1. Account Sponsor Training
Activity Fund
Account Sponsor Training

2. Student Activity Funds
These funds belong to the students and are generated through fundraising activities, donations, fees, student picture commissions and student vending machine commissions.
These funds are used to promote the general welfare of the school and the educational development and morale of all students.
Money raised must be expended to benefit the students currently enrolled.
Money raised follows the student (i.e. money left in a 1st grade account at the end of the year will benefit these same students as they move to 2nd grade the following school year. Money left in a graduating class account will go to the General Student Account.)

3. Account Sponsor Expectations
Read and Sign Sponsor Responsibility Agreement. Internal Audit will check for these and EACH account sponsor should have a new one on file with the bookkeeper each year.
Properly receipt all money received from students.
Make daily deposits to the bookkeeper as money is received.
Properly document Fundraisers which must be approved by the Principal before the fundraiser begins.
Maintain Sponsor Ledger and reconcile Bi-Monthly with the Bookkeeper.

4. Sponsor Responsibility Agreement
All Account Sponsors must read
and sign the Sponsor Responsibility Agreement.
The Account Sponsor is responsible for reading the Activity Funds Procedures Manual and complying with it.
A new agreement is required every year and is kept on file by the bookkeeper.

5. Properly receipt all money received.
You MUST receipt money as soon as you receive it. Turn it in to your campus bookkeeper daily in tact. DO NOT MAKE CHANGE!

6. Reviewing the Money Trail
Students turn in money to Account Sponsor.
The Account Sponsor receipts each student using their Receipt Book if the amount is over $15.00 or the Tally Sheet if the amount is under $15.00.
The Account Sponsor fills out a Sponsor Deposit Slip and and turns all of the funds intact to bookkeeper including the Tally Sheet or Class Roster if that is used for amounts less than $15.00.
The Bookkeeper receives sponsor deposit and receipts the Account Sponsor.

7. Document Money Received
When Collecting Money from a student:
If the amount collected is $15 or more use your receipt book.
If the amount collected is less than $15 use a Cash Receipts Tally Sheet form which is in the financial services online library OR a Student Roster. If the Sponsor uses a Student Roster, they must include the amount received next to each student’s name.
The Cash Receipts Tally Sheet or Student Roster must be attached to the Sponsor Deposit Slip when money is turned in to the bookkeeper.
Important : Keep all money under lock and key and turn in daily in the form it was received.

8. Cash Receipt Books NOTE: The Sponsor must fill out the method
of payment, i.e., cash,
check or money order.
This will be an audit
finding if left blank.
Do Not use this receipt
book for outside entities
such as your campus PTA.
That will cause auditing
issues.

9. Cash Receipts Tally Sheet
Used to record the receipt of amounts less than $15 or a student roster can be used noting the amount received next to each student’s name.
If a Tally Sheet or Class Roster is used to record money less than $15, it must be attached to your deposit slip when you turn in money to the bookkeeper.
The Cash Receipts Tally Sheet form is available in the online library under Financial Services/Accounting Comptroller/Activity Fund.

10. Make daily deposits to the Bookkeeper as money is received
Never send money to the bookkeeper by a student.
Never leave money overnight in your office or room.
Never take money home to count.
Repayment of a Non-Sufficient Funds (NSF) check must be made on a separate deposit slip and given to the bookkeeper with the notation that it is an “NSF repayment from (name)”

11. Sponsor Deposit Slip
Note: The Sponsor must write their “Account Name” on each check received. For example…. “Band”, “1st Grade” or “Yearbook” on the memo line.
This assists the bookkeeper if
a check is returned for
insufficient funds.
If your deposit contains a non-taxable item (fee, donation) AND a taxable item (t-shirt, recorder) YOU MUST separate them on the deposit slip before you give it to the bookkeeper. These 2 types of deposits have different object codes and MUST be separated (see example)

12. Teacher Money Envelope
The Teacher Money Envelope
must be used by the account sponsor
to turn in all deposits to the bookkeeper.
The envelope contains your Sponsor
Deposit Slip and the cash, check(s), etc.
The sponsor fills out the outside
information and signs it.
The bookkeeper will initial the
Envelope once the deposit is verified.
The receipts will be returned to the
account sponsor in the money envelope.

13. Notes
Do not use money receipted to cash personal checks – Deposits are made intact!!!
Do not combine your deposits with any other activity fund account or any other account sponsors deposit.
Deposit money with the bookkeeper yourself. When activity funds or product purchased with activity funds are lost due to carelessness, theft, or fraud, the sponsor will be held personally responsible and will be required to reimburse the account for such loss.
On all checks, put your “grade level or group” name on the check memo line, i.e., 1st grade, Cheer, Band, etc.

14. Fundraisers
The Fund Raiser/Sales Activity Application form must be completed in full by the sponsor before the fundraiser is held and submitted to the bookkeeper for the Principal’s approval or denial.
If the Fundraiser is approved, it must be added to the School-wide Calendar in order to assure no conflicts for that same time period and to be sure that there is not a similar fundraiser during that same time period.
All cash received during a fundraiser must be submitted to the bookkeeper daily intact (sponsor must turn in money in the form it was received, e.g. pennies for pennies) along with a Sponsor Deposit Slip. All cash received during a Fundraiser must be deposited.
When additional inventory is purchased during the fundraiser, the Account Sponsor must request a check. They CANNOT use cash from deposits to purchase additional inventory.
Sales Summary Reports must be completed by the sponsor and submitted to the bookkeeper for principal’s signature within THREE weeks of the completion of the fundraiser.
Fundraisers can be taxable or non-taxable. Sales Tax and Use Certificates can be found in the bookkeepers office.
Each student group is limited to 3 fundraisers annually (school year) – 2 on campus and 1 in the community.
Page 13
Give out sponsor handouts
Keep binder on fundraisers
Bookkeepers must keep on top of fundraising applications and sales summary reports. Report problems to the principal.

15. IMPORTANT – Profitability??
Research profitability of your fundraiser before submitting your Application for Fundraiser for the Principal’s Approval or Denial.
A Fundraiser should earn at least 40% profit.
A sale, i.e., student t-shirts, at cost plus tax is not a fundraiser. This is a taxable sale.

16. Fundraiser/Sale Application
Filled out by sponsor and turned in to the bookkeeper to get the principal’s approval or denial prior to the beginning of the fundraiser.
The form is available in the online library under Financial Services/Accounting Comptroller/Activity Fund.

17. Fundraiser/Sale Summary Report
Filled out by sponsor and turned in to the bookkeeper within 3 weeks of the ending of the fundraiser.
The form is available in the online library under Financial Services/Accounting Comptroller/Activity Fund.

18. The Concession and Multi-Item Sales Worksheet can be used as a supplement to the Sales Summary Form to account for fundraisers involving sales of multiple items, such as concession sales.

19. Crowdfunding
Crowdfunding is a way for the campus to fund a project or venture by raising money or getting donations of equipment or “stuff” via internet websites.
The approved websites are set out in the guidelines for crowdfunding which can be found in the Financial Services/Accounting Comptroller/Activity Fund online library.
These guidelines will be updated by the Office of Innovation & Development from time to time; therefore, you need to be sure that you have the current guidelines.

20. Crowdfunding Application
Current Guidelines are in the online library under Financial Services/Accounting Comptroller/Activity Fund. These guidelines are updated from time to time by the Office of Innovation & Development.
Filled out by sponsor and turned in to the bookkeeper to get the principal’s approval or denial prior to the beginning of the event.
The bookkeeper must submit a copy of the Crowdfunding Application to the Office of Innovation and Development.
The form is available in the Financial Services online library.

21. Crowdfunding Summary Report
Filled out by sponsor and turned in to the bookkeeper within 3 weeks of the ending of the event.
The bookkeeper must send a copy of the completed/signed summary report to the Office of Innovation and Development.
The form is available in the Financial Services online library.

22. One-Day Tax-Free Sales
Campus organizations are allowed to have two (2) tax free sales per calendar year (January 1 to December 31).
Either all sales must occur on one day or all of the orders must be delivered on one day (e.g. yearbooks).
Must be designated by the Sponsor on the Fundraiser/Sale Activity Application form.

23. Disbursements
Purchase Approval / Request for Check The Sponsor must fill out the top portion of this form completely when requesting a check approval from the Principal. ALL Purchases require Prior Approval, in writing from the Principal, before the purchase is made. This includes activity fund purchases made with the P-Card. The Principal has the option to approve or deny any Purchase Approval Request especially if you did not receive prior approval. A PAR must always be completed with corresponding receipt or invoice attached (with Principal’s signature) before a check will be written.
Page 10
Give out check handout
Purchase Approvals filed by the month
Must have vendor # before it can be posted.
Must know balance in account.

24. Travel
The bookkeeper must not reimburse campus staff directly from activity funds for travel out-of-district or give a check to the traveler directly before they go on their trip.
On all out-of-district travel, staff and students are required to go through the travel desk in Finance to fill out the Pre-Travel Approval form prior to the trip and the Final Travel Expense Report form upon return from the trip.
Funds raised solely through the efforts of staff such as book fair sales (if staff performed all of the work) or funds transferred from the Building Use account into Staff Development may be used for travel to professional conferences or conventions for staff with the Principal’s approval; however, this must also be coordinated and reimbursed through the travel desk in the Finance Department.
The traveler is responsible for following the travel rules. Contact the Travel Desk in Finance in order to find out deadlines and processes.
Note: These are not new rules; however, they are now in writing in the Activity Funds Procedures Manual - See Section 6.7 for more detail.

25. Sponsor Bi-monthly Report
This document is very important. It says bi-monthly; however, it needs to be balanced/reconciled every month. The bookkeeper and the sponsor need only sign off on it bi-monthly.
It is suggested that you balance monthly and sign off monthly with your larger accounts or accounts with lots of activity.
This is a mandatory document providing checks and balances between the sponsor and the bookkeeper.
Report should be completed even if the account has no activity.
Report should be completed in ink and any changes must be marked through and initialed. DO NOT USE WHITE-OUT!
Each submission should be signed and dated.
This will be an audit finding for you and your campus if it is not completed fully as required.

27. Also… It is the sponsor's responsibility
to inform the principal whenever
the bookkeeper fails to:
Promptly sign and return the sponsor deposit slip.
Distribute bi-monthly reports.
Correct any balance discrepancies.

28. Maintain Sponsor Ledger
Use Sponsor Ledger to record all activity fund transactions.
It is very important to maintain a running balance.
It is the sponsors responsibility to maintain the sponsor ledger. The bookkeeper should never create or maintain the ledger for the sponsor.

29. Maintain Sponsor Ledger
This form is important to help you, the Account Sponsor, keep an accurate running balance and track all checks requested and deposits made.
It is available in the Financial Services online library.
You are required to reconcile with the bookkeeper bi-monthly and this is a great tool for this purpose.

30. Activity Ledger (AL) Account Balance
Your AL balance must always be positive and a check will not be written that will cause your account to become negative.
Verify your AL account balance with the Bookkeeper; however, you should always keep a running balance and know your account balance.
Keeping your ledger up to date will assist you in knowing your account balance.

31. Thank you for your attention and Have a Great Year!
Questions?
If you have any questions at a later time, don’t
hesitate to come see me. If I do not know the
answer, I will find out and get back with you
as soon as possible!
Thank you for your attention and Have a Great Year!