1. Student Activity Guide
Massena Central School District 2018

2. Extraclassroom activities fund
Policy 5520
An extraclassroom activity fund shall be established for activities conducted by students whose financial support is raised other than by taxation or through charges of the board of education. All funds in the extraclassroom activity fund shall be kept according to standards of good financial management. Proper books will be kept and all monies deposited in appropriate accounts as set up by the board of education. These accounts shall be subject to audit.
All transactions involving extraclassroom funds shall be on a cash basis and no accounts shall remain unpaid at the end of the school year. The building principals, with approval of the superintendent of schools, shall set up procedures for receipt and payment from the extraclassroom activities fund in their respective buildings.

3. For the students by the students
Hands on life skills
Accountability
Budget knowledge
Business planning
Money handling skills
Educational
Fun

4. Who is who… Extraclassroom activity organization
Elected officers-club elected
President
Vice-president
Treasurer
Secretary
Faculty advisor-board appointee
Central treasurer-board appointee
Building official-building principal

5. Student activity treasurer
Job duties
Central Treasurer
Faculty advisor
Student activity treasurer
Guide & advise students
Safeguard monies & verify deposits
Review purchase requests
Assist with profit & loss statements
Does NOT prepare deposits, cash ledgers, requisition or voucher forms
Advisor should NOT treat activity as their own
Receive & deposit all money to central treasurer in central business office
Follow purchasing policies & procedures
Maintain accurate cash ledger balances
Determine availability of sufficient funds
Follow NYS sales tax guidelines
Complete fundraiser request forms & profit and loss statements
Maintain custody of cash for all clubs
Prepare & pay sales tax
Prepare bank reconciliations for activity accounts
Submit reports to student activity treasurers
Maintain separate cash records for all activities
Collect & prepare annual audit information

6. Some fund basics Principles Procedures Two separate sets of records
At least 2 people shall take part in disbursing money; minimum the student treasurer and central treasurer
All accounts shall be audited annually
The accounting system shall yield the largest possible educational return without sacrificing safety of funds
Never take money home
Procedures
Obtain prior approval
Deposit funds in a timely manner
File all supporting data for the deposit, including the receipt from the central treasurer, in binder
Reconcile binder monthly

7. Student Activity Binder
Policies & procedures
Club charter
Cash ledger
Cash receipt-signed
Cash disbursements
Fundraising
Minutes-detailed

8. Club meetings Should meet at least monthly
Every meeting should be documented
Minutes need to show
Who was present
Old business and new business
Treasurers balance
Date and time

9. fundraising
Must be approved by principal and Central Treasurer prior to activity
Include detailed minutes
All club students should benefit from the fundraiser
Any fundraiser selling food must also be approved by Food Service Director
Gambling or games of chance are not allowed; this includes 50/50 and other raffles
After all approvals the fundraiser will be added to the calendar by the Central Treasurer

10. Deposits Fill out deposit form and include all detailed information
Separate currency by denominations
Bundle 1-dollar bills in groups of 50
Roll all coins when possible
Include a list of checks in the deposit bag AND one for central treasurer
Place all funds and materials in clear bag and SEAL it
Bring to central treasurer and get a receipt

11. purchasing **Do NOT purchase anything with out getting a PO**
Fill out a requisition form
Attach minutes (this proves the students agree to purchase) and any other supporting documentation
Get proper signatures for purchase
Send to central treasurer
Form will be sent to central treasurer to encumber funds and process the purchase

12. Sales tax Clubs are subject to sales tax per NYS law.
general
Not taxable
taxable
Must be collected on all taxable fundraisers/sales
Must be paid on all taxable purchases
Sales tax paid and collected should be reported to the central treasurer
If not reported, it will be charged to your account quarterly
Sale of newspapers or periodicals
Admission to dramatic or musical arts performances
Bake sales
Advertising
Entry fees
Food sales
Prepared food sold in heated state
Candy bars sales
Clothing or jewelry
Admission to dances
Yearbook sales
Car washes
Plant sales

13. Profit and loss statement
Shows how the fundraiser did
Verify all expenses
Include original estimates
Detail all revenue
Submit to central treasurer 1 week after end of fundraiser

14. Miscellaneous rules Cash must be deposited timely
No outside bank accounts
Follow procedures for all purchases
All monies must go through central treasurer
Reconcile club binder regularly
Bring binder to central treasure for audit

15. audits
NYS comptroller mandates annual audits by an external audit firm to safeguard funds
The internal claims auditor audits all expenses
The central treasurer audits all deposits
Semi-annual audits of activity books performed (December and June)
Audits ensure that proper procedures are followed & funds are handled appropriately
Right click on this link for helpful information in Pamphlet 2:
ActivitiesJanuary2015.pdf -

16. Prevention is key Issues that could lead to fraud:
Unauthorized bank accounts/petty cash
Personal check cashing
Unauthorized purchases
The expense is more than the cost of the goods
Missing funds
Shipping to home address

17. consequences
Failure to comply with the policies and procedures set by the board of education may jeopardize the existence of your club and the ability to participate in future activities. Please ask when in doubt.

18. Further material and district forms can be located on our website at