1. Procedures and Guidelines 2017/2018 School Year
JPPSS Accounting:
Procedures and Guidelines
2017/2018 School Year

2. Accounting Procedures & Guidelines
Guidelines come from the Jefferson Parish Public School System
Transactions are closely monitored by the account clerk
Account clerks report back to the STAC Department and parish auditor

3. DO NOT ACCEPT TEMPORAR Y CHECKS
Accepting Checks
Checks must include the following
Full name
Physical street address No P.O. Boxes
Phone number with area code
State driver’s license number
Students first and last name
DO NOT ACCEPT TEMPORAR Y CHECKS

4. Deposits
Teachers will sign for and receive a receipt book. You must only use the JPPSS receipt book assigned to you by the account clerk
A receipt must be issued for any amount of $5 or more
ALL MONEY MUST DEPOSITED WITHIN 24 HOURS OF RECEIPTING. You will be responsible for any money in your classroom that left unsecured. Any money stolen or lost, must be reported to the account clerk immediately
Bring your receipt book with you when turning in your deposit
Be sure that the total of the receipts, and the cash/checks are equal to the total deposit before turning it in
Deposits will not be accepted after 1:45PM

5. Purchasing
Purchase orders are required whenever a purchase is being made from a vendor
Failure to complete a PO, for a purchase that you will be wanting reimbursement for, does not guarantee reimbursement
Once the purchase order is approved, you cannot add items to it. You must get another PO approved for the additional item/s
Purchase orders will only be processed on Tuesday of each week
Only purchase orders received by the end of the school day, on Monday, will be processed
Your approved purchase order will be put in your mailbox once it is approved by the principal

6. Fundraising
Obtain a fundraiser form from the account clerk at least 3 weeks prior to the start of the fundraiser
Complete the top portion of the fundraiser form and a purchase order (if items need to be purchased)
Turn in the completed forms to the account clerk to get approval from the principal
Items cannot be ordered prior to principal’s approval of the fundraiser
All t-shirt and sweatshirt colors and designs must be approved by Mrs. Torrado and attached to the purchase order
All shirt sales must be sold on a prepaid basis only

7. Fundraising
A parent permission form must be signed by the student and the parent before any item/s are given to the student to sell
You are to keep the permission form on file all year
Once the fundraiser is over, complete Part 2 of the fundraiser report
Do not wait until the sale is over to turn in money. Money needs to be turned in daily
Do not wait to turn in the fundraiser report if students have not turned in their money or items not sold.

8. Fundraising
The SPONSOR of the fundraiser is responsible for completing the fundraiser report, NOT THE ACCOUNT CLERK
The fundraiser report must be turned in within 10 days of the completion date, including weekends
A club/department will not be allowed to start another fundraiser until they have completed the previous fundraiser report and all money has been deposited

9. Request for Reimbursement
Reimbursement forms are on the outside wall of the account clerk’s office
Reimbursement checks will not be issued if a purchase order was not approved by the principal
Attach ALL ORIGINAL receipts to the yellow copy of the purchase order, and the reimbursement request form, to get reimbursed
Tax cannot be reimbursed for school purchases as per JPPSS guidelines

10. Teacher annual supply Money $80
Teachers get $40 each semester or $80 for the school year
Receipts submitted for the entire $80 are only accepted after the beginning of 2nd semester
Purchases must be for classroom materials only. No candy or food
Receipts can only have the classroom materials on them. No personal items
Complete the Teacher Supply Money Reimbursement form. This form is on the Grace King Web site for you to print
Receipts submitted for reimbursement must be turned by Friday, April 27, 2018