Duplicate, pre-numbered receipts • Class log or roster • Pre-numbered tickets may be sold • Activity report documenting who, what, when, where, how (much $), sign and date • Safeguard money daily in school safe • Deposit weekly via armored car service

8. Ticket Sales • Principal, as Governing Board designee, must approve each fundraiser • Documentation required • Receipts / Records: • Duplicate, pre-numbered receipts • Class log or roster • Pre-numbered tickets may be sold • Activity report documenting who, what, when, where, how (much $), sign and date • Safeguard money daily in school safe • Deposit weekly via armored car service

9. Cash / Check handling • Individualized receipts must be issued • Pre-numbered receipts, roster or log, tickets • Cash and checks must be safeguarded daily • Checks must be endorsed upon receipt • NO disbursements may be made from cash • ALL money must be accounted for and recorded • Activity reports should be completed in full for each fundraiser • Change fund

10. Deposit Information • All monies must be deposited weekly • Deposits are recorded on pre-printed deposit slips • Totaled and recorded on bank bag to Wells Fargo Bank • Deposit picked up by armored car service • District employees are not to take deposits to the bank • Deposit slip and supporting documentation sent to the district office within 2 days of deposit • Segregation of duties

11. Disbursements / Expenditures • Council or Club Meeting must be held • Detailed minutes must document expenditure and student approval • Minutes must include expenditure amount and details of items to be purchased • Signed minutes must be submitted with purchase order requisition or when a print shop order is placed • Purchase order must be approved prior to goods or services purchased

12. Disbursements / Expenditures • Reimbursements cannot be made • Cannot pre-pay for goods or services • Cannot be used to defray district expense • No gifts or the appearance of gifts can be purchased • Receipts from blanket purchase orders must be submitted to accounting within 5 days of purchase • Purchase order number and purchaser name must be written on the receipt • Purchases must benefit students

13. In summary… • Fundraisers must be approved • Students must benefit • Receipt, receipt, receipt • Document • Safeguard • Deposit • Minutes attached to each purchase order requisition • All receipts and supporting documentation must be kept for 10 years

14. Next steps • Submit “Policies and Procedures Acknowledgement” form for all clubs and student council • Submit “Kyrene Student Council / Club Officers” signature sheet for all clubs and student council • Annual fall training • Internal reviews (audits) • Support

15. Reminders • Detailed minutes • Amount of expenditure • Detail of approved purchase • Purpose • “Classroom”, “Instructional”, “Daily Classes” • Print shop minutes • Minutes should be signed by the sponsor and at least the treasurer or president

16. Reminders • Future electronic payments • Receipts and receipt documentation shall be retained for 10 years (no need to keep copies of checks) • Community Education money through Dunbar • Please remind staff • Budget reviews • On-site trainings

17. Reminders • Food purchases • Tax Credit – capital • Time and Effort • Requisition attachments • Quotes • Extra Curricular Forms • Minutes

18. Questions? • Jackie Mattinen Assistant Director, Business Services 480-783-4093 jmattinen@kyrene.org