Student Activities and Fundraising All student activities must function within the frame work of the educational and organizational policies of the Board of Education and the State of Ohio

What is the purpose for student activities and fundraising? The raising and spending of activity money by student groups should have one purpose…… to promote the general welfare, education and morale of all the students and to finance the normal, legitimate co-curricular activities of the student organization

No Individual Tracking Fundraising proceeds must benefit the entire group of students involved, regardless of participation in the fundraising activity. There will be no fundraisers tracked by individual students. The profit from the fundraiser must be distributed equally among all members. This procedure must be strictly followed. There are no “scholarships” allowed. Donations must be divided equally among all students.

What do you have to do? A Budget and Purpose Statement must be prepared. The Budget and Purpose Statement summarizes what the club is going to do for the school year. It also provides a budget for how they will fund the club and how they will spend the money. This report is due to the Treasurer each year by May 1st.

What do you have to do? Budget and Purpose Statement This form must be submitted to the Board of Education for approval at the June Board of Education meeting. No club activity should take place until the Board of Education has approved the Budget and Purpose Statement.

What do you have to do? Any activity that involves the receipt of money should have a Sales Project Potential Form completed and approved. A Requisition Form must be prepared at the time of approval. Each club must be respectful of not conducting an absorbent number of fundraisers and should not last longer than two weeks.

What do you have to do? Some examples of “Sale-type” projects are: candles, candy, novelty items, gift wrap, t-shirts Some examples of “Service-type” projects are: car washes, dances, musical, plays

What do you have to do? Once the project is completed, the bottom half of the Sales Project Potential Form must be completed. If there is any left over merchandise, it should be documented. If there is no inventory on hand this too should be documented on the Sales Project Potential Form.

Purchasing Procedures Standard purchase order procedures will be followed. Installment and/or lease purchases are prohibited. Remember that student activity funds are considered to be public funds and therefore, must be spent for proper public purpose. A finding for recovery can be issued if the expenditure fails to serve a proper public purpose. A charitable donation may be made only if approved in the Budget and Purpose Statement. A donation may not be made from on student activity account to another student activity account.

Purchasing Procedures Student activity funds may not be used as an accommodation, loan or credit to anyone. Post dated checks should not be accepted, nor should checks be cashed for anyone. 7. No one should take personal advantage of student body purchasing privileges.

Payment Procedures All payments must be made by check. Nothing is ever to be paid by cash No payments should be made before the merchandise is received or the service is rendered. However, the Auditor of State’s office does recognize that payments for meeting registrations, affiliation dues, subscriptions and other similar services can be paid in advance, since these items have traditionally been paid in advance. Standard documentation, including an itemized invoice must be presented for payment.

Receipt Procedures All receipts must be deposited. Deposits should be made within 24 hours of receipt. No cash payments shall be made from the proceeds. All deposits should have a bank deposit ticket, Form B and a Proof of Cash. ( An example would be a ticket tally form for any event where tickets were issued.) If your deposit is for more than one thing, please indicate each activity and its deposit (amount) separately, so we can identify each activity.

Notebook All student activity records should be kept in the Notebook. The notebook should include items such as: The Budget and Purpose Statement, Sales Project Potential Forms, Inventory Sheets, FINDET Reports, Purchase Orders, Meeting Minutes, By-Laws, List of Members and Officers, Sales Project Information, Copies of Promotional Items, and Receipts

Notebook The Notebook should be maintained in a manner that is presentable and auditable. The Notebook should be kept up to date. The Notebook should be kept for four years.

Summary Make sure you have the following forms: Budget and Purpose Statement, Sales Project Potential Keep all the required forms and supporting documentation in your Student Activity Notebook. Limit the number of fund raising activities. When selling a product - collect the cash prior to placing the order.

Summary If you need tickets, please let us know. If you need start up money, money boxes, money bags and/or the night drop kit, please let us know. Remember to put the all the specific details on the Requisition…date of the event, when the check is needed, description of items, etc. All money collected should be considered non- refundable. If you have any questions or need assistance, please contact the Treasurer’s office.