North Allegheny School District-NASH/NAI Student Activity Funds- Sample Forms & Documents June 9, 2004
Jan 02, 2016
North AlleghenySchool District-NASH/NAI
Student Activity Funds-Sample Forms & Documents
June 9, 2004
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Where are we?
May 5-EST/SST-Review of Sample Forms & Documents
June 9-NASH/NAI Review of Sample Forms & Documents
June 10-August 30Implement All Procedures
August 30Implementation
Complete
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Today’s Focus
Utilization of sound business, budgetary and accounting procedures.
Review of forms to help you implement procedures identified in PASBO’s Student Activity Guide.
Student Involvement Documents & Records Expenditures/Revenues Bookkeeper instruction to say: “NO!”
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Student Officers
Student Officer authorizations and approvals should be included for all transactions.
An annual record must be kept on file that includes: Faculty Advisor Date of Inception Purpose of Activity Student Officers
Minutes must be maintained for all meetings
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Student Activity: Inception Date:Account NO: Board Approval:Faculty Advisor:
President:Vice President:Secretary:Treasurer:
Building Administrator Approval:
Sample Activity Record
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Budgets/Final Evaluation
Budgets: Each activity should have a budget detailing the source and amount of revenues and expenditures.
Budget to Actual Records: A final analysis of the activity’s revenues and expenditures and reconciliation to the budget should be maintained.
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Expenditure DetailsDESCRIPTION BUDGET ACTUA
LVARIANCE
Royalties $1,000 $1,200 $-200
Costumes 1,000 975 25
Sets 2,000 2,200 -200
Balloons/Flowers 1,000 900 100
Flyers/Brochures/Programs 1,200 1,300 -100
Concessions 50 50 0
T-Shirts, Video’s, Cast Party 600 595 5
Total Expenditures $6,850 $7,220 $-370
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Revenue DetailsDESCRIPTION BUDGET ACTUA
LVARIANCE
Ticket Sales $4,000 $4,200 $200
Concessions 100 125 25
Flowers 500 495 -5
Balloons 500 500 0
Advertisements 1,200 1,300 100
Parents’ Page 100 95 -5
T-Shirts, Video’s, Cast Party 600 595 -5
Total Revenues $7,000 $7,310 $310
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Budget SampleDESCRIPTION BUDGET ACTUA
LVARIANCE
Amount of $ Raised $7,000 $7,310 $310
Donations
Total Receipts $7,000 $7,310 $310
Initial Expenditures
Project Expenditures $6,850 $7,220 $-370
Lost Material
Other Expenditures
Total Expenditures $6,850 $7,220 $-370
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Budget Sample-ContinuedDESCRIPTION BUDGET ACTUA
LVARIANCE
Total Receipts $7,000 $7,310 $310
Total Expenditures 6,850 7,220 -370
Profit (Loss) 150 90 -60
See separate handout with actual Budget Worksheets.
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Receipts
Revenue Controls: Cash should be deposited daily in a bank. Any amounts not deposited daily should be placed in a safe. Large receipts should be deposited in an overnight depository rather than placed in a safe. Roll coins, copy checks, double count. Completion of Deposit Records.
Types of Revenues: Each revenue source should be deposited separately. Deposit records should be kept for all receipts and deposits by the Activity Personnel.
Student Officers: Authorizations and approvals should be included for all receipts.
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Student Activity: Deposit Date:______Building:School Year:
Receipt Date Donor
NameCheck Cash
Received by
Faculty Sponsor Approval_________________Student Officer Approval_________________Building Administrator Approval_____________
Sample Deposit Record
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Building:Student Activity: Receipt #School Year:
Donor Name:Address:
Check: Cash:
Received by: Date:
Original: Student ActivityCopy 1: Attach to deposit record Copy 2: Donor
Sample Donor Receipt
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Musicals/Plays
Ticket Documentation: Tickets should be pre-numbered or recorded by number of tickets allocated to ticket sellers and reconciled with unused tickets and cash collections. Each deposit should have a record of the amount of tickets sold and the price per ticket sold. A person independent of the ticket sellers must control ticket numbers and restrict access to the ticket stock. Independent control and reconciliation of numbers is required. Appropriate supervision or separation of duties, as described above, adds to the reliability of the process.
Parent’s Page/Candy Sales/Other Sales: Deposits for each sale should include detailed documentation.
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Expenditures
Monies can not be expended from these funds without the express permission of the students.
Student Officer authorizations and approvals should be included for all transactions.
Loans are prohibited. Checks must be written for ALL expenditures. NO
Exceptions! NO invoice, NO payment Reimbursements for items should be minimal and
never paid without a check. Checks should be written directly to vendors especially for items that are large in nature.
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Physical Inventory/Maintenance of Equipment Purchased
Physical Inventory: A physical inventory should be taken at the end of each play/activity.
Safe storage of items are necessary.
Inventory reports should be updated for purchases/disposals.
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Retention of Records
All records and documents should be retained until the Financial Services Department has authorized disposal.
This includes but is not limited to unused tickets, listings of receipts, invoices, quotes, and contracts.
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1099’s/W-2’s
Payment for services must be made through the General Fund.
Submit all payments for services at one time if possible to your Bookkeeper.
Your Bookkeeper will submit a check to NASD General Fund.
NASD will either issue: Check from AP for non-employees-1099 Check from payroll for employees-W-2
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Non-Student Accounts
Funds that do not involve student activities must be separated and not commingled in the funds.
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Inactive Accounts & End of Year
How do we eliminate inactive accounts? Please notify your Building Administrator if
you are aware of any inactive accounts. These will have to be eliminated.
Rollover of large amounts. Transfer to other activities.
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Faculty Advisors/Student Officers
Prepare and submit Budgets to Building Administration. Prepare and submit Final Reports to Building
Administration. Instruction to student officers for all policies and
procedures. Obtain Student Activity Record. Obtain approval from Student Officers for all receipts and
disbursements. Comply with standardization of reporting for receipts and
expenditures. Comply with all Student Activity policies and procedures.
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Your Bookkeepers
Your Bookkeepers have been instructed to return information that does not fall within the Student Activity Guidelines. Examples: No payments or deposits can be made
without: Deposit records Original invoices Student Officer approvals
NO reimbursements will be made NO LOANS from other activities
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The Finish Line
Use sound business practices. Implement procedures immediately.
Faculty Sponsors need to be aware of requirements and instruct students.
Completion of forms is mandatory. Eliminate inactive, negative and non-
student activity accounts. Please discuss with your Building
Administration your plan of action to eliminate these accounts.