GUIDELINES TO STUDENT ACTIVITY FUND ACCOUNTING DANIELLE BATCHELDER

GUIDELINES TO STUDENT ACTIVITY FUND ACCOUNTING DANIELLE BATCHELDER SEPTEMBER 24, 2019 SCHOOL BUSINESS OFFICIALS MENTORSHIP 101

Legal Authority Section 10 -237 of the Connecticut General Statutes Ø Local or Regional BOE are authorized to establish. Ø Student activity funds – Funds for schools & school organizations not otherwise provided for by town appropriations. Ø Principal – Responsible for proper management and accounting for the fund. Ø Purpose of the fund: Ø o Ensure proper management, safekeeping, and accountability for monies belonging to: o Classes and student organizations o Monies raised and disbursed as a result of student activities such as publications, plays, and social events; monies which come to the school as gifts or donations. All accounts shall be subject to audit.

Principles Governing Use of Funds Student activity funds may only be used to support authorized expenses governed by state law and the rules and regulations of the Windsor Board of Education: • Athletics • Extra-Curricular Activities • Other School-related activities • Fundraiser for school related activities such as: • School pictures • Lost Books from the school library • Department Store and/or Supermarket giving campaigns.

Acceptable Expenditures & Use of Revenue A. Educational field trips i. Other activities planned for the benefit of students as recognition for accomplishments. B. Student functions such as Open House, Parent Night, and Graduation C. Refreshments/snacks for meetings i. Where the school serves as host for related activities for students. ii. The expenditure from these functions requires an agenda and sign-in sheet. D. Awards i. Plaques, certificates, and school apparel in recognition of student accomplishments or service to the school or District. E. Incentives for student involvement, participation and achievement.

Acceptable Expenditures & Uses of Revenue (Cont. ) A. Improvement of school communications i. e. bulletin boards, newsletters, signs B. School assembly services. C. Student body social function costs. D. Scholastic magazines for students. E. Student organizational activities. F. Need-based scholarships for students. G. Anything to support a youngster in school

Prohibited Expenditures A. Offset normal operating costs/expenses like paper, desks, chairs, etc. B. Teacher conferences, teacher professional development, teacher coffees/lunches that do not specifically involve students. C. Accommodation, loan, or credit to any person. D. Student activity money shall, insofar as possible, be expended in such a way as to benefit those students currently in school who have contributed to the accumulation of such money.

Procedure for Handling Money Set a system of bookkeeping procedures for handling the monies, and policies to govern the school activity accounting. Examples of Cash Disbursement Forms; Cash/Check Receipt Forms; Ticket Sales Form: ◦ Student ActivitiesWPS Cash Disbursement Form. doc ◦ Student ActivitiesWPS Cash&Check Receipts Form for Student Activities. doc ◦ Student ActivitiesStudent Activities - Cash Management Procedure - Payments. docx ◦ Student ActivitiesStudent Activities - Cash Management Procedure - Ticket Sales. docx

DEPOSITS - ABSOLUTELY NO CASH IN THE MAIL. Handling of Cash and Checks: i. All cash and checks for all student activities must be deposited using a Student Activity deposit form, signed by the club treasurer, activity advisor and/or classroom teacher. ii. All cash and checks must be delivered, in sealed envelopes, to the School Office, no less than once a week for on-going activities (e. g. book replacement/fines, student stores, field trips, club activities), and no later than three (3) school days after a special event (e. g. , dance, sports event) iii. Class Roster must accompany all Field Trip deposits/payments Cash Deposits: i. Must be sorted into bundles of the same denomination, facing the same way, with the total of each denomination listed separately on the deposit slip. ii. Pennies over 50 cents, nickels over $2. 00, dimes over $5. 00, and quarters over $10. 00, must be wrapped. The Student Activity bookkeeper will supply coin wrappers when needed. Check Deposits: i. All checks must be listed on the deposit form individually and totaled. When the deposit is received in the school office, the person who first receives the money will sign the deposit form, and make a copy and return one copy to the teacher/advisor at that time. This signature indicates only that the form and other materials (cash, etc. ), was received in the office. That person will not count the money or verify the amount at that time. The signature acts as an acknowledgement of receipt only.

CASH DISBURSEMENT FORM Activity Account # Activity Name Amount Requested Payee Name Payee Address Description Invoice # or Purchase Order # (if applicable) Please attach invoice and give complete description of item or service covered by payment. AUTHORIZATION SIGNATURES Activity Director/Leader/Teacher: School Administrator: Date Paid______ Check Number_______ School Admin. Initials_____

CASH/CHECK RECEIPT FORM Activity Account # Activity Name Description Amount Received Transaction Date CASH RECEIPT DETAIL CASH BILLS COIN CHECKS 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. TOTAL (Enter above under “Amount Received) CASH COUNT VERIFICATION SIGNATURES Activity Director/Leader/Teacher: School Administrator: DOLLARS CENTS

Student Activity Fund – PAYMENTS PROCEDURE: Payment from Student Activity Funds a. Payment Authorization forms must be made out in duplicate and signed by the advisor/teacher and principle/administrator, and must include the appropriate account numbers. b. Records of all transactions must be kept by the treasurer/advisor. c. A request for payment must be accompanied by an invoice or voucher, or it will be returned to the originator. d. All checks should be made out to a firm, store, or individual providing a service. e. Class Roster must accompany all Field Trip deposits/payments. Allow at least five working days to process payment requests.

Student Activity Funds – Ticket Sales Control / Log Athletic Events: i. Tickets are under the control of the Athletic Director and/or Student Activity bookkeeper and are only available from the Athletic Director’s Office. ii. The Student Activity bookkeeper will begin the Athletic Events Log Form and issue a roll of tickets to the Advisor or Athletic Director. The Student Activity bookkeeper will initiate the starting number on the tickets before the roll of tickets are issued. iii. The unused tickets, the sales information, cash/checks and a deposit form, must be returned to the school safe by an authorized staff member immediately following the event. iv. All sales information is to be provided by the Student Activity bookkeeper on the appropriate Ticket Log Form and verified and signed by the Athletic Director. Any discrepancies must be fully explained.

Student Activity Funds – Ticket Sales Control / Log (Cont. ) Student Activity Events (Special Events): When the advisor creates special tickets, (e. g. , dances, drama club productions) use the following procedures: Ticket Requirements: i. Must be Numbered Sequentially ii. List Event and Date iii. List Sponsor’s Club iv. List Price(s) Accounting of Ticket Sales: i. Fill in Log Form, with preliminary information about events and send a copy to Student Activity bookkeeper before tickets are sold. ii. The unsold tickets, the sales information, and a deposit form, must be received by the Student Activity bookkeeper, with the cash/checks, no later than three (3) school days after the event. iii. All sales information is to be provided by the Advisor on the appropriate Ticket Log Form and verified by the Student Activity bookkeeper. Field trips: Class Roster must accompany all Field Trip deposits/payments.

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