Student Activity Accounting Peekskill City School District

Introduction n Purpose to teach business methods n New York State Guidelines n Student Advisor Guidelines n Student Advisor Forms The above resources can be accessed at Student Activity Forms and Information Student Activity Forms and Information 2

Topics of Discussion n Why we need controls n What are the roles and responsibilities n What are the purposes of the forms n Direct supervision of students 3

Why we need controls n Volatility of cash and inventory n Assure goals are achieved n School Board has ultimate responsibility 4

How this helps you n Accomplish your immediate goals n Learn sound business practices n Advisors gain satisfaction n Principals advance building level programs 5

The Roles of the Participants n Class Officers n Class Advisors n Bookkeepers/Treasurers n Principals 6

Reporting Requirements n Club Charter u Statement of goals, objectives and activities u Location of meetings and meeting schedule n Monthly attendance and rosters u Dates, descriptions, student signatures n Student evaluations to be submitted to Principals no later than June 2,

Reporting Requirements n Charter to be submitted to building Principals by no later than Friday, November 1, 2014 n Attendance/rosters submitted to building Principals by the 1 st of each month n Building Principals will review and forward to Human Resources n Forms can be downloaded from Student Activity Forms and InformationStudent Activity Forms and Information 8

Accounting Forms n Purchase Order u Required for all Purchases n Voucher Check u Required for all payment requests n Payment Order u Required for all withdrawal requests n Receipts u Required for all money received 9

External Audit Findings n External Audit of Extraclassroom Financial Records resulted in key findings n “noted several disbursements which lacked the student officer authorization” n “noted disbursements that lacked sufficient support” n “recommend that the Central Treasurer not make payment for any disbursements that lack supporting documentation and/or authorizations” 10

Fundraising n Deposit Form u Records funds received u Submitted with funds to GO Treasurer n Statement of Profit & Loss u Must be completed for each fundraising activity u Must be submitted to GO Treasurer 11

Protecting Inventory n Inventory Control Form used to: u Receive Goods u Add to Inventory u Release Goods u Restock 12

Items Subject to Sales Tax n All sales of: u Soda u Candy u Soft drinks n Dinners (catered or student run) n Prepared hot food n Yearbook sales n Plant sales n Apparel / jewelry sales n Car washes 13

Non-Taxable Items n Bake sales n Newspaper / Magazine sales u Yearbook space advertising sales u Prepackaged snack food sales (chips, pretzels, popcorn) 14

Moving Forward n Minimum student participation is necessary n Dormant clubs will be closed n Regular reporting of activity is required n Proper authorizations/forms must be utilized including student participation 15

Questions 16