1. CLASS/CLUB/DUES & FUNDRAISING
Money Matters
CLASS/CLUB/DUES & FUNDRAISING

2. THE MOST IMPORTANT THINGS TO REMEMBER?!
Do I want to purchase something?
YES – Must have an approved PO before you can purchase.
When should I fill out a PO? ALWAYS!!!!
Fill out all sections of the PO. Incomplete PO’s will be returned and may cause delays to your purchase.
Please allow a few days to process your PO.
If you receive the package/box with the packing slips, please initial and return them to the Treasurer.
Invoices – If you receive the invoice, please approve it by initialing and submit it to the Treasurer ASAP. We only have 30 days to pay invoice.

3. Look for your

4. Fund Raising FM 1018 must be approved before you can collect money.
If this is an event, (ie. Dance) a Special Event form must be approved BEFORE you can submit the Fund Raising form.
NEW artwork must be approved by Mrs. Noffo first.
3 quotes must be provided for purchases expecting to exceed $1,000. Must include an MWBE vendor.
Presales only / Check out a Teacher’s Receipt Book. Exception: items are already purchased first (Under $15).
Collect $ and/or OSP sales.

5. Teacher’s Receipt Books
All money sales that are $15 or more must be receipted in a Teacher’s Receipt book.
See the Treasurer to sign out a Receipt Book.
Receipts in the book are MONEY.
Students should not fill out receipts.
Never take the Teacher’s Receipt book off campus.
NEVER scratch out or OVER WRITE information on the receipt. If you make a mistake, write void on the receipt, staple all 3 triplicate receipts together.
Voided receipts must stay together in the book.

6. Collecting money
The only time you can collect money is when an approved Fund Raising form is on file or Field Trip.
You can only collect money for the dates noted on the Fund Raising form. Plan your dates carefully.
Fund Raisers should run for a maximum of 2 weeks.
When collections of $15 or more are made, they must be supported by a Teacher’s Receipt Book, etc.
Smaller denominations can be tallied on a Recap form or use rolled tickets, when applicable.
Cash ONLY!!!!!!!!! Or online (OSP) Sales.
Money collected today, must be turned in today!
Money is due to my office before 12:30pm Mon-Thurs.
NO money collections on Fridays!!

7. Collecting money
Important to Remember – Return your Teacher’s Receipt book to the Treasurer when your fund raiser is finished.
LET’S SAY IT AGAIN!!! Money is due to the Treasurer before 12:30pm Mon-Thurs.
NO Money collections on Fridays!!
NEW this YEAR!!!!! Last day to turn in money will be May 21st! Make the necessary arrangements so that your fund raisers are finished before May 21st!!

8. When to Use Rolled Tickets
On all Events up to $5
What is an Event?
Dance
Spirit Dress out Day
Grams (that are pre-sales only)
Teachers MUST check out a Roll of Tickets
The Roll of Tickets MUST be returned by the next day following the end of the event

9. Operating report FM-0996 – Close out your fund raiser.
Must be completed no later than 10 days after the fund raising activity.
You must request a Year-to-Date report of your finances and an OSP summary report from the Treasurer.
Failure to submit FM-0996 within 10 days jeopardizes future fund raisers.
Fund raisers will be placed on hold or not approved until FM-0996 is submitted.

10. Field Trips
If this is a field trip ONLY (no fund raising involved), I will assign a field trip account to you. This MONEY is considered RESTRICTED.
Money left over in the account can not exceed $1 per student.
No fund raiser form is needed for field trip only.
Students are to be charged for the exact price or you can round up the price to avoid change. Please avoid change!!
ALL Field Trips require a teacher’s receipt book no matter the denomination.
How will you pay the bus? You must determine this BEFORE you submit the purchase order to me. Before a PO can be input, the first page of the field trip packet must have all approvals.

11. Vendors
Any purchases over $1,000 must have 3 quotes, one of which must come from the MWBE website.
Are you using a new Vendor? Check with the Treasurer. You may need to request a W-9 form from your contact.
Please plan accordingly. Allow at least 3 days for the Treasurer to input your PO. SV 11

12. Sales Tax
Anything purchased for the benefit of the school and it resides at the school site is tax-exempt. Shelves, food, décor for dances, supplies, etc
Items that students/staff keep, whether purchased or given must have sales tax included. (ie. T-shirts, lanyards, etc)
Tax must always be noted on a separate line.
This Photo by Unknown Author is licensed under CC BY-NC

13. REIMBURSEMENTS
Reimbursements will not be made unless there is an approved PO on file.
Tape original receipts to a sheet of white paper and attach to your check request.
INITIAL EACH RECEIPT!
Credit Card receipts are not accepted. Only original receipts, itemizing the purchase(s) will be accepted.
Check requests are usually processed on Fridays.
All check requests (reimbursements) must be turned in before May 22, 2020.
End of the year functions, Induction ceremonies: reimbursements need to be submitted to me before May 22

14. EXTRAS
New Teachers – Mrs. Molina and I will have a special training session for the newest Sabers at your request.
If you feel you need a refresher course on money matters, you are welcomed to join us.
If in doubt, please call me! We are here to help you with your classes/clubs and everything else that may come your way.

15. Dates to REMEMBER: Fund Raisers may not extend past April 23, 2020
Reimbursements via check requests are due to me before May 22, 2020.
Purchase orders should be submitted prior to April 17, 2020
Purchase orders will not be accepted after this date for this school year! Please plan accordingly!
If you wish to purchase items during the summer for the start up of the NEXT school year, make sure to place SUMMER at the top of your PO or flag it with a post-it.
Purchase orders that can not have a delivery date by June 30, 2020 will be cancelled.

16. Here’s off to a great year!