North Allegheny School District-NASH/NAI

1. North AlleghenySchool District-NASH/NAI Student Activity Funds-Sample Forms & Documents June 9, 2004

2. Where are we?

3. Today’s Focus • Utilization of sound business, budgetary and accounting procedures. • Review of forms to help you implement procedures identified in PASBO’s Student Activity Guide. • Student Involvement • Documents & Records • Expenditures/Revenues • Bookkeeper instruction to say: “NO!”

4. Student Officers • Student Officer authorizations and approvals should be included for all transactions. • An annual record must be kept on file that includes: • Faculty Advisor • Date of Inception • Purpose of Activity • Student Officers • Minutes must be maintained for all meetings

5. Sample Activity Record

6. Budgets/Final Evaluation • Budgets: Each activity should have a budget detailing the source and amount of revenues and expenditures. • Budget to Actual Records:A final analysis of the activity’s revenues and expenditures and reconciliation to the budget should be maintained.

7. Expenditure Details

8. Revenue Details

9. Budget Sample

10. Budget Sample-Continued See separate handout with actual Budget Worksheets.

11. Receipts • Revenue Controls: Cash should be deposited daily in a bank. Any amounts not deposited daily should be placed in a safe. Large receipts should be deposited in an overnight depository rather than placed in a safe. • Roll coins, copy checks, double count. • Completion of Deposit Records. • Types of Revenues:Each revenue source should be deposited separately. Deposit records should be kept for all receipts and deposits by the Activity Personnel. • Student Officers: Authorizations and approvals should be included for all receipts.

12. Sample Deposit Record

13. Sample Donor Receipt

14. Musicals/Plays • Ticket Documentation: Tickets should be pre-numbered or recorded by number of tickets allocated to ticket sellers and reconciled with unused tickets and cash collections. Each deposit should have a record of the amount of tickets sold and the price per ticket sold. A person independent of the ticket sellers must control ticket numbers and restrict access to the ticket stock. Independent control and reconciliation of numbers is required. Appropriate supervision or separation of duties, as described above, adds to the reliability of the process. • Parent’s Page/Candy Sales/Other Sales: Deposits for each sale should include detailed documentation.

15. Expenditures • Monies can not be expended from these funds without the express permission of the students. • Student Officer authorizations and approvals should be included for all transactions. • Loans are prohibited. • Checks must be written for ALL expenditures. NO Exceptions! • NO invoice, NO payment • Reimbursements for items should be minimal and never paid without a check. Checks should be written directly to vendors especially for items that are large in nature.

16. Physical Inventory/Maintenance of Equipment Purchased • Physical Inventory: A physical inventory should be taken at the end of each play/activity. • Safe storage of items are necessary. • Inventory reports should be updated for purchases/disposals.

17. Retention of Records • All records and documents should be retained until the Financial Services Department has authorized disposal. • This includes but is not limited to unused tickets, listings of receipts, invoices, quotes, and contracts.

18. 1099’s/W-2’s • Payment for services must be made through the General Fund. • Submit all payments for services at one time if possible to your Bookkeeper. • Your Bookkeeper will submit a check to NASD General Fund. • NASD will either issue: • Check from AP for non-employees-1099 • Check from payroll for employees-W-2

19. Non-Student Accounts • Funds that do not involve student activities must be separated and not commingled in the funds.

20. Inactive Accounts & End of Year • How do we eliminate inactive accounts? • Please notify your Building Administrator if you are aware of any inactive accounts. These will have to be eliminated. • Rollover of large amounts. • Transfer to other activities.

21. Faculty Advisors/Student Officers • Prepare and submit Budgets to Building Administration. • Prepare and submit Final Reports to Building Administration. • Instruction to student officers for all policies and procedures. • Obtain Student Activity Record. • Obtain approval from Student Officers for all receipts and disbursements. • Comply with standardization of reporting for receipts and expenditures. • Comply with all Student Activity policies and procedures.

22. Your Bookkeepers • Your Bookkeepers have been instructed to return information that does not fall within the Student Activity Guidelines. Examples: • No payments or deposits can be made without: • Deposit records • Original invoices • Student Officer approvals • NO reimbursements will be made • NO LOANS from other activities

23. The Finish Line • Use sound business practices. • Implement procedures immediately. • Faculty Sponsors need to be aware of requirements and instruct students. • Completion of forms is mandatory. • Eliminate inactive, negative and non-student activity accounts. • Please discuss with your Building Administration your plan of action to eliminate these accounts.