Internal Auditing Responsibilities of the Faculty and Staff Presented by Shirley Johnson

Budget Club and Classes must do a budget at the beginning of the year. It is a tool for you to use to keep yourself and your class or club on task throughout the school year. It is an estimate for the things you plan to do for the year.

Budget Report – can be used for Clubs, Classes and Outside Organizations

Request for Purchase & Payment The Request for Purchase Approval and Check Requisition is a TWO-PART form: The Request for Purchase Approval The Check Requisition

Request for Purchase Approval Every request MUST be approved prior to making a purchase. The bookkeeper reviews the account and the items to be purchased to be sure these items following the purchasing guidelines. The principal reviews and approves the item for purchase. Your receipt of the pink copy of this form gives you permission to purchase the items listed.

Part I – Request for Purchase Approval Grid at bottom should be used for detailing items to be purchased. School Name # Account Name and Number (# must be included) General description – classroom supplies-detail on grid must be added. Include S&H in amount Vendor’s name All three dates must be prior to date of purchase Once completed and signed by all parties, the pink copy is given to the requestor indicating purchase can now be made.

Request for Check Payment Ready for payment. (You have received the merchandise and are ready to make payment.) Complete bottom section with name of the vendor, amount to be paid, your signature and date. Sign and attach invoice or receipt.

Part II - Check Requisition – Attach SIGNED Receipt or Invoice Who is to be paid? Name required Amount to due Signature of requester Once the check is written, the Check Requisition will be completed with the Account, Transaction Code, and Check Number. The principal will sign the check and “approved for payment”. The yellow copy of the Check Requisition will be given to the requester.

Student Activity Receipts Receipt books must be logged & signed out Start at the Bottom Mark Cash/Check School No. ## Students name Amount paid Mark/describe collection Sign Receipt White copy-student/parent Blue/Green are left in book until given to Bookkeeper. Turn in collections daily! May hold collections of $39.99 overnight, but all funds collected must be remitted by the end of the work week – no exceptions!

void Complete receipt in full – Start at the bottom Date collected void Keep all three copies of any Voids in the receipt book *White copy – Parent/Student *Blue & Green – Bookkeeper with Monies Collected and Monies. *Monies Collected, Monies, & Receipt Book should match. *Bookkeeper will return receipt book and yellow copy of Monies Collected Form to Teacher. The green copy of the receipt should show bookkeeper’s initials, date received and amount.

Report of Monies Collected Form Date turned into Bookkeeper. Account Name & Number Beginning Receipt Number Ending Receipt Number Voided Receipt Numbers Source: Gate vs Opponent; candy sales, donut sale, etc. Total Amounted collected must agree with receipts and money Signature of Person Collecting Funds

Report of Monies Collected must be complete and turned in with every collection of monies & supporting documentation – Receipts, Ticket Report, etc. Date turned into bookkeeper Include both Account Name and Number First actual receipt = beginning no. Last actual receipt = ending no. Monies should be turned daily; however, you may hold $39.99 overnight, but the money must be turned in by the end of week. All Voided Receipts must be listed Sources: Detail description, such as: 10 t-shirts at $10 each Total $ Sign Here Bookkeeper will verify funds and audit receipt book. Signed yellow copy of the Monies collected is your proof of turning in funds. Keep copy and attach to receipt (KEV) for verification $ was put in proper account and for completing Activity Reports for Fundraisers.

Fundraising Request Form Must be completed before and approved prior to date of event. Most fundraisers last no more than a 2 week period. Be specific as to purpose of event – don’t put “to raise money” give a specific purpose – equipment, defray expenses for field trip, etc. Item(s) to be sold and selling price – if you are selling 10 different items with 5 different prices and inventory sheet should be done. You and your Club President must sign the form and then the *Student Activities Director, Bookkeeper, and Principal must sign for the approval. Not until you receive the copy with required signatures is your fundraiser approved.

Fundraising Activity Request must be approved for all Collection of Funds

Activity Operating Report Must be completed at the conclusion of any sale. Official Receipt Numbers are obtained from the bookkeeper at the time you submit your deposits for the fundraiser. Check numbers are found on the yellow copy of the Request for Purchase Approval & Check Requisition Form. Total Receipts (g) - Disbursements (i) = Net Profit or Loss (j). Inventory must also be completed. Prior Inventory (usually 0). Number of Items Purchased. Ending Inventory (verify by bookkeeper). Number sold (d=a+b+c) Item Sales Price Possible Sale (f=dxe) Actual Receipts Net Difference (Must be explained). 17

Activity Operating Report must be completed for all fundraisers Must have both deposit # and Receipt #. You will need to match up Monthly Activity for deposit # and the Receipt # (two separate forms) Info can be taken off Monthly Activity Report Physical Inventory All fundraisers are required to have an Activity Operating Report completed and filed.

Control Sheet Used when students are given merchandise to sell and bring back funds to the sponsor. The student must sign the sheet verifying the number of items issued. Total amount due (items x sales price). Amount Received (from student). Number of Items returned (from student). Selling Price of items. Amount Due (1-2+3+4) Items returned may be sold as prior inventory in another sale. In the sample Mary Ann did not sell everything she was given, but she did return 6 items which could be sold later.

Students/Parents are signing out items (case) to sell At the end of the sale: Note the number of items returned; the unit price and the amount due (1-(2+3+4). Don’t issue more until they have given you the $ for the first items issued

Inter-Fund Transfer Form Used to transfer funds from one internal account to another internal account. Please include the Account Name and Account Number on From and To lines. Club Accounts must be signed off by sponsor and the Club President. With exception of End of Year Transfers for Athletics, all transfers are required to have both the Inter-Fund Transfer and KEV transfer form signed and filed with the bookkeeper. Form is on duvalschools.org website: Departments> Internal Auditing>Helpful Resources>Inter-fund Transfer 11 Account Name & Number Transfer Form allows you to transform funds from Internal Account to another Account. With KEV, I don’t need this form as long as I have some sort of back up paperwork for it. Account Name & Number Reason for transfer Sponsor signature Club’s President’s Signature

Must be completed for any transfer of funds Reason/description must be included

Special Activity Form The Special Activity Form is used for most non-fundraising activities. An example is a speaker or taking students to San Marco for special yearbook pictures. It can be during or after school. It is a means to get your activity on the school calendar. Must be approved so that there are not conflicting functions or buildings being used at the same time. Depending on an activity, a Field Trip Form or a Fundraising Request Form may be necessary. Yellow copy will given to you once approved. 19

Please complete fully – this is for events Please complete fully – this is for events. Money may or may not be collected.

If you have any questions, concerns, or ideas for improving the presentation, please let me know. Shirley Johnson Sr. Financial Analyst Internal Auditing 904-858-6344 johnsons9@duvalschools.org Thank you for your time.