Student activity business Symposium Donna ISD 2014-2015 By: Angela Pena Accountant
STUDENT ACTIVITY FUND PURPOSE: KEY POINTS STUDENT ACTIVITY FUND PURPOSE: Activity Fund purpose Fundraisers Proper approval Club Monies Daily deposits Requisitions Supporting documents Student/Staff Meals Incentives To properly account for monies raised by students. Student Activity Funds (SAF) are funds accumulated from the collection of student fees and school-approved money raising activities. Activity funds are used to promote the general welfare of the school and the educational development and morale of all students. All funds collected by District personnel from students are to be administered through the SAF accounts. Funds received for a specific function shall be distributed only for that function. Disbursements Inter-Fund Transfers
KEY POINTS FUNDRAISERS: Activity Fund purpose Fundraisers Proper approval Club Monies Daily deposits Requisitions Supporting documents Student/Staff Meals Incentives Complete updated district fundraising activity form and attain proper approval Newly Updated Items: Add vendor information If they are a current DISD vendor, indicate the vendor # If they are a new vendor, ensure that they are added to the system prior to submitting fundraiser approval Accurately estimate net profit and sign and date (Attachment A) Attain approval from the accounting department for fundraisers exceeding $1,000 Raffles are not allowed Only 3 fundraisers per school year Disbursements Inter-Fund Transfers
CLUB MONIES: Monies collected should be deposited daily KEY POINTS CLUB MONIES: Activity Fund purpose Fundraisers Proper approval Club Monies Daily deposits Requisitions Supporting documents Student/Staff Meals Incentives Monies collected should be deposited daily Tamper proof bags (separate accordingly: cash, checks & deposit slips, coins) Dual verification required Detailed description as to the source/purpose of the monies Proper account coding Ex: Accelerated Reader monies: 898- library account Disbursements Inter-Fund Transfers
REQUISITIONS: DOCUMENTS KEY POINTS REQUISITIONS: DOCUMENTS Activity Fund purpose Fundraisers Proper approval Club Monies Daily deposits Requisitions Supporting documents Student/Staff Meals Incentives Ensure proper account coding Sufficient funds available Complete and accurate supporting documents Travel Approval Forms Quotes Check Request Student Rosters Campus Improvement Plan Proper planning (2-3 weeks in advance) prior to travel/event date Disbursements Inter-Fund Transfers
REQUISITIONS: MEALS Student Meals Teacher Meals KEY POINTS Activity Fund purpose Fundraisers Proper approval Club Monies Daily deposits Requisitions Supporting documents Student/Staff Meals Incentives Student Meals $7.00 or less No supplementing allowed Teacher Meals Staff is to go on a reimbursement basis $46 per day Provide receipts to accounts payable Disbursements Inter-Fund Transfers
REQUISITIONS: INCENTIVES KEY POINTS REQUISITIONS: INCENTIVES Activity Fund purpose Fundraisers Proper approval Club Monies Daily deposits Requisitions Supporting documents Student/Staff Meals Incentives Students $25 or less per UIL guidelines If incentives exceed the $25 maximum, approval from the Chief Academic Officer is required. Gift cards may not be given to businesses that sell alcohol or tobacco Disbursements Inter-Fund Transfers Staff Basket $25 or less Shirt $18 or less Miscellaneous $12 or less One of each of the above per person
DISBERSMENTS: KEY POINTS Activity Fund purpose Fundraisers Proper approval Club Monies Daily deposits Requisitions Supporting documents Student/Staff Meals Incentives Purchase orders are required prior to purchasing/ordering any items. Check runs are on Wednesdays only. Checks will be distributed on Thursdays. Please allow adequate time when planning activities to account for processing time. (minimum of 2 weeks in advance) Disbursements Inter-Fund Transfers
INTER-FUND TRANSFERS: KEY POINTS INTER-FUND TRANSFERS: Activity Fund purpose Fundraisers Proper approval Club Monies Daily deposits Requisitions Supporting documents Student/Staff Meals Incentives Ensure: proper account coding Sufficient funds available transfers are done in a timely manner in order to reflect your most up to date fund balances in TEAMS. Disbursements Inter-Fund Transfers
KEY POINTS Activity Fund purpose Fundraisers Proper approval Club Monies Daily deposits Requisitions Supporting documents Student/Staff Meals Incentives Thank you for your time. This presentation and the updated Student Activity Manual for 2014-2015 can be found online at Disbursements Inter-Fund Transfers http://www.donnaisd.net/Departments/BusinessFinance/StudentActivity/tabid/58846/Default.aspx