Home School Association  

Accounting Coordinators REGION 8601 Donna Hopper St. Paul St. Gregory Barbarigo St. Margaret Sacred Heart  

Introduction The Home School Association is an active and vital organization that works to build a faith-filled community connection between parents, staff and the students of your school. The events held throughout the year supports financial growth to serve the needs of our school children.

Accounting of Funds All Funds collected and expenses paid shall be accounted for by the HSA Treasurer in cooperation with the school’s designated Accounting Coordinator.

Procedures Event Notification All fundraising events must be reviewed and approved by the Principal before the event is scheduled. Once an event has been decided upon and approved, an Event Notification form needs to be completed. (see Appendix A) The Principal or Officer of the organization hosting the event should complete the form. The Principal should then approve, sign it and provide it to the Accounting Coordinator.

Deposits Funds should be deposited within 24 to 48 hours of their collection. If there should be an event where this is not possible, funds should be properly secured at the school. Prepare the deposit slip for the Home School Association bank account. Once the funds are deposited, complete the Deposit Form (appendix B), tape the deposit slip(s) to the form and submit it to the school secretary. She will in turn, give it to the Accounting Coordinator during the next visit.

Checks All checks and check register are to be kept at the school. Vendors should submit an invoice to the HSA officer for payment along with a W-9. Please be certain to verify that sales tax is not being charged. The school is exempt from paying sales tax. See appendix C for a copy of the NYS Exempt Purchase Certificate.

The HSA funds can ONLY be used to pay for event related expenses. Non-event related expenses, such as a school expense, require prior approval from the Principal, Regional Finance Manager and Regional Superintendent.. Upon approval, the HSA will write a check payable to the school for deposit into the school’s Operating Account. Please be sure to write the non-event related description in the memo field of the check. A copy of the approvals should be attached to the check copy submitted for the Accounting Coordinator. A check will then be cut by Treasury directly to the vendor and properly recorded. The school will then submit the vendor invoice for payment. HSA should NEVER pay for capital improvements.

Dual Signatures Every check written from the Home School Association account must be signed by an authorized HSA officer and the Principal.

There must be a copy of each check written from the HSA account and attach it along with the appropriate invoice(s) to the HSA Check & Invoice Information form. (appendix D)

When purchases are made and a committee member is requesting reimbursement for expenses that pertain to fundraising expenses only, please use the HSA – Expense Reimbursement Request Form (appendix E). Complete the form and list each receipt in the appropriate section. All ORIGINAL receipts must be attached to the form.

Often checks are made payable to an event’s committee member to advance them funds for purchases in order to put a basket together, decorations, etc. Please be certain to keep copies of each of the receipts that comprise the amount of the advance check.

Calendar Raffle - Tracker The names of all winners of a Calendar Raffle need to be entered into the Calendar Raffle Tracker. Individual s who win $600 or more (less the cost of the raffle ticket) must complete a W-9 form PRIOR to receiving their check. The Tracker flags those winners who need to complete the W-9. Be sure to inform the Accounting Coordinator when you are running a Calendar Raffle and he/she will provide you with the Calendar Raffle Tracker worksheet.

CASH Cash withdrawals and checks made out to cash are prohibited.

VOID or SPOILED CHECKS If a check is spoiled, such as a mistake made while writing the check, please attach it to the HSA Check & Invoice Information form. Notate on the form that it was spoiled. Submit this to the secretary along with other checks for the Accounting Coordinator.

If a check is lost in the mail, or a STOP payment was issued, etc If a check is lost in the mail, or a STOP payment was issued, etc., and the check needs to be voided, please use the HSA Check & Invoice Information form to request a VOID. Also indicate the check number of the replacement check if applicable. When you prepare the replacement check, indicate “Replacement for Check #xxx” in the memo section.

BOUNCED CHECKS Periodically, you may receive a returned check from the bank. Please follow-up with the person who issued the check. The original bank notice needs to be submitted to the school for the Accounting Coordinator.

DOCUMENTATION All check, invoice, deposit documentation, etc. should be submitted to the school for the Accounting Coordinator on a weekly basis. Typically, there is a specified day of the week the Accounting Coordinator visits the school and it would be convenient to be able to pick up this paperwork during their weekly visit.

Bank statements arrive at the school on a monthly basis Bank statements arrive at the school on a monthly basis. The original must be submitted to the Accounting Coordinator, however feel free to keep a copy for your records.

W-9 – Request for Taxpayer Identification Number and Certification A W-9 (see appendix F) form needs to be completed prior to contracting any work with a service vendor. Service vendors are those vendors who provide a service for the school. A service vendor would be considered, caterers, DJs, etc.

All service vendors must complete a W-9 form All service vendors must complete a W-9 form. There are no exceptions for those who claim to be incorporated. If the vendor has already filed a form with the parish, he or she must also file one with the school. The vendor MUST complete this paperwork properly to ensure timely payment. The completed original W-9 should be attached to the check and invoice documentation and submitted to the school for the Accounting Coordinator. NOTE : It is best policy NOT to make payment for any services and goods relating to the service of any vendor who has not submitted a completed W-9 form.

INCOME & EXPENSE REPORTS An Income and Expense Report should be completed and submitted to the Principal for each event. This is one of the keys to examining the profitability of the event. A fairly simple Income and Expense Report has been included. See Appendix G.

Additional Notes FAIR SHARE EVENTS Please keep count of paid attendees versus attendees who paid with fair share coupons.