Activity Fund Procedures Reminder / Update August 4, 2016 PRESENTER: Dyanira Diaz– staff accountant

Donations Page 8 Campuses must notify the board of any donations greater than $5,000. It is the responsibility of the campus to submit a board agenda item for a report to the Board. Reference CDC (LOCAL) and Form AF-6 for further information. Once donations are received they must be deposited in the Activity Fund Account and only purchases that are considered allowable as stated in the Activity Fund Manual can be bought with these donated funds.

Donation Websites Page 8 External donor websites such as Go Fund Me, Donors Choose, Adopt a classroom, Fuel my School and Pledge Cents are NOT allowed to be utilized by the district. The only external donor websites allowed are SOS Library and Funds4Books. For questions on additional donor websites, please contact Accounting.

Gift Cards Donated to the Campus Page 8 Gift cards are allowed to be accepted by campuses as donations. The Donation Form (AF-6) must be filled out and signed by the Donor and the campus Principal and filed with the Secretary/Bookkeeper. If the gift cards are to be distributed as student incentives, a list of the recipients with their signature indicating they have received the gift card should be attached to the donation form. Gift cards CANNOT be given to employees If the gift cards are to make purchases, all receipts must be attached to the donation form and all purchases must be considered allowable through the Activity Fund Manual.

Collections Page 13 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 19) 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

Receipting Page 16 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.). Individual receipts not needed but a receipt with the total amount is needed White-kept in activity fund file Yellow- kept in activity fund file Green-kept in receipt book 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 Receipts are not to be pre-signed or pre-dated Tabulation of Monies Collected (AF-4) can be used in lieu of a receipt for collections on ID’s and copies

Cash Distribution Form Page 19 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

Deposit Slips Page 20 CollectReceiptCash Distribution formDeposit SlipDepositPost Deposit in SunGard 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

Deposit Page 20 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

Post Deposit in SunGard Page 21 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 A receipt should be issued to the sponsor for the amount processed by the bank White-given to sponsor Yellow-kept in club file Pink- kept in receipt book Deposit documentation must be scanned once the deposit has been posted Deposit Documentation includes Direct Cash Form (AF-13) Cash Distribution Form (AF-1)-white copy Validated Deposit Slip –yellow copy Receipt issued to payee-yellow copy Receipt issued to sponsor (if applicable)-yellow copy

Disbursements Purchase orders are the sole means of disbursement Page 54 Purchase orders are the sole means of disbursement Check Request Form (AF-5) must accompany all PO’s from Student Activity Funds Be as detailed as possible when stating the purpose of the check request Make sure all applicable signatures are present Check Request Forms are no longer needed for Campus Activity funds but be as detailed on the description of the PO Student meeting minutes (AF-16) approving the expenditure (item and amount must be listed) must be attached to all PO’s from Student Activity Funds (8XX). Original, detailed quotes/invoice/receipt must accompany the PO to Accounting Account statements, copies, credit card vouchers are not acceptable

Staff Incentives Page 57 Two staff incentives per fiscal year are allowed but each gift must be less than $10. In addition to the two staff incentives under $10, staff shirts are allowed but only a maximum of $50 per employee can be spent for the fiscal year on shirts. Secretary/Bookkeeper must keep track of these gifts per employee to make sure employees don’t go over the allowed amount. This documentation should stay filed for audit purposes.

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Internal Transfers Page 60 If a McAllen ISD account needs to pay another McAllen ISD account, a Journal Entry will be processed in the Accounting Department so therefore a Purchase Order is not needed. An Internal Transfer Worksheet (AF-14) needs to be completed by the campus/department that’s disbursing funds and then sent to the campus/department that’s receiving the funds. The receiving campus/department will complete the bottom portion of the worksheet that pertains to them and then submit back to the campus/department that’s disbursing the funds so that they can submit the AF-14 along with any other documentation needed (student minutes, invoice, receipt, etc.)

Closing Accounts Page 60 If a student club (8XX) will no longer be active the students should determine, before the end of the year, what account they want the remaining funds transferred to. Internal transfer worksheet Meeting minutes If a campus activity fund (9XX) will no longer be active, the Principal can decide what account they want the remaining balance transferred to

End of the Year Celebration Page 62 All donations for project celebration should have a description of “Project Celebration Donation” and must to be deposited in 5744. Requirements for reimbursement: Submit GL00060 for the Campus/Student Activity Fund Account used for the donations and expenses for project celebration Submit copies of Purchase Orders used for the initial expenses that indicate the PO has been fully paid Submit an Internal Transfer Worksheet (AF-14) with the receiving information filled out. Accounting will fill out the withdrawal section All door prizes require that the student sign for the prize awarded

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

Charitable Drives Page 70 Deposit Campus activity fund-Deposit funds into 9XX-00-2111-CA-XXX-Y-00-0-00 Student activity fund-Deposit funds into 8XX-00-2111-XX-XXX-Y-00-0-00 using the sub object that pertains to that club Budget amendment not needed since it’s a liability account Disbursement Campus activity fund-Request a check payable to the charitable organization for all the cash collected using account 9XX-00-2111-CA-XXX-Y-00-0-00 Student activity fund-Request a check payable to the charitable organization for all the cash collected using account 8XX-00-2111-XX-XXX-Y-00-0-00. GL000060 for disbursement account (2111) should be submitted to Accounting along with the PO.

Sales Tax Pages 72-77 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 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

Questions or Comments?