Activity Fund Review Internal Audit Department Athletic Director’s Meeting October 1, 2013

Purpose of this review Review District policies, procedural directives and practices regarding: ◦Activity funds ◦Fundraising ◦Parent organizations/booster clubs

What are activity funds? Funds generated and sponsored by the operation of the activity/athletic programs at the school Must be used for the purpose stated or communicated Principals and sponsors are responsible for the proper use of the funds. The APS Activity Fund Manual (located on the APS Intranet) is available for review by all employees

Activity Fund Procedures Expenditures ◦Must be supported by a pre-approved activity fund purchase order ◦Must be supported by an itemized vendor invoice/receipt ◦Payments for services rendered, in most cases, must go through the APS Accounting or Payroll Departments ◦Drinks for sale on APS campus must be purchased from Pepsi Co. ◦NO GIFT CARDS!

Activity Fund Procedures Receipting/Depositing ◦All funds collected by APS employees must be receipted using either a 3-part receipt or a $25 and Under Form ◦Funds collected must be submitted for deposit on a daily basis ◦Funds must be deposited into the school’s activity fund bank account ◦Missing funds/equipment must be reported to APS Police and Internal Audit

Activity Fund Procedures Revenue Earning Activities ◦Class Fees ◦Gate Receipts (Change Funds) ◦Tournaments ◦Donations ◦Field Trips  Approval  Eligibility  Chaperones  Insurance

Activity Fund Procedures Fundraising ◦Must be pre-approved by the Principal/Designee  Use the Fundraiser Approval Form ◦Must have a pre-approved purchase order in place prior to fundraiser sales ◦Fundraiser proceeds must be used for the advertised purpose ◦Must be profitable (presales are the best) ◦Must not involve gambling – NO RAFFLES!

Parent Organizations and Booster Clubs Must receive written authorization annually from the school principal (the APS Authorization/Denial Form must be used) The principal/designee must approve all parent organization and/or booster club’s fundraisers APS employees, regardless of their assigned work location, CANNOT be involved in any financial activities Must submit a year-end financial statement to the school and APS Finance Department six weeks after the end of the current season or by July 31 st of each year for those sports which season is year-round (i.e. cheer, dance, etc.) Read the documentation to ensure compliance with District policies/procedures