2018-2019 SPONSOR MEETING SECONDARY TO ASSIST WITH UNDERSTANDING CORRECT PROCEDURES AND PROPER FORMS FOR FINANCIAL PURPOSES WITHIN THE CAMPUS

What is a Sponsor? Anyone that collects money on behalf of Humble ISD

Responsibilities of Activity Fund Sponsors Form needs to be filled out and turned in before you leave Activity Fund Manual is available for you to view On District webpage In Accountant/Bookkeeper office

Where can I find? Sales Tax Exempt Form Tabulation Sheet (Deposit Form) www.humbleisd.net -> departments -> Financial Services Division -> Forms and Training Page -> Campus & Department Support -> Receipts (Form 2-B) Fundraiser Permission Request Form www.humbleisd.net -> departments -> Financial Services Division -> Forms and Training Page -> Campus & Department Support -> Fundraisers (Form 7-A) Purchase Request Form www.humbleisd.net -> departments -> Financial Services Division -> Forms and Training Page -> Campus & Department Support -> General Sales Tax Exempt Form www.humbleisd.net -> departments -> Financial Services Division -> Forms and Training Page -> Campus & Department Support -> Sales Tax Rules & Reporting (Form 8-A) Warehouse Catalog www.humbleisd.net -> departments -> Warehouse -> Interactive Warehouse Inventory Search through the list by using their search fields –OR- leave information how it pulls up and click submit to browse through all available inventory

HOW TO EFFECTIVELY MANAGE YOUR ACCOUNT

461 vs. 865 Do you have officers? No 461 (campus funds) Financial decisions are made by the sponsor, approved by Principal/Budget Manager Yes 865 (student group funds) HISD is an agent of the student funds Minutes from meetings or 2 Student signatures are required to approve: Purchase Requisitions P-Card Purchases Transfers Both account types are bound by HISD policies

FFA (High School Only) 461-Campus Activity Funds (teacher has the authorization) 30FF Activity Fees Barn key, rental, and upkeep Allows teacher to maintain facility as needed 865-Student Activity Funds (student meeting minutes gives the teacher authorization) 30FA Raising animals, fund-raiser, convention costs

Fine Arts (Secondary) *YOU MUST ASK WHAT THE BOOSTER CLUB FUNDS ARE GOING TO BE USED FOR BEFORE DEPOSITING* 461- Campus Activity Funds (teacher has the authorization) Guest coaches/judges/clinicians Decided upon by teacher Transportation during the school year for performances 865- Student Activity Funds (student meeting minutes gives the teacher authorization) “Big" travel trips Outside of School day; multiple days The funds are generally collected by the booster club from the students and then deposited in large amounts for making payments throughout the school year

You will need to raise or collect money to deposit so you will have funds for future use This can be through Course Fees, Club Dues, Donations, and/or FUND-RAISERS

Change Funds Change Funds When collecting money, sometimes a starting “fund” is needed to make change 2 week notice to Accountant/Bookkeeper Event Specific $250 limit per event Must be re-deposited within 7 days of event ending Year Round $50 limit ID Badges, School Store, Library, Transcripts Reconcile Weekly to Tabulation Sheet/Receipts

Forms for Collecting Money

Tabulation Sheet Can be used in lieu of multiple receipts Collections of money need to be placed on Form 2-B Different versions of this form Cash Only Check Only Cash & Check ID Badges Form must accompany your deposit Person paying the money needs to: Write name and amount paid Initial next to their name and dollar amount Sponsor needs to : Calculate the totals Mark if collections are taxable Print name, sign, and date at the bottom See Accountant/Bookkeeper for assistance with determining tax status and charge code

Receipt Books No personal or store bought receipt books are permitted Need to be signed out from the Accountant/Bookkeeper Only one sponsor and group per receipt book If more than one sponsor collects money for a specific group, they each need a receipt book If a sponsor is over multiple money collecting positions, each group/ club/ organization will need their own book White copy goes to payer Yellow copy is turned in with deposit Pink copy remains in your book Receipts must accompany Tabulation Sheet

Fund-Raisers

Fund-raiser Permission Request Form Form 7-A Select type of fund-raiser Needs Requestor, Principal, and Accountant/Bookkeeper’s signature before the start date of fund-raiser ALL catalog and face to face sale fundraisers must now be an approved fundraiser through purchasing

Additional Fund-raiser Forms Form 7-E needs to be filled out at the completion of a Ticketed Event Form must accompany your deposit The two “total ticket sales” lines should match Two independent parties need to count and verify the totals One must be the sponsor

Additional Fund-raiser Forms Form 7-F needs to be filled out at the completion of Inventory Sales Form must accompany your deposit The “total sales” lines should match If you are issued a change fund prior to the fund-raiser, this will need to be deposited separate from the sales money Ex: Concessions, Candy grams, carnation sales

Additional Fund-raiser Forms Form 7-G needs to be filled out at the completion of a fund-raiser where sales and payments cannot be tracked and properly recorded Form must accompany your deposit Ex: Car Wash, Ice Cream Social

Additional Fund-raiser Forms Form 7-H needs to be filled out at the completion of a Percentage of Sales fund-raiser Form must accompany your deposit This includes all: Store Rebate Checks Target, Kroger, etc School Pictures Box Tops Spirit Night fund-raisers Must include signatures from two independent parties

Raffles Raffles cannot be conducted by Humble ISD or their student groups. This includes Bingo. Seek the assistance of: PTA/PTO Booster clubs

Outside 3rd Party Fundraisers Humble ISD cannot facilitate or collect the funds that benefit a 3rd party Ex: American Heart Association, March of Dimes Seek assistance from: The organization (they can send volunteers) PTA/PTO Booster Club

Texas Department of Agriculture (TDA) The policies relating to competitive foods and school fund-raisers are continuously being modified. All inquiries should be directed to Child Nutrition (CNS) Shirley Parker ext. 8467 or shirley.parker@humble.k12.tx.us

Cash Handling & Collection of Funds All funds collected by the Sponsor must be turned in for deposit to the Bookkeeper/Accountant Sponsors cannot collect funds on behalf of a 3rd Party Parent Organization

3rd Party Parent Organizations What are they? PTA/PTO/Booster Clubs/Project Graduation What do I need to know? Separate entity Have their own Tax ID # for conducting Business Address Campus Address cannot be used for official business, must have their own established address Mailbox @ School Only in mailroom for internal communication

3rd Party Parent Organizations (Cont.) Collecting Money All funds need to be collected by a representative of the 3rd party Ex: PTA President, Booster Club Treasurer Not an Humble ISD teacher/staff member Drop Boxes are not allowed for the collection of funds on behalf of the 3rd party by the campus Funds cannot be kept on campus Collection of funds cannot interfere with the School Day

As you collect money, it should be deposited DAILY, but at a minimum, weekly It is against policy to remove money from campus or keep in your possession overnight unsecured All collected money must be secured in the campus vault

Proper way to turn in money Verify that what was turned into you, matches the Tabulation Sheet or Yellow receipts Make a copy for your records Take Originals and money to Accountant/Bookkeeper Accountant/Bookkeeper will verify the funds being turned in and will issue a receipt to you for that amount Never leave the money unverified! This protects you! Best practice to keep all of your receipts to reconcile against your Budget Report Attach the Yellow receipt to your copies

Allow 7-10 business days for money to be reflected in your account once you turn it in for deposit Once money is available, now you are ready to spend it Make sure you are using an approved vendor for purchases

RevTrak Want to reduce the amount of cash/checks received at your campus? Want to have your deposits posted faster? Want to give parents the option to pay for items online? Want to accept credit cards for face to face purchases? If you answered yes to any of these questions, contact your Accountant/Bookkeeper for assistance on how to get started.

RevTrak (cont.) Online Sales & Face-to-Face Sales Approx. 3-5 business days for item to post On-line Deposits in 3-5 business days Regular deposits take 7-10 days No cash handling No tabulation sheets 3.99% fee Can be built into price charged so no loss for campus or club Utilize the RevTrak Pricing Tool on the RevTrak Worksheet

Purchase Request Form Form needs to be filled out for all intended purchases Required signature from requestor and approval from budget manager as required by campus/department Attach quote for items you are requesting Must have backup documentation and available funds, or order will not be processed. Do not authorize any purchase without a PO# back from Purchasing You will be responsible for any charges incurred without proper purchasing procedures being in place Must include charge code and vendor # Delivery fee and gratuity combined cannot exceed 15%

WHAT IF MY VENDOR IS NOT APPROVED? If you cannot find a comparable product with an approved vendor, we are able to add a new vendor to the system for purchases being made out of 865 (student accounts) Please contact your Accountant/Bookkeeper for assistance.

Receiving Records Packages should be reviewed for completion against Packing slip Signed Packing Slip should be turned into Campus Accountant/Bookkeeper within 48 hours

Orders Once a PO has been generated, a copy of the PO is issued to the vendor Do NOT send them a copy of the PO as this could cause duplication of order Do NOT submit for any changes to your order without coordinating with your Accountant/Bookkeeper

Travel Purchase orders are required for all aspects of travel: Purchase Request Form: Registration Airfare Vehicle rental Travel Form: Hotel Reimbursement for mileage, parking, meals Student meals Other expenses To initiate the travel process, complete the top section of the “Humble ISD Travel Request/Reimbursement Form” and email it to the campus accountant at least two weeks prior to trip All hotel reservation confirmations must be attached to request Government Rate and State of Texas Tax Exempt Accountant/Bookkeeper will ensure funds are available and then give to the principal/budget manager for approval

Travel (Cont.) You have two weeks after a trip to turn in paperwork to get reimbursed Receipts for meals are not required; however, a signed MEAL CERTIFICATION form must be turned in to be reimbursed for meals

Travel Request/Reimbursement Form Form needs to be filled out for all travel request and turned into the Accountant/Bookkeeper You must have an employee vendor number in order to travel (see Accountant/Bookkeeper to ensure you have one) Account/Charge code must be included Updated Travel Form

OR Meal Reimbursement (After Trip) Sign Travel Form verifying meal purchase entitlement is correct OR Meal Certification Form Completed, attached, and signed with the Travel Request Form in lieu of signing the Travel Form and turned into the Accountant/ Bookkeeper Gratuity tips (not to exceed 15%) on meals receipts are allowed for reimbursement.

Texas Sales and Use Tax Exemption Some stores will require you to bring this form when making an in-store purchase

Field Trips/Transportation Forms Required: District or Campus Field Trip Request Form Estimated Trip Cost Funds need to be available in Budget Charges can take 60-90 days to post to account An Overnight Trip Request form is required in advance if students will be traveling overnight for student activities

Field Trip Request Form Form needs to be filled out and approved by Principal/Budget Manager Once you have approval, enter the Field Trip into our new system: Infofinder LE Contact Suzanne Cantrell ext. 8722 for log-on ID Form needs to be turned into Accountant/Bookkeeper

Campus Trip Estimated Cost Base Field trip fee of $20/per bus/per trip In lieu of pre and post mileage to & from campuses & overtime for drivers Mileage rate of $1.85 calculated from campus to campus $17/hr driver rate Estimated Trip Form Use to avoid coming up short in your budget Please submit form to the Accountant/Bookkeeper after requesting through Infofinder LE Need to change the form say “Please submit form to your Bookkeeper/Accountant after requesting through Infofinder LE.”

Fuel Cards When traveling in a district owned vehicle it is the Sponsor’s responsibility to plan ahead Contact transportation for fuel cards that are available for gas purchases Verify that the traveling route has the following approved fuel stations: Chevron and/or Texaco As a safety net, encumber for gas on the travel reimbursement form under “Other Expenses” and specify this expense in the “Comments” section Transportation ext. 8720 Contact your Accountant/Bookkeeper for assistance if needed.

Contracts A contract may be needed if Your vendor will provide some type of service to the campus or your club/organization/department The vendor is requiring a signature This will require additional time and planning on your part. See your Accountant/Bookkeeper EX: Judges/clinicians, professional development, fundraisers

Request for Transfer of Funds Form Form is for Fund 461 or 865 account holders to move money from one group to another If you are Fund 865, there is an additional form that goes with this (shown on next slide), since this is student money from a student ran group/organization Can also be used when Purchasing from another Campus or Dept Floral Design Culinary MOSAIC

Web2Print Order print products such as posters, booklets, manuals, brochures, postcards, etc. Select from a catalog of products or supply the documents you want printed Customize products with a variety of printing and finishing options

Account Reports Elementary/Middle School High School Monthly Report High School Quarterly Report The reports will indicate your account balance(s) and charge code (account #) Balances may not reflect P-Card and Trip costs Sponsor signs off on report, turns into Accountant/Bookkeeper and they will get a copy for their records

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