1. STUDENT ACTIVITY CHEER/DANCE TRAINING 2015-2016 presented by Activity Funds Office

2. Student Activity Funds Funds raised by student groups shall be used only for the benefit of the student club. Student Activity Funds are held in trust. We have a responsibility to safeguard their funds. 2

3. Unallowed Expenditures  Purchase of any gift for any person/employee or organization that includes the following:  Gift Certificates  Retirement Gifts  Flowers  Holiday Gifts  Food Gifts  Meals  Abuse of number of appreciation meals furnished to staff  Meals or expenses relating to a PTC/Booster Club  Daily snacks for faculty and staff  Items mentioned could be considered compensation by the IRS and therefore taxable. 3

4. Outstanding Invoices  All invoices must be paid in a timely manner; any invoices that will be paid off in a series of payments must be reviewed by the bookkeeper and approved by the Principal.  Receptions  Uniforms  Field Trips  All invoices should be received by campus bookkeeper and not the teacher/sponsor. 4

5. Deposits  Funds must be counted by the sponsor prior to bringing the funds to the bookkeeper.  You must wait for a receipt! ! !  Review your receipt and sign if you are in agreement.  Deposits need to be made on a daily basis.  Temporary checks and post dated checks are not accepted.  Never use cash collected to make purchases.  Do not comingle your deposits.  Do not send students to deposit. 5

6. Money Collected  Use when collecting funds for field trips, pictures, uniforms, shirts, yearbooks, etc.  Signatures should always be collected with the exception of Pre-K through 2nd graders.  Form should be complete with all signatures and turned in at the time of deposit.  Total amount collected must equal to the Deposit Breakdown Form.  All funds collected must be documented and deposited on a daily basis. 6

7. Receiving of Funds  Use triplicate receipts  Original (first) copy goes to purchaser  Second goes to secretary/bookkeeper  Third is kept for your records.  Receipts turned in to bookkeeper should be in sequence.  Voided receipts need to be marked as “VOID” and the original needs to be turned in to the bookkeeper. 7

8. Professional Services Packet  When hiring a motivational speaker, choreographer, seamstress, DJ, and consultants, the following forms must be completed:  Submit at least four weeks in advance before services are rendered.  Checks will not be issued until packet has been approved  Vendor will be required to provide a receipt/invoice. 8 Request for Consultant Services Contract for Professional Services Certification of Criminal History Commercial General Liability Insurance W-9

9. Request for Consultant Services  Approval is required from the Principal and Fine Arts Director. 9

10. Contract For Professional Services  Two versions are available depending on the contract amount:  less than $5000  over $5000  Consultant must sign the contract after the Request for Services has been approved. 10

11. Certification of Criminal History  The vendor certifies that he/she has obtained a criminal history check including any of their employees who will have direct contact with students.  Criminal History report will be requested by Fine Arts Department. 11

12. W-9 Form  All vendors are required to submit a W-9 Form when payment is being issued by the District, even when a Contract Services Packet is not required. 12

13. Payments to District Employees for Services using SAF  This is considered Extra Duty Pay  Forms to submit for Payment:  NCS Approval Form – Authorized by Fine Arts & Human Resources  NCS Duty Pay Form  Issue a check payable to UISD for the amount of services agreed upon  Extra duty pay will be included in their payroll check 13

14. Texas Resale Certificate  Used when purchasing items that will be resold in fundraising events.  NOTICE: YOU WILL BE SIGNING 14

15. Texas Sales Tax Exemption  Purchase of school related items that will be used or consumed  It is a criminal offense to give a resale certificate or sales tax exemption for personal use 15

16. Accounting For Cheerleader Uniforms  Remember to always:  Obtain a written commitment for all orders  Collect Funds before activity commences  Include Sales Tax if uniform will be kept by the student  An option when buying uniforms is for the student and/or parent to contact vendor directly. 16

17. Online School Payment (OSP)  District Goal: 50% of all fundraisers should be available online for each campus in 2015-2016  Time saving: reduces school administration cash and check handling time  Convenient: items (field trips, yearbooks, etc.) can be created and uploaded quickly  Reliable: electronic payments allow money to be received more quickly and reliably  Saves Money: reduces the number of non-sufficient funds checks  Improves Communication: payment details will be communicated to parent and sponsor via email 17

18. Online School Payment (OSP) 18  The following must be available online:  Cheer/Dance uniforms  Star Cards  Field trips  Next Year Summer Camps  Campus Bookkeeper will assist you in setting up your online fundraisers

19. PTC/ Booster Clubs  PTC/Booster Clubs must:  submit financials on a monthly basis.  use their own Tax ID Number  If the Booster Club does not have a tax exempt number, they can donate the funds to the campus and the campus can make the necessary purchase from our accounts.  All donated fixed assets should be tagged in accordance with District procedures. 19

20. As per District local policy No district employee shall be an authorized check signer of a parent or booster organization without written approval of the superintendent and campus principal. Individuals authorized to sign checks should not be related to each other by marriage or any other relationship. Other additional information including new adopted policy procedures may be found in the Internal Audit web link PTC/ Booster Clubs (cont) 20

21.  If a person chooses to relinquish his/her duties as sponsor, all records must be submitted to the bookkeeper or Principal for safekeeping until another person resumes club sponsorship.  All transactions must be finalized by the exiting sponsor. Sponsor Exit Responsibilities 21

22. The manual, forms, and presentation are updated annually and can be found online at the Comptroller’s Office web link. http://hpwebserver2.uisd.net/departments/s tudent-support-services/business- finance/accounting Sponsor’s Manual: 22

23. Questions 23

24. Samuel D. Flores UISD Comptroller Phone: 956-473-6368 E-mail: sflores@uisd.net Felipe J. Jimenez Activity Funds Manager Phone: 956-473-6432 E-mail: fjimenez@uisd.net Mary Cavazos Accounting Assistant Phone: 956-473-6357 E-mail: mcavaz93@uisd.net Jose Manuel Garza Junior Accountant Phone: 956-473-6350 E-mail: joseg@uisd.net Contact Information 24 Leticia Longoria Activity Funds Bookkeeper, United High School Phone: 956-473-5636 E-mail: llongoria1@uisd.net Cynthia Hernandez Activity Funds Bookkeeper, United South High School Phone: 956-473-2326 E-mail: chernandez1@uisd.net Sandra Solis Activity Funds Bookkeeper, Alexander High School Phone: 956-473-5971 E-mail: sasolis@uisd.net Robert Portillo Activity Funds Bookkeeper, L.B. Johnson High School Phone: 956-473-5209 E-mail: rportillo@uisd.net