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North Allegheny School DistrictNASHNAI
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Roll coins, copy checks, double count. Completion of Deposit Records. ... sellers must control ticket numbers and restrict access to the ticket stock. ... – PowerPoint PPT presentation
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Title: North Allegheny School DistrictNASHNAI
1
North AlleghenySchool District-NASH/NAI
- Student Activity Funds-Sample Forms Documents
June 9, 2004
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Where are we?
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Todays Focus
- Utilization of sound business, budgetary and
accounting procedures. - Review of forms to help you implement procedures
identified in PASBOs 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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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
activitys revenues and expenditures and
reconciliation to the budget should be
maintained.
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Expenditure Details
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Revenue Details
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Budget Sample
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Budget Sample-Continued
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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Sample Deposit Record
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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. - Parents 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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1099s/W-2s
- 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.
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