Student Activity Training FY 18-19 Prepared by: HCISD Accounting Department

What are Activity Accounts? Campus Activity – Fund 461 Funds raised for entire student body Student Activity –Fund 865 Funds raised by student groups, i.e. Student Council, Chess Club, etc. Who Manages Accounts? Principal is ultimately responsible for all Activity Accounts Campus Secretary/Bookkeeper assists in accounting for funds

How Do I Manage Activity Accounts All activity accounts both Fund 461 and 865 are managed through EPES Online Accounting software EPES keeps track of all receipts, deposits and checks. Used to reconcile bank statement. EPES also creates reports to help you see your monthly activity and share with Sponsors.

Reports Due the 15th Student activity bank statement needs to be reconciled in a timely manner Due date is the 15th of the month If your reports are not in by the 15th of the month, Accounting Staff will be out to your campus beginning on the 16th Reports must be signed and dated Excel File 461 must be emailed – Important!

What Reports are Due Bank reconciliation report Copy of bank statement List of Outstanding checks General Ledger Report – Total General Ledger Report –Agency Groups only Reconciliation Report Fund 461 Summary Sheet Sales Tax Report

Notes on Reports Please submit your reports in the order provided in the previous slide The Fund 461 Summary Sheet MUST be emailed and a hard copy should be attached Fund 461 Summary Sheet is to be used for: Providing monthly charges to 461 accounts Providing info on reimbursements received from your Local budget

-cont. Notes on Reports A revised Fund 461 Summary Sheet will be emailed to you next week This will be used beginning with September’s Reports Rollovers are still in progress so until you get our email that it has been done, please do not enter your September info yet. The FY 17-18 folder will not be open until the rollover is complete.

Report Snapshots Bank Reconciliation

EPES – Bank Reconciliation

Bank recon- cont.

Reports

Outstanding checks

-cont. Outstanding

Activity Ledger

General Ledger Report

Reconciliation Report

Fund 461 Summary

Journal Entry

EPES and eFinance The Journal Entry created from your Fund 461 Summary Sheet will be posted to eFinance Plus by the Accounting Dept. This is how we mirror the data on your EPES to eFinance Plus. Month-end cash balances should always be the same on your EPES and eFinance Plus (Sept’s month end balance in Oct’s eFinance)

eFinance Report You should be running a Detailed Expenditure Status Report for Fund 461 monthly This report is more like a Budget to Actual report to review your actual month-end and YTD balances to budget Remember Budget is not your Cash Balance. Your EPES system reflects your true cash balance.

Sponsor Training In September, we conducted a short overview on student activity must’s with your campus Sponsors Coverage will be on: Receipts Deposits Check Requests Fundraising Applications Tax Free Days

Reminders It is imperative that you check your cash balances before issuing a check to ensure you are not overdrawn in that pertinent activity account. Therefore, you must be posting your transactions on a daily basis….to know what your true cash balance is. As per Mr. Julio Cavazos, we will be monitoring your accounts for any negatives. At that point, a meeting will be called to discuss corrective action immediately.

Reminders Tips and Gratuities are NOT allowed. The only exception to this rule is for a “Service Charge” that is already included on the ticket. An example is a service charge for a table of 6 or more people. Reimbursements to staff for items purchased through a personal credit card will be limited to $100 AND MUST be pre-approved by the Principal before making the purchase. Please use Attachment #18 to document this process.

Reminders Food purchases for staff only will be coded to object code 6497000 under Fund 461. This object code helps us keep track on how much the District spends on food for staff. Food purchases should be limited to in-services, staff meetings and staff appreciation. Limit per person is $10.00. Items NOT allowed are food for baby showers, birthday cakes, or food for any individual. Allowable food purchases should be for the betterment of the campus’ total benefit and morale. Other refreshments for Parents and the Parent Center are to be charged to Function 61, object 6499000. Student snacks and student banquets should be charged to object code 6499000.

New Items to Look For Crowd Funding Fundraisers allowed from GoFund Me and DonorsChoose only Must request funds from Local, Student activity and PTA first before considering this type of fundraiser Must follow the guidelines set in place for Crowd Funding. See Sponsor Training. This will also be found online under Accounting Information

Items to Remember No Raffles are allowed on campus Background checks on consultants must be done before contract works begins each time. i.e. Feb, Oct Campuses with HELP must turn in their monthly fees collected by the 10th of every month. No exceptions. Review your balances carefully. Its not just to balance your bank statement. Take time to review reports to make sure they are correct. List of students should be attached to Check requests for Field trips.

Items to Remember Keep an open communication between your campus and Accounting. And most importantly, keep an open communication between Secretary/Bookkeeper, Principal and Sponsors. Transparency and controls are critical in Student/Campus activity accounting. Audit Ready is the key to having proper accounting records

Thank you! A copy of the revised Student Activity Manual has been posted online. Please read! Any questions, please call us! Have a great year!!