1 Principals’ Meeting January 8, 2008 Business Division

2 Local School Accounting Department Use of Funds Update

3 Fund and Fund Uses Two Major Categories of Local School Funds  Public  Non-Public

4 Public Funds  Student Class Fees (Science Lab, Business Ed, FACS, etc.)  Athletic and Other School Event Revenues  Fund-Raising Events Designated for School Operations  Partners in Education Donations  Legislative Grants  All Vending Machine Monies  Gate Receipts, Concessions, and Parking

5 Non-Public Funds  Organized Student Groups’ Funds (French Club, Junior Civitan Club, National Honor Society, SECME, etc.)  Booster Clubs’ Funds (Football Booster, Band Booster, etc.)  PTA/PTO Funds

6 Allowable Expenditures Public Funds Public Funds May be Used for:  Pictures for School Office  Flowers for School Office  Transportation to Events Related to a School Sponsored Activity (Track Meets, Field Trips, Scholar Bowls, etc.)

7 Allowable Expenditures Public Funds (Continued)  Promoting Educational Excellence by Students, Faculty, Staff, and the Public (Honor Roll, Counselor of the Year, etc.)  Recognizing Students with Trophies, Plaques, Academic Banquets, and other Honors  Plaques and Other Awards for Significant Academic Achievement or Significant Contribution to the School (Blue Ribbon Awards, Teacher of the Year, etc.)

8 Unallowable Expenditures Public Funds Public Funds May Not be Used for:  Gift Items for Staff  Flowers for Staff and/or Families  T-Shirts and Other Apparel for Staff (Including Athletic Staff)  Staff Holiday Parties / Christmas Gifts  Christmas Cards, Calendars, CD’s, Ornaments, etc.

9 Unallowable Expenditures Public Funds (Continues)  Coffee and Cups for Employees  Donations to Various Organizations  Scholarships for Students  Dues to Private Clubs (Rotary, Kiwanis, etc.)  Food Items or Supplies for Adults  Gifts of Flowers, Cards, Food, or Other Items  Expenses for Employee Spouses (Travel, Game Meals, etc.)

10 Allowable Food Purchases Public Funds and Non-Public Funds May be Used for:  Pre-Game Meals for Athletic Participants and Coaches Out of Athletic Receipts (Principals and Parents Not Included)  Refreshments Served at Classroom Parties for Students  Field Trips  Proms and Dances  Senior Meals

11 Unallowable Food Purchases Public Funds May Not be Used for:  Staff Meetings  After-School Meetings  Food Items for Teachers (Birthday Cakes, Doughnuts, etc.)  Meals for Spouses  Candy  Alcoholic Beverages

12 Legislative Grants Legislative Grant Money:  Public Funds  Must be Used for Educational Purposes to Support Instruction (Library Books, Classroom Materials, etc.)  Competitive Bid Law Applies  Maintain Records of Expenditures at Local Schools  Can Not Purchase Gift Cards (Cash Equivalents)

13 Other Restrictions  Schools Can Not Borrow Money from or Loan Money to Anyone Including the PTA/PTO  Schools Can Not Purchase School Uniforms for Students (Per Attorney General Opinion )

14 Additional Information Contacts Dinish P. Simpson, CFO or Lori Zirlott, Comptroller or Michael Hudson, Internal Auditor or Local School Accounting Web Page mcpss.com

15 Additional Information Contacts (Continued) Martha Peek, Interim Deputy Superintendent or Dr. Lynda Carroll, Assistant Superintendent or Karen Mohr, Assistant Superintendent or Phaedra Fox, Assistant Superintendent or Fred Marshall, Assistant Superintendent or