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1 On behalf of the District, let me say that your contribution beyond the classroom is greatly appreciated and deeply valued as a major contribution.

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Presentation on theme: "1 On behalf of the District, let me say that your contribution beyond the classroom is greatly appreciated and deeply valued as a major contribution."— Presentation transcript:

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3 On behalf of the District, let me say that your contribution beyond the classroom is greatly appreciated and deeply valued as a major contribution in the lives of the students and the wealth of the school. With that, this handbook is intended to keep you out of trouble as you deal with an area of our finances which are most susceptible to "Findings for Recovery" and citations by the Auditor of State's office. The majority of findings against Activity Coordinators are due to the lack of documentation. Regardless of what happens, your documentation, with my endorsement, will provide adequate safeguards over these funds. In all honesty, the process is not easy nor can it be done haphazardly. However, just as with home finances, taking time up front to plan properly makes for a smooth and rewarding experience. Waiting until the last minute will create problems and frustrations. Take the time to read through and understand this booklet. The treasurer's staff is here to serve you in your understanding and facilitation of the process. The following is a composite of what this handbook contains: PURPOSE STATEMENT AND BUDGET - submit this annually and whenever your budget changes. Attach additional pages as necessary. The budget is your way to tell us how much you expect to receive in revenues and to what amount you want to restrict your appropriations. You may spend money before you have the funds through this system. You will not be allowed to exceed the amount of appropriations that you budget unless you provide a revised budget; write "REVISED" at the top and obtain all signatures. This is to be turned in to the Treasurer's office at a date TBD. SALES PROJECT POTENTIAL FORM - only necessary for "major" fund raiser where vendor is providing a product for re-sale. Used for planning and projecting expected profits. PAY IN ORDER FORM – use this form when depositing monies into your account. This form can be obtained from your building secretary or the Treasurers office. SUMMARY OF SALES PROJECT REPORT - this is necessary during and after the project to document and reconcile the results of major fund raisers. TICKET SALES SHEET - this is necessary for dances and fundraisers that require an admission fee. This should be filled out completely, ASAP, after a dance or activity has taken place and turned into the building secretary with your deposit. (Be sure to attach first and last ticket numbers) REQUISITION FORM AND INSTRUCTION – use this form when ordering items from a vendor. PURCHASE ORDER FORM AND INSTRUCTION – this is what is mailed/faxed/ to vendor when ordering items. EXAMPLES OF COMPLETED FORMS FOLLOW EACH FORM We hope that this makes your responsibilities easier. While students may collect and receipt moneys, it should only be under the strict supervision of an employee of Goshen Local Schools. Under no circumstances should a student or non-employee of the District be in possession of a purchase order nor purchased goods prior to your completion of the transaction to which they belong. This is an essential requirement. Please protect yourself in this process and inform the Treasurer immediately of any theft, loss, or misappropriation of funds or property as soon as you become aware of it. Sincerely, Todd Shinkle Treasurer 2

4 Student Activity Guidelines As a Sponsor/Director of student activities/athletics, you will be held responsible for following the guidelines and procedures set forth in this manual. You will begin each year by preparing a PURPOSE STATEMENT and BUDGET. This document should summarize the goals, objectives and purpose of your group. You will also use this form to project your anticipated income and expenses for the year. This form should be completed in the very first weeks of school and after you have met with the group as a whole or at least with the officers of that group to "plan" the annual activities. Once the PURPOSE STATEMENT and BUDGET. has been submitted for approval by the Board, you will begin your planning and activities (i.e. fund- raisers, etc.) For each fund-raiser you plan, you must submit a SALES POTENTIAL form to your Principal for approval, prior to beginning the project or ordering any materials. This form will tell what you intend to sell, the vendor and the income/profit you expect to make. Then forward the white copy to the Treasurer's office - ATTN: Lisa Willis and keep a copy for your records. Once the SALES POTENTIAL form is approved by the Principal, you will then proceed to submit a REQUISITION to the Treasurer's office. After the REQUISITION is approved by the building principal, it will then be sent to the Board Office and a PURCHASE ORDER will be issued and mailed/faxed to the vendor unless otherwise specified. If you are planning on ordering the items by phone DO NOT order any supplies or materials until you receive your copy of the PURCHASE ORDER. When your materials arrive, please be sure to completely check the order for accuracy and damages. When the sale begins, YOU ARE RESPONSIBLE FOR KEEPING ACCURATE AND THOROUGH RECORDS of who is selling what items and how many and also accurately KEEP TRACK OF ALL MONEY COLLECTED. These projects are Audited internally and by the State Auditor's Office. All monies collected must be DEPOSITED DAILY. All deposits must be turned into the building secretary and/or Student Activity Coordinator/Treasurer with a PAY-IN/DEPOSIT FORM, which explains what the money is for and which activity account should be credited with the income. The PAY-IN/DEPOSIT FORM is then turned into the Treasurer's Office to be verified with the bank statement. Do not hold money in your room, in your desk, locked in cabinets or on your person! YOU WILL BE HELD ACCOUNTABLE AND LIABLE FOR ALL MONEY ATTRIBUTABLE TO THE PROJECT up to the point of deposit with the building secretary or the Treasurer's office. After the fund-raiser has been completed, you will submit a SUMMARY OF SALES PROJECT REPORT to summarize the actual amount sold, the actual profit made on the sale, actual totals deposited to the bank, and an explanation of any discrepancies. Please complete this form ASAP, and turn it into the Treasurer's office. All purchasing, depositing, payment of invoices and fund-raiser procedures are attached, along with sample forms. Please review them and be sure you understand them. If you have any questions, direct them to the office of the Treasurer. 3

5 Purpose Budget & Statement Instructions Activity Name – Your club, example, Class 2000, National Honor Society, etc. Date – Current Date Advisor – Your Name Goals, Objectives, Purpose of Group - To raise money for Prom, raise money to donate to specific charities, etc. Estimated Revenues – List names of companies/businesses, from who you will be selling items for and the (guesstimate) of how much you will possibly make from this sale. Beginning Balance – Obtain this amount from the Treasurers office. Estimated Revenue – Amount you will make from the listed sales – AGAIN a (guesstimate) Total Balance Revenue – Amount that will be your balance – AGAIN a (guesstimate) Estimated Expenditures - List names of companies/businesses, from who you will be depositing monies from fundraisers, and the (guesstimate) of how much you will possibly make from this sale. Donations – any donations you think you may receive. Total Estimated Expenditures – Amount that you may spend in the up-coming school year. AGAIN a (guesstimate) Estimated Balance – End of Year – Amount that you possibly will have at the end of the school year. AGAIN a (guesstimate) Signatures – as needed. 4

6 Purpose Statement & Budget 5

7 Sales Project Potential Student Activity Name – The name of your group or club. Advisor – Name of Sponsor – (You) Fund/Special Cost Center – The first three (3) numbers in your account code and the last four numbers, usually starts with a nine (9). Proposed Sales Project – What you are selling? Vendor Name – Name of company you are selling items for. Vendor Address – Address of vendor. Representative – The contact name from company. Project Beginning Date – Date sales begin. Project Ending Date – Date sales ends – this may also be a guesstimate. Unit cost, Sale Price/Unit, and Projected Profit – List the items you are selling, item prices and projected profit, this also may be a guesstimate. – attach a detailed form if not enough space. Signatures – as needed. Submit this report to the Treasurers office and be sure to complete a SUMMARY Sales Potential when sale is complete. 6

8 Sales Potential Form 7

9 Sales Potential Summary 8 Student Activity Name – The name of your group or club. Advisor – Name of Sponsor – (You) Fund/Special Cost Center – The first three (3) numbers in your account code and the last four numbers, usually starts with a nine (9). Proposed Sales Project – What you are selling? Vendor Name – Name of company you are selling items for. Vendor Address – Address of vendor. Representative – Your contact name from company. Project Beginning Date – Date sales begin. Project Ending Date – Date sales ends – this may also be a guesstimate. Quantity, Sale Price/Unit, and Projected Profit – list the items you are selling, item prices and projected profit, this also may be a guesstimate. – attach a detailed form if not enough space. Less Returns – Any items that were returned, how many and how much they cost. Total to be accounted for – Total number of items sold and amount. Total Deposited – TOTAL amount you deposited for sale, this list can also be obtained from the Treasurers office, just call and it can be ed to you. Quantity Unaccounted For – any items that were lost, stolen, etc, the total dollar amount listed here. Amount Remitted to Vendor – How much you paid vendor (total). Actual Profit – The actual amount that remains in your account after the sale is complete. Actual Profit Over/Under Estimate – How much your activity either profit or loss after the sale is complete. Signatures – as needed.

10 Sales Potential Summary Form 9

11 Pay-In Order Activity Name – Your club, example, Class 2000, National Honor Society. Date – Current Date Building – The building your activity is associated with. Admissions – Use this section when depositing money for admissions to a dance, athletic event, etc. Sales – Use this section when depositing money for any type of sale your group has had. Dues – Use this section when depositing money for your group dues only. Other – Use this section when depositing money for OTHER items such as donations, any type of deposit that doesnt fit into your other categories. Coins, Currency, checks – Break this down as needed. Total Pay-In – Total amount listed on form. Signatures – As needed. This form will be given to the building secretary when completed. Be sure to deposit monies on a daily basis. You may also take to the Treasurers office for deposit. 10

12 Pay-In Order Student Activities 11

13 Ticket Talley Name of the Event – Prom, name of play, dance, etc. Date of Event – Date event took place. Activity Program Fund – The name of your group/activity. Account Number – The account code that pertains to your group/activity. Ticket Numbers – List first/last ticket numbers and list by adult, student, etc, and list price, then enter totals. These amounts will be checked by the Treasurers office for accuracy. Cash Recap – Please list total cash, beginning cash (if you were given change ahead of time by the Treasurers office,) total cash, and list if you have a shortage or overage of cash compared to what your ticket sales are. If you have any questions, on filling this out, you may bring to the Treasurers office for clarification. Reason for Shortage – List if any tickets and/or ticket numbers are missing, miscalculation of monies, etc. Signatures – as needed. 12

14 Ticket Talley Form 13

15 Requisition Instructions Date – The date you are filling out form. P.O. Number – This will be filled out at the Treasurers office. To – The vendor you are buying items from, please fill out completely because some vendors have various addresses. From – Your building name and address. Phone Number – Please list the phone number of the appropriate vendor. Fax Number – Please list the fax number of the appropriate vendor. ATTN – This is YOUR name (person issuing requisition). Quantity, Unit, Description, Unit Price, Total Price – Please fill out accordingly. Shipping – Please fill out accordingly, MOST companies charge 15%. TOTAL – This is the amount of the entire requisition. Please list TOTAL amount on first page if there is multiple pages. Fund, Function, Object, SCC, Subject O.U., I.L., Job, Amount – This is your account code pertaining to your group or activity. Requisition by – Your Name, Date. Supervisor/Principal – Signed by your building Principal. (if this is not signed before sending to the BOE, it will be returned before any items are ordered. Signatures – All other signatures are obtained at the BOE. 14

16 Requisition Form 15

17 PURCHASE ORDER INSTRUCTIONS After your Requisition is approved, it will be forwarded to the Treasurer's office where a purchase order will be printed. If this is a new vendor, note on the requisition that the vendor needs a tax exempt form. The Treasurer's office will generally return a purchase order to you within 48 hours of receiving the approved requisition. Unless you make specific arrangements with the Treasurer's office, the original, gold and blue "receiving" copies will be returned to the building secretary. The white copy will be mailed or faxed from the Board of Education office. After the entire order has been received satisfactorily, you will sign and date the blue copy of your purchase order. Attach a copy of invoices and/or packing slips (if available) and return it to the Treasurer's office for payment. The invoice will not be paid until we have received your signed and dated blue PO copy verifying satisfactory receipt of all merchandise ordered. It will be your responsibility to notify the vendor of any damages, discrepancies or shortages in your order, and to keep the Accounts Clerk/Treasurer's Office informed of any changes, delays, or circumstances related to the transaction to avoid penalties and credit problems with the vendor. DO NOT call and make any changes or substitutions on your order. A separate requisition will need to be generated and a purchase order typed to make any changes from original purchase order. Allow yourself plenty of time when requesting a purchase order. If need be, a purchase order may be "walked through" by the originator. Emergency circumstances are understood and expected occasionally, the staff of the Treasurer's office may be able to help with last minute requests, however they will be processed in relative priority. AT NO TIME SHOULD ITEMS BE PURCHASED/ORDERED WITHOUT A PROPERLY EXECUTED PURCHASE ORDER. YOU WILL BE RESPONSIBLE FOR PAYMENT OF ITEMS/SERVICES ORDERED IMPROPERLY. Any questions on ordering procedures should be directed to the Treasurer's office. 16

18 Purchase Order Example 17


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