Cash Handling Training for School Funds Management

1. A d i s t r i c t o f e x c e l l i n g s c h o o l s Cash Handling Training July 29, 2009

2. Outcomes • Understand the restrictions of various fund sources • Understand the policies and procedures that relate to • Student Auxiliary Fund • Student Tax Credit Fund • Gifts & Donations Fund • Student Club Funds

3. School Based Funds • Maintenance and Operations (001) • Prop 301 Fund (013) • Soft Capital Fund (625) • Student Auxiliary Fund (525) • Student Tax Credit Fund (526) • Gifts and Donations Fund (530 & 650) • Student Club Fund (850)

4. School Based Funds • Maintenance & Operations Fund • Funds allocated based on student enrollment • Funds are used for instructional needs of students • Consumable supplies, hourly OT when preapproved (PAR), print shop orders

5. School Based Funds • Proposition 301 Fund • Funds allocated based on student enrollment • Funds are used for AIMS intervention, dropout prevention, teacher development • Academic intervention staff, professional development fees, instructional supplies for academic intervention programs

6. School Based Funds • Soft Capital Fund • Funds allocated based on student enrollment • Funds are used for instructional capital needs of students • Instructional furniture, textbooks, library books, instructional aids • Instructional needs must be met before funds are used for administrative function

7. School Based Funds • Student Auxiliary Fund • Funds are collected for fees paid to the school • T-shirts, school pictures, recreational fieldtrips • Funds are used for the costs of admission fees and instructional needs of students • Consumable supplies, hourly OT when preapproved (PAR), print shop orders

8. School Based Funds • Tax Credit Fund • Funds are collected for payments and contributions for extra curricular or character education programs • Funds are used for activities that meet the statutory requirement • Extra curricular - school sponsored, fee based, enrolled students, educational, optional, non-credit (see chart on page 21) • Character education programs

9. School Based Funds • Gifts and Donations Fund • Donations from individuals, corporations, foundations and parent support groups • Funds are used for instructional needs of students • Consumable supplies, hourly OT when preapproved, print shop orders • These funds are not to purchase gifts, the funds are gifts made TO the school

10. School Based Funds • Student Clubs Fund • Funds generated by student involved fundraising activities • Funds spent by students • Funds spent to benefit students • Rule of thumb: “Funds raised by the kids, spent by the kids, to benefit the kids!”

11. School Based Funds • Food Purchases from any fund • ONLY for instructional purposes • Nutritional Guidelines • Student Club options • Food Service Contract restrictions • Options for food purchases for staff

12. Cash Handling Procedures • Procedures apply to ALL funds received by the school • Receipts MUST be issued • Money MUST be deposited within 5 days • NO distributions can be made from cash • Cash (including checks) MUST be safe guarded • Segregation of Duties

13. Cash Handling Procedures • All checks accepted must be stamped (endorsed) at the school • Student Clubs • Food Service • Community Ed • All checks; tax credit, auxiliary, donations, lost book, etc.

14. Cash Handling Procedures • NSF Procedure • Returned twice • Finance notifies check writer and school • No action is required by school staff • $15 NSF fee to cover bank charges incurred by KSD

15. Cash Handling Procedures • Student Auxiliary Fund (525) • Receipts MUST be issued • Pre-numbered Triplicate Receipts • Class Lists • Ticket Sales Receipts • Use of the Funds • Refunds - OK • Carry Forward Provisions

16. Cash Handling Procedures • Tax Credit Fund (526) • Pre-numbered receipts • Fees vs. Cash Contributions • Designated vs. Non Designated Funds • Use of Funds (page 21) • Refunds – NO! • Carry Forward Provisions

17. Cash Handling Procedures • Gifts and Donations (530) • Governing Board acceptance • Use of the Funds • Designated vs. Non Designated Funds • Refunds – NO! *once the GB accepts • Carry Forward Provisions

18. Cash Handling Procedures • Lost Book Fund (555) • Receipts MUST be issued • Money MUST be deposited within 5 days • NO distributions can be made from cash • Cash (including checks) MUST be safe guarded • Money can be refunded within 1 year if book is found and returned

19. Cash Handling Procedures • Student Clubs (850) • Student Club Sponsor • Student Club Signatures • Student Sales, Ticket Sales, Cash Handling • Money MUST be deposited within 5 days of receipt of the funds, NOT activity • Carry Forward Provisions

20. Cash Handling Procedures • Petty Cash and Change Funds • NO PETTY CASH • Change Funds • Student Clubs • Check issued to designee – custodian of funds • Money must be safe guarded • Money returned at the end of each year

21. Cash Handling Procedures • Courtesy Accounts (Sunshine/Social) • Sources of money – staff and lounge vending machines only • NOT a district account • 3 choices for deposit of vending machine proceeds • Student Auxiliary Fund • Personal Courtesy Account • PTO/PTA/PTSO

22. Cash Handling Procedures • Armored Car Service • Weekly pick up • Employees not required to transport cash • ALL money collected at school • Student Auxiliary • Tax Credit • Gifts and Donations • Lost Book Money • Student Club • Food Service

23. Cash Handling Procedures • What do you do if… • You receive a donation check from Intel? • An Intel volunteer comes to your school and presents you with a $200 check as a donation to your school. • What do you do with the money? • How can you spend these dollars?

24. Cash Handling Procedures • What do you do if… • You want to order and sell T-shirts? • Your 3rd Grade team wants to order and sell T-shirts from an upcoming field trip? • How do you order the T-shirts? • Who can you order the T-shirts from? • How do you sell the T-shirts? • What are you required to do while selling the T-shirts?

25. Cash Handling Procedures • What do you do if… • You receive a check from your school picture event? • Your school sponsors the school picture event (not your PTO) and the vendor provides you a check for $1,000. • What do you do with the check? • How can you spend these dollars?

26. Cash Handling Procedures • What do you do if… • Your 5th grade teacher schedules a field trip? • Your 5th grade teachers wants to take her students to the botanical gardens to understand desert plant life. The students will present a report on desert plant life as part of their class grade. • What funding source can you use for this trip?

27. Cash Handling Procedures • What do you do if… • You receive a check from National Vending? • National Vending provides you commission for the vending machines in your teacher lounge? • Where do you deposit these funds? • 3 possible ‘right’ answers! • How can you spend these dollars? • 3 possible answers based on the first question!

28. Cash Handling Procedures • What do you do if… • Your student council reps want to recognize their sponsors and other teachers? • Your student council wants to purchase a gift card, or a nice lunch for your teachers to thank them for all they do? • Can the students do this? • How can you purchase gifts and appreciation for staff?

29. Cash Handling Procedures • What do you do if… • You want to recognize your teachers during teacher appreciation week? • Your leadership team would like to host a luncheon for your teachers during teacher appreciation week? • How can you do this? • What are the restrictions for food purchases? • What are the restrictions for purchases that are gifts or have the appearance of gifts?

30. Questions • What additional questions do you have regarding the topics discussed? • Future training and support. • Student Club training