Administrators Academy What you need to know... Accounts Payable & Student Activity Presented by: Stephanie De Los Santos, Accounting Coordinator August 6, 2015

Agenda  Accounts Payable Function  Accounts Payable Cycle  Accounts Payable Calendar  New! No PO Form!  Activity Funds  Fundraisers  Donations  Reminders

Accounts Payable Function Accounts payable functions include the payment of all vendor invoices, employee reimbursements, and imprest account reimbursements in a complete, accurate, and timely manner. The purpose of the accounts payable function is to ensure that all disbursements of school district funds are done in accordance with:  the internal control procedures set by district management  the accounting practices of the district  the account code structure of the district and the state  state law  federal requirements  good business practice

Accounts Payable Cycle The traditional purchase to pay cycle can best be illustrated as follows:

Accounts Payable Calendar

New! No PO Form!

Activity Fund Distinction A distinction exists between monies benefiting student clubs (Student Activity Funds) and monies benefiting the District (Campus Activity Funds).  Campus Activity Funds contain money raised locally at the campus or donated to the campus. Campus Activity Funds belong to the Campus and/or District and the transactions are to be segregated from Student Activity Funds and separately accounted for. Fund 461  Student Activity Funds contain monies accumulated from the collection of student fees and Principal approved fund-raising activities. Funds collected by student clubs shall be used only for purposes authorized by the organization or upon approval of the sponsor. Fund 865

Activity Fund Administrative Procedure Recommendations  Examine all club balances on a monthly basis and resolve any questionable balances  Review the bank reconciliation report and the bank statement. Discrepancies should be reviewed and corrected in a timely manner.  Review supporting documentation, including a purchase order if applicable, prior to check approval  Review and approve reporting prepared by the Campus Secretary/Bookkeeper  Review transaction documentation for proper compliance with existing policies and/or procedures  Review and approve/disapprove all fund-raising activity

Activity Funds – Useful Tool Unsure if you can use an Activity account for a specific purpose? Campus Activity Funds or Student Activity Funds Refer to this Quick Reference Guide - on Accounting Website

Fundraisers  Campus fundraiser must be approved prior to beginning any selling. Each fundraiser must state the purpose, date's and estimated profit.

Donations  The Campus Activity funds may receive donations. Donations greater than $1,000 must be deposited with Finance.  Student groups may also receive donations.  Donations received for specific purposes must be spent only for that purpose.  The campus and/or district is not allowed to give out donations.

Reminders  Annual Sponsor Meeting September – Date TBD  Business Office Training Coming Up – Date TBD  Activity Fund Manual Coming Soon

Accounting Department Contact Information Stephanie De Los Santos, Accounting Coordinator (ext. 5047) Angelica Kornegay, Accountant (ext. 5046) Angela Gonzalez, Accountant (ext. 5045) Sylvia Reta, Accounts Payable Clerk (ext. 5043) Blanca Lopez, Accounts Payable Clerk (ext. 5042) Lisa Soriano, Accounts Payable Clerk (ext. 5041) Maritza Barreto, Accounts Payable Clerk (ext. 5044)