North Allegheny School DistrictNASHNAI

1
North AlleghenySchool District-NASH/NAI

• Student Activity Funds-Sample Forms Documents

June 9, 2004
2
Where are we?
3
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!

4
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

5
Sample Activity Record
6
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.

7
Expenditure Details
8
Revenue Details
9
Budget Sample
10
Budget Sample-Continued
See separate handout with actual Budget
Worksheets.
11
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.

12
Sample Deposit Record
13
Sample Donor Receipt
14
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.

15
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.

16
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.

17
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.

18
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

19
Non-Student Accounts

• Funds that do not involve student activities must
  be separated and not commingled in the funds.

20
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.

21
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.

22
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

23
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.