1. Presented by: Laura Dorado-Rodriguez Gloria DeLeon David C. Solis
Canutillo ISD Financial Services Campus Activity Sponsor Training
Presented by:
Laura Dorado-Rodriguez
Gloria DeLeon
David C. Solis
August 17-21, 2015

2. Dates to Remember August 2015 – Sponsor Training
October 16th- Last Training for Fall Semester
December 18th – Fall Semester Activity Financial Recaps Due
February 15th – Final Spring Semester Training
May 13th – Last Day for Campus Activities
May 31st – Spring Semester Activity Financial Recaps Due

3. Board Policies
CFD Accounting – Activity Fund Management
All Board policies must be adhered to in the administration, handling, and maintenance of activity funds
Other Board Polices Relevant to Activity Funds:
CH - Purchasing and Acquisition (Legal and Local)
CAA - Fiscal Management Goals and Objectives (Financial Ethics)
CDC - Other Revenues - Grants from Private Sources
CPC - Office Management-Records Management
DH - Employee Standards of Conduct
FJ - Gifts and Solicitations
GE - Relations with Parents or Parents’ Organizations
FP - Student Fees, Fines and Charges

4. Activity Fund Management Roles
Audit
Finance
Campus Principal
Sponsors
Office Managers
Business Agents

5. Utilization of Activity Funds
Use for intended purpose
Promote the general welfare of the school
Promote the educational development and morale of all students.
Cannot be used for professional staff development, travel, membership dues or uniforms
Cannot be used for excessive staff parties, including food, decorations, favors, or gift cards

6. Campus Activity Process
Attend Annual Fundraising Training
Submit Required Form
1) Acknowledgement Form
Submit Approved Campus Activity Application
(Campus/Department Budget Authority)
Follow the District Procurement Process (Refer to CH Purchasing Policy)
Conduct and Recap Fundraising Activity
(Submit all forms to Campus Office Mgr. & Principal for approval)

7. Submitted annually

8. Completed and Approved form must be submitted to Financial Services at least 5 Business Days before the start of the activity.
Please note that the “Purpose” is very IMPORTANT & that the document is part of the Purchasing documentation

9. Campus Activity Requirements
All students must benefit from the activity
A campus or campus organization is allowed to have only two (2) on-going fund raising activities at any one time
Profit margin of 45% is expected
Activity is recapped within 30 calendar days of the end of the activity

10. Collections & Depositing Funds
Documentation of cash and checks collected must be done at collection point utilizing a Misc. Receipt or Collection Log
Do not accept post-dated or temporary checks and ensure you obtain a drivers license #, DOB, phone # (cell & work)
Do not co-mingle personal funds and District funds
There should be at least two people involved in the collecting and depositing of funds

11. VOID 865.00.2191.09.101.00 ABC School 08/10 14 25.00 John Doe x
25.00
Yearbook Sales - 1
Check No
Sponsor Signature

12. 4th Grade
Student Field Trip
10/01/2014
John Doe
Mary Doe
Susan Smith
$10.00
Student Signature
10/01/2014
Sponsor Signature

14. After Hour Collections
After Hour collections are those in which the office manager or business agent is not able to perform a cash count at collection point but monies are placed in the vault as required by deposit guidelines.
Funds collected must be secured in a tamper resistant deposit bag and locked in the school’s safe/vault until the next business day.
As soon as possible, on the next business day, the office manager or business agent must count the money in the presence of the individual who remitted the funds and issue an office receipt.

15. Procurement Requirements
All purchases must be made using the approved District purchasing tool
(Refer to CH Policy & Regulation).
Purchases $10,000 and over requires Board approval.
Sponsors are restricted from using cash collected to make any purchases. CASH DISBURSEMENTS ARE RESTRICTED!
DO NOT utilize Local or Federal funds to purchase fundraising products.
Campus Activity Application must be attached to the requisition for approval.

16. Specific Campus Activities
Proms, Dances, Plays, Concerts, Movies, Graduation Project Celebration
Free Dress – two per semester
Carnivals and Festivals – Legal Requirements to Operate
Concession Activities – Texas Department of Agriculture – “Nutrition Standards for all Foods Sold in School”
Yearbook Sales

17. Completed form should be submitted to Financial Services within thirty (30) calendar days after the activity end date or by the date designated on the campus activity application.

20. Disposal of any outstanding inventory must be approved by the Principal.

25. Summer Camps/Activities
New
Refer to the UIL Off-Season and Non-School Participation Regulations

26. Restricted Activities
Raffles/Bingo/Games of Chance
School districts are not qualified to hold charitable raffles under the Charitable Raffle Enabling Act (CREA) – Art. 179 and Attorney General Opinion JM-1176 (1990).
An unauthorized raffle is considered gambling under the Texas Penal Code and is a Class C Misdemeanor. These activities are heavily regulated by the government and non-compliance with said regulations can result in serious consequences.

27. Consequences
Strict adherence to District guidelines and regulations is required. Problem cases will be identified and reported to the Internal Audit Office for review. In instances where campus activity guidelines are not followed, the following actions may result:
Future fund raising requests may be denied.
Letter of reprimand in personnel folder.
Reimbursement for the value of the shortage.
Other, as deemed appropriate by the Superintendent which may include termination and/or criminal prosecution.

28. Q&A…….
Who is responsible for monitoring the Activity Account? Assigned Sponsor and Principal
Where should invoices be mailed to? CISD, PO Box 440, Canutillo, TX or to
How do I verify an invoice was paid? Contact Accounts Payable at or 7421
Do I need a purchase requisition before I receive any goods or services? Yes, ALL purchases require a formal District Purchase Order.
What is the turn around to approve a Purchase Order ? 5 business days
Does the activity require an Application? Refer to the Principal or Office Manager.
Has my Purchase Order been approved? Contact your campus Office Manager or Purchasing Division at or 7426.
Q&A

29. CONTACT INFORMATION
Elementary Campuses David C. Solis Canutillo High School Laura Dorado-Rodriguez Middle Schools & Northwest Early College High School Gloria DeLeon Purchasing Division– or 7426 Accounts Payable Division or 7421