1. 2018-2019 SPONSOR MEETING SECONDARY
TO ASSIST WITH UNDERSTANDING CORRECT PROCEDURES AND PROPER FORMS FOR FINANCIAL PURPOSES WITHIN THE CAMPUS

2. What is a Sponsor?
Anyone that collects money on behalf of Humble ISD

3. Responsibilities of Activity Fund Sponsors
Form needs to be filled out and turned in before you leave
Activity Fund Manual is available for you to view
On District webpage
In Accountant/Bookkeeper office

4. Where can I find? Sales Tax Exempt Form
Tabulation Sheet (Deposit Form)
-> departments -> Financial Services Division -> Forms and Training Page -> Campus & Department Support -> Receipts (Form 2-B)
Fundraiser Permission Request Form
-> departments -> Financial Services Division -> Forms and Training Page -> Campus & Department Support -> Fundraisers (Form 7-A)
Purchase Request Form
-> departments -> Financial Services Division -> Forms and Training Page -> Campus & Department Support -> General
Sales Tax Exempt Form
-> departments -> Financial Services Division -> Forms and Training Page -> Campus & Department Support -> Sales Tax Rules & Reporting (Form 8-A)
Warehouse Catalog
-> departments -> Warehouse -> Interactive Warehouse Inventory
Search through the list by using their search fields –OR- leave information how it pulls up and click submit to browse through all available inventory

5. HOW TO EFFECTIVELY MANAGE YOUR ACCOUNT

6. 461 vs. 865
Do you have officers? No
461 (campus funds)
Financial decisions are made by the sponsor, approved by Principal/Budget Manager
Yes
865 (student group funds)
HISD is an agent of the student funds
Minutes from meetings or 2 Student signatures are required to approve:
Purchase Requisitions
P-Card Purchases
Transfers
Both account types are bound by HISD policies

7. FFA (High School Only)
461-Campus Activity Funds (teacher has the authorization)
30FF Activity Fees
Barn key, rental, and upkeep
Allows teacher to maintain facility as needed
865-Student Activity Funds (student meeting minutes gives the teacher authorization)
30FA
Raising animals, fund-raiser, convention costs

8. Fine Arts (Secondary)
*YOU MUST ASK WHAT THE BOOSTER CLUB FUNDS ARE GOING TO BE USED FOR BEFORE DEPOSITING*
461- Campus Activity Funds (teacher has the authorization)
Guest coaches/judges/clinicians
Decided upon by teacher
Transportation during the school year for performances
865- Student Activity Funds (student meeting minutes gives the teacher authorization)
“Big" travel trips
Outside of School day; multiple days
The funds are generally collected by the booster club from the students and then deposited in large amounts for making payments throughout the school year

9. You will need to raise or collect money to deposit so you will have funds for future use
This can be through Course Fees, Club Dues, Donations, and/or FUND-RAISERS

10. Change Funds Change Funds
When collecting money, sometimes a starting “fund” is needed to make change
2 week notice to Accountant/Bookkeeper
Event Specific
$250 limit per event
Must be re-deposited within 7 days of event ending
Year Round
$50 limit
ID Badges, School Store, Library, Transcripts
Reconcile Weekly to Tabulation Sheet/Receipts

11. Forms for Collecting Money

12. Tabulation Sheet Can be used in lieu of multiple receipts
Collections of money need to be placed on Form 2-B
Different versions of this form
Cash Only
Check Only
Cash & Check
ID Badges
Form must accompany your deposit
Person paying the money needs to:
Write name and amount paid
Initial next to their name and dollar amount
Sponsor needs to :
Calculate the totals
Mark if collections are taxable
Print name, sign, and date at the bottom
See Accountant/Bookkeeper for assistance with determining tax status and charge code

13. Receipt Books No personal or store bought receipt books are permitted
Need to be signed out from the Accountant/Bookkeeper
Only one sponsor and group per receipt book
If more than one sponsor collects money for a specific group, they each need a receipt book
If a sponsor is over multiple money collecting positions, each group/ club/ organization will need their own book
White copy goes to payer
Yellow copy is turned in with deposit
Pink copy remains in your book
Receipts must accompany Tabulation Sheet

14. Fund-Raisers

15. Fund-raiser Permission Request Form
Form 7-A
Select type of fund-raiser
Needs Requestor, Principal, and Accountant/Bookkeeper’s signature before the start date of fund-raiser
ALL catalog and face to face sale fundraisers must now be an approved fundraiser through purchasing

16. Additional Fund-raiser Forms
Form 7-E needs to be filled out at the completion of a Ticketed Event
Form must accompany your deposit
The two “total ticket sales” lines should match
Two independent parties need to count and verify the totals
One must be the sponsor

17. Additional Fund-raiser Forms
Form 7-F needs to be filled out at the completion of Inventory Sales
Form must accompany your deposit
The “total sales” lines should match
If you are issued a change fund prior to the fund-raiser, this will need to be deposited separate from the sales money
Ex: Concessions, Candy grams, carnation sales

18. Additional Fund-raiser Forms
Form 7-G needs to be filled out at the completion of a fund-raiser where sales and payments cannot be tracked and properly recorded
Form must accompany your deposit
Ex: Car Wash, Ice Cream Social

19. Additional Fund-raiser Forms
Form 7-H needs to be filled out at the completion of a Percentage of Sales fund-raiser
Form must accompany your deposit
This includes all:
Store Rebate Checks
Target, Kroger, etc
School Pictures
Box Tops
Spirit Night fund-raisers
Must include signatures from two independent parties

20. Raffles
Raffles cannot be conducted by Humble ISD or their student groups. This includes Bingo.
Seek the assistance of:
PTA/PTO
Booster clubs

21. Outside 3rd Party Fundraisers
Humble ISD cannot facilitate or collect the funds that benefit a 3rd party
Ex: American Heart Association, March of Dimes
Seek assistance from:
The organization (they can send volunteers)
PTA/PTO
Booster Club

22. Texas Department of Agriculture (TDA)
The policies relating to competitive foods and school fund-raisers are continuously being modified.
All inquiries should be directed to Child Nutrition (CNS)
Shirley Parker ext or

23. Cash Handling & Collection of Funds
All funds collected by the Sponsor must be turned in for deposit to the Bookkeeper/Accountant
Sponsors cannot collect funds on behalf of a 3rd Party Parent Organization

24. 3rd Party Parent Organizations
What are they?
PTA/PTO/Booster Clubs/Project Graduation
What do I need to know?
Separate entity
Have their own Tax ID # for conducting Business
Address
Campus Address cannot be used for official business, must have their own established address
School
Only in mailroom for internal communication

25. 3rd Party Parent Organizations (Cont.)
Collecting Money
All funds need to be collected by a representative of the 3rd party
Ex: PTA President, Booster Club Treasurer
Not an Humble ISD teacher/staff member
Drop Boxes are not allowed for the collection of funds on behalf of the 3rd party by the campus
Funds cannot be kept on campus
Collection of funds cannot interfere with the School Day

26. As you collect money, it should be deposited DAILY, but at a minimum, weekly
It is against policy to remove money from campus or keep in your possession overnight unsecured
All collected money must be secured in the campus vault

27. Proper way to turn in money
Verify that what was turned into you, matches the Tabulation Sheet or Yellow receipts
Make a copy for your records
Take Originals and money to Accountant/Bookkeeper
Accountant/Bookkeeper will verify the funds being turned in and will issue a receipt to you for that amount
Never leave the money unverified!
This protects you!
Best practice to keep all of your receipts to reconcile against your Budget Report
Attach the Yellow receipt to your copies

30. Allow 7-10 business days for money to be reflected in your account once you turn it in for deposit
Once money is available, now you are ready to spend it
Make sure you are using an approved vendor for purchases

32. RevTrak
Want to reduce the amount of cash/checks received at your campus?
Want to have your deposits posted faster?
Want to give parents the option to pay for items online?
Want to accept credit cards for face to face purchases?
If you answered yes to any of these questions, contact your Accountant/Bookkeeper for assistance on how to get started.

34. RevTrak (cont.) Online Sales & Face-to-Face Sales
Approx. 3-5 business days for item to post
On-line
Deposits in 3-5 business days
Regular deposits take 7-10 days
No cash handling
No tabulation sheets
3.99% fee
Can be built into price charged so no loss for campus or club
Utilize the RevTrak Pricing Tool on the RevTrak Worksheet

35. Purchase Request Form
Form needs to be filled out for all intended purchases
Required signature from requestor and approval from budget manager as required by campus/department
Attach quote for items you are requesting
Must have backup documentation and available funds, or order will not be processed.
Do not authorize any purchase without a PO# back from Purchasing
You will be responsible for any charges incurred without proper purchasing procedures being in place
Must include charge code and vendor #
Delivery fee and gratuity combined cannot exceed 15%

36. WHAT IF MY VENDOR IS NOT APPROVED?
If you cannot find a comparable product with an approved vendor, we are able to add a new vendor to the system for purchases being made out of 865 (student accounts)
Please contact your Accountant/Bookkeeper for assistance.

37. Receiving Records
Packages should be reviewed for completion against Packing slip
Signed Packing Slip should be turned into Campus Accountant/Bookkeeper within 48 hours

38. Orders
Once a PO has been generated, a copy of the PO is issued to the vendor
Do NOT send them a copy of the PO as this could cause duplication of order
Do NOT submit for any changes to your order without coordinating with your Accountant/Bookkeeper

39. Travel Purchase orders are required for all aspects of travel:
Purchase Request Form:
Registration
Airfare
Vehicle rental
Travel Form:
Hotel
Reimbursement for mileage, parking, meals
Student meals
Other expenses
To initiate the travel process, complete the top section of the “Humble ISD Travel Request/Reimbursement Form” and it to the campus accountant at least two weeks prior to trip
All hotel reservation confirmations must be attached to request
Government Rate and State of Texas Tax Exempt
Accountant/Bookkeeper will ensure funds are available and then give to the principal/budget manager for approval

40. Travel (Cont.)
You have two weeks after a trip to turn in paperwork to get reimbursed
Receipts for meals are not required; however, a signed MEAL CERTIFICATION form must be turned in to be reimbursed for meals

41. Travel Request/Reimbursement Form
Form needs to be filled out for all travel request and turned into the Accountant/Bookkeeper
You must have an employee vendor number in order to travel (see Accountant/Bookkeeper to ensure you have one)
Account/Charge code must be included
Updated Travel Form

42. OR Meal Reimbursement (After Trip) Sign Travel Form
verifying meal purchase entitlement is correct OR
Meal Certification Form
Completed, attached, and signed with the Travel Request Form in lieu of signing the Travel Form and turned into the Accountant/ Bookkeeper
Gratuity tips (not to exceed 15%) on meals receipts are allowed for reimbursement.

44. Texas Sales and Use Tax Exemption
Some stores will require you to bring this form when making an in-store purchase

45. Field Trips/Transportation
Forms Required:
District or Campus Field Trip Request Form
Estimated Trip Cost
Funds need to be available in Budget
Charges can take days to post to account
An Overnight Trip Request form is required in advance if students will be traveling overnight for student activities

46. Field Trip Request Form
Form needs to be filled out and approved by Principal/Budget Manager
Once you have approval, enter the Field Trip into our new system: Infofinder LE
Contact Suzanne Cantrell ext for log-on ID
Form needs to be turned into Accountant/Bookkeeper

47. Campus Trip Estimated Cost Base Field trip fee of $20/per bus/per trip
In lieu of pre and post mileage to & from campuses & overtime for drivers
Mileage rate of $1.85 calculated from campus to campus
$17/hr driver rate
Estimated Trip Form
Use to avoid coming up short in your budget
Please submit form to the Accountant/Bookkeeper after requesting through Infofinder LE
Need to change the form say “Please submit form to your Bookkeeper/Accountant after requesting through Infofinder LE.”

48. Fuel Cards
When traveling in a district owned vehicle it is the Sponsor’s responsibility to plan ahead
Contact transportation for fuel cards that are available for gas purchases
Verify that the traveling route has the following approved fuel stations: Chevron and/or Texaco
As a safety net, encumber for gas on the travel reimbursement form under “Other Expenses” and specify this expense in the “Comments” section
Transportation ext. 8720
Contact your Accountant/Bookkeeper for assistance if needed.

49. Contracts A contract may be needed if
Your vendor will provide some type of service to the campus or your club/organization/department
The vendor is requiring a signature
This will require additional time and planning on your part. See your Accountant/Bookkeeper
EX: Judges/clinicians, professional development, fundraisers

50. Request for Transfer of Funds Form
Form is for Fund 461 or 865 account holders to move money from one group to another
If you are Fund 865, there is an additional form that goes with this (shown on next slide), since this is student money from a student ran group/organization
Can also be used when Purchasing from another Campus or Dept
Floral Design
Culinary
MOSAIC

52. Web2Print
Order print products such as posters, booklets, manuals, brochures, postcards, etc.
Select from a catalog of products or supply the documents you want printed
Customize products with a variety of printing and finishing options

53. Account Reports Elementary/Middle School High School
Monthly Report
High School
Quarterly Report
The reports will indicate your account balance(s) and charge code (account #)
Balances may not reflect P-Card and Trip costs
Sponsor signs off on report, turns into Accountant/Bookkeeper and they will get a copy for their records

54. We are here to help you!!