Procedures and Guidelines 2017/2018 School Year JPPSS Accounting: Procedures and Guidelines 2017/2018 School Year

Accounting Procedures & Guidelines Guidelines come from the Jefferson Parish Public School System Transactions are closely monitored by the account clerk Account clerks report back to the STAC Department and parish auditor

DO NOT ACCEPT TEMPORAR Y CHECKS Accepting Checks Checks must include the following Full name Physical street address No P.O. Boxes Phone number with area code State driver’s license number Students first and last name DO NOT ACCEPT TEMPORAR Y CHECKS

Deposits Teachers will sign for and receive a receipt book. You must only use the JPPSS receipt book assigned to you by the account clerk A receipt must be issued for any amount of $5 or more ALL MONEY MUST DEPOSITED WITHIN 24 HOURS OF RECEIPTING. You will be responsible for any money in your classroom that left unsecured. Any money stolen or lost, must be reported to the account clerk immediately Bring your receipt book with you when turning in your deposit Be sure that the total of the receipts, and the cash/checks are equal to the total deposit before turning it in Deposits will not be accepted after 1:45PM

Purchasing Purchase orders are required whenever a purchase is being made from a vendor Failure to complete a PO, for a purchase that you will be wanting reimbursement for, does not guarantee reimbursement Once the purchase order is approved, you cannot add items to it. You must get another PO approved for the additional item/s Purchase orders will only be processed on Tuesday of each week Only purchase orders received by the end of the school day, on Monday, will be processed Your approved purchase order will be put in your mailbox once it is approved by the principal

Fundraising Obtain a fundraiser form from the account clerk at least 3 weeks prior to the start of the fundraiser Complete the top portion of the fundraiser form and a purchase order (if items need to be purchased) Turn in the completed forms to the account clerk to get approval from the principal Items cannot be ordered prior to principal’s approval of the fundraiser All t-shirt and sweatshirt colors and designs must be approved by Mrs. Torrado and attached to the purchase order All shirt sales must be sold on a prepaid basis only

Fundraising A parent permission form must be signed by the student and the parent before any item/s are given to the student to sell You are to keep the permission form on file all year Once the fundraiser is over, complete Part 2 of the fundraiser report Do not wait until the sale is over to turn in money. Money needs to be turned in daily Do not wait to turn in the fundraiser report if students have not turned in their money or items not sold.

Fundraising The SPONSOR of the fundraiser is responsible for completing the fundraiser report, NOT THE ACCOUNT CLERK The fundraiser report must be turned in within 10 days of the completion date, including weekends A club/department will not be allowed to start another fundraiser until they have completed the previous fundraiser report and all money has been deposited

Request for Reimbursement Reimbursement forms are on the outside wall of the account clerk’s office Reimbursement checks will not be issued if a purchase order was not approved by the principal Attach ALL ORIGINAL receipts to the yellow copy of the purchase order, and the reimbursement request form, to get reimbursed Tax cannot be reimbursed for school purchases as per JPPSS guidelines

Teacher annual supply Money $80 Teachers get $40 each semester or $80 for the school year Receipts submitted for the entire $80 are only accepted after the beginning of 2nd semester Purchases must be for classroom materials only. No candy or food Receipts can only have the classroom materials on them. No personal items Complete the Teacher Supply Money Reimbursement form. This form is on the Grace King Web site for you to print Receipts submitted for reimbursement must be turned by Friday, April 27, 2018