1. Activity Fund Procedures Reminder / Update September 10th, 2015
PRESENTER:
IRIS LUNA – Director of accounting

2. External Groups
Page 3
External groups ( PTA, Booster Club, etc.) are NOT considered Activity Funds and are not the accounting responsibility of the Campus or District
Booster clubs should not be charging to McAllen ISD accounts

3. Responsibility for Activity Funds
Page 5
Campus Principal- Responsible for the proper collection, disbursement, and control of all Activity Fund monies to include:
Providing safekeeping of Activity Fund monies
Proper accounting and adherence to the policies and procedures expressed herein
Adequate training and supervision of all personnel designated to administer Activity Funds
Campus Bookkeeper- responsible for maintaining adequate supply of various activity fund forms, issuing and keeping record of all cash receipt books as needed, depositing funds into the bank, accounting and reporting for activity funds
Club Sponsor- responsible for developing fundraising plans, monitoring the financial position of the club, reviewing the club statements, safekeeping student funds until they are deposited by the school district

4. Donations
Page 8
External Donor websites such as “Go Fund Me” are not allowed to be utilized by the District.

5. Collections
Page 12
Collect Receipt Cash Distribution form Deposit Slip Deposit Post Deposit in SunGard
Money must always be locked in the campus safe with access restricted
Money must be deposited on a daily basis unless the aggregate amount is less than $10. Deposits less than $10 must deposited by Friday at 8:00 AM or until the aggregate amount is greater than $10, whichever comes first. (Page 17)
Money received by the bookkeeper after the normal scheduled pick-up time is to be locked in the safe and deposited on the following day.
Prolonged Breaks- All monies must be deposited into the Activity Fund Bank Account on or before the last day prior to any prolonged absence ( Christmas Holidays, summer break, etc.)
Postdated checks cannot be accepted from any source

6. Receipting
Page 15
CollectReceiptCash Distribution formDeposit SlipDepositPost Deposit in SunGard
All monies received shall be acknowledged by immediately preparing a receipt
Only exceptions include concession sales and admission sales (dances, games, etc.)
Secondary schools may use the Tabulation of Monies Collected from students form (AF-4) for trip collections in lieu of a receipt
Pre-numbered receipts must be prepared in triplicate
White- Given to person submitting money
Yellow- Kept in Activity Fund File
Green- retained in the receipt book
Under no circumstance shall a pre-numbered receipt be altered
If an error occurs, void the receipt and reissue
Cash receipts are not to be pre-signed or pre-dated

7. Cash Distribution Form
Page 17
CollectReceiptCash Distribution form (AF-1)Deposit SlipDepositPost Deposit in SunGard
Used for tabulating cash and/or checks received
Two people must count the money and sign the form
Prepared in triplicate
White- Club File
Yellow- Sent to the bank
Pink- Kept by sponsor

8. Deposit Slips
Page 18
CollectReceiptCash Distribution formDeposit SlipDepositPost Deposit in SunGard
Deposit slips serve as receipt for all monies deposited
Person collecting is responsible for preparing deposit slip (Club Sponsor or Secretary/Bookkeeper)
Deposit slips are prepared in triplicate
White- Sent to the bank
Yellow-Sent to the bank
Pink- Kept by Club Sponsor
Deposit slip must include:
Date,
Amount,
Currency and Coin,
listing of check by surname and amount,
notation indicating whether it’s a taxable or tax free sale

9. Deposit
Page 18
CollectReceiptCash Distribution formDeposit SlipDeposit Post Deposit in SunGard
Club Sponsor
Places Cash in plastic tamper proof bags
Places white and yellow deposit slip in clear pouch located on front of plastic bag
Tears off receipt number located at top of the bag
Writes bag receipt number on Cash Distribution Form (Form AF-1)
Seals Bag with cash inside
Bookkeeper
Signs Cash Distribution form under “received by”
Endorses any Checks
Places the endorsed checks and the yellow Cash Distribution form in the clear pouch where the deposit slips are
Bookkeeper gives the sponsor the pink copy of the cash distribution form
MISD Police will pick up plastic bags daily from bookkeeper and transport to the Bank
All money received needs to be deposited

10. Post Deposit in SunGard
Page 19
Collect Receipt Cash Distribution formDeposit SlipDeposit Post Deposit in SunGard
Once the bank sends the validated deposit slip (yellow copy) the deposit can be posted in Sungard using the validation date
Deposit documentation must be scanned once the deposit has been posted
Deposit Documentation includes
Direct Cash Form
Cash Distribution Form (AF-1)
Validated Deposit Slip (yellow copy)
Receipts (yellow copy)

11. Returned Checks
Page 33
The Accounting Department will process a negative deposit for the returned check
A copy of each returned check will be sent to the Secretary/Bookkeeper and they should notify the club sponsor and attempt to collect
The Bookkeeper/Secretary should send a Notice of Returned Check via Certified Letter along with a copy of the returned check to the issuer
Name, address, phone number, check #, amount, date
Issuer is given 10 business days after the date noted on the Notice of Returned Check to make restitution
If after 10 business days restitution has not been made, the following documents need to be submitted to the District Attorneys office:
Image of returned check (request original from Accounting)
Signed return receipt from the certified letter or the unopened, unaccepted letter
A copy of the Notice of Returned Check that was sent to the issuer
Completed Worthless Check Affidavit Form
Secretary/Bookkeeper should keep copies of all documents in a secure file

12. Disbursements
Page 49
Purchase orders are the sole means of disbursement
Check Request Form (AF-5) must accompany all PO’s from Campus Activity Funds
Be as detailed as possible when stating the purpose of the check request
Make sure all applicable signatures are present
Student meeting minutes approving the expenditure must be attached to all PO’s from Student Activity Funds (8XX)
Original, detailed quotes/invoice/receipt must accompany the Check Request Form to Accounting
Account statements, copies, credit card vouchers are not acceptable

13. Unallowable expenses from Campus Activity Funds (9XX)
Page 55
Unallowable items from Campus Activity Funds (9XX) include:
Purchases of any GIFT for any person or organization ( staff incentives, retirement gifts, holiday gifts, etc.)
High priced awards
Donations to individuals, organizations, etc. (Excludes Student Organizations)
Luncheons or dinners that are not associated with District business (teacher/staff appreciation luncheons, holiday luncheons, etc.)
Donated funds CANNOT be used to purchase unallowable items

14. Activity Fund Reimbursements
Page 57
Reimbursements from Student activity Funds (8XX) are allowed
Reimbursements from Campus Activity Funds (9XX) should not be taking place, other than mileage and travel. Exceptions need to be approved by the Purchasing Department
Reimbursements to staff, including mileage, should be combined until the amount is at least $50 or until May

15. Fundraisers
Page 62
Any activity undertaken for the purpose of deriving funds
Includes Charitable Drives
These funds should be used to benefit all students of the campus/organization and NOT individual members
Clubs are limited to two fundraisers per school year
Prohibited Fund raisers
Raffles
Door to Door sales
Bingos

16. Fundraising Operating Procedures
Page 64
Prior to Event
Fundraiser Application Form (AF-2) must be completed and signed by the Principal and submitted to the bookkeeper
Order merchandise
During Event
Club sponsor must verify inventory quantities issued-Individual Inventory Release Form (AF-11)
Students must sign their individual record each time money is deposited or merchandise issued/returned
Deposit all funds daily
Activity funds may not be taken home or left in the classroom
After Event
Verify final inventory quantities and determine outstanding monies due from students. Submit completed form to the bookkeeper
Secure unsold inventory, remit excess to vendor for credit as applicable
Prepare and finalize the Fundrasier Revenues and Expense Form (AF-3) and submit to campus bookkeeper

17. Sales Tax
Pages 68-73
Texas Sales Tax Statutes impose tax on the sale, lease or rental of tangible personal property. Examples include:
Vending
Supplies sold to students
PE uniforms
NHS collars
HOSA scrubs
Campuses and student clubs are permitted two one-day, tax free sales each calendar year
Only used on approved fundraisers
For Example, If you are collecting money from the cheerleading squad for camp wear, not a fundraiser, then a tax free sale is not permitted on these items and sales tax must be collected and remitted
Tax free day is designated as the day the goods are delivered by the vendor or the day on which the school delivers the goods to the customers

18. Questions or Comments?