Presented by: Laura Dorado-Rodriguez Gloria DeLeon David C. Solis Canutillo ISD Financial Services 2015-2016 Campus Activity Sponsor Training Presented by: Laura Dorado-Rodriguez Gloria DeLeon David C. Solis August 17-21, 2015

Dates to Remember August 2015 – Sponsor Training October 16th- Last Training for Fall Semester December 18th – Fall Semester Activity Financial Recaps Due February 15th – Final Spring Semester Training May 13th – Last Day for Campus Activities May 31st – Spring Semester Activity Financial Recaps Due

Board Policies CFD Accounting – Activity Fund Management All Board policies must be adhered to in the administration, handling, and maintenance of activity funds Other Board Polices Relevant to Activity Funds: CH - Purchasing and Acquisition (Legal and Local) CAA - Fiscal Management Goals and Objectives (Financial Ethics) CDC - Other Revenues - Grants from Private Sources CPC - Office Management-Records Management DH - Employee Standards of Conduct FJ - Gifts and Solicitations GE - Relations with Parents or Parents’ Organizations FP - Student Fees, Fines and Charges

Activity Fund Management Roles Audit Finance Campus Principal Sponsors Office Managers Business Agents

Utilization of Activity Funds Use for intended purpose Promote the general welfare of the school Promote the educational development and morale of all students. Cannot be used for professional staff development, travel, membership dues or uniforms Cannot be used for excessive staff parties, including food, decorations, favors, or gift cards

Campus Activity Process Attend Annual Fundraising Training Submit Required Form 1) Acknowledgement Form Submit Approved Campus Activity Application (Campus/Department Budget Authority) Follow the District Procurement Process (Refer to CH Purchasing Policy) Conduct and Recap Fundraising Activity (Submit all forms to Campus Office Mgr. & Principal for approval)

Submitted annually

Completed and Approved form must be submitted to Financial Services at least 5 Business Days before the start of the activity. Please note that the “Purpose” is very IMPORTANT & that the document is part of the Purchasing documentation

Campus Activity Requirements All students must benefit from the activity A campus or campus organization is allowed to have only two (2) on-going fund raising activities at any one time Profit margin of 45% is expected Activity is recapped within 30 calendar days of the end of the activity

Collections & Depositing Funds Documentation of cash and checks collected must be done at collection point utilizing a Misc. Receipt or Collection Log Do not accept post-dated or temporary checks and ensure you obtain a drivers license #, DOB, phone # (cell & work) Do not co-mingle personal funds and District funds There should be at least two people involved in the collecting and depositing of funds

VOID 865.00.2191.09.101.00 ABC School 08/10 14 25.00 John Doe x 101.10.01 25.00 865.00.2191.09.101.00 865.00.29191.10.101.00 Yearbook Sales - 1 Check No. 12345 Sponsor Signature

4th Grade 865.00.2192.01.102.00 Student Field Trip 10/01/2014 John Doe Mary Doe Susan Smith $10.00 Student Signature 10/01/2014 Sponsor Signature 5678 30.00

After Hour Collections After Hour collections are those in which the office manager or business agent is not able to perform a cash count at collection point but monies are placed in the vault as required by deposit guidelines. Funds collected must be secured in a tamper resistant deposit bag and locked in the school’s safe/vault until the next business day. As soon as possible, on the next business day, the office manager or business agent must count the money in the presence of the individual who remitted the funds and issue an office receipt.

Procurement Requirements All purchases must be made using the approved District purchasing tool (Refer to CH Policy & Regulation). Purchases $10,000 and over requires Board approval. Sponsors are restricted from using cash collected to make any purchases. CASH DISBURSEMENTS ARE RESTRICTED! DO NOT utilize Local or Federal funds to purchase fundraising products. Campus Activity Application must be attached to the requisition for approval.

Specific Campus Activities Proms, Dances, Plays, Concerts, Movies, Graduation Project Celebration Free Dress – two per semester Carnivals and Festivals – Legal Requirements to Operate Concession Activities – Texas Department of Agriculture – “Nutrition Standards for all Foods Sold in School” Yearbook Sales

Completed form should be submitted to Financial Services within thirty (30) calendar days after the activity end date or by the date designated on the campus activity application.

Disposal of any outstanding inventory must be approved by the Principal.

Summer Camps/Activities New Refer to the UIL Off-Season and Non-School Participation Regulations

Restricted Activities Raffles/Bingo/Games of Chance School districts are not qualified to hold charitable raffles under the Charitable Raffle Enabling Act (CREA) – Art. 179 and Attorney General Opinion JM-1176 (1990). An unauthorized raffle is considered gambling under the Texas Penal Code and is a Class C Misdemeanor. These activities are heavily regulated by the government and non-compliance with said regulations can result in serious consequences.

Consequences Strict adherence to District guidelines and regulations is required. Problem cases will be identified and reported to the Internal Audit Office for review. In instances where campus activity guidelines are not followed, the following actions may result: Future fund raising requests may be denied. Letter of reprimand in personnel folder. Reimbursement for the value of the shortage. Other, as deemed appropriate by the Superintendent which may include termination and/or criminal prosecution.

Q&A……. Who is responsible for monitoring the Activity Account? Assigned Sponsor and Principal Where should invoices be mailed to? CISD, PO Box 440, Canutillo, TX 79835 or email to accountspayable@canutillo-isd.org How do I verify an invoice was paid? Contact Accounts Payable at 877-7420 or 7421 Do I need a purchase requisition before I receive any goods or services? Yes, ALL purchases require a formal District Purchase Order. What is the turn around to approve a Purchase Order ? 5 business days Does the activity require an Application? Refer to the Principal or Office Manager. Has my Purchase Order been approved? Contact your campus Office Manager or Purchasing Division at 877-7426 or 7426. Q&A

CONTACT INFORMATION Elementary Campuses David C. Solis 877-7568 dsolis@canutillo-isd.org Canutillo High School Laura Dorado-Rodriguez 877-7412 ldorado@canutillo-isd.org Middle Schools & Northwest Early College High School Gloria DeLeon 877-7445 gldeleon@canutillo-isd.org Purchasing Division– 877-7430 or 7426 Accounts Payable Division- 877-7420 or 7421