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1 Internal Accounts Procedures Manual

Introduction

Rev. 07/01/2015 1-1

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Introduction

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Introduction

Rev. 07/01/2015 1-3

Table of Contents

Chapter 1 Introduction

Chapter 2 Duties and Responsibilities

A. Internal Accounts Defined B. External Accounts Defined C. Principal’s Responsibilities D. Bookkeeper’s Responsibilities E. School Accounting Responsibilities

Chapter 3 Accounting System

A. Recordkeeping B. Internal Accounts Accounting System C. Account Dimensions

Chapter 4 Bank and Cash Accounts

A. Checking Accounts B. Petty Cash Funds C. Cash on Hand or Change Fund D. Investments E. Safe/Vault

Chapter 5 Receipts

A. School Receipt Book B. Monies Collected Form C. Bank Deposits D. School Age Child Care E. Media/Library F. Returned Checks

Chapter 6 Purchasing

A. Purchasing B. Competition Requirements & Thresholds C. Special Conditions for Internal Accounts D. Purchase of Gift Cards

Chapter 7 Disbursements

A. Disbursements B. Voided Checks C. Manual Checks D. Restricted Expenditures E. Payment for Services Paid from Internal Funds F. Internal Revenue Service Form 1099 G. Travel Reimbursements from Internal Account

Chapter 8 Acquisition or Disposition of Property

A. Definition of Property B. Acquisition of Property C. Disposition of Property

Chapter 9 Transfers and Adjustments

A. Transfers B. Adjustments


Introduction

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Chapter 10 Inventory

Chapter 11 Sales Tax

A. Taxable Purchases B. Exempt Purchases C. Taxable Sales D. Exempt Sales E. Sales and Use Tax Return F. Florida Department of Revenue Correspondence

Chapter 12 Fundraising Activities

A. General B. Prohibited Fundraising Activities C. Pre-Approval D. Final Accounting E. Fundraiser Control Sheet F. Filing Procedures

Chapter 13 Reports

A. Overview of Financial Reports B. Month-End Reports C. Monthly Bank Reconciliations D. Quarterly General Ledger Account Activity E. Annual Unclaimed Property F. Annual Year-End Financial Statements G. Cooperative Organizations Annual Report

Chapter 14 Beginning of Year

A. Procedures B. July Bank Reconciliation C. Beginning of Year Guidelines for School Staff

Chapter 15 Month-End Procedures

Chapter 16 Year-End Procedures

A. General B. Year-End Procedures C. Reporting to School Accounting D. Official Records

Chapter 17 Retention of Records

A. State Requirements B. District Requirements

Chapter 18 Audits

A. Requirements B. Audit Objectives

Chapter 19 Ticket Sales

A. General B. Acquisition of Tickets C. Ticket Control Sheet D. Report of Tickets Sold E. Season Passes and Sports Passes


Introduction

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Chapter 20 Athletics

A. Schedules of Athletic Events B. Game Contracts C. FHSAA Financial Reports D. Purchasing E. Other Athletic Expenditures F. Athletic Boosters G. Weekend Sporting Events

Chapter 21 Music and Bands

A. General B. Collection of Monies C. Expenditures D. Fund-Raising Activities E. Instrument and Uniform Rental

Chapter 22 Yearbooks

A. General B. Sales Tax C. Expenditures and Purchases D. Monies Collected E. Profit, Loss, and Transfers F. Final Accounting

Chapter 23 Promotion and Public Relations Funding

A. General Information B. Allowable Expenditures C. Annual Expenditure Limitations D. Public Relations Budget E. Special Considerations

Chapter 24 School Store

A. General B. Change Fund C. Monies Received D. Expenditures E. Sales Tax F. Transfers G. Inventory

Chapter 25 Principal Discretion

Chapter 26 Fees and Other Charges

A. Fees and Other Charges B. Applicability of Fees and Other Charges C. Ticket Sales and Sports Passes

Chapter 27 Grants


Introduction

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Appendix A1 Chart of Accounts

A2 Safe Accountability Log

A3 Safe Combination Changes Log

A4 Official Receipt Book Log

A5 Mail Receipts Log

A6 Monies Collected Form

A7 Returned Check Letter

A8 Purchase Order

A9 Property Purchase Form

A10 Object Code Quick Reference Guide

A11 Distribution Center Request (DCR-1)

A12 Property Loan Form

A13 ET’s Use Agreement Form

A14 School Inventory

A15 Music Program Rental Form

A16 Fundraiser Approval Form

A17 Fundraiser Reconciliation Form

A18 Fundraiser Control Sheet

A19 Outstanding Check Letter

A20 Cooperative Organization Annual Report

A21 Ticket Control Sheet

A22 Report of Tickets Sold Form

A23 Yearbook Reconciliation Form

A24 Fees and Pricing Guidelines

A25 Public Deposit Identification and Acknowledgement Form


Introduction

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Forward The procedures set forth in this manual are in compliance with adopted written rules governing the receipt and disbursement of all internal funds and the accounting property pursuant to Florida Statue 1001.453, F.S., State Board of Education Administrative Rules, and the School Board of Brevard County Policies.

Internal Accounts shall be accounted for on the same fiscal year basis as all other District funds and are considered unbudgeted public funds under the control and supervision of the District School Board. All funds

handled by District employees shall be included in and become part of Internal Accounts, and accounted for in the District level accounting system. An adequate system of internal controls must be maintained in order to safeguard the Internal Accounts.

School Internal Accounts shall be expended for the purpose for which they were collected and in accordance with the provisions of this manual. This handbook is a compilation and revision of previously established procedures. It shall supersede all previous publications governing the administration and distribution guidelines of School Internal Account Funds. It was revised to create a uniformed financial accounting and operational procedural system for the administration and distribution of School Internal Account Funds.


Duties and Responsibilities

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A. Internal Accounts Defined

Internal accounts are defined as all local funds derived by any public school from all activities or sources collected and expended to promote the education, general welfare, and morale of the students or to finance the “normal program of student activities not otherwise financed” [Florida State Board of Education Rules 6A – 1.085 [1]]. Examples included in internal accounts are summer program activities; funds derived from school athletic events; gifts and contributions made by music or athletic booster clubs, civic organizations, parent-teacher organizations, or commercial agencies; and all other similar monies, properties or benefits.

In addition to funds directly relating to student or general school activities, certain monies may be held in trust for organizations or departments or for various specified purposes. All funds handled by the school are governed by the policies and procedures set forth in this manual and in the Brevard County School Board Bylaws, Rules & Policies.

The following circumstances would require deposit of all receipts in the internal accounts and preclude any other treatment:

(1) “All funds collected within the school for any purpose shall be deposited with the Principal together with such substantiating records as may be required.” [School Board Policy 6610(B)]

(2) All activities of any sort which involve a School Board employee in his/her capacity as an employee, in the handling or custody of monies or merchandise for resale.

(3) All activities of school recognized student groups.

(4) All activities that are considered as “extra-class” activities or an extension of the school program; e.g., all sports, performances by bands, orchestra, chorus, drama or other curriculum groups that are trained and directed by regular School Board employees as part of their employment assignment. All business transactions allied to these events such as programs and concessions, are also considered school activities if conducted by School Board employees or students.

(5) All merchandising activities where the merchandise is purchased by, or in the name of the school, shipped to the school or to a school employee, or comes at any time into the direct custody of a School Board employee on school property.

All monies or other assets belonging to the school, or for which the school is responsible, must be reflected in the student activity fund record. Savings accounts, certificates of deposits, earned interest, etc. must be included, regardless of when acquired. Schools may contact School Accounting for proper handling of these transactions, if further assistance is needed.

B. External Accounts Defined

A cooperative activity is one in which the school participates with outside groups such as the Parent Teacher Association (PTA) or booster clubs through planning, staging or conducting school-related activities. Such activities may be held on or off the school grounds and will usually take the form of fundraising events such as carnivals, paid entertainment or food sales. [Red Book Chapter 8 Section III Subpart 4.3]

The following are some examples of activities that might be properly construed and conducted as external fund activities when publicly announced as being for the benefit of the outside organization:



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(1) Carnivals, barbecues, dinners and similar activities conducted entirely by the outside organization.

(2) Benefit shows or performances by non-school groups, such as college or professional music and drama groups, when arrangements are made by the outside organization.

(3) Merchandising services, such as candy sales, etc. handled by Cooperative Organization, when the Cooperative Organization orders all merchandise in its name, completely mans the sales activity, and handles the receipts and disbursements of monies.

(4) Sales, when approved by the Principal, of any merchandise by outside parent or civic groups.

(5) Concession sales at athletic events by booster parents

The above types of activities do not preclude participation of a District employee, as long as he/she does not act as an agent or is in pursuit of his/her responsibilities for the District School Board.

The sales tax exempt number of the District may not be used by any outside parent group or organization. Such groups should secure their own tax exemption number.

The monies arising from activities or projects conducted or sponsored by outside organizations, or for which such organizations are exclusively responsible, are monies of the organization and are not school monies, even though the activities may be held on school premises. These monies are, therefore, not subject to deposit or accountability as school monies; such funds are not internal funds, unless they are donated to the school for specific or general purposes.

C. Principal’s Responsibilities

The Principal shall:

(1) Be held accountable for the collection and purchase commitments of Internal Accounts funds and the control of all cash on hand.

(2) Use a uniform system of accounting as directed by the Superintendent.

(3) Submit monthly and annual reports as prescribed by School Board procedure.

(4) Be directly responsible for the conduct of student financial internal and external funds in accordance with the current policies, rules, and procedures of the District. [School Board Policy 6610(A)]

D. Bookkeeper’s Responsibilities

The Bookkeeper shall:

(1) Be responsible for all Internal Accounts under the direction of the Principal.

(2) Maintain records and follow procedures as adopted by the District.

(3) Assist Principal with maintaining proper internal controls and segregation of duties.



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The Bookkeeper shall not, under any circumstances, be the initial collector of any funds. Since the bookkeepers’ duties include bank deposits, posting monies collected in the accounting system and bank reconciliation, there is not an appropriate level of segregation of duties if they are also the initial collector of monies.

E. School Accounting’s Responsibilities

School Accounting shall:

(1) Review and update procedures to ensure compliance with all applicable rules, regulations, statutes, and policies concerning Internal Accounts.

(2) Recommend accounting procedures, forms, and process improvements.

(3) Provide training to new and existing Bookkeepers and Principals on proper Internal Accounts procedures.

(4) Provide technical support on policies, regulations, accounting practices, accounting practices, and statutory changes.

(5) Monitor internal accounts activity and if there are discrepancies elevate information to appropriate District staff.

(6) Support schools with preparing for annual internal audit.

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Accounting System

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A. Recordkeeping

The District maintains only one set of records in its accounting system as the approved program for Internal Accounts, as established by the District School Board in compliance with Florida Law.

Dual records are not permissible. This provision is not intended to prohibit schools from supplementing information by means of automated spreadsheets or word processing applications.

All monthly reports, supporting documentation and other Internal Account records should be kept in a secure area by the bookkeeper. All files, as well as keys to file cabinets, storage rooms, etc., should be kept at the school at all times.

B. Internal Accounts Accounting System

The accounting system affords a great deal of flexibility in maintaining records and provides excellent reporting and safeguards. The District offers automated spreadsheet, word processing, and other software programs that can be valuable tools for maintaining Internal Accounts records.

The District’s centralized accounting system.

(1) Backup of Data

The District will be responsible for backing up all Internal Accounts data.

Purchase Order and Check folders are backed up by the District. School Accounting may be contacted for copies of purchase orders no longer found in the network school folder.

(2) CrossPointe Accounting Software

CrossPointe Accounting Software is currently being utilized at all locations. This accounting software is the approved program for use in all locations that handle Internal Accounts.

All locations shall utilize this software for the official accounting records. The system is designed to afford consistent and adequate record keeping. Each location is responsible for recording entries as frequently as possible, but not less than weekly.

School Accounting shall assist each school as needed in resolving any software problem that may be encountered.

(3) Descriptions

All entries into the computerized accounting system shall contain the best description possible. There may be some space limitations; therefore, clear abbreviations are permissible.


Accounting System

Rev. 07/01/2015 3-2

Vendor Coding

The computerized accounting system provides a wealth of information about transactions within Internal Accounts. The system, in part, is dependent upon proper utilization of vendor codes. Proper use of vendor number provides:

(a) Ease of data entry when updating and posting disbursements.

(b) Streamlining of the search process when investigating invoice status.

(c) A permanent record (e.g., total payments for the current and prior fiscal and calendar year, check number, date, and amount of last payment) exclusively for each vendor.

The completed Vendor Application Form to establish a new vendor number or update an existing vendor number is required and should be forwarded to purchasing. A completed Form W-9 Request for Taxpayer Identification Number and Certification should be obtained from the vendor and is required to be sent to Purchasing. Taxpayer Identification Numbers (TIN) and Vendor Type or Type of Entity should be entered in the vendor application form when requesting a new vendor number.

A vendor number shall be established for all vendors by Purchasing.

C. Account Dimensions

Internal Accounts are classified by Dimensions.

(1) Dimension 1 - Fund

The fund for Internal Accounts is always 800 and is standard for all locations.

(2) Dimension 2 – General Ledger

General Ledger accounts are standardized for the District. Schools that need to utilize a new cash account number must contact School Accounting. Schools are not permitted to assign cash account numbers without the consent of School Accounting. Standard cash accounts currently are as follows:

1112 – Petty Cash 1113 – Change Fund 1114 – Savings Account 1115 – Money Market 1116 – Certificate of Deposit 1119 – Checking Account 1130 – Returned Checks

(3) Dimension 3 – Cost Center

The cost center is always the School number.

(4) Dimension 4 – Project

1) Project Numbers

The District has established a standard chart of accounts to be used to record Internal Accounts transactions. Prior approval should be obtained from School Accounting to utilize a new account included on the standard chart of accounts. This request for approval should be submitted in writing or by e-mail. A copy of the response from School Accounting should be retained to document the authority and purpose of the new account number.


Accounting System

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Reference Appendix A1 for standardized chart of accounts. The bookkeeper is responsible for periodically reviewing the school’s chart of accounts from the CrossPointe Accounting Software to ensure compliance.

2) Project Names

The project names were established by the District and may not be renamed. The only exceptions are projects titled “Other”. Care should be taken to title the “Other” projects with the most meaningful name. The “Other” projects must be requested and approved for use or closure by School Accounting in writing or by email.

School Accounting should be contacted if there is a question regarding project

codes.

(a) Athletics (Project Code 1)

Athletic accounts are to be utilized for all transactions involving athletic functions. Specific athletic clubs may be classified as athletics, rather than the alternative classification of clubs. Gate receipts are to be recorded to the specific athletic account for which the funds were collected.

(b) Music (Project Code 2)

Music accounts are to be utilized for band or choral activities, music class functions, uniform maintenance, and instruments.

(c) Classes (Project Code 3)

Class accounts are to be utilized for transactions involving a particular grade class of students such as the senior, junior, sophomore, freshman, 6th grade, and 4th grade.

(d) Clubs (Project Code 4)

Club accounts are utilized for activities that support a particular group of students with a common interest.

(e) Departments (Project Code 5)

Department accounts are utilized for transactions that support a particular department.

(f) Trust (Project Code 6)

Trust accounts are specific in nature. A trust relationship exists when funds are restricted in nature. The donor or person providing the funds has restricted the use of the money or it was collected for a designated purpose. Each location must identify all trusts. There should never be a miscellaneous trust since all money is identifiable for a particular purpose. GSF accounts listed as Trusts are utilized for transactions that are part of the general operations of the school, such as drivers’ education fees, fee summer programs and paid bus transportation. Childcare programs primarily funded by the District and activity for lost or damaged textbooks, vandalism or dual enrollment are also included in this fund type.


Accounting System

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(g) General (Project Code 7)

General accounts are typically accounts that directly benefit all students. This section also includes other accounts that do not fit into any of the other areas. Advertising, Donations – Unrestricted, and Vending machine accounts have been considered general accounts, although these accounts may not directly benefit students. With the exception of these accounts, all other accounts classified as General must benefit students.

(5) Dimension 5 – Function

Revenue is the process of collecting money taken in that is recorded on receipts and deposited intact with a depository.

See Appendix A1 of the CrossPointe User’s Manual for Internal Accounts.

(6) Dimension 6 – Object Codes

An expenditure is the decrease in net financial resources. For accounts kept on the bash basis, payments are termed “disbursements” or money paid out.

See Appendix A1 of the CrossPointe User’s Manual for Internal Accounts.


Bank and Cash Accounts

Rev. 07/01/2015 4-1

A. Checking Accounts

(1) Establishing

Each school may have only one properly authorized Internal Accounts Checking Account that shall be entitled “(School Name) Internal Accounts, School Board of Brevard County”, or alternative which clearly identifies the school and school district. A written request should be made to establish an account at a banking institution. The written request should be sent from the Principal to the Director of Accounting Services on school letterhead. Once account is established a completed Public Deposit Identification and Acknowledgement Form (Appendix A25) must be sent to School Accounting.

(a) This account title must be imprinted on all internal accounts checks and deposit slips.

(b) Depositories in which internal accounts are kept must be qualified public depositories.

All monies received by the school will be deposited intact into this account and all disbursements will be made by checks drawn on this account.

Note: Savings and investment accounts shall be titled in the same manner.

(2) Authorized Check Signers

(a) All accounts shall have a minimum of two signatures required for all transactions.

(b) The following positions at the school are considered authorized check signers: Principal, Bookkeeper, Assistant Principal or Secretary. Principal must be listed as one of the authorized signers with the bank. Any exceptions or additions to this procedure should be approved in writing by School Accounting.

(c) Only original blue ink signatures can be used to authorize a check. Electronic signatures or signature stamps are not permitted to be used for authorization.

(3) Changes in Bank

A written request should be made for a voluntary change in banking institution (not resulting from a bank merger or sale). The written request should be sent from the Principal to the Director of Accounting Services on school letterhead and should include the type of change(s) desired as well as the reason for the requested change. An order for new checks and/or other documents should not be placed until written approval is received. Once account is established a completed Public Deposit Identification and Acknowledgement Form (Appendix A25) must be sent to School Accounting.

(4) Changes in Check Signers

In the event that a change in one or more of the authorized check signers is necessitated – either due to separation of employment or change in schools – a new signature card must be filed with the financial institution(s) within two (2) business days of that event.



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(5) Reconciliation

A reconciliation of the checking account shall be performed monthly. It is recommended that the reconciliation be completed within two (2) business days of receipt of the bank statement, but no later than 5 (five) business days. In the event that the bookkeeper is unable to complete the reconciliation within that time frame, School Accounting should be contacted. The Principal should open and sign the bank statements for review of disbursements. Cancelled checks, either originals or copies from the bank, shall be maintained by the bookkeeper.

(6) Old Unused Checks

When changing banks or types of checks, there is often a supply of old unused checks remaining. For any unused checks that are no longer in use, please prepare a memo for your files detailing the date, beginning and ending check numbers and the reason why they are no longer going to be used. This is to be signed by the bookkeeper and Principal and a copy sent to School Accounting. As soon as possible, please shred the aforementioned checks with both Bookkeeper and Principal present. These checks should not be forwarded in the District Mail System.

(7) Online Bank Access

When online banking is available, the online activity should be limited to review only. The Principal and the Bookkeeper shall be the only authorized staff with access to the account. No online payments are permitted.

B. Petty Cash Funds

Schools may establish petty cash funds not to exceed $300.00 for making expenditures for certain low cost items and services. The School Board must approve each fund and the job title of the person having primary responsibility for monitoring these funds. Individual purchases from these funds shall not exceed $25.00 without the approval of the Superintendent or his designee.

The petty cash fund shall be the responsibility of the Principal or other person designated as the custodian (see above) and shall be retained in a locked box in a secure locked location.

Petty cash funds on hand must always match the ending balance on the Principal’s Report.

Petty cash shall not be used as a means to by-pass or circumvent the use of check requisitions, purchase orders or other financial controls. No checks are to be cashed with petty cash funds, nor is it to be used as a change fund.

Sales tax paid on invoices paid through petty cash cannot be reimbursed. Any cash purchase by an individual in the name of the school is still taxable.

(1) Establishing Petty Cash Funds

Upon approval of the School Board and an approved Check Requisition, the bookkeeper shall proceed with creating the petty cash fund in the accounting system:

Create a Direct Pay vendor invoice payable to the bookkeeper with the suffix “Petty Cash Custodian.” Charge the invoice to the petty cash General Ledger, #1112.

Refer to Chapter 6 of the CrossPointe User’s Manual for Internal Accounts



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(2) Replenishing Petty Cash Funds

Petty cash funds should be replenished periodically, but no less than annually, and appropriate expenditures recorded.

For internal accounts expenditures disbursed through petty cash, create a Direct Pay vendor invoice payable to the bookkeeper with the suffix “Petty Cash Custodian.” The invoice should be charged to the appropriate project(s), as these petty cash expenditures fall within the scope of internal accounts expenditures.

For District funds disbursed through petty cash, a separate District purchase order must be prepared to request reimbursement from the District office, in accordance with the District.

Receipts totaling the amount of the petty cash reimbursement must be attached and retained as supporting documentation for the expenditure(s).


(3) Redeposit of Petty Cash Funds

When or if the petty cash is no longer needed; the petty cash should, at that time, be “re-deposited.” The bookkeeper must substantiate the deposit with a completed Monies Collected Form.


C. Cash on Hand or Change Fund

Cash on hand, also known as change fund, may be established at the discretion of the Principal for purposes such as school store and athletic events.

The dollar limits of the cash on hand or change fund shall be set at a reasonable level for each event. Adequate safeguards shall be placed over the cash at all times, e.g. cash shall be held in a lock-type change box in a secure locked location.

Change fund on hand must always match the ending balance on the Principal’s Report.

(1) Establishing a Change Fund

The requestor will submit a check requisition to the Principal. Upon approval and signature of the Principal, the bookkeeper shall proceed with creating the change fund in the system:

To set up a change fund, create a Direct Pay vendor invoice payable to the bookkeeper with the suffix “Change Fund Cashier.” Charge the invoice to the change fund General Ledger, #1113. Refer to Chapter 6 of the CrossPointe User’s Manual for Internal Accounts

(2) Closing a Change Fund

When the change fund is no longer needed or if funds are to be idle for a prolonged period of time (such as 6 months or during the summer months), the funds shall be deposited back to the checking account to afford maximum safeguarding.

Remember that this receipt will be for the amount of the change fund only. The Bookkeeper must substantiate the deposit with a completed Monies Collected Form. The Bookkeeper is not to fill out the Monies Collected Form. To close out a change fund, enter a receipt/deposit with a ledger action of “G”.




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D. Investments

Cash in the Internal Accounts checking account in excess of immediate needs shall be invested with qualified depositories for the purpose of making a profit, as required by Florida Statutes.

“Immediate need,” for this purpose, shall be defined as one and one-half times the average monthly disbursements over a twelve-month period of time.

(1) Investing Idle Funds

This investment policy applies to all internal accounts held by the schools within the District.

The Principal will be responsible for making investment decisions. The priorities in management of the investment portfolio shall be safety of principle, liquidity and return on investments. It is not the intent of the District to invest in securities for speculative purposes.

The schools must adopt the District’s Investment Policy. Guidelines can be provided if needed. The District’s policy states that “employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions.” This conflict of interest policy applies to the investment of internal accounts and should be strictly adhered to.

(a) Authorized investments include:

Savings and money market accounts in any qualified public depository

Certificates of deposit in any qualified public depository

Negotiable direct obligations of the United States Government at prevailing market price for such securities and should only be administered via Accounting Services

The individual schools are encouraged to participate in any investment opportunities offered by the District.

(b) Prohibited investments include:

Investments held at credit unions or non-qualified depositories

Repurchase agreements

Public or privately-held stock or other ownership interest

Contact School Accounting for information and assistance on the investment of funds and a listing of qualified public depositories.

(2) Recording Investment Purchases

The purchase of investments represents a shift of funds between two cash accounts. To record an investment purchase within the same bank:

(a) Process an adjustment #25 – Transfer to Investment. Charge the applicable investment cash account. Refer to Sction 3C(2) for assistance in setting up the proper cash account number and Chapter 9 of the CrossPointe User’s Manual for Internal Accounts.



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To record an investment purchase at a different bank:

(b) Create a Direct Pay vendor invoice payable to the financial institution with which the investment will be held. Charge the invoice to the applicable investment cash account. Refer to Section 3C(2) for assistance in setting up the proper cash account number and Chapter 6 of the CrossPointe User’s Manual for Internal Accounts.

Note: This transaction does not reduce the individual project account balances belonging to clubs, organizations, or students.

At all times, the total of the school’s internal cash accounts will equal the total of the individual project account balances.

(3) Recording Investment Income

The financial institution shall be required to provide a statement of investment income earned on no less than a quarterly basis for savings accounts, money market accounts and for certificates of deposit. If the financial institution does not provide a statement of investment income, it is the bookkeeper’s responsibility to contact the bank on a quarterly basis, at a minimum, to obtain the investment income (interest) amount.

Investment income earned on the overall investment of excess funds shall be credited to the General Project (707010). Funds invested for an individual account, such as yearbook or Senior Class shall be credited to that specific account.

To record investment income, enter the transaction as an adjustment.


(4) Withdrawal from Investments

Invested money is not additional funds. The money invested has already been recorded on the books and is included within the fund balances of the individual accounts. Therefore, withdrawing money from an investment account does not provide new cash to spend.

(a) Money is withdrawn from investments for purposes of depositing into the checking account to assure that adequate cash is available to support checks to be written on the Internal Accounts checking account. Expenditures are not to be processed directly from an investment account.

(b) The withdrawal from an investment account represents only a shift between cash accounts. The investment withdrawal does not affect individual balances within the fund accounts belonging to clubs, organizations, or students.

(c) The receipt of investment funds in the Internal Accounts checking account is recorded based upon how the funds are transmitted.

(i) If a check is received from the investment account to be deposited into the Internal Accounts checking account, the deposit is entered as a transfer from investment. The Bookkeeper must substantiate the deposit with a completed Monies Collected Form.

(ii) If investment funds are transferred to the Internal Accounts checking account electronically, the transfer is entered as a transfer.




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E. Safe/Vault

Each school must have a safe/vault to secure cash and cash equivalents. Cash and cash equivalents include but are not limited to, petty cash, change fund, blank checks, returned (NSF) checks, and cash and checks for deposit.

The safe/vault should be located somewhere that is convenient for the bookkeeper to access. The safe/vault must have a combination and/or key that can be changed. It is the Principal’s responsibility to determine which staff members need access to the safe/vault. No school should have more than 5 staff members with access to the safe/vault. If a Principal believes that more than 5 staff members are required to have access, the Principal should contact School Accounting in writing for approval. A safe accountability log with the most current information listed is to be kept near the location of the safe. Listed on this log must be all staff members who currently have the combination and/or key to open the safe. See Appendix A2 for the Safe Accountability Log.

In the event that any of the staff members with access are terminated or their roles have changed and access is no longer needed the combination and keys must be changed. Any changes to the safe/vault must be documented on the Safe Combination Changes log. The most current version of this log is also to be kept near the location of the safe. See Appendix A3 for the Safe Combination Changes Log.


Receipts

Rev. 07/01/2015 5-1

A. School Receipt Book

The Financial and Program Cost Accounting and Report for Florida Schools “Red Book” states clearly that “District approved pre-numbered receipt forms shall be used as the means of recording cash received and as the basis for entries to the accounting records” [Chapter 8 Section III Subpart 1.4].

“Red Book” Chapter 8 , Section III – Standards, Practices and Procedures, Subpart 1.4 Cash Collections and Deposits, states “all money collected by the school must be substantiated by pre-numbered receipts, consecutively numbered class receipt records, reports of monies collected, pre-numbered tickets, reports of tickets issued and sold, or other auditable records.”

(1) The School Receipt Book is a pre-numbered, two-part receipt for all funds collected by a teacher/sponsor from each and every source. The school may, at their option, utilize a three-part receipt book. The pre-numbered receipts are the means of recording all monies received and providing support for entries on the Monies Collected Forms, as well as substantiating each bank deposit.

(a) District approved pre-numbered receipt forms must substantiate individual receipts of $10.00 or more for cash and/or checks.

(b) Individual receipts of less than $10.00 may be substantiated by class rosters, signature sheets, Monies Collected Forms, pre-numbered tickets, report of tickets issued and sold or other auditable records.

(2) School Receipt Books will be under the control of the Bookkeeper. The Bookkeeper will distribute a School Receipts Book to any teacher/sponsor responsible for collecting money from any source. Under NO circumstance should the bookkeeper be the initial collector of monies from any source. The teacher/sponsor responsible for collecting money will complete and distribute receipts. The Bookkeeper will maintain a log of the numbered receipt books and to whom the School Receipt Books are assigned. See Appendix A4 for the Official Receipt Book Log. At no time will a School Receipt Book be issued for use without tracking the book on the control log.

(3) The proper procedures for the School Receipt Books are:

(a) A cash receipt will be issued for all monies received of $10.00 or more, except as noted below:

(i) Fieldtrips – Fieldtrip receipts may be supported by a signature sheet (for grades 7 through 12) or a class roster (ONLY for grades K through 6). The teachers may list next to each student’s name the amount collected. If collections were made and submitted on a previous Monies Collected Form, the teacher should put the date of the collection next to the student name. The final class roster or signature sheet should list dates next to each student name that paid for the fieldtrip.

(ii) Fundraisers and Yearbooks – Receipts are not required for fundraisers or Yearbooks (with the exception of presales of yearbooks) since the monies received are already substantiated by a reconciliation form.

(iii) Funds Received by Mail – The School Secretary, Office Clerk or other designated person (other than the Bookkeeper) shall prepare a listing of monies received in the mail. See Appendix A5 for the Mail Receipts Log. A copy of this listing shall be retained as supporting documentation to the Monies Collected Form.


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(iv) School Age Child Care Program – Separate policies and procedures apply to cash receipts received through the School Age Child Care programs.

(v) Item sold – A receipt is not required for sales of items sold as long as an inventory record is kept of the items showing the amount purchased, sold and remaining.

(b) Receipts are to be used in numerical order and must be completed in ink. The receipt number must be included on the Monies Collected Form if a copy of the receipt is not attached.

(c) The two-part receipt form will be distributed as follows:

(i) The top white copy (original) of the receipt form will be given to the person remitting the money.

(ii) The pink (audit) copy will remain in the School Receipt Book.

(d) The three-part receipt will be distributed as follows:

(i) Same as (c) above.

(ii) Same as (c) above.

(iii) Attach the yellow copy of the receipt to the bookkeeper’s copy of the Monies Collected Form.

(e) Any voided receipts must have “Void” written across the receipt and all copies including the original must be retained in the School Receipt Book for audit purposes.

(f) Each day that money is collected, the teacher/sponsor will bring the Monies Collected Form, the funds collected and the School Receipt Book to the Bookkeeper. The third copy of the receipt should already be attached to the Monies Collected Form if using the three-part receipt.

(i) The Bookkeeper will verify the beginning and ending receipt numbers in the School Receipts Book. The total of the receipts must equal the total funds remitted on the Monies Collected Form. The bookkeeper will also verify that the receipt number is listed on the Monies Collected Form or a copy of the receipt is attached.

(ii) The Bookkeeper will mark – by initial and date – the audit copy of the last receipt included on the Monies Collected Form. This will provide the Bookkeeper with a visual cue of the beginning receipt number to be included in the next deposit.

(iii) The Bookkeeper will then count the funds being remitted and compare that total to the Monies Collected Form total. The cash remitted must match the cash listed on the Monies Collected Form and the checks remitted must match the checks listed on the Monies Collected Form. Any discrepancies will be addressed at that time between the Bookkeeper and the teacher/sponsor.

(iv) After the deposit has been reconciled, the Bookkeeper will sign and date the Monies Collected Form and give a copy of the Monies Collected Form to the teacher/sponsor. The teacher/sponsor must retain their copy of the Monies Collected Form in case a question should arise in the future.


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B. Monies Collected Form

The Monies Collected Form (Form FA-4-P) is the supporting document for the funds collected and must be filed in numerical sequence by the month. See Appendix A6 for a sample copy of the form. The actual form includes carbon copies. To obtain Monies Collected Forms please inquire with the Print Shop.

All monies collected for school sponsored activities are required to be deposited into the Internal Funds of the school.

(1) All monies collected must be documented on the Monies Collected Form and submitted to the Bookkeeper on the same day of collection including monies collected during the school day on Friday. Monies collected should not be held over the weekend. If extenuating circumstances exist and this practice is not feasible, the monies must be turned into the Bookkeeper no later than the next business day. Once received, the Bookkeeper will verify the count as indicated in Section 5A, sign and date the form, and return the yellow copy to the person responsible for the collection of the funds.

For event monies collected over the weekend, including Friday night, immediately after the event the funds must be secured in the night drop located at the school’s bank or, if one is not available or utilized, in the school safe. The bookkeeper should receive the funds, Monies Collected Form, and Report of Tickets Sold Form Monday morning. Once received, the bookkeeper will complete the Report of Tickets Sold Form as indicated in Chapter 19. He/she will then verify the money count against the Report of Tickets Sold Form, sign and date the Monies Collected Form, and return the yellow copy to the person responsible for reviewing the quarterly general ledger account activity for that event’s account.

(a) The number assigned to the Monies Collected Form will be a combination of the deposit number assigned by the computer and the MCF number entered when imputing the deposit information in the CrossPointe Accounting Software™. This number must be sequential and must be entered (in ink) on the original copy of the Monies Collected Form.

(b) Once collected, the monies may not be used to pay or reimburse for items needed or purchased. All monies collected must be turned into the Bookkeeper, intact, for proper receipting and depositing.

(c) Monies collected shall not be used to cash checks for school employees, nor make any type of loans.

(d) If monies have been collected from more than one sponsor, a separate Monies Collected Form shall be completed for each sponsor. The bookkeeper will number each Monies Collected Form separately.

(e) Checks received from Brevard School Foundation and District that would be deposited to multiple projects may be listed on one Monies Collected Form.

(2) The Monies Collected Form shall show:

(a) Computer deposit number.

(b) Actual date collected.

(c) Purpose for collection of funds.


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(d) Signature of the teacher/sponsor (or other District employee) responsible for collecting the money.

(e) Student name and the amount collected from each. (School Store sales, concessions or similar sources do not require that names be listed.)

Note: If the list of names becomes too lengthy, a class list or roster indicating amount paid by each student may be attached to the Monies Collected Form.

(f) Payment type, whether it is cash or check (including the check number).

(g) Total for deposit.

(3) The Bookkeeper will certify the date that the money was actually received and sign the form. The signature of the Bookkeeper indicates that the total for deposit is correct, the cash listed matches the cash remitted, and the checks listed matches the checks remitted, and that all of the required information is on the form. Any changes to the total amount of money to be deposited should be initialed by the bookkeeper and the person responsible for collecting the money.

C. Bank Deposits

All monies collected must be deposited intact into the bank as frequently as feasible as dictated by sound business practices. In any event, funds collected must be deposited within five (5) business days after receipt or within three (3) business days after receipt if funds exceed $200, excluding change and petty cash funds. [School Board Policy 6610(C)(1)]

(1) All checks received for deposit shall be endorsed with a restrictive endorsement of “For Deposit Only” and specify the account number.

(2) All deposits must equal the total amount collected and recorded in the Internal Accounts records of the school. Only one deposit slip is required for each deposit being made, which may include amounts from more than one Monies Collected Form.

(3) In the accounting program, when entering the information for each Monies Collected Form, the system will assign a “deposit number.” This number indicates the number of separate deposits that will be deposited into the bank. This field is system generated and may not be altered.

(4) The deposit date in the accounting program should reflect the date of deposit per the deposit slip and the date on the bank statement as stated earlier in this section.

(5) When depositing checks, the checks must be listed – by last name and amount – on the deposit slip. A calculator tape may be run and included with the deposit slip in lieu of listing the checks only if a copy of the checks is also retained with the deposit slip.

(6) The bank should validate and return the duplicate copy of the deposit slip to the bookkeeper. The bank must provide a receipt or confirmation slip that separates the cash total from the deposit total, the bookkeeper should request one every time a deposit is made. Both the duplicate copy of the deposit slip and the receipt or confirmation slip should be attached to the Monies Collected Forms associated with the deposit.

The Principal or designee shall be notified immediately of any errors in deposits and shall take appropriate action to make the necessary corrections.


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D. School Age Child Care

School Age Child Care Coordinators are provided with specific guidance from the District. The policies and procedures outlined in this section are consistent with this guidance.

(1) Receipt of Funds

(a) All payments are to be by check or money order. A lock box (or something similar) shall be provided to collect payments by check or money order. Cash is not to be accepted as payment by any child care staff. Cash payments may be accepted BY ANY OFFICE STAFF MEMBER OTHER THAN THE BOOKKEEPER for school age child care programs only for the following exceptions:

o Payment of a returned (NSF) check for child care services

o Payment for a drop in fee from a family who is not registered in the child care program and was sent to the child care program for not being picked up from school in a timely manner

o Cash payments collected by office staff member shall be deposited into the Internal Accounts GSF account for SACC and a check should be issued from the GSF account to SACC for those funds before end of year.

(b) During the period of collecting funds (generally 2:00 pm – 9:00 am), funds shall be held in a secure location. A depository safe installed in a location convenient to the childcare coordinator shall be used to secure funds collected until such time as the daily deposit is prepared and taken to the bank. Only the childcare coordinator and the Principal shall have access to the opening of this safe.

(2) Data Entry

(a) The childcare coordinator shall be responsible for the data entry of all payments after the morning dismissal of students to class on the 2nd and 3rd business day of each week and the last day of the week if needed. All funds collected since the last data entry shall be processed at this time.

(b) Each payment shall be posted to the child/family account. The check number shall be entered into the system as part of the payment record. Checks should be stamped on the back with the deposit endorsement.

(c) All payments for that day shall be receipted by a computer-generated receipt.

(d) A Deposit Tape report shall be generated by the software and agreed to the day’s receipts.

E. Media/Library

Receipt of Funds

All monies collected must be documented on a Monies Collected Form and submitted to the Bookkeeper by June 15th of the current fiscal year or when total funds received reach $10, whichever occurs first.


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F. Returned Checks

NSF checks or returned checks are those checks that have been deposited into the Internal Accounts checking account, but have been returned by the bank primarily due to non-sufficient funds or closed accounts. NSF checks should be recorded in general ledger #1130 with account #999999 through an adjustment #10 as soon as they are returned from the bank. (Please refer to Chapter 9 of the CrossPointe User’s Manual)

Returned checks are to be safeguarded as you would protect cash and secured in the school’s cash vault (safe). The bookkeeper must be able to produce the original returned item at the request of the Internal Accounts Auditors.

(1) A school may elect to establish a returned check fee policy. For each returned check, the fee charged by the school may not exceed $10.00 unless the bank imposes a returned check fee higher than $10.00. In such case the fee charged and collected by the school may only be high enough to equal the exact amount needed to recoup the fee imposed by the bank. For example, if the bank imposes a fee of $3.00, the fee charged and collected by the school may not exceed $10.00 on any one check. If the bank imposes a fee of $15.00, the fee charged and collected by the school may not exceed the $15.00 amount imposed by the bank.

When a school opts to collect a returned check fee, the difference between the amount collected and the amount charged by the financial institution will be income to the General Account (account #707010). If the bank does not impose a returned check fee and the school collects a fee, the entire fee collected by the school will be income to the General Account (account #707010).

(2) Returned checks that are being redeposited (or that have been replaced by cash or a new check) must be made on a separate deposit slip clearly indicating “Redeposit (or replacement) of NSF check.”

(3) The following are examples of the adjustments required for the recording of returned checks:

(a) EXAMPLE 1 - You receive notice of a $20.00 NSF check from John Q. Public and the bank has imposed a $5.00 service charge. Record the NSF check with an adjustment #10. The bank NSF fee is recorded with an adjustment #05. If the bank does not impose a fee then adjustment #05 would not be needed. The following adjustments should be made:


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Adjustment #10 - Recording NSF check:

Adjustment #05 – Service Charge – Checking (includes NSF fees)

(b) EXAMPLE 2 – Record the redeposit (or replacement) of Mr. Public’s check – including payment of the NSF fee. Process an adjustment #11 for repayment of the NSF check. A cash receipt would need to be processed for the repayment of the bank NSF fees. The following adjustment should be made:


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Adjustment #11 – Repayment of NSF Check:

Record payment of NSF Bank Fees:

(c) EXAMPLE 3 – Your school has established a $10.00 returned check fee, but your bank only charges $5.00. You receive a $20.00 returned check from John Q. Public. Record the returned check in the amount of $20 and the bank NSF fee in the amount of $5 as shown in EXAMPLE 1. Mr. Public replaces the $20.00 NSF check with a $30.00 check, which includes the $10.00 fee ($5 bank fee and $5 school fee). Record an adjustment #11 in the amount of $20 for the redeposit/replacement as shown in EXAMPLE 2. Record the bank fee as a cash receipt in the amount of $5 on the F609 panel


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with a ledger action of “X”. Record the school fee as a cash receipt on the F609 panel with a ledger action of “C”.

A separate deposit is prepared for the deposit of the $30.00 check, and the monies collected form should be prepared as follows:

A Monies Collected Form is prepared to record the $10.00 ($30 replacement check - $20 returned check):

Note: Two system entries are required to record the $10.00 fee ($5 bank fee and $5 school fee) refer to Chapter 3 of Crosspointe User Manual.

It should be noted that the $10.00 receipt and the $20.00 adjustment would need to be added together to match the $30.00 bank deposit when reconciling the checking account.

(d) EXAMPLE 4 – You receive a $20.00 returned check from John Q. Public and the bank has imposed a $5.00 service charge. Record the returned check and bank service charge as shown in EXAMPLE 1. You make three attempts to collect funds from Mr. Public; you have now determined the amount to be uncollectible. To write off the check as uncollectible, process an adjustment #20 in the amount of $20.


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Process an Adjustment #20 Write-Off NSF Check. This example assumes the check was originally deposited into classes (all grade levels) account #303010 for a fieldtrip:

Process an Adjustment #27 Reversal – Checking Service Charge:


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(4) At least three attempts must be made to try to collect on all returned checks. Records must be maintained on all correspondence or telephone communication with parties whose checks were returned. An attempt to collect can consist of either re-depositing the check, a telephone call, or correspondence by letter. See Appendix A7 for the Returned Check Letter template.

(5) Returned checks may be written-off after three failed attempts to collect. The write-off of returned checks must be approved by the Principal and recorded as an adjustment.

(6) The Bookkeeper is responsible for maintaining records substantiating the collection efforts of returned checks. The NSF spreadsheet should be updated, balanced, and submitted to School Accounting monthly if a balance exists in the 1130 Accounts Receivable account. At any given point in time, the Bookkeeper must be able to produce the actual returned check for any check included in the accounts receivable – NSF, #1130 account.

Note: In no event is a student to be held responsible for payment, collection, or notification of a returned check for fundraising activities.


Purchasing

Rev. 07/01/2015 6-1

This chapter is not inclusive of District Purchasing guidelines. Please refer to the Purchasing manual.

A. Purchasing

(1) General Policy

All schools and departments are required to follow District purchasing procedures. The policies of the District are set forth in School Board Policies 6320 and 6610(D), “Purchasing” and “Internal Accounts - Expenditures.”

(a) Internal Accounts must comply with the normal District purchasing rules, regulations, policies, and procedures.

(b) Insofar as is possible, purchases of the same or a similar nature to be used in more than one school should be combined and purchased only after approval of the District [Rule 6A-1.091, FAC].

(c) Unless otherwise stated in a contract signed by an authorized representative of the District, purchase orders follow normal payment terms of forty-five (45) days, per Chapter 218.74 of Florida Statutes.

(2) Purchase Orders

A School Internal Accounts Purchase Order is required for any Internal Accounts purchase of materials in the amount of twenty-five dollars ($25.00) or greater. However, the Principal may require that purchase orders be completed for all purchases of materials in order to maintain good control over purchasing obligations.

No purchases or obligations of funds should be made prior to the issuance of a district approved PO. All supporting documentation must be attached to the purchase order (i.e. invoice, receipt, check requisition, etc.).

The Principal must approve any invoices that are 20% or greater than the purchase order. This approval should be noted on the original purchase order by changing the amount and the Principal initialing the change. This rule does not apply to blanket PO’s since the “Not To Exceed” amount should never be exceeded. If payment must exceed the amount of the blanket PO, another requisition should be processed referencing the original PO.

Sometimes instances occur when an internal accounts purchase order is not needed prior to disbursing a check. In these instances, an invoice is created in the CrossPointe accounting software and a check is printed. Supporting documentation must be attached to the check stub (i.e. invoice, receipt, etc.)

Purchase orders are not needed for:

(a) District Bus Transportation

(b) Employee travel reimbursements (non-employee travel requires a PO)

(c) Filing and paying sales and use tax returns (create an adjustment)

(d) Funds sent to the District

(e) Funds sent to another school within SBBC

(f) Funds sent to a non SBBC school for athletic events & gate receipts

(g) Funds sent to the school cafeteria

(h) Funds sent to the Brevard Schools Foundation


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(i) Refunds (parents or students)

(j) Security guard services

Blanket (open) purchase orders can be created in CrossPointe, but must include an amount not to exceed less than $3,000, unless covered under Board approved bid. The blanket purchase order must be closed in CrossPointe when the “not to exceed” dollar amount has been met or it is no longer needed. Only purchase orders that are necessary should be on an open status in the accounting software. Blanket purchase orders may not be open longer than one fiscal year.

See Appendix A8 for a sample copy of the purchase order document.

B. Competition Requirements & Thresholds

Refer to the Purchasing Procedures Manual for Competition Requirements & Thresholds and Exceptions to Competition / Competitive Solicitations. Purchases of like commodities or contractual services shall not be divided / split so as to avoid / circumvent these monetary threshold requirements.

(1) Purchases Less Than or Equal To $3,000.00

Purchasing Services may require solicitation of written or verbal quotations for any procurement in an amount less than $3,000.00 at the discretion of the Purchasing Director or designee.

(a) The school may obtain informal quotes by documenting telephone calls, receiving faxes, or printing on-line quotes from at least three vendors. The informal quotes must be documented either on the face of the School Internal Accounts Purchase Order or included as an attachment.

(b) Informal quotes are suggested on all single or multiple items totaling $750.00 to $2,999.99. They are not necessary if the value of the procurement is less than $750.

(c) Or utilize existing solicitation, term contract, state contract, piggyback, sole source, or other exemption as specified herein. Additional approval requirements may be required for exemptions to competition.

(2) Purchases Greater Than $3,000.00 and Less Than $25,000.00

(a) A minimum of three (3) written quotes must be solicited.

(b) Or utilize existing solicitation, term contract, state contract, piggyback, sole source, or other exemption as specified herein. Additional approvals may be required for exemptions to competition.

(c) Quotes shall be awarded to the lowest, responsive, responsible vendor.

(d) Schools and Departments are encourage to utilize the Request for Quote Form, Quote Tabulation and Award Sheet (see appendix) or request assistance in obtaining quotes from the Office of Purchasing Services.

(e) Quotes shall be requested for like items and/or services.

(f) Fax or email responses are acceptable as a written response.

(g) A written “No Quote” is acceptable and may count as a solicited quote.


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(h) Screen prints from websites or advertisements do not constitute as a written quote.

(i) Copies of quotes must be received by the Office of Purchasing prior to approval of the requisition as they will become back up documentation to the Purchase Order.

(3) Purchases $25,000.00 or Greater

(a) Competitive Solicitations shall be utilized for the purchases of like commodities or contractual services which aggregate $25,000.00 or greater. Board approval of Competitive Solicitations is required.

(b) Or utilize existing solicitation, term contract, state contract, piggyback, sole source, or other exemption as specified herein. Board approval may be required for exemptions to competition, if not already obtained.

C. Special Conditions for Internal Accounts

(1) School Store, Concessions, and Fund-Raising Purchases

When purchasing items with Internal Funds, the requirement for requesting informal quotes, formal quotes, or bids will not apply provided that the following two conditions are met:

(a) Items are acquired for resale to students in the School Store, for resale in school-managed concession stands or purchased for fund-raising activities.

(b) The purchase amount is less than the School Board Policy threshold (currently $25,000).

(2) Trust Accounts

Internal Accounts held in trust for individuals such as purchases of class jewelry, yearbooks, cards and invitations, insignias, caps and gowns, etc., shall be exempt from the requirements for requesting informal quotes, formal quotes, or bids per State Board Rule 6A – 1.091.

D. Purchase of Gift Cards

Gift Cards should only be issued for the purposes of awards, scholarships, appreciation and contributions. Gift Cards should never be issued for payments of products, services or employee labor.

(1) Vendors – for appreciation of volunteer services only; amount not to exceed $50.

(2) Employees – awards and appreciation only. However, it is the employee’s responsibility to report gift cards received as income on their 1040 tax return.

Per IRS Publication 525 “if your employer gives you cash, a gift certificate, or a similar item that you can easily exchange for cash, you include the value of that gift as extra salary or wages regardless of the amount involved”.

(3) Students – awards and scholarships only.

(4) Contributions – to organizations or individuals; amount should not exceed the specific amount collected for that purpose.


Disbursements

Rev. 07/01/2015 7-1

A. Disbursements

Internal Accounts shall be expended for the purpose for which they were collected and in accordance with procedures established by the State Board of Education and accounting procedures as provided by the Brevard County School District.

Reimbursements from internal accounts should not be given to employees without first obtaining an approved purchase order or travel form prior to expenditure.

B. Voided

(1) Voided Checks

Checks will occasionally need to be voided – checks lost or damaged in transit or misplaced by the payee, errors in completion of the check, or checks damaged during printing. The accounting program has an automated void check feature to be utilized when voiding checks. (See Chapter 7 of the CrossPointe User’s Manual for Internal Accounts). Voiding a check in the accounting program adds back the amount of the check to the cash account and to the fund account, and removes the check information from the outstanding checklist. Voided checks must be marked “VOID” and the signature block removed.

(a) School Accounting should be contacted when a check needs to be voided and the following condition exists:

(i) The check was issued against a Blanket PO or a Normal PO that was closed in a previous fiscal year.

(2) Retention of Voided Checks

When a check must be voided, be sure to keep all voided checks on hand with the fiscal year’s records. Voided checks should be kept in numerical sequence with cancelled checks returned from the bank; or alternatively, if your bank does not return cancelled checks with the bank statement, voided checks should be kept (in numeric order) in a separate folder for easy accountability.

The only justifications for not having a check on hand are:

(a) When the payee lost the check.

(b) The check was lost in transit and cannot be accounted for.

In either of these instances, a note should be retained in the folder documenting what was done to ensure that the check had not cleared the bank, including the date that a stop payment, if applicable, was issued for the missing check.

C. Manual Checks

Under no circumstances should checks be pre-signed. Blank manual checks are prohibited from being used as a normal business practice. The use of manual checks should be limited to emergency situations only and requires advanced approval from School Accounting.

D. Electronic Payments

Any form of electronic payment transactions are prohibited from being processed. At this time only sales tax is authorized to be paid online through the Department of Revenue website.


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E. Restricted Expenditures

The following expenditures from Internal Accounts are deemed inappropriate and shall not be made except from funds collected for a specifically identified purpose:

(1) When budgetary funds are available, the purchase of equipment, supplies, forms, and postage for curricular or classroom use is not allowable from internal accounts funds. An exception will be made, due to the nature of the expenditure, to accommodate postage expenditures when reimbursement is claimed from budgetary funds. Revenue derived from vocational education production shops may be used for these purposes.

(2) Any other expenditure from Internal Accounts, where reimbursement is claimed from District budgetary funds, must be documented as an urgent purchase. This documentation must include full details and justification for circumventing District procedures. Any emergency purchase must comply with all bid and quote procedures of the District as set forth in School Board Rule 6320. Internal accounts should not be used to purchase items where District funds are available.

(3) Curricular related travel, professional, technical, or consultant services, or other items for which District budgetary funds are available. However, revenue derived from vocational education production shops may be used for these purposes.

(4) Articles for the personal use of any student, employee, or other person; except those items which are identifiable as being in recognition of service or promotion of school activities, and those items identified under Florida State Board of Education Rule 6A-1.043, Promotion and Public Relations Expenditures.

(5) Personal memberships or personal subscriptions. Accreditation or activities in association with a membership shall be subject to approval by the Superintendent.

(a) Basic membership fees for the Band or the National Honor Society or other clubs, which are required for the school’s participation, are allowable.

(6) Salaries or other compensation for duties or assignments that are the responsibility of the District.

(7) Loans, credit, or accommodation purchases.

(8) Repairs and maintenance of District equipment for which District budgetary funds are available. However, revenue derived from vocational education production shops and career and technical education courses may be used for these purposes.

(9) All expenditures for the purchase of buildings, remodeling, renovation, repairs, alteration to the facilities or attachment of permanent fixtures to the property shall require prior written approval of the Superintendent or designee.

(10) Generally, contributions to an outside party are not allowable. However, when funds are collected with the express purpose of making a contribution, contributions will be allowed provided that the monies collected for the contribution are held in a trust account by the school until disbursed.

(11) The purchase or acquisition and use of cellular telephones. Any unauthorized purchase or usage by an employee will be the responsibility of the employee.


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(12) Promissory notes, installment contracts, or lease purchase agreements shall not be executed from Internal Funds in the name of the school or any school organization, except as authorized by the District School Board.

(13) No school organization, club, or group of students shall make expenditures that exceed the cash resources available to the organization or group.

(14) No merchandise or services shall be sold or promoted by a non-school agency, in or through any school, or on school grounds, without written approval of the Principal. Written approval will be made on the basis of services to pupils or staff.

(15) The Superintendent may allow advertising in student publications according to the following guidelines:

(a) No advertisements may be obscene as to minors under Florida law or promote products or services that minors may not legally purchase.

(b) No advertisements may contain libelous material.

(c) No advertisements may be accepted which would tend to create a substantial disruption in the school environment.

(d) No advertisements shall criticize or promote the beliefs or symbols of any race, religion, gender, or ethnic group.

(e) Advertising is subject to School Board Rules.

If a question concerning expenditures arises, contact School Accounting for clarification.

F. Payment for Services Paid from Internal Funds

The method of payment for services performed by individuals will depend on the relationship that exists between the individuals and the school or District. The relationships are best described by the following three categories:

(1) Employee/Employer

An employee/employer relationship exists when an individual is engaged to perform a service that is under the control or supervision of the school or District. The school or District sets the time, the hours, the rate of pay, and is responsible for the function. These payments must be processed through the District’s Payroll and cannot be paid from Internal Accounts for any reason.

(2) Independent Contractors

An independent contractor is an individual or business that is hired to perform a service. This individual or business must be routinely engaged in providing similar services to other customers. The individuals or businesses have a level of expertise beyond that of an employee and do not provide services that are controlled or supervised by the school or District.

(a) Payments to a non-incorporated independent contractor must be processed as a 1099 Vendor utilizing the District approved CrossPointe accounting software system.

(b) Payments to incorporated independent contractors must be processed in the corporate name. Payments in the name of the individual are not permissible.


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(c) Employees cannot be independent contractors or consultants. All payments paid to employees must be reported on the employee’s annual W-2 wage statement and must be paid through District’s Payroll (see item #1).

(3) How to Process Compensation for Services

The following table reflects the various relationships and payment methods to be utilized when making payments for compensation for services from Internal Funds.

SERVICES EXAMPLES RELATIONSHIP HOW TO PAY

Athletic Event Personnel

Scorekeepers, ticket takers, ticket sellers, and clock operators, event manager

Employee/Employer These personnel must be employees of the District and all payments are to be processed through District Payroll.

Coaches for Camps

Coaches Employee/Employer These personnel payments are to be processed through District Payroll.

Extracurricular Security Services

Security Services performed by non-district staff

Incorporated Independent Contractor when paid to Sheriff’s Association or City Police Dept.

Non-incorporated Independent Contractor

Payment from Internal Funds will be made directly to the association or City Police Dept. The actual payments to the individuals are the responsibility of the association or dept.

Payments from Internal Funds paid directly to an individual will be paid as a 1099 Vendor.

Note: If this individual is also a

District employee, then this payment must be processed through District Payroll.

Game Officials Game Officials or Clock Operators assigned by the appropriate Official Organization.

Incorporated Independent Contractor when paid to the Official’s Association.

Non-incorporated Independent Contractor

Payment from Internal Funds will be made directly to the Official’s Association. The actual payments to the individuals are the responsibility of the Official’s Association. Payments from Internal Funds paid directly to an individual will be paid as a 1099 Vendor.

Note: If this individual is also a



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SERVICES EXAMPLES RELATIONSHIP HOW TO PAY

Disc Jockeys DJ services Incorporated Business

Individual or Non-Incorporated Business

Payment from Internal Fund must be made directly to the incorporated business name.

Payments from Internal Funds paid directly to an individual will be paid as a 1099 Vendor. Note: If this individual is also a


G. Internal Revenue Service Form 1099

The District’s Accounting Department has the responsibility for issuance of IRS Form 1099 tax statements for payments to non-corporate entities. This tax statement is required when the District has compensated any individual or non-corporate entity for services rendered which amount to $600.00 or more in a calendar year.

(1) This requires that all Internal Accounts payments to non-incorporated businesses for services rendered (e.g., disc jockeys, piano tuners, and performers) be paid as 1099 Vendors.

(a) The bookkeeper is responsible for obtaining a completed Form W-9 Request for Taxpayer Identification Number and Certification from each new vendor prior to payment.

(i) The original Form W-9 should be forwarded to the Purchasing Department with a New Vendor request form.

(ii) The District is responsible for retaining a copy of the Form W-9.

(b) The District Accounting Department will generate the proper tax reports based on this information.

(2) Failure to follow the above guidelines may result in the District being assessed penalties by the Internal Revenue Service. IRS regulations provide for substantial penalties for failure to comply with Form 1099 reporting requirements.

H. Travel Reimbursement from Internal Accounts

Travel expenditures may be paid from Internal Accounts, subject to restrictions outlined herein, and in District School Board policies and procedures. Such travel must be properly authorized and all claims must be adequately documented. Travel expenses must relate only to a student activity; administrative costs are not permissible.

(1) In-County Travel

Employees who regularly travel among various schools and other locations in the county to perform their official duties will be eligible for mileage reimbursement for travel expenditures, excluding commuting to and from their established work site.

(a) An In-County Travel Expense Report must be filed with the Bookkeeper.


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(b) Mileage will be reimbursed at the standard IRS mileage rate in effect when the travel occurs.

(2) Out-of-County Travel

Out-of-county and overnight travel expenses must comply with the District’s Procedures for Out-of-County Travel.

(a) An Out-of-County Leave and Travel Expense Report, supported by all pertinent receipts as indicated by District procedures, must be filed with the Bookkeeper.

(b) Airline reservations may be made through a travel agency, directly with airline, or group booking.

(i) Only coach-class tickets may be purchased for District-related travel.

(ii) Travelers may not restrict air travel to a specific airline; however, travelers will not be required to fly on small engine planes solely due to cost considerations.

(c) All automobile rentals must be made through the State-contracted vendor, Avis Car Rental. Please contact Accounting Services.

(i) All employees approved to rent cars for official business shall hold a valid driver’s license.

(ii) Each Traveler must complete the Avis Travel Order Request Form, sign the form, obtain approver’s signature, and send to Accounting Services for processing before a reservation is made.

(iii) For a single traveler, the District will only pay for the cost of a compact size vehicle; cost of upgrades will be borne by the traveler.

(iv) As the authorized driver of a rental car you are responsible for:

(1) Call Avis to make reservation, provides pickup and return time, inform Avis that he/she has an Avis Company Travel Order and provide the District’s Avis award number which is listed on the Avis Reservations Responsibilities/Rate Sheet.

(2) Providing the Avis Company Travel Order to the rental agency upon pick up.

(3) Ensure that the rate charged matches the rental rate highlighted on the Avis Reservation Responsibilities/Rate Sheet.

(4) Ensure no additional services listed as non-reimbursable by the District on the Avis Reservation are added.

(5) Noting condition and mileage of vehicle at the time of rental.

(6) Refueling the vehicle out-of-pocket prior to return of the vehicle.

(7) Noting mileage and condition of the vehicle at turn in.


Acquisition or Disposition of Property

Rev. 07/01/2015 8-1

A. Definition of Property

Florida State Statutes, Chapter 274, and School Board Rule 7300, provide the authority under which we must maintain our inventory records system. Non-consumable items with a capitalized value equal to or greater than the value defined in F.S. 274 and a normal life expectancy of one year or more must be placed on the District’s property records inventory. State law also requires that this property be inventoried no less than annually.

All capitalizable assets purchased from District Funds, from Internal Accounts, or donated to the District must be reported to the Accounting Services Department / Property Control Group in order that the item might be tagged and placed in the property records inventory. See Appendix A9 for the reporting format.

B. Acquisition of Property

(1) When purchasing property through budgetary funds, utilizing a School District Requisition or through internal funds, the purchase will be flagged for a property tag.

(a) A tag will be sent to your school or department to be placed on the property as directed under the District’s Property Records Guidelines.

(b) Care must be taken to provide the correct object code when making a property purchase.

See Appendix A10 for the Object Code Quick Reference Guide. This guide will help you identify the correct object code for specific items. If the correct code is not used, the Accounting Services Department / Property Control Group may not detect the need for a tag to be issued. It is the school’s responsibility to assign one of the following object codes:

Object Code Description

621 / 622 Audio-Visual materials

641 / 642 Furniture, fixtures & equipment

643 / 644 Computer hardware

651 School buses

652 Other vehicles

691 / 692

693 / 694

Computer software

Software license fees

(c) The following information must be provided to the Accounting Services Department / Property Control Group to ensure proper property identification:

Date of receipt Serial number, if applicable Model number Property location, including room number, if applicable Any other detail that would assist in the proper identification and

tracking of the property in the District’s property record system.



Rev. 07/01/2015 8-2

If this information is not included with the original paperwork, the Accounting Services Department / Property Control Group will request this information from you at the time the tag is sent to your school or department.

(d) When purchasing computer upgrades and/or additional memory for existing computers, you must identify the computer that is enhanced by these upgrades. These items increase the value of the computer in which they are placed and must be tracked with the upgraded system.

(e) All schools and departments are required to implement a system to identify and track the location of all software purchased.

(2) When property is acquired by donation, the:

(a) Tangible personal property acquired by donation, as defined in Chapter 274.01 of the Florida Statutes, becomes the property of the District and is subject to procedures for property control.

(b) A completed Property Donation form is required to be generated when items that meet the criteria for fixed assets are purchased or received as a donation.

(c) The original form is forwarded to the Accounting Services Department / Property Control Group. A copy of this form should be retained at the school acquiring the item.

C. Disposition of Property

(1) Equipment Trade In

The District must provide approval before any tagged and capitalized property may be considered surplus property. This approval requirement also applies to the trade-in of tagged and capitalized property. Prior to trading in any property, the procedures below must be followed:

(a) Send a memorandum to the Director of Warehousing, listing the property record numbers and types of equipment to be traded in, including the amount to be provided for the trade in.

(b) If approval is given, the item will be presented to the Board for approval of disposition via trade in.

(c) Following approval by the Board, written notification will be sent from the Director of Warehousing.

(d) Property tags must be removed and sent to the Director of Warehousing, under whom Property Surplus operates. If the property has been tagged using the new bar code tags, a special tag will be provided by the Property Surplus Department to affix over the bar code tag.

(2) Transfer or Movement of Property within District

An electronic asset transfer is required to be completed by both the sending and receiving sites for all tagged property to document the movement of property within the District. It is recommended that a Distribution Center Request (DCR-1) form be used to document the movement of untagged items as a matter of good business practice. See Appendix A11 for a sample of the Distribution Center Request (DCR-1) form.



Rev. 07/01/2015 8-3

An electronic asset transfer for tagged items or a DCR-1 for non-tagged items must be completed for any of the following:

(a) Property sent to the warehouse complex for surplus

(b) Requests for property to be transferred from one site to another permanently.

(c) Property sent to another site to be stored

(d) Special requests such as in-house furniture moves, tables for Science Fairs, chairs for graduation, and the pick-up of obsolete textbooks

(3) Theft and Property Damage

Schools and departments should report any theft, property damage or vandalism to law enforcement, obtain a case number, complete an incident report, and turn in the documentation to the Office of District and School Security and a copy to the Accounting Services Department / Property Control Group. The asset number and/or serial number of any tagged assets involved in the incident should be included in the law enforcement and District reports. The property custodian’s signature must be included in the law enforcement and District reports. After receiving copies of the reports, Accounting Services Department / Property Control personnel will then list these items as stolen on the school’s or department’s property inventory.

(4) Equipment Out on Loan or Out for Repair

(a) A signed form to indicate who has the equipment and to provide information as to the current location should properly document equipment and other items borrowed from the District by employees, students and/or others.

(b) A sample form is included in this manual and a form should be developed on the letterhead of the school or department from which the equipment is loaned. This form serves as written documentation before equipment is removed from District property. A file of these forms should be maintained and be available for audit at any time. See Appendix A12 for the Property Loan Form template.

When lending out mobile computing devices Educational Technology’s Use Agreement Form may be used instead of the Property Loan Form. See Appendix A13 for ET’s Use Agreement Form.

(c) When items are out for repair, schools or departments should keep written documentation of date released for repair and to whom, along with the description and property number on it.

(5) Obsolete Property

When a Principal or Director determines an item is either obsolete or of no value, the school shall proceed to transfer the property to the warehouse complex for surplus or some other site for storage.

(a) The property is transferred through the use of an electronic asset transfer (for tagged property) or a DCR-1 form (for untagged property).

(b) The school or department should not dispose of the property without proper authorization. The property disposition must be approved by the District School Board prior to disposition of the property.

For specific questions pertaining to property acquisition and control, contact the Accounting Services Department / Property Control Group.


Transfers and Adjustments

Rev. 07/01/2015 9-1

A. Transfers

Transfers are generally a movement of money at the Principal’s discretion and are not used to correct cash receipt or cash disbursement transactions. Adjustments are generally utilized when recording interest income, handling NSF checks, recording bank service charges, and correcting cash receipt and disbursement transactions.

(1) Transfers

Occasionally, a situation will require that funds from one account be transferred to another account. A transfer is used for moving monies from one account to another when in-house transactions take place. This type of transaction needs to be distinguished differently from a receipt or a disbursement. Moving funds from one account to another increases the balance in one account for the amount of the transfer while decreasing the balance in the other account for the same amount.

Note: The increase/decrease to the fund account is not via a receipt or disbursement. Also, transfers can only be transacted from cash accounts to cash accounts (Dimension 2 – General Ledger – 111X) or from account to account.

(a) The information pertaining to all transfers must be entered on an Internal Accounts Adjustment/Transfer Approval Form. The Principal must approve all transfers by signing the adjustment/transfer approval form prior to processing the transfer.

(b) To correct an error made on a previously posted transfer, a correcting transfer must be transacted. Adjustments are never used to correct a mis-posted transfer.

(c) Create a folder for the Internal Accounts Adjustment/Transfer Approval forms and file numerically.

(d) Supporting documentation pertaining to the reason for the transfer must be attached to the transfer form.

(2) General Account Transfers

General accounts should benefit all students directly. Usually, transfers should not be made from General accounts to other fund type accounts. There may be extenuating circumstances where a transfer is required. In these instances, School Accounting should be contacted for approval prior to processing the transfer.

(3) Trust Account Transfers

Transfers are not allowed into and out of Trust accounts. These funds are restricted in nature and are intended for a specific purpose. If there are extenuating circumstances where a transfer is required, School Accounting should be contacted for approval. Otherwise, transfers should not occur from Trust accounts.

(4) Class Account Transfers

Class or club accounts should be reviewed for inactive accounts, i.e. idle for at least six (6) months. If a class or club account is determined to be idle or no longer needed or if the class or club is disbanded, the remaining funds should be transferred to a General account or to such account identified by the officers of the class or club prior to dissolution.



Rev. 07/01/2015 9-2

(5) Senior Class (12th grade)

If funds are remaining in the Senior Class or 12th grade account at the end of the school year, the Senior Class officers may determine the disposition of those funds. This decision should be clearly stated and documented in the minutes of the meeting and this written documentation should be attached as support for the Transfer Voucher form. In lieu of documented authority to transfer the funds, any remaining funds at the end of the school year will remain in the 12th grade account for the next Senior Class.

B. Adjustments

Adjustments are generally used when prior transactions need to be corrected. Do not use transfers to accomplish this task. Each adjustment created must be associated with either receipts (increases) or disbursements (decreases).

An adjustment is utilized for:

Recording Checking or Investment Interest Income.

Recording NSF Checks or Redeposit of NSF Checks.

Recording of Bank Service Charges.

Recording Bank Direct Deposits or Direct Withdrawals

Correcting Cash Receipts or Disbursement Amounts.

Correcting Cash Receipts or Disbursement Posting Errors.

The Principal must approve all adjustments by signing the Internal Accounts Adjustment/Transfer Approval form prior to processing the adjustment.

Supporting documentation pertaining to the reason for the adjustment must be attached to the Adjustment Approval form.

Create a folder for the Internal Accounts Adjustment/Transfer approval forms and file numerically.

(1) Interest Income

All interest income should be recorded as an adjustment. (refer to Chapter 9, page 9-2 of the CrossPointe User’s Manual).

(2) Returned Checks

Returned checks or NSF checks should be recorded as an adjustment. (refer to Chapter 9, page 9-2 of the CrossPointe User’s Manual).

(3) Bank Service Charges

All service charges, purchases of bank supplies, and reversals of bank service charges should be recorded as an adjustment. (refer to Chapter 9, page 9-2 of the CrossPointe User’s Manual).



Rev. 07/01/2015 9-3

(4) Direct Deposits / Direct Withdrawals

All direct deposits appearing on the bank statement should be recorded as a regular deposit (refer to Chapter 3, page 3-3 of the CrossPointe User’s Manual).

All direct withdrawals appearing on the bank statement should be recorded as an adjustment (refer to Chapter 9, page 9-2 of the CrossPointe User’s Manual).

(5) Receipts

All corrections for posted cash receipts should be made as an adjustment (refer to Chapter 9, page 9-2 of the CrossPointe User’s Manual).

(6) Disbursements

All corrections for posted cash disbursements should be made as an adjustment (refer to Chapter 9, page 9-2 of the CrossPointe User’s Manual).

(7) Vendor Refunds

The following are considered vendor refunds for the purpose of processing in the CrossPointe accounting system:

(a) Change returned from a vendor for a check issued for an amount greater than the purchase amount.

(b) Check received from a vendor for an overpayment.

a. The above two examples should be recorded on the F609 panel in with a Ledger Action of “X”. (Refer to Chapter 3 of the CrossPointe User’s Manual)

(c) A check debited (ACH) for an amount less than the check was issued.

a. The above should be recorded with an adjustment. (Refer to Chapter 3 of the CrossPointe User’s Manual)

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Internal Accounts Procedures Manual

Inventory

Rev. 07/01/2015 10-1

A. Inventory of Merchandise

A physical inventory of items held for resale (e.g., School Store merchandise, uniforms, T-shirts, etc.) must be taken prior to completing the year-end financial reports for June 30. Inventories conducted during the month of June will be considered to be materially accurate for the year-end financial reporting purposes.

(1) The inventory must be based on a cost and retail method. The inventory data should be reported on the School Store Inventory sheet and/or the Other Inventories sheet.

(2) Also, a separate accounting should be made for all items given away to students or for items that have become obsolete and disposed of.

See Appendix A14 for sample worksheet formats for inventory of school stores and for other inventories.

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Sales Tax

Rev. 07/01/2015 11-1

A. Taxable Purchases

All items purchased for resale are subject to Florida Sales Tax unless specifically exempted. Items that are resold, regardless of profit, are subject to sales tax.

(1) Schools have a special provision in the Florida Sales and Use Tax Laws that allows them to pay sales tax directly to the vendor when purchasing goods that will be resold to raise funds for the school. Examples of purchased goods would be for vending machines located on the school premises, school materials and supplies resold or rented to students attending grades K through 12. This is applicable unless the item being sold is specifically exempt, for example bottled water. Items that are resold, as a part of school fund raising projects are classified as taxable sales regardless of profit. (12A-1.0011(3)(c), F.A.C.).

Sales tax in this situation is based upon the purchase price of the goods purchased for resale. The tax is part of the cost of the school purchasing the items and the tax is not collected separately.

Example: Calculating sales tax paid to the vendor

Purchase Price: = $10.00

Sales Tax: = $ .65 ($10.00 x 6.50%)

(2) When ordering items that are not tax exempt, consider crossing out the tax-exempt number on the School Internal Accounts Purchase Order form. This may assist the vendor in knowing that sales tax is due.

(3) If items are purchased for resale from an out-of-state vendor or a vendor who will not accept payment of Florida Sales Tax, then the sales tax must be paid directly to the Florida Department of Revenue. Sales tax in this case is based upon the sales price of the goods purchased for resale. Sales Tax is collected from the purchaser and included in the sales price of the good.

Example: Sales tax paid to the Department of Revenue

Purchase Price: = $10.00

Sales Price: = $15.00

Sales Tax = $ .98 [$15.00 - ($15.00 / 1.065)]

Note: It may be in the school’s best interest to choose an alternate vendor if the vendor does not collect Florida Sales Tax.

(4) If the vendor does not separate the tax on the invoice, a corrected invoice will need to be obtained, or a written statement from the vendor noting that the price includes the sales tax. This will alleviate any potential questions that may arise with the Florida Department of Revenue.

B. Exempt Purchases

(1) Purchases that are made for the school and not resold are exempt from Florida Sales Tax. (Section 212.08(7)(o), F.S.)

(2) Band uniforms, athletic uniforms and equipment, and other items of clothing bought and paid for by a school with ownership and title remaining with the school, are exempt. (Section 212.08(7)(o), F.S.)

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(3) Labor, parts and materials used and incorporated into and becoming a component part of tangible personal property, in rebuilding, repairing or reconditioning same for resale, are exempt. (Rule 12A-1.006(5) F.A.C.)

(4) The purchase of school books, including printed textbooks and workbooks, containing printed instructional materials for use in regularly prescribed courses of study, are exempt. (Rule 12A-1.0011(3)(a) F.A.C.)

(5) Yearbooks, magazines, newspapers, directories, bulletins, and other similar publications distributed by schools offering grades K through 12 are exempt. (Rule 12A-1.0011(3)(b) F.A.C.)

(6) Items such as T-shirts or gifts that are given away free of cost to students and employees and are purchased using donated or fundraiser funds are not subject to sales tax. No use tax is due on the acquisition cost of the items purchased by the School as the School is an exempt entity under Chapter 212, F.S. (Rule 12A-1.077(1) F.A.C.) T-shirts and other clothing sold to and kept by students and/or faculty are taxable.

(7) School districts may purchase taxable goods and services necessary for parent-teacher associations or parent-teacher organizations tax exempt, as provided in Section 212.0821, F.S. The purchases made by the school district must be made with funds provided by the PTA or PTO to the school district. The external organization would need to donate funds to the school for the school to make the tax exempt purchases following District purchasing policies. (Rule 12A-1.0011(2) F.A.C.)

If purchases are made and paid for personally by a staff member, any sales tax paid on these purchases will not be reimbursed. In order to be tax exempt, payment to the vendor must be made directly by the school or District. This will necessitate the need for a School Internal Accounts Purchase Order form. (Sales Tax Regulation 12A-1.038 (3)(a))

C. Taxable Sales

(1) Concession Stand Sales – If the concession stand is run by an internal organization, i.e. monies disbursed and deposited through the school’s internal accounts, sales tax may be paid directly to a Florida vendor based upon the purchase price / invoice amount or directly to the Department of Revenue based upon the sales price. If, however, the concession stand is run by an outside support organization (funds are not processed through the school’s internal funds), then sales tax must be paid to the vendor on the purchase price. (Rule 12A-1.0011(3)(c)1.b, F.A.C.)

(2) Internal Parent Teacher Organizations – With regards to items purchased for resale as a fundraising activity, PTOs and PTAs are provided a specific exception by the Florida Statutes and are allowed to calculate and pay sales tax on the invoice (or cost) amount. If sales tax is paid on the purchase price, then the PTO would not be required to collect tax on the sale. (Rule 12A-1.0011(3)(c)(d) F.A.C.)

(3) Vocational Education Classes – In the event that a vocational education class has the opportunity to sell items or products to groups or individuals other than school-sponsored groups, then sales tax must be paid on the sales amount. (Section 212.05(1), F.S.)

(4) Uniforms and Equipment Sales or Rentals – The sale, lease or rental of band uniforms or instruments, athletic uniforms or equipment, and other items of clothing owned by the school are taxable on the sale or rental amount. See Appendix A15

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for the Music Program Rental forms for elementary and secondary schools. (Section 212.05(1), F.S.)

(5) Tangible Personal Property – The sale of tangible personal property, purchased, rebuilt or reconditioned for resale – is taxable on the sales amount. (Section 212.05(1), F.S.)

(6) Meals – Barbeques, fish fries, and similar meals are taxable, even if the entire proceeds are used for charitable purposes. (Rule 12A-1.0011(3)(c)1.b,(4) F.A.C.)

(7) School Stores – The sales of school materials and supplies in a school store are taxable, regardless of by who sold. Sales tax may be paid directly to a Florida vendor based upon the purchase price / invoice amount or directly to the Department of Revenue based upon the sales price. (Rule 12A-1.0011(3)(c)(d), F.A.C.)

(8) Lock Rentals and Parking Fees – The rental of locks or the fees charged for parking are taxable on the amount of the rental or fee collected, net of any portion of the fee held as a refundable deposit. (Section 212.05(1) F.S. & Section 212.03(6) F.S.)

(9) Fundraising Activities – The sale of candles, candies, confections and other novelties sold for fund raising purposes by school-sponsored organizations are taxable. Sales tax may be paid directly to a Florida vendor upon the purchase price / invoice amount or directly to the Department or Revenue based upon the sales price. (Rule 12A-1.0011(3) F.A.C.)

D. Exempt Sales

(1) School-sponsored Events – Admissions to athletic or other events are exempt only when student and/or faculty talent is utilized. (Rule 12A-1.0011(5)(a) F.A.C.)

(2) Textbooks – The sales of school books, textbooks, workbooks and other printed material used in regularly prescribed courses of study in public schools, are exempt. (Rule 12A-1.0011(3)(a) F.A.C.)

(3) Commodities – Edible commodities such as cheese, sausage, spices, fruit and bulk cookies or cookie dough, are exempt. Bakery products sold by bakeries that do not have eating facilities are also exempt. (Section 212.08(1)(b), F.S.)

(4) Yearbooks – yearbooks, magazines, newspapers, directories, bulletins, and other similar publications distributed by schools offering grades K through 12 are exempt. (Rule 12A-1.0011(3)(b) F.A.C.)

(5) Banquets, Field Trips, Dances, Fundraising Tournaments - Admission charges, dues, and membership fees to an event or program sponsored by a school. Rule 12A-1.0011(5), F.A.C.

E. Sales and Use Tax Return (DR-15)

Schools must file and pay sales and use tax returns on the internet (whether the return is a zero return or tax due). After paying online the school will print out a confirmation page and attach it to the signed “Internal Accounts Adjustment/Transfer Approval Form”. The Department of Revenue will no longer accept a check as payment.

Failure to remit sales tax when required could be subjecting the school and the District to penalty and interest charges. The sales tax payment is to be recorded as an adjustment.


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Sales Tax

Rev. 07/01/2015 11-4

F. Florida Department of Revenue Correspondence

If any correspondence is received from the Florida Department of Revenue regarding sales tax, such as fines and penalties, contact School Accounting. Also, please avoid having any extensive conversations with the Florida Department of Revenue and its agents without coordinating with School Accounting.

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Fundraising Activities

Rev. 07/01/2015 12-1

A. General

All fund-raising activities shall be conducted in accordance with District School Board rule 5830 and 9211. Fund-raising projects and activities by the school, or groups within the school, shall contribute to the educational experiences of pupils and shall not be in conflict with the overall instructional program. The objective of fund-raising activities shall not conflict with programs as administered by the District School Board.

(1) When any school organization or group is involved in a fund-raising activity, or any function exposing the District to extraordinary liability, approval must be obtained in advance from the Superintendent or designee.

(2) The determination of the fund-raising activities for a school shall be the responsibility of the Principal. The Principal shall control the fund-raising activities conducted in the name of the school and assure that the purposes are worthwhile. Each fund-raising activity shall have the approval of the organization sponsor and the Principal. All staff shall conform to the following conditions and such other administrative directives as may be issued by the Superintendent.

(a) Collections for all school sponsored fund-raising activities must be deposited in the Internal Funds.

(b) Each school shall regularly evaluate its fund-raising projects and activities as they relate to school programs, the promotion of educational experiences, the time involved for students and teachers, and the additional demands made on the school community.

(c) Fundraising activities occurring during school hours, for which students are charged an admission, have been approved by the Superintendent to occur once a semester with the approval of your Area Superintendent. Elementary student participation in off-campus fund-raising activities, whether sponsored by the school or any school-related organizations, shall be conditional upon the school having on file the written parental consent for each activity.

(d) The Principal is responsible for ensuring that there are not excessive fund-raising activities and projects within a school. Full justification of the need and an explanation of the manner in which the funds will be expended shall be required before any project or activity is approved.

(e) Each fund-raising activity shall be planned to finance a specified objective.

(f) Generally, contributions are not allowable. However, when funds are collected with the express purpose of making a contribution, contributions will be allowed provided that the monies collected for the contribution are held in trust by the school until disbursed.

(3) A Parent Teacher Association or other organization connected with the school may sponsor fund-raising activities provided that school work and time are not affected. Such activities shall be conducted in accordance with the policies of the District School Board and with the approval of the Principal.

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Rev. 07/01/2015 12-2

B. Prohibited Fundraising Activities

The following fundraising activities are prohibited:

(1) Raffles and other activities of chance shall not be conducted in connection with any school activities. Any form of gambling is prohibited on school property. Contact Brevard Schools Foundation or another 501 (c) (3) for guidance regarding raffles and activities of chance held off school property.

(2) Sale of food during school hours is not allowed. State Board of Education Rule 6A-7.042 restricts the sale of any food and beverage items in schools in competition with the established food service programs. This includes “food of minimum nutritional value” such as carbonated beverages, chewing gum, and candies [Code of Federal Regulations, 7CFR, Ch. II, 210.11].

The level of restriction is based on the classification of the school as follows:

(a) Elementary

Prohibited from selling any food or beverages during the school day. Only the school food service program may sell food and beverages at any time during this time. The school day begins when the first student steps on campus and ends when the last bell rings.

(b) Secondary

Prohibited from selling competitive food or beverages from the beginning of the school day until one hour following the close of the last lunch period. The school day begins when the first student steps on campus.

C. Pre-Approval

Prior to the start of fund-raising activities, a Fundraiser Approval form must be prepared by the teacher/sponsor requesting the fundraiser and approved by the Principal. This document indicates the intention and purpose of the fund-raiser. See Appendix A16 for the Fundraiser Approval form.

D. Final Accounting

The Fundraiser Reconciliation Form must be filed within 60 days of the close of each fund-raising activity by the teacher/sponsor coordinating the fundraiser. This report reflects a final accounting for each fund-raiser and accounts for unsold merchandise. See Appendix A17 for the Fundraiser Reconciliation form.

The Fundraiser Reconciliation Form should state:

(1) The organization sponsoring the event

(2) The date(s) for the event

(3) Item(s) being sold

(4) Vendor items were purchased/donated from

(5) Number of items purchased at the cost per item. Calculate total cost.

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(a) If items donated, then state the number of items received at $0.

(6) Number of items sold at the sales price per item. Calculate total sales.

(a) List the number of items given away at no cost

(7) List the number of items returned to vendor, if any

(8) Number of items on hand should equal total items purchased less total sold (and given away at no cost) less total returned to vendor

(a) If the actual number of items on hand does not agree with the calculation, the difference is the number of items unaccounted for.

(b) A note should be made in the explanation area of the form stating the reason for any unaccounted for items.

(c) Any other special circumstance concerning the fundraiser should also be stated in the explanation of the form.

(9) All supporting documentation should be attached to the form, including invoices, purchase orders, receipts, etc.

(10) The president of the organization as well as the teacher/sponsor must sign and date the form.

(11) The form should be forwarded to the Principal for review and final approval.

(12) The bookkeeper should review the form for accuracy and compare the amounts to the general ledger. The general ledger should be printed and attached to the reconciliation.

E. Fundraiser Control Sheet

The Fund-Raiser Control Sheet may be utilized to monitor fund-raising activities. This sheet may prove helpful in monitoring the status of fund-raising forms. See Appendix A18 for the Fundraiser Control Sheet.

F. Filing Procedures

The bookkeeper should keep a file labeled “Fundraisers” that includes the Fundra iser Control Sheet, all Authorization of Fundraiser Activity Forms and Fundraiser Reconciliation Forms with all supporting documentation.

13


Reports

Rev. 07/01/2015 13-1

A. Overview of Financial Reports

The Financial Reports are designed to provide financial information necessary for administration and management of Internal Accounts and compliance with federal and state regulations, and District School Board policies.

The following financial reports are required to be submitted to School Accounting:

(1) Month-End Reports:

(a) Balance Sheet

(b) Revenue Ledger

(c) Expenditure Ledger

(d) Trial Balance

(e) Principal’s Report *

(f) Project Balance Report

(g) Transfer Report *

(h) NSF Check Spreadsheet (if applicable)

(2) Monthly Bank Reconciliation

(a) Bank Statement(s) *

(b) Outstanding Check Report

(c) Outstanding Deposit Report

(3) Annual Unclaimed Property

(4) Annual Year-End Financial Statements

* Principal’s review and signature is required

B. Month-End Reports

(1) The Month-End Reports, excluding the NSF Check Spreadsheet, are system generated using the District’s approved accounting program. The reports should be reviewed by the Principal and must be submitted to School Accounting no later than the 15th of the following month, unless otherwise directed by School Accounting.

(2) The Principal’s Report provides crucial financial information about Internal Accounts and is a valuable tool for monitoring and managing activities. The report should be closely scrutinized by the Principal.

The Principal’s Report provides the following information:

(a) Account classifications

(b) Beginning balances for each account

(c) Revenue by account

(d) Expenditure by account

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(e) Ending balance for each account and a grand total

(f) Checking account status and activity

(g) Investment account status and activity

(h) Change Fund account status and activity

(i) Petty Cash account status and activity

(j) Accounts Receivable - NSF Checks activity

C. Monthly Bank Reconciliations

It is important to reconcile the school’s checking account on a monthly basis. The bank reconciliation is prepared using the District’s approved accounting program. When the bank statement is received, it should be given, unopened, to the Principal for immediate review. The Principal should initial the bank statement after review. It is recommended that the reconciliation be completed within two (2) business days of receipt of the bank statement. The bank account must be reconciled within 5 (five) business days of receipt of the bank statement. In the event that the bookkeeper is unable to complete the reconciliation within that time frame, School Accounting should be contacted.

(Please refer to Chapter 10 of the CrossPointe User’s Manual)

(1) Bank Service Charges

(a) If the bank statement reflects a regular bank service charge (i.e., standard monthly bank service charge, charge for deposit slips, or checks that may have been reordered). The service charge should be entered as an adjustment.

(b) A bank service charge may be erroneously posted to a school’s bank account. If this transpires, the school should immediately request a credit memo from the bank. This will require an adjustment to be made for the current month.

In the month the bank issues the credit memo, another adjustment is required.

(2) Returned Checks

Returned checks are those checks that have been deposited into the Internal Accounts bank account, but have been returned primarily due to non-sufficient funds or closed accounts. If there are returned check transactions on the current bank statement, an adjustment is required in order to reconcile properly.

(3) Bookkeeping Errors and Bank Errors

Occasionally, discrepancies occur between transactions appearing on the bank statement and the accounting entries recorded within the Internal Accounts accounting records.

(a) Bookkeeping Errors

If the discrepancy is the result of a bookkeeping error, then the Bookkeeper must enter an adjustment as follows:

(i) If the error is in a deposit:

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If an amount deposited into the school’s checking account disagrees with the amount entered into the Internal Accounts records, then an adjustment is required. (refer to Chapter 9, page 9-2 of the CrossPointe User’s Manual).

(ii) If the error is in a check that cleared for a different amount:

If a check cleared the bank for a different amount than what was entered into the accounting program, an adjustment is required. (refer to Chapter 9, page 9-2 of the CrossPointe User’s Manual).

(b) Bank Errors

If the discrepancy is the result of a bank error, the following process should be followed:

(i) If the bank error is $1.00 or less, then the discrepancy may be recorded using the procedure for bookkeeping errors.

(ii) If the bank error is greater than $1.00, then the bank should be contacted and the discrepancy should be resolved.

(iii) When the error is not corrected by the bank in the same month, an adjustment must be made into the accounting program. The adjustment would be as follows:

(iv) If the error is in a deposit:

Same as (3) (a) (i) above.

(v) If the error is in a check that cleared for a different amount:

Same as (3) (a) (ii) above.

The above adjustments for bank errors will need to be reversed using an adjustment in the month in which the bank correction appears on the bank statement.

(4) Outstanding Checks

Outstanding checks are those checks that have been drawn on the Internal Accounts Checking Account that have not cleared the bank. The outstanding check letter must be sent for any checks that have not cleared the bank after six months. The letter must be sent again if the check is still outstanding after one year. Outstanding checks are not to be voided unless they are being reissued or the funds are being sent to the district to file as unclaimed property. This will aid in the process of reporting unclaimed property to the State of Florida. See Appendix A19 for the Outstanding Check Letter template.

D. Quarterly General Ledger Account Activity

At the end of each quarter the bookkeeper will print the entire general ledger account activity. Each account will be distributed to the teacher/sponsor responsible for that account. The teacher/sponsor will review the activity and sign off on the report, noting any changes or questions. If there is not a teacher/sponsor responsible for an account then the Principal or Assistant Principal should review and sign off on the report. The bookkeeper will maintain the reports separated by quarters. Due to the fact of school being out for the summer and most teachers are already on summer vacation, the Principal may approve all accounts on

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the 4th quarter general ledger report. All other quarters must have the signature of the teacher/sponsor, if there is one, responsible for each account.

Note: The general ledger reviews will carry forward each quarter. For instance, at the end of quarter one, general ledgers for periods 1-3 will be printed out and reviewed. At the end of quarter 2 periods 1-6 will be printed out and reviewed, etc.

E. Annual Unclaimed Property

Florida Statute 717.117 requires that all unclaimed property, meaning all checks that were never cashed and have been outstanding for one calendar year, must be reported to Florida’s Unclaimed Property Department on an annual basis. The bookkeeper is responsible for keeping track of these checks paid from Internal Accounts. Due diligence must be exercised in trying to pay out these checks (see Outstanding Checks in this chapter).

A copy of both outstanding check letters, six months and one year, must be kept on hand and retained for one year in case the State wants verification on any previously reported information. If the payees do not respond after one year, the bookkeeper must send the District a copy of the Unclaimed Property list and a check from Internal Accounts made payable to the School Board of Brevard County for the total unclaimed property from their school’s Internal Accounts. The District Accountant will then send the State of Florida a check in payment for the entire District. The District’s deadline for filing and remittance for the reporting period is April 30th.

In order to provide the District ample time to prepare and compile the required documents, due dates for schools to submit Unclaimed Property documents to the District will be provided by School Accounting each year. Due dates will be between January and March each year. Please do not send any Unclaimed Property information to the District until you receive instructions.

Example:

Check #123 for $100.00 written on 05/12/11

1st Outstanding Check Letter sent on 11/12/11 (6 months)

2nd Outstanding Check Letter sent on 05/12/12 (1 year)

Check #123 voided in early 2013 when instructed by School Accounting—reason for void “sent to FL Unclaimed Property”.

Check #400 created, made payable to the School Board of Brevard County for $100.00 and sent to the District when instructed by School Accounting between January and March 2013.

F. Annual Year-End Financial Statements

At the close of the school year, the annual financial reports shall be prepared as District procedures provide. Each school maintaining Internal Accounts is required to file annual financial reports at the end of the school year. These reports should include all transactions through the June cutoff date as established by School Accounting. Please refer to the Year-End Financial Report checklist.

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G. Cooperative Organizations Annual Report

(1) All organizations operating in the name of the school, which obtain monies from the public, shall be accountable to the District for receipt and expenditure of those funds in the manner prescribed by the District.

(a) The District prefers that the activities of cooperative (or support) organizations be accounted for in the benefiting school’s internal accounts.

(b) If the cooperative organization chooses not to be accounted for in the school’s internal accounts, the organization is required to provide (annual) information to the District as outlined below.

(2) Cooperative organizations are organizations such as Parent Teacher Organizations, Band Boosters, and Athletic Boosters. These organizations (when held outside of the school’s internal accounts) are usually non-profit organizations exempt from federal income taxes under Internal Revenue Service Code Section 501(c)(3).

(3) Every cooperative organization associated with a school must complete a Cooperative Organization Annual Report. The report must be forwarded to the Principal no later than August 31 following the end of the fiscal year. See Appendix A20 for the Cooperative Organization Annual Report.

(4) The District recognizes and appreciates the service and assistance provided by these organizations. Cooperation between schools, the District, and cooperative organizations is encouraged.

(5) It is not the intent of the District to regulate these organizations. However, completing a Cooperative Organization Annual Report complies with the requirement that these organizations are accountable to the District for receipts and expenditures since they operate in the name of the school. For auditing purposes the District requires that cooperative organizations incorporate the following guidelines into their bylaws:

(a) Regulations according to District Bylaws 9210 and 9211.

(b) Keep an itemized account of all monies collected and include two (2) signatures on a verified monies collected form.

(c) Keep an itemized account of all expenditures and include two (2) signatures on each check or two (2) signatures of approval on each invoice.

(d) Have no cash withdrawals unless approved by the school Principal.

(e) Retain all backup documentation for each bank transaction.

(6) Principals of schools with cooperative organizations shall have on file, for each organization, copies of:

(a) Bylaws

(b) Corporate Charter

(c) Internal Revenue Tax Exemption Status Determination

(d) Cooperative Organization Annual Report form. See Appendix A20.

(7) Please refer to School Board Rule 9211 for more detailed District policies and procedures that affect Cooperative Organizations.


Beginning of Year

Rev. 07/01/2015 14-1

A. Procedures

The beginning of the year should be approached as follows:

(1) Establish a Petty Cash fund, if necessary.

(2) Establish Cash on Hand/Change Fund(s), if necessary.

(3) Obtain an annual report for each cooperative organization by August 31 for the prior fiscal year.

(4) Ensure that a good supply of documents is on hand to adequately begin the new year. Examples of such forms are Monies Collected, PO Requisition, Approval for Fund-Raiser, Financial Report of Fund-Raising Projects, and Ticket Control Sheet.

New transactions (cash receipts, disbursements, adjustments, and transfers) are now ready to be entered into the accounting program for the new fiscal year.

B. July Bank Reconciliation

The July bank statement must be reconciled regardless of whether there were any July transactions.

C. Beginning of Year Guidelines for School Staff

At the beginning of each fiscal year, it is recommended that the bookkeeper develop and distribute a set of guidelines to assist the school in educating staff on basic Internal Accounts procedures.

These guidelines could either be distributed at the school’s first official staff meeting or they could be placed in each staff member’s mailbox. This may be a helpful way to properly educate each staff member on what is required concerning the school’s internal accounts.


Month-End Procedures

Rev. 07/01/2015 15-1

A. Month-End Process

(1) The month-end process should be approached as follows:

(a) Complete the entries for all accounting transactions for the month including cash receipts, cash disbursements, adjustments, and transfers.

(b) Clear the bank statement activity in CrossPointe.

(c) Prepare the Excel Bank Reconciliation. Note: Cancelled checks must be kept with the monthly bank statement, preferably in the envelope in which it arrived.

(d) Confirm that any investment account(s) reconciles to the balance reflected on the most recent investment statement received from the financial institution.

(2) Print monthly reports. Refer to the Monthly Financial Report Checklist on the following page. This checklist requires the signature of the bookkeeper.

(3) The Principal’s Report, Transfer Report, and Purchase Order Report require the signature of the Principal.

(4) The excel Bank Reconciliation, Monthly Financial Report Checklist (pg. 15-2) and all applicable reports must be submitted to School Accounting no later than the 15th of the following month, unless otherwise directed by School Accounting.



Month-End Procedures

Rev. 07/01/2015 15-2


Year-End Procedures

Rev. 07/01/2015 16-1

A. General

All financial reports must be submitted to School Accounting as soon as possible after the fiscal year has been closed in the computerized accounting system.

B. Year-End Procedures

The year-end process should be approached as follows:

Prior to Closing June:

(1) Send a check to Accounting Services from internal accounts for all monies deposited in the General Service Fund (GSF) accounts, such as Lost and Damaged Textbook fees, Vandalism Repayments, Paid Bus fees, etc. collected during the fiscal year.

(a) The check should reach the District office, Accounts Payable, no later than June 15th and should include any and all collections through the check date.

(b) The balance at June 30 for all GSF accounts should be -0- with the exception of any monies collected between the check date and June 30.

(2) Any uncollectible NSF checks can be written off if the proper attempts to collect have been made. If the proper attempts haven’t been made or the bookkeeper is still attempting to collect then the NSF checks shouldn’t be written off. At June 30th, the Accounts Receivable (account #1130) balance should agree with the total of the (collectible) returned checks physically on hand only. Excludes returned check fees.

(3) Ensure that all cash receipts are posted and all checks are entered.

(4) Replenish the petty cash and redeposit any change funds that will be idle during the summer session(s).

(5) Invest excess funds that are in the checking account. Post all known investment transactions prior to closing the June records.

(6) Inventory all school merchandise held for resale such as School Store supplies, uniforms, and T-shirts.

(7) Clear up any negative balances.

(8) Contact School Accounting to delete un-posted adjustments and transfers.

(9) Clear up unused vendor invoices.

(10) Review open PO’s and contact Purchasing to close, if applicable.

(11) After receiving the June bank statement, the bookkeeper will balance as they normally would and complete the excel bank reconciliation.

(12) Print month-end reports and complete the checks and balances.

After Closing June:

(1) Print the June Principal’s Report

(a) Send 2 signed copies to School Accounting

(b) Retain 1 signed copy in the school’s files


Year-End Procedures

Rev. 07/01/2015 16-2

(2) Print and retain all normal month end reports

(3) Print the following journals from July 1 through June 30 (periods 1 – 12) and send to School Accounting

(a) Cash Receipts Journal

(b) Disbursements Journal

(c) Transfers Journal

(d) Adjustments Journal

(e) Voided Check List

(4) Print the general ledger for the 4th quarter (periods 1 – 12)

C. Reporting to School Accounting

Please send the following to School Accounting as soon as possible after the fiscal year has been closed. Written instructions will provide a specific date.

For June only (2 copies)

(a) Principal’s Monthly Financial Report

(b) Bank Reconciliation

(c) Bank Statement (for all accounts)

(d) Purchase Order Report

For the entire school year (July 1st – June 30th) (1 copy only)

(e) Cash Receipts Journal

(f) Cash Disbursements Journal

(g) Voided Checks List

(h) Transfers Journal

(i) Adjustments Journal

D. Official Records

The following records, if applicable, need to be retained for official record and audit purposes:

(a) Year to Date General Ledger

(b) Deposit Registers, Cash Receipts Journals, Disbursements Journals, and Transfers and Adjustment Journals for each month of the fiscal year

(c) Copy of Yearbook

(d) Game Contracts and Game Schedules

(e) Ticket Control Sheets and Reports of Tickets Sold

(f) Authorization of Fundraising Activity forms

(g) Financial Report of Fundraising Activity forms


Year-End Procedures

Rev. 07/01/2015 16-3

(h) Cooperative Organization Annual Report(s)

(i) School Internal Accounts Purchase Order forms and Check Requisitions

(j) Voided/Damaged Checks

(k) Monies Collected Forms and Deposit Slips

(l) Cash Receipts books

(m) Bank Statements and Cancelled Checks

(n) Investment Statements

(o) Vendor Invoices/Statements

17


Retention of Records

Rev. 07/01/2015 17-1

A. State Requirements

Chapters 119 and 267 of the Florida Statutes provide that no public official may mutilate, destroy, sell, loan, or otherwise dispose of any public record without the consent of the Bureau of Records and Information Management of the Department of State. Provided applicable audits have been released, records may be disposed of in accordance with procedures established by the Department of Records and Forms Management. Examples of such records for Internal Accounts could include Check Requisition forms and supporting documentation, canceled checks, Monies Collected Forms, journals, ledgers, financial reports, School Internal Accounts Purchase Order forms, and serialized forms.

B. District Requirements

(1) Requests for authority to destroy records must be submitted to the Office of District Communications. The request shall describe the specific records and fiscal years covered, as well as the date the audits were completed.

(2) No records pertaining to Internal Accounts may be destroyed or otherwise disposed of without prior written authorization.

18


Audits

Rev. 07/01/2015 18-1

A. Requirements

State regulations require the Internal Accounts activity to be audited annually. The Financial and Program Cost Accounting and Reporting for Florida Schools (Red Book) states:

(1) The District School Board shall provide for an annual audit of Internal Accounts.

(2) In accordance with the Florida State Board of Education Rule 6A-1.087(2), the signed, written report of the audit shall include notations of any failure to comply with Florida Statutes, State Board of Education Rules, and rules of the District School Board. The report, which must also provide commentary as to financial management and irregularities, shall be presented to the District School Board while in session and filed as a part of the public record.

B. Audit Objectives

The purpose of an audit is to accomplish many objectives, such as:

(1) Review of Internal Accounts Financial Statements prepared by schools to provide reasonable assurance that financial statements are materially free of errors or other irregularities.

(2) Review transactions to ascertain compliance with all applicable statutes, federal and state regulations, State Board Rules, and District School Board Policies.

(3) Report weaknesses in accounting, management, and internal controls, and recommend corrective actions.

(4) Examining the effectiveness of management controls.

(5) A study and evaluation of the internal control structure and environment may be performed to assure that assets are protected and safeguarded.

(6) Upon request of management, a performance audit may be performed to review the effective and efficient use of resources.

19


Ticket Sales

Rev. 07/01/2015 19-1

A. General

(1) Tickets are commonly utilized for after school events such as dances, athletic events, performances, and other events where an admission is charged.

(2) The sale of pre-numbered tickets, when used in conjunction with the Ticket Control Sheet and the Report of Tickets Sold or Admissions form eliminates the requirement for recording transactions by student names and amount paid by each student.

(3) If admission is charged and pre-numbered tickets are not utilized or accounted for in accordance with this section, then all admissions shall be recorded by name and individual amount.

B. Acquisition of Tickets

(1) Tickets are to be purchased in pre-numbered sequences and adequately accounted for on a Ticket Control Sheet. See Appendix A21 for the Ticket Control Sheet.

(2) An exception to purchasing pre-numbered tickets will be allowed for low volume usage by schools which desire to produce and number the tickets at the school, provided that the following conditions are complied with:

(a) The person responsible for ticket production shall provide a memo certifying the amount of tickets produced for the event and the ticket numbers.

(b) The memo certifying tickets produced must be attached to a completed Ticket Control Sheet and retained by the Bookkeeper.

(c) Unused or unsold tickets are returned to the Bookkeeper and attached to the Ticket Control Sheet.

(d) Ticket Sales are recorded on the Report of Tickets Sold form.

C. Ticket Control Sheet

(1) The Ticket Control Sheet is designed to provide for ticket accountability and detection of missing tickets. The control sheet contains information pertaining to verification of existing quantities on hand, quantities used, and event description.

(2) The Ticket Control Sheet is an ongoing inventory system whereby the ticket numbers are recorded as they are issued to be sold and reflects the current tickets remaining in inventory.

(3) A separate Ticket Control Sheet must be used for each roll of tickets on hand and is used in conjunction with the Report of Tickets Sold form.

D. Report of Tickets Sold

The Report of Tickets Sold form must be completed when tickets are sold or admission is charged for an event and is used in conjunction with the Ticket Control Sheet. There must be two ticket sales people at major events such as football games. (One person collecting the money and handing out the ticket and a second person at the gate collecting or verifying the receipt of the ticket) The report provides for accountability of monies collected and is a source document supporting accounting entries. See Appendix A22 for the Report of Tickets Sold form. An electronic copy can be found on the School Accounting website.

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Ticket Sales

Rev. 07/01/2015 19-2

The Report of Tickets Sold forms are to be filed numerically by receipt number with the Monies Collected Forms. The process for using the Report of Tickets Sold form is as follows:

(1) The Bookkeeper shall enter the following data on the form:

(a) Nature of Event

(b) Location

(c) Opponent School (if any)

(d) Date

(e) Ticket Color(s)

(f) First Ticket Number(s)

(g) Selling Price(s) of Ticket

(2) The form is then given to the ticket seller.

(3) The ticket seller shall enter the following data upon completion of the ticket sales:

(a) Last Ticket Number(s) Sold

(b) Signature of Ticket Seller

(c) The Report of Tickets Sold form and completed monies collected form is then submitted to the Bookkeeper or designee.

(4) The Bookkeeper shall:

(a) Verify the first number on the roll of tickets is one more than the last number listed on the form

(b) Verify number sold (ex: 100 – 110 = 11 tickets sold, not 10)

(c) Verify the accuracy of all additional data

(d) Complete the balancing section of the form

(e) Enter the cash receipt number

(f) Indicate the date received

(g) Sign the form in the appropriate space

(5) Multiple Report of Tickets Sold forms for a particular event may be assigned the same receipt number. However, the forms must be stapled together.

(6) If ticket sales are the sole source for a fundraiser, then the Report of Tickets Sold form may be utilized in place of the Fundraiser Reconciliation Form.

E. Season Passes and Sports Passes

A School may wish to sell season passes or sports passes in addition to ticket sales for individual events. The intent of such a program should be to encourage attendance at such events. The monies received for the sale of season passes or sports passes will generally be recorded in a “general athletics” account. Questions concerning the proper accounting systems should be addressed to School Accounting. Season passes or sports passes may be sold at a discount not to exceed 10% of the per event pricing. See Appendix A24.

Season passes or sports passes must be pre-numbered and accounted for in the same manner as regular tickets. Refer to Chapter 19 – Ticket Sales.

20


Athletics

Rev. 07/01/2015 20-1

A. Schedules of Athletic Events

Schedules of all athletic events must be maintained. Schedules of athletic events are used in conjunction with the Game Contracts, Report of Tickets Sold form and Ticket Control Sheet.

B. Game Contracts

(1) Game Contracts are required for all interscholastic athletic contests between schools that are members of the Florida High School Activities Association (FHSAA) and shall be signed by the school Athletic Director and the Principal.

(2) The contracts shall be completed in accordance with FHSAA Rules and Regulations.

(3) All contracts shall be maintained by the school and available for audit. The contracts are used in conjunction with the Game Schedules, Report of Tickets Sold form, and the Ticket Control Sheet.

C. FHSAA Financial Reports

(1) The Florida High School Activities Association (FHSAA) is responsible for determining rules and regulations and reporting requirements for all high schools that are members of the association and participate in sanctioned athletic competitions.

(2) A FHSAA Financial Report must be completed by the host school for all jamborees, invitational meets, playoffs, and tournaments. The FHSAA receives a percentage of gross gate receipts which will vary by sport and is determined by the FHSAA rules, guidelines, and bylaws.

(3) The host school must complete the FHSAA Financial Report and submit it with the payment within 10 days of the event conclusion. A copy of the report shall also be forwarded to each participating school.

(4) Participating schools may share with the host school in a portion of the profit or loss as determined by game contracts, written agreements, and the rules and bylaws of the FHSAA.

(5) A copy of the FHSAA Financial Report must be filed with the school’s Internal Accounts records.

(6) Further guidance may be obtained by reviewing the Florida High School Activities Association’s Rules, Regulations, and Bylaws.

D. Purchasing

The purchasing policies of the District shall be followed when making all purchases on behalf of athletic events, team purchases, or school expenditures when such payments are transacted from Internal Accounts.

E. Other Athletic Expenditures

(1) Meals and Lodging

Expenses for meals and lodging relating to out of town travel should be recorded directly into the individual team or sport project. The amount allowed shall not exceed the amount as approved by the District’s travel policies and procedures. A District Expense Report for Travel form should be completed as supporting documentation for payment and attached to the check documentation (if applicable).

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Rev. 07/01/2015 20-2

(2) Uniforms

Uniform expenses shall be paid for out of individual athletic sport project.

F. Athletic Boosters

Athletic Boosters are generally considered to be a Cooperative Organization. Schools may include these organizations in their Internal Accounts as determined by Principal. Refer to Cooperative Organizations, Chapter 13-5.

G. Weekend Sporting Events

For sporting event monies collected over the weekend, including Friday night, immediately after the event the funds must be secured in the night drop located at the school’s bank or, if one is not available or utilized, in the school safe. The bookkeeper should receive the funds, Monies Collected Form, and Report of Tickets Sold Form Monday morning. Once received, the bookkeeper will complete the Report of Tickets Sold Form as indicated in Chapter 19. He/she will then verify the money count against the Report of Tickets Sold Form, sign and date the Monies Collected Form, and return the yellow copy to the person responsible for reviewing the quarterly general ledger account activity for that sport’s account.

21


Music and Bands

Rev. 07/01/2015 21-1

A. General

Music accounts are to be utilized for band activities, music class functions, uniform maintenance, and instrument related costs.

B. Collection of Monies

(1) All monies collected for school-sponsored activities are required to be deposited into the Internal Accounts of the school. The money is to be recorded and deposited according to established procedures. Refer to Monies Collected Form, Chapter 5 -Section B.

(2) Collections from students for rental or maintenance of uniforms or instruments shall be recorded in separate accounts. Uniform rental fees shall be used for the purchase, repair, cleaning or replacement of uniforms. Music instrument rental fees shall be used for the purchase, repair or replacement of musical instruments.

C. Expenditures

All expenditures shall comply with established Internal Accounts procedures. Refer to Purchasing, Chapter 6 & Disbursements, Chapter 7.

D. Fund-Raising Activities

All school sponsored fund-raising activities must comply with District procedures and policies. Refer to Fundraising Activities, Chapter 12.

E. Instrument and Uniform Rental

(1) Elementary School String Instrument Program – Revenues generated from the rental of instruments shall be used for the repair, replacement or purchase of string instruments. These funds may not be used for the purchase of music or other instructional materials. See Appendix A15 for the Music Program Rental form for elementary schools.

(2) Secondary School Music Program – Revenues generated from the rental of band or orchestra instruments will be used for the repair, replacement or purchase of instruments and may not be used for the purchase of instructional materials.

Uniform rental fees will be used for the repair, cleaning or replacement or purchase of uniforms and may not be used for the purchase of instructional materials. See Appendix A15 for the Music Program Rental Form for secondary schools.

22


Yearbooks

Rev. 07/01/2015 22-1

A. General

(1) Yearbooks are to be sold to students at the lowest possible cost to afford the maximum number of students the opportunity to purchase the book. The sale of yearbooks should not be construed to be a fund-raising activity. The Yearbook Reconciliation Form should be used to account for the sale of yearbooks.

(2) Pre-numbered receipts must be issued for ALL pre-sales of yearbooks.

(3) Yearbook transactions are to be accounted for within a separate Yearbook Account.

B. Sales Tax

Yearbooks, by statute, are not subject to collection or payment of Florida Sales Tax.

C. Expenditures and Purchases

(1) The purchase of yearbooks is not subject to the District’s bid or quote provisions since such transactions are accounted for in a trust relationship.

(2) The Yearbook account may be utilized for any necessary expense relating to the production or printing of the yearbook. Expenses would include the actual cost of the printing of the publication, film and developing, and refreshments for Yearbook Committee meetings.

D. Monies Collected

The Monies Collected Form should be completed when collecting monies for the sale of yearbooks and ads by the Yearbook teacher/sponsor. The name of the individual making the purchase, amount paid by that individual, the number of yearbooks purchased and whether the individual paid by check or cash must be listed. A class roster or list may be utilized and attached to the Monies Collected Form if all information is indicated on the attached listing. The bookkeeper should post the number of books sold at what cost for each Monies Collected form received. Refer to Monies Collected Form, Chapter 5 - Section B.

E. Profit, Loss and Transfers

The Yearbook trust account is intended to be self-supporting and not incur a loss or make an excessive profit. Any excess fund balance created by yearbook transactions shall remain in the Yearbook account and be available for future yearbook transactions. The school is prohibited from transferring any portion of this balance to other accounts. If warranted, the future sales price of yearbooks may be set at a reduced price in those instances where large fund balances have been accumulated. The school should retain a reasonable balance in this fund to facilitate the startup of the yearbook in the next school year.

F. Final Accounting

The Yearbook Reconciliation Form must be filed at the close of Yearbook sales. The report reflects final accounting for Yearbook sales and accounts for unsold copies. School Accounting recommends that the yearbook sponsor prepare a preliminary reconciliation prior to year-end in order to resolve discrepancies. See Appendix A23 for the Yearbook Reconciliation Form, instructions, and example.

23


Promotion and Public Relations Funding

Rev. 07/01/2015 23-1

A. General Information

Principals and designated representatives of the Superintendent are authorized to expend funds from designated internal and general school fund accounts for the purpose of promoting the school and for public relations. Such funds shall be transferred from the internal accounts general account or from a class or club to the Promotional Public Relations Account.

B. Allowable Expenditures

Expenditures for this purpose must have a valid benefit to the school or District and are limited to the following:

(1) Receptions or other special functions honoring employees, students and persons providing special service to the school or District.

(2) Food and refreshments for visitors, Board Members and employees involved with visiting committees, in-service meetings or other official meetings of the school.

(3) Authorized District-wide events including students, employees, parents or volunteers representing the school.

(4) Expenses relating to high school graduation exercises.

No expenditure may be made for alcoholic beverages nor for any purpose thatdoes not have a valid public purpose.

C. Annual Expenditure Limitations

(1) The expenditures for purposes defined under this rule may not exceed the following amounts in any fiscal year:

Elementary & Special Schools…….. $ 300.00 Junior High & Middle Schools……… $ 500.00 Senior High & Jr/Sr High Schools…. $1,100.00

(2) During years in which the Southern Association of Colleges and Schools conducts five (5) year evaluations, schools may increase expenditures not to exceed the following amounts:

Elementary & Special Schools…….. $ 400.00 Junior High & Middle Schools……… $ 700.00 Senior High & Jr/Sr High Schools… $1,300.00

D. Public Relations Budget

(1) Prior to September 1, each year, schools shall submit a proposed budget for the expenditure of these funds to the Area Superintendent who shall submit approved budgets to the Superintendent or his designee.

(2) If, during the fiscal year, the school determines that a budget needs to be established or changes to the existing budget needs to be made, the Principal must secure the written approval of the Area Superintendent and Superintendent or his designee.

23


Promotion and Public Relations Funding

Rev. 07/01/2015 23-2

E. Special Considerations

(1) This rule shall not prohibit a class or club from making a special contribution to an authorized school purpose.

(2) Principals may not require classes and clubs to raise funds for the purpose of promotion or public relations; however, funds remaining in inactive class or club accounts may be used for the purposes defined under this rule.

24


School Store

Rev. 07/01/2015 24-1

A. General

Merchandise that is needed to facilitate classroom instruction and to accommodate students may be sold in the School Store. The School Store must be a separate account –number 719020 - within the Internal Accounts.

B. Change Fund

A Change Fund/Cash on Hand may be set up for the School Store and accounted for on the Principal’s Monthly Financial Report. Cash collections are not to be retained in the School Store and used for this purpose.

C. Monies Received

Monies collected from School Store sales should be turned over to the Bookkeeper on a daily basis. A separate Monies Collected Form for each day must accompany the monies when remitted to the Bookkeeper. All monies must be forwarded intact to the Bookkeeper.

It is not required that student names be listed on the Monies Collected Form as required in other collection procedures.

D. Expenditures

The only expenditures from the School Store account should be for those items that are sold through the School Store.

E. Sales Tax

Items resold through the School Store are subject to Florida Sales Tax.

(1) Schools have a special provision in the Florida Sales and Use Tax Laws that allows them to pay sales tax directly to the vendor. Sales tax in this situation is based upon the purchase price of the goods purchased for resale. The tax is considered part of the cost of the items purchased by the school and the tax is not collected separately.

(2) When ordering items for the school store for resale, the sales tax should be listed as a separate line item on the School Internal Accounts Purchase Order. This may assist the vendor in knowing that sales tax is due.

(3) If items are purchased for resale from an out-of-state vendor or a vendor who will not accept payment of Florida Sales Tax, then the sales tax must be paid directly to the Florida Department of Revenue. Sales tax in this case is based upon the sales price of the goods purchased for resale.

Note: It may be in the school’s best interest to choose an alternate vendor if the vendor does not collect Florida Sales Tax.

(4) If the vendor does not separate the tax on the invoice, a corrected invoice will need to be obtained, or a written statement from the vendor noting that the price includes the sales tax. This will alleviate any potential questions that may arise with the Florida Department of Revenue.

24


School Store

Rev. 07/01/2015 24-2

F. Transfers

Profits from the School Store operation may be transferred to the general account or other designated accounts that benefit all students at the discretion of the Principal. Sufficient funds shall be retained in the School Store account to provide adequate funding for future purchases of merchandise.

G. Inventory

An annual inventory of the School Store is required at the end of each fiscal year. See Appendix A14 for sample worksheet formats for inventory of school stores and for other inventories.

25


Principal Discretion

Rev. 07/01/2015 25-1

A. Principal Discretion

The school may establish accounts for transactions that could benefit teachers, staff and students within Internal Accounts. These are the only project accounts within Internal Accounts where expenditures may benefit staff members.

Expenses on behalf of staff should be paid from these funds. Expenses may include gifts; get well flowers, staff parties, registration fees for seminars, and conferences. These accounts may also be utilized for any expense that would ordinarily be prohibited.

(1) Advertising

These revenues are generated by advertising marketing agreements entered into at the School or District level and have no imposed restrictions on how the funds are to be used within the contract agreement.

(2) Donations - Unrestricted

These revenues are generated via unrestricted donations from the community and must be documented as follows:

(a) Donation agreements with businesses (Target) that specify that the funds generated are unrestricted. A copy of the agreement should be kept on file at the school to document unless a donation payment was sent to the school through a District agreement (CCU).

(b) Donations received from the community in which the purpose of the funds are explicitly stated as “could be used for staff purposes”. Documentation should be kept on file to document the donator intent.

(3) Teacher Welfare/Sunshine

These accounts are typically funded by dues collected from staff members and are held to be used for predetermined staff purchases.

(4) Vending

This account receives money from teacher vending machines located in the teacher lounge.

(a) Proceeds from vending machines should be recorded in this account and all expenses for the machines shall also be paid from this account.

(b) A separate account may be established for vending machines if the school desires to distinguish between vending transactions, dues, and other collections.

Purchases made from the Advertising/Donation/Teacher Welfare/Vending accounts that are not being resold are exempt from Florida Sales Tax.

All items purchased for resale within the Advertising/Donation/Teacher Welfare/Vending accounts, such as vending machine products, are subject to Florida Sales Tax. Refer to Chapter 11 for more information regarding Sales Tax.

26


Fees and Other Charges

Rev. 07/01/2015 26-1

A. Fees and Other Charges

The schools will apply fees and other charges in accordance with the fee schedules provided by the District office and in accordance with the policies of the District as set forth in School Board rule 6152, “Student Fees, Fines and Charges.” See Appendix A24 for the Fees and Pricing Maximums.

Note: “No student shall be denied any educational opportunity because of his/her inability to pay any fee or charge imposed.” [School Board Rule 6152(C)]

Schools are not authorized to charge student fees unless approved as a fee by the District School Board. No other fees may at any time be charged by a school for any other purposes other than those specifically approved by the District. Each school is responsible for ensuring that these rules are strictly adhered to. Any questions should be directed to School Accounting.

B. Applicability of Fees and Other Charges

Fees and other charges are applied to the following programs or activities:

(1) Art – A fee may be charged each semester for secondary school art courses.

(2) Drivers Education – The fee for Drivers Education will be assessed each semester.

(3) Elementary School String Instrument Program – This rental fee will be used for the repair, replacement or purchase of string instruments. These funds may not be used for the purchase of music of other instructional materials. See Appendix A15 for the Music Program Rental forms for elementary schools.

(4) Secondary School Music Program – Rental fees for band or orchestra instruments will be used for the repair, replacement or purchase of instruments and may not be used for the purchase of instructional materials.

Uniform rental fees will be used for the repair, cleaning or replacement or purchase of uniforms and may not be used for the purchase of instructional materials. See Appendix A15 for the Music Program Rental forms for secondary schools.

(5) P.E. Towels – The charge assessed for P.E. towels should be calculated as the actual bid price plus 10% per semester for secondary schools determined by the lowest and best price the schools can secure each year. The 10% additional charge may be established to pay for lost towels.

These funds will be used to assure each student a clean towel each day that (s) he takes physical education classes. A student may furnish his/her own towels.

(6) P.E. Swimming – A per semester fee may be charged by secondary schools that operate swimming programs to help defray the cost of chemicals and other supplies necessary for the operation of the pool.

(7) Parking Permits – An annual parking permit fee may be charged to provide parking permits to high school students wishing to drive their cars to school.

(8) Lock Rentals – A lock deposit of the actual cost of the lock plus a mark-up of up to 10% may be required with a usage charge to be deducted from the deposit when the lock is turned in. If permitted by the school, a student may furnish his/her own lock, or purchase one from the school.

26


Fees and Other Charges

Rev. 07/01/2015 26-2

(9) Planners – The charge assessed for planners should be calculated as the actual price plus 10%.

(10) Student Activity Fees – An annual fee may be charged to be used to defray the cost of student handbooks, printed schedules and other activities.

(11) Copying Fees – These fees are established by the District to help recover the cost of providing copies of requested documents. These fees, by law, are not designed to reflect the cost of retrieving education records (Rule 6A-1.0955(6) (d)).

(12) Pre-K Handicapped Programs – This fee applies to students participating as reverse mainstreamers in the Pre-K Handicapped Programs. These fees will be used to help recover the costs associated with the participants’ inclusion in the classroom setting.

(13) Distribution of Literature (Charge for Cover Letter) – District School Board Policy 9701 allows outside non-profit entities that meet the requirements listed in the policy to have their literature passed out directly to students or placed in the student’s backpacks one day each month. The policy also requires the school to create and disseminate a cover page with all outside entity literature.

The fee collected from the cover letters should be sent to the District with 60% to be deposited in the school’s photocopy budget and 40% to the school’s supply budget.

(14) Applied Technology Education Courses and Family & Consumer Sciences Courses – A per semester (nine weeks) fee may be assessed for specified education courses to be used for the purchase of items that the student will receive for his/her own use in the course. This fee schedule will be communicated annually by memorandum from the Office of Applied Technology and is included in Appendix A24 .

C. Ticket Sales and Sports Passes

Appendix A24 provides guidelines for ticket pricing as well as establishing guidelines for the pricing of season passes.

27


Grants

Rev. 07/01/2015 27-1

A. General

When a grant is received to be deposited in the Internal Funds of a school, the bookkeeper shall keep the grant award letter and copy of the grant application on file. Disbursements should only be made according to the grant agreement. The grant shall be recorded in a separate Trust account with prior approval from School Accounting.

A1

Internal Accounts Procedures Manual Appendices

Chart of Accounts

Rev. 07/01/2015 A1-1

Athletics - 1 Elementary Middle Jr/Sr High 101010 Athletic Overhead X X X 101020 Athletic Reserve X X 101030 Athletic Season Passes X X 102010 Baseball X X 102020 Basketball X X X 102021 Basketball-Boys X X 102022 Basketball-Girls X X 102023 Basketball-MS Boys X X 102024 Basketball-MS Girls X X 102030 Bowling X X 103010 Cross Country X X 103011 Cross Country-Boys X X 103012 Cross Country-Girls X X 106010 Football X X 107010 Golf X X 107011 Golf-Boys X X 107012 Golf-Girls X X 112010 Lacrosse

X X

112011 Lacrosse-Varsity Boys

X X 112012 Lacrosse-Varsity Girls

X X

112013 Lacrosse-JV Boys

X X 112014 Lacrosse-JV Girls

X X

119010 Soccer X X 119011 Soccer-Boys X X 119012 Soccer-Girls X X 119020 Softball X X 119030 Swimming X X 120010 Tennis X X 120011 Tennis-Boys X X 120012 Tennis-Girls X X 120020 Track X X X 120021 Track-Boys X X X 120022 Track-Girls X X X 122010 Volleyball X X 123010 Wrestling X X

A1


Chart of Accounts

Rev. 07/01/2015 A1-2

Music - 2 Elementary Middle Jr/Sr High 202010 Band X X X 202011 Band Booster X X X 202012 Band Flag Corps X X X 202013 Band Instrument Rentals X X X 202014 Band Trips X X X 202015 Band Uniform Rentals X X X 203010 Chorus X X X X 203011 Chorus Ensembles X X X X 203012 Chorus Trips X X X X 203013 Chorus Uniform Rental X X X X 204010 Guitar X X

204011 Guitar Rental X X

205010 Hand Bells X

213010 Music - General X X X X 215010 Orchestra X X X 215011 Orchestra Instrument Rentals X X X 215012 Orchestra Uniform Rentals

X X X

216010 Percussion X

217010 Performances X X

219010 Strings X 219011 Strings Rental X

Classes - 3 Elementary Middle Jr/Sr High 300010 1st Grade X 300020 2nd Grade X 300030 3rd Grade X 300040 4th Grade X 300050 5th Grade X 300060 6th Grade X 300070 7th Grade X X 300080 8th Grade X X 301010 AVID-Advancement via Indiv. Determination

X X X

303010 Classes (All Grade Levels) X X X X 304010 DCT X X 305010 Ex-Ed Classes X X X X 306010 Freshman Class X X 308010 HOSA (Health Occupations) X X

A1


Chart of Accounts

Rev. 07/01/2015 A1-3

310010 JROTC X X 310020 Junior Class X X 311010 Kindergarten X 316020 PMH-Participatory Level Intel. Disabled X X X X 316010 Pre-Kindergarten X 318010 Reverse Mainstream X 318020 ROTC X X 319010 Senior Class X X 319020 SLD Classes X 319030 SLI Classes X 319040 Sophomore Class X X 320010 TMH-Supported Level Intel. Disabled X X X X 322010 VPK X 399010 Other Class – A ________________ X X X X 399011 Other Class – B ________________ X X X X 399012 Other Class – C ________________ X X X X 399013 Other Class – D ________________ X X X X 399014 Other Class – E ________________ X X X X 399015 Other Class – F ________________ X X X X 399016 Other Class – G ________________ X X X X 399017 Other Class – H ________________ X X X X 399018 Other Class – I ________________ X X X X 399019 Other Class – J ________________ X X X X

Clubs - 4 Elementary Middle Jr/Sr High 401040 Academic Team

X X

401050 Academy of Arts/Media

X X 401051 Academy of Business

X X

401052 Academy of Engineering/Technol.

X X 401053 Academy of Finance

X X

401054 Academy of Health

X X 401055 Academy of Law

X X

401056 Academy of Teaching

X X 401010 Anchor Club X X 401020 Art Club X X X X 401030 Athletic Club X X X 402010 Baseball Club X X 402020 Basketball Club X X X

A1


Chart of Accounts

Rev. 07/01/2015 A1-4

402021 Basketball Club - Boys X X X 402022 Basketball Club - Girls X X X 402030 Beta Club X X X X 402040 Book Club X 402050 Bowling Club

X X

403010 Cheerleaders X X X X 403011 Cheerleaders - Freshman X X 403012 Cheerleaders - JV X X 403013 Cheerleaders - Varsity X X 403020 Chess Club X X 403030 Computer Club X X X X 403040 Cross Country Club X X 403041 Cross Country Club Boys X X 403042 Cross Country Club Girls X X 404010 Dance Club X X X 404020 DECA X X 404030 Drama Club X X X X 405010 Environmental Club X X X X 406010 FBLA X X X 406080 FCA-Fellowship of Christian Athletes

X X

406020 FEA X X X 406030 FHA X X X 406040 Football Club X X 406050 FPS Future Problem Solvers X X X X 406060 French Club X X 406070 French Honor Society X X 407010 Game Club X X X X 407020 German Club X X 407030 German Honor Society X X 407040 Gifted (GSP) X X X X 407050 Golf Club X X 407051 Golf Club Boys X X 407052 Golf Club Girls X X 409010 Interact Club X X 410010 Japanese Club X X 411010 Key Club X X 412010 Latin Club X X 412020 Lego Club X X X X 413040 Majorettes

X X

A1


Chart of Accounts

Rev. 07/01/2015 A1-5

413010 Math Club X X X X 413020 Model Student Senate X X 413030 MU Alpha Theta X X 414010 National Art Honor Society X X 414020 National Elementary Honor Society X 414030 Newspaper X X X X 414040 NHS X X 414050 NJHS X X 415010 Odyssey of the Mind X X X X 415020 Omega

X X

416020 Patrols X X X X 416010 PE Club X X X 418010 Recycling Club X X 418020 Robotics Club X X X X 419010 SADD X X X 419020 Science Club X X X X 419030 Science Research Club X X X 419040 SECME Club X X X 419050 Soccer Club X X 419051 Soccer Club Boys X X 419052 Soccer Club Girls X X 419060 Softball Club X X 419070 Spanish Club X X X 419080 Spanish Honor Society X X 419090 Speech Club X X 419100 Step Team X X X 419110 Student Council (SGA) X X X X 419140 Surf Club

X X

419120 SWAT Club X X X 419130 Swimming Club X X 420010 Technology Club X X X X 420020 Tennis Club X X 420021 Tennis Club Boys X X 420022 Tennis Club Girls X X 420030 Track Club X X X 420031 Track Club Boys X X X 420032 Track Club Girls X X X 420040 Trendsetters Club X X 420050 TV Production Club X X X 422010 Volleyball Club X X 423010 Wrestling Club X X

A1


Chart of Accounts

Rev. 07/01/2015 A1-6

425010 Young Authors Club X X X X 425020 Youth Crime Watch Club X X X X 499010 Other Club – A ________________ X X X X 499011 Other Club – B ________________ X X X X 499012 Other Club – C ________________ X X X X 499013 Other Club – D ________________ X X X X 499014 Other Club – E ________________ X X X X 499015 Other Club – F ________________ X X X X 499016 Other Club – G ________________ X X X X 499017 Other Club – H ________________ X X X X 499018 Other Club – I _________________ X X X X 499019 Other Club – J _________________ X X X X 499020 Other Club – K ________________ X X X X 499021 Other Club – L ________________ X X X X 499022 Other Club – M _______________ X X X X 499023 Other Club – N ________________ X X X X 499024 Other Club – O ________________ X X X X 499025 Other Club – P ________________ X X X X 499026 Other Club – Q ________________ X X X X 499027 Other Club – R ________________ X X X X 499028 Other Club – S ________________ X X X X 499029 Other Club – T ________________ X X X X 499030 Other Club – U________________ X X X X 499031 Other Club – V_________________ X X X X 499032 Other Club – W________________ X X X X 499033 Other Club – X ________________ X X X X 499034 Other Club – Y _______________ X X X X 499035 Other Club – Z ________________ X X X X

Departments - 5 Elementary Middle Jr/Sr High 501010 AP Program X X 501020 Art - Ceramics X X X 501021 Art - Drawing X X X 501030 Automotive X X 502010 Business X X X 503010 Child Care X X 503020 Construction X X 503030 Culinary Arts X X 503040 Custodial X X X X 504010 Drafting X X

A1


Chart of Accounts

Rev. 07/01/2015 A1-7

505010 English X X X 506010 Foreign Language X X X 508010 Home Ec - Clothing X X 508011 Home Ec - Foods X X X 509010 Industrial Arts X X 509020 International Baccalaureate X X 512010 Library X X X X 513010 Math X X X 513011 Math--Calculators X X 516010 Photography X X 516020 Physical Education X X X 519010 Science X X X 519011 Science Research X X X 519020 Social Studies X X X 519030 Special Education X X X 520010 Tech Prep X X X 520020 Technology X X 520030 TV Production X X X 522010 Vocational X X 523010 Wheel X X X 599010 Other Dept – A ________________ X X X X 599011 Other Dept – B ________________ X X X X 599012 Other Dept – C ________________ X X X X 599013 Other Dept – D ________________ X X X X 599014 Other Dept – E ________________ X X X X 599015 Other Dept – F ________________ X X X X 599016 Other Dept – G ________________ X X X X 599017 Other Dept – H ________________ X X X X 599018 Other Dept – I ________________ X X X X 599019 Other Dept – J ________________ X X X X

Trust - 6 Elementary Middle Jr/Sr High 601010* Advisory Board X X X X 601020* Art and Science Fair X X X X 602010* Beautification X X X X 602020* Business Partnerships X X X X 603010* Coffee Fund X X X X 604010* Donations X X X X 605010* Employee Fund X X X X

A1


Chart of Accounts

Rev. 07/01/2015 A1-8

607010* Grad Nite/Grad Bash X X 607020* Grant - Best X X X X 607021* Grant - Boeing X X X X 607022* Grant - Bright Ideas X X X X 607023* Grant - Harris X X X X 607024* Grant - Lowe's X X X X 607025* Grant - Target X X X X 607030* GSF - Driver's Education Fees X X 607031* GSF - Fee Summer Programs X X X X 607032* GSF - Lost & Damaged Textbooks X X X X 607033* GSF - Paid Transportation X X X X 607034* GSF - School Age Child Care X 607035* GSF - Vandalism Repayments X X X X 607036* GSF – Dual Enrollment

X X

607040* Guidance X X X X 612010* Locks - Hall X X X X 612011* Locks - PE X X X X 616010* Parking Stickers X X 616020* Project Graduation X X 616030* PTO / PTO Donations X X X X 616040* Public Relations X X X X 619010* Sales Tax X X X X 619020* Science Super Saturday X 619030* Social Committee X X X X 620020* Teacher of the Year X X X X 620010* Testing Fees X X X X 625010* Yearbook X X X X 699010* Other Trust – A ________________ X X X X 699011* Other Trust – B ________________ X X X X 699012* Other Trust – C ________________ X X X X 699013* Other Trust – D _______________ X X X X 699014* Other Trust – E ________________ X X X X 699015* Other Trust – F ________________ X X X X 699016* Other Trust – G _______________ X X X X 699017* Other Trust – H _______________ X X X X 699018* Other Trust – I ________________ X X X X 699019* Other Trust – J ________________ X X X X 699020* Other Trust – K ________________ X X X X 699021* Other Trust – L ________________ X X X X 699022* Other Trust – M _______________ X X X X

A1


Chart of Accounts

Rev. 07/01/2015 A1-9

699023* Other Trust – N _______________ X X X X 699024* Other Trust – O _______________ X X X X 699025* Other Trust – P _______________ X X X X 699026* Other Trust – Q _______________ X X X X 699027* Other Trust – R _______________ X X X X 699028* Other Trust – S ________________ X X X X 699029* Other Trust – T _______________ X X X X 699030* Other Trust – U _______________ X X X X 699031* Other Trust – V _______________ X X X X 699032* Other Trust – W _______________ X X X X 699033* Other Trust – X _______________ X X X X 699034* Other Trust – Y _______________ X X X X 699035* Other Trust – Z _______________ X X X X

(grant or scholarship)

General - 7 Elementary Middle Jr/Sr High 701010 Activity Fees X X X X

701020 Advertising – District X X X X

701030 Advertising - School X X X X

704020 Donation – Unrestricted X X X X

706010 Fine Arts Theatre X X 707010* General - Misc X X X X 718010 Registration Fees X X X X 719010 Savings X X X X 719020 School Store X X X X 719030 School Wide Fundraising X X X X 722010 Vending X X X X

Other Elementary Middle Jr/Sr High

000000 Cash Account Transfers X X X X

999999 NSF Checks X X X X

*Transfers need approval from School Accounting before they occur

A2


Safe Accountability Log

Rev. 07/01/2015 A2-1

School:

Date:

The following list includes all employees who have access to the safe.

Name Position

A3


Safe Combination Changes Log

Rev. 07/01/2015 A3-1

School:

Date Reason

A4


Official Receipt Book Log

Rev. 07/01/2015 A4-1

A5


Mail Receipts Log

Rev. 07/01/2015 A5-1

Mail Receipts Log Used to record cash and checks received via the U.S. mail, BPS courier or hand

delivered to the front office.

School:

Date Received

Check # or "Cash"

Payor Amount Sent

to BSF Y or N

Signature

A6


Monies Collected Form (Please obtain this form from the Print Shop)

Rev. 07/01/2015 A6-1

A7


Returned Check Letter

Rev. 07/01/2015 A7-1

Dear:

Our records indicate that check number __________ you issued to in the amount of $ on xx/xx/xx has been returned due to non-sufficient funds.

Please bring payment in full in the amount of $__________ to the school on or before xx/xx/xx. The total amount due includes the original check amount plus a returned check fee.

Thank you for your prompt attention to this matter.

“Your Name”

Bookkeeper

“School Name”

“School Phone Number”

A8


Purchase Order

Rev.07/01/2015 A8-1

A9


Property Purchase Form

Rev. 07/01/2015 A9-1

THE SCHOOL BOARD OF BREVARD COUNTY, FLORIDA

PROPERTY PURCHASE FORM

CAPITALIZABLE ASSETS NOT PURCHASED WITH DISTRICT FUNDS

FURNITURE, EQUIPMENT, COMPUTER HARDWARE AND SOFTWARE

__________________________________ ________________________

School/Department Name Date

__________________________________

School/Department Number

Method of Acquisition:

Donation (market value of $1,000 or more) ________________________

Internal Accounts Purchase (cost of $1,000

or more) ________________________

Item Description (include model number, serial number and room number where

item is located):

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Quantity Unit Total

______________ Cost/Value _______________ Cost _______________

Check # ______________ Date Paid _______________

_________________________________

Principal / Dept. Head

For items purchased from internal accounts, please include a copy of the check, purchase order

and of the invoice.

Distribution:

Original - School Accounting / Property Control

Copy - Retain at School / Department

A10


Object Code Quick Reference Guide

Rev. 07/01/2015 A10-1

Object Code Quick Reference

Dimension 6 – Object Code

310 Services – Other 644 Capital – Computer Hardware - Under $1,000

312 Services – Professional & Technical 671 Capital – Improvement Other than Building

330 Travel 691 Capital – Computer Software - $1,000 and Above

500 Supplies 692 Capital – Computer Software – Under $1,000

570 Food (non-fundraiser) 693 Capital – License Fees-Software - $1,000 and

Above

598 Fundraiser Items 694 Capital – License Fees-Software - Under

$1,000

599 Uniform / Clothing (non-fundraiser) 700 District Reimbursement

600 Capital – Other 701 GSF Payments to the District

621 Capital – A/V Material - $1,000 and Above 702 Unclaimed Property

622 Capital – A/V Material - Under $1,000 730 Dues / Fees / Admission

641 Capital – Furniture, Fixtures, Equipment - $1,000 and above

799 Sales Tax

642 Capital – Furniture, Fixtures, and Equipment - Under $1,000

980 Transfer Out - Automated Entry Only

643 Capital – Computer Hardware - $1,000 and Above

Object Code Quick Reference

for Capital Assets

To be considered a capital asset, the item must meet two criteria:

1. It’s useful life is in excess of one year

2. The total cost* is $1,000 or more

*All costs associated with the purchase of an item should be included in the total cost (i.e. include shipping, installation fees,

etc.)

Audio-Visual Materials/Object Code 621 (or 622 if non-capital)

Examples:

CD’s (not blank)

Charts

DVD’s (not blank)

Exhibits

A10



Rev. 07/01/2015 A10-2

Film

Filmstrips

Globes

Maps

Recordings

Furniture, Fixtures, & Equipment/Object Code 641 (or 642 if non-capital)

Examples:

Camcorders

Cameras

Chairs

Copiers

Desks

Fax machines

Gym equipment

Instruments

Kitchen equipment

LightSpeeds

Microscopes

Occupational therapy equipment: wheelchairs, standers, walkers, aquatic chairs, etc.

Radios

Shelving

Tables

Televisions

VCR/DVD players

Washers and Dryers

Computer Hardware/Object Code 643 (or 644 if non-capital)

Examples:

Computers

Disk Drives

Doc Cameras

Interactive Whiteboard

Keyboards

Laptops

Memory

Modems

Monitors

Printers

Projectors

Scanners

Servers

Sound Cards

Springboard Lite

A10



Rev. 07/01/2015 A10-3

Switches

Vantage Lite

Video Boards

Computer Software/Object Code 691 (or 692 if non-capital)

Examples:

Application Programs: database management, spreadsheet functions, instruction, & word processing

AS400

AutoCAD Software

SuccessMaker

System Software: operating systems, programming languages, and utility programs

Software Annual Maintenance/Object Code 730

Software Subscription Fees/Object Code 730

Software License Fees/Object Code 693

A11


Distribution Center Request (DCR-1)

Rev. 07/01/2015 A11-1

A12


Property Loan Form

Rev. 07/01/2015 A12-1

A13


ET’s Use Agreement Form

Rev. 07/01/2015 A13-1

7540.08 F1/page 1 of 1

BREVARD PUBLIC SCHOOLS MOBILE COMPUTING DEVICE ASSIGNMENT AND USE AGREEMENT FORM

I understand and agree that:

A. this device is assigned by my school or department and made available for use as long as it is

used for work-related activities requiring its use;

B. I am allowed to take the device home to work on school or District related activities;

C. only copies of software authorized by the Board are to be loaded on the device and may only be

installed after proper authorization by department or school administration

D. I am responsible for the appropriate use and care of the device and all associated equipment;

E. I will be required to present the device for inspection during the annual inventory audit of property owned by

the school system;

F. I will exercise due diligence in safeguarding the device and associated equipment from loss,

damage, and theft; This would include such precautions as storing the device in a locked cabinet when not in use, not leaving the device in a car, and properly securing during meetings/conferences. If it is found that due diligence was not exercised in keeping this property secured, assignee could be held financially responsible for the cost of replacement or repair (whichever is applicable).

G. at the appropriate time for replacement, or at termination of employment (whichever occurs

earlier), I will return the device to the department or school for reassignment or removal from active inventory, whichever is applicable; I will not be held financially responsible for any repairs resulting from normal and ordinary use of such equipment.

H. I have read and understand AP 7540.08 Mobile Computing Device Assignment and Use

Procedure.

Assignee Name (Print): _______________________________________________________________ Last First

School/Department: _______________________________E-mail:_____________________________ Property Record #: _____________________ Serial/Service Tag #: ____________________________

Approval of Issuance:

Employee Signature: _______________________________________________ Date: ____________ Department/School Administrator: ______________________________________ Date: ____________

Return of Device:

Employee Signature: _________________________________________________ Date: ___________ Department/School Administrator: _______________________________________ Date: ___________

4/07

A14


School Inventory

Rev. 07/01/2015 A14-1

School: ________________________________

School Store Inventory

For the Fiscal Year Ended June 30, ________

Number of Cost Total Number of Retail Total

Description of Item Items purchased Per Item Cost Items Sold Per Item Retail

Totals

Date of Count

Signature of Person Counting Inventory

Signature of Principal

A14 Internal Accounts Procedures Manual Appendices

School Inventory

Rev. 07/01/2015 A14-2

School: ________________________________

Other Inventories

For the Fiscal Year Ended June 30, ________

Number Cost Total Number Retail Total

Description of Item of Items Per Item Cost of Items Per Item Retail

Purchased Sold

P.E. Uniforms

Subtotal

T-Shirts & Other Clothing

Subtotal

Other Misc. Inventory

Subtotal

Totals

Date of Count

Signature of Person Counting Inventory

Signature of Principal

A15


Music Program Rental Forms

Rev. 07/01/2015 A15-1

ELEMENTARY SCHOOL

INSTRUMENTAL MUSIC PROGRAM

Instrument Rental Agreement

Please print clearly.

NAME: PHONE:

ADDRESS:

INSTRUMENT DESCRIPTION:

SERIAL #: REPLACEMENT VALUE: $

CONDITION: SCH.BD. PROPERTY #:

ITEMS INCLUDED:

The cost of the instrument rental fee is $25.00 per semester, which covers only the use of the

instrument. Included in this is $23.47 in rental fee and $1.53 (6.5%) of Florida Sales Tax. The

undersigned is solely responsible for any and all repairs or damage to the assigned instrument,

which may occur during the rental period. We acknowledge the receipt of the above instrument

and accessories in the condition as stated. We agree to the following:

1. To be personally responsible for the safe-keeping of this instrument & to return it

to the school immediately upon the request of the music director or principal.

2. To keep the instrument clean, polished, adjusted, and in good playing condition at

all times including having it repaired for those things from use or abuse.

3. To pay for repairs mentioned above, or in the event of loss or total damage, to pay

current replacement value for the instrument.

4. To have the instrument inspected and repaired upon return to the music department.

5. To allow no other person other than the undersigned student to play, handle or use

this instrument without the specific permission of the music director.

There will be no refund of the rental fee for the semester after the first month of use.

STUDENT SIGNATURE:

Date

PARENT SIGNATURE:

Date

To be completed upon return of the instrument:

Condition: Date returned:

Inspected By:

Comments, if applicable:

A15


Music Program Rental Forms

Rev. 07/01/2015 A15-2

SECONDARY SCHOOL

INSTRUMENTAL MUSIC PROGRAM

Instrument Rental Agreement

Please print clearly.

NAME: PHONE:

ADDRESS:

INSTRUMENT DESCRIPTION:

SERIAL #: REPLACEMENT VALUE: $

CONDITION: SCH.BD. PROPERTY #:

ITEMS INCLUDED:

The cost of the instrument rental fee is $30.00 per semester, which covers only the use of the

instrument. Included in this is $28.17 in rental fee and $1.83 (6.5%) of Florida Sales Tax. The

undersigned is solely responsible for any and all repairs or damage to the assigned instrument,

which may occur during the rental period. We acknowledge the receipt of the above instrument

and accessories in the condition as stated. We agree to the following:

1. To be personally responsible for the safe-keeping of this instrument & to return it

to the school immediately upon the request of the music director or principal.

2. To keep the instrument clean, polished, adjusted, and in good playing condition at

all times including having it repaired for those things from use or abuse.

3. To pay for repairs mentioned above, or in the event of loss or total damage, to pay

current replacement value for the instrument.

4. To have the instrument inspected and repaired upon return to the music department.

5. To allow no other person other than the undersigned student to play, handle or use

this instrument without the specific permission of the music director.

There will be no refund of the rental fee for the semester after the first month of use.

STUDENT SIGNATURE:

Date

PARENT SIGNATURE:

Date

To be completed upon return of the instrument:

Condition: Date returned:

Inspected By:

Comments, if applicable:

A16


Fundraiser Approval Form

Rev. 07/01/2015 A16-1

A17


Fundraiser Reconciliation Form

Rev. 07/01/2015 A17-1

A18


Fundraiser Control Sheet

Rev. 07/01/2015 A18-1

FUND-RAISING CONTROL SHEET

FUNDRAISER NAME/DESCRIPTION

SPONSOR DATES OF

SALE

FUNDRAISER APPROVAL FORM

FUNDRAISER RECONCILIATION

FORM

DATE OUT

DATE IN

DATE OUT

DATE IN

A19


Outstanding Check Letter

Rev. 07/01/2015 A19-1

Dear:

The records at _____________________________indicate that check number _____________ issued to you in the amount of $________________on ______________________ has not cleared our bank.

Please check your records to verify receipt of the check and indicate whether the check has been:

_____Cashed

_____Lost, please reissue

_____Never received, please reissue

_____Lost or never received, please donate back to school

Please return this letter on or before ______________________. All unclaimed funds will be turned over to Florida’s Unclaimed Property Department.

Thank you for your prompt attention to this matter.

Bookkeeper

A20

Internal Accounts Procedures Manual Appendix

Cooperative Organization Annual Report

Rev. 07/01/2015 A20-1

SCHOOL BOARD OF BREVARD COUNTY

Fiscal Year____________________ School Name __________________________________________

Name of Organization___________________________ Federal Tax ID # _________________________

President Name_______________________________ Phone Number (home) _____________________

Address _______________________________ Phone Number (cell) _______________________

_______________________________ Phone Number (other) ______________________

1) Objectives achieved by Organization:

1.

2.

3.

2) Activities completed by Organization:

1.

2.

3.

3) Bank Account July 1st Beginning Balance a year ago (Include All Accounts) $ __________________

4) Total Funds Raised During this past Fiscal Year $ __________________

5) Detailed Expenses (Equipment, materials, services, etc.) $ __________________

A. ____________________________________________________________ $______________

B. ____________________________________________________________ $______________

C. ____________________________________________________________ $______________

D. ____________________________________________________________ $______________

E. ____________________________________________________________ $______________

*Attach separate sheet if necessary

6) Total Expenditures for this past Fiscal Year $ (_________________)

7) Bank Account June 30th Ending Balance (Include All Accounts) $ __________________

Completed By_______________________________________ ________________________________ Printed Name Signature Date

_______________________________________ Organization Title

Address _______________________________________ Phone Number (home) ______________

_______________________________________ Phone Number (other) ______________

President Signature _________________________________________ Date______________________

This form must be submitted (by the cooperative organization) to the school principal no later than August 31st. Backup documentation of all transactions should be kept on file with the organization (i.e. bank statements, approved invoices, monies collected receipts/forms, etc.) for auditing purposes. School Bookkeeper should check each report for completeness and calculation error(s).

A21


Ticket Control Sheet

Rev. 07/01/2015 A21-1

TICKET CONTROL SHEET

SCHOOL NAME: _____________________________________

USE ONE SHEET PER ROLL

BEGINNING

NUMBER

ENDING

NUMBER ________________________ ________________________ TICKET

COLOR ___________________

________________________ ________________________

NUMBERS USED

DATE USED EVENT FIRST LAST COMMENT

A copy of this document should be filed in your year-end records. A new sheet should be started for the next year reflecting a continuation of the number sequence for each roll.

A22


Report of Tickets Sold Form

Rev. 07/01/2015 A22-1

A23


Yearbook Reconciliation Form

Rev.07/01/2015 A23-1

1

2

3

4

5

6 The invoice should display the number of extra yearbooks the school has been charged for. Fill in this number for Quantity (cell D12).

School Board of Brevard County

Yearbook Reconciliation

Instructions

The invoice should display the number of yearbooks ordered. Fill in this number for Quantity (cell D9). Do NOT include the number of extra copies.

Enter your school name in cell A4.

Data for numbers 3 through 9 come from the yearbook vendor's invoice. Use the most recent invoice prior to or as of the date entered from number 2.

As of Date: If an early reconciliation is being completed and the General Ledger was printed through a period prior to the last month of the school year, the date entered in cell F4 should be the last day of the 'through' period on the General Ledger printout (i.e. period 9 = 3/31/10; period 10 = 4/30/10). If the General Ledger printout was printed through the period that is the same month school ends, the date entered will match the date in which the General Ledger was printed (i.e. 5/15/10 instead of 5/31/10).

Prepared Date: Enter today's date in cell D4. At least one reconciliation should be completed early allowing errors to be caught in advance of year end and providing time for necessary corrections to be made. The final reconciliation should be completed/dated before the end of the school year and prior to the yearbook sponsor leaving for the summer. NO reconciliations should be done after the yearbook sponsor has left for the summer.

e. Quantity of yearbooks sold online (the yearbook sponsor typically retrieves this information through

an online source)

If the invoice lists the price per yearbook, fill this number in for Price (cell B9). The total that is automatically calculated in cell F9 should match the total amount shown on the invoice.

If the invoice does not list an amount per yearbook, divide the total yearbook amount shown on the invoice by the number of yearbooks ordered. Do NOT include the number of extra copies. Enter this amount for Price (cell B9). The total that is automatically calculated in cell F9 should match the total amount shown on the invoice.

Add up any costs that are NOT for ordered yearbook copies, excess yearbook copies, packaging,

shipping and handling. Do NOT include any credits. Miscellaneous items include, but are not limited to covers, binding, packages, pocket sheets, personalizations, cd's, endsheets, etc. Enter this sum for Misc Charges (cell F10).

Find the shipping and handling charges on the invoice. Enter this amount for Shipping/Handling (cell F11). If packaging costs are listed separately, they are included here.

f. If any yearbook advertisement revenue is posted to another account: a General Ledger printout of that account for the same period the yearbook account was printed for

The following items should be gathered in order to complete the yearbook reconciliation form: a. Recent invoice from yearbook vendor b. From CrossPointe: a General Ledger printout of the yearbook account from period 1 through the period for the month that is being reconciled (March=9; April=10, etc.) c. Monies Collected Forms for yearbook revenue d. Yearbook sponsor's log showing the number of yearbooks sold and returned

A23



Rev.07/01/2015 A23-2

7

8

9

10

11

12

Purchases made directly online will reduce the amount owed to the vendor. If the invoice shows such

a credit, enter this amount as a negative number for Online Sales Credit (cell F16). Be careful:

sometimes online sales will show on the invoice as a deposit amount! If the deposit amount shown on

the invoice does not match the amount made in Manatee, online sales may be included.

Returning items to the vendor can cause a reduction in the amount owed to the vendor. If the invoice

shows such a credit, enter this amount as a negative number for Misc Credit (cell F17). This section

is NOT to be used to show the amount of refund checks that were received from the vendor.

Data for numbers 10 through 13 comes from the General Ledger printout of the yearbook account.

Enter the 1st payment (or initial deposit) amount in cell F23. Enter the Date Paid (cell B23) and the

Check # (cell D23)

6a. The total amount of other disbursements made from the yearbook account. This data will be

used with #28 below.

Before beginning this section of the form, sum the following from the General Ledger printout of the

yearbook account:

7a. Subtract the beginning balance of the yearbook account from the ending balance.

2a. The total revenue from refund checks received from the yearbook vendor due to returned

yearbooks. This data will be used with #20 below.

9a. Make sure #7a equals #8a. If not, recalculate #1a-6a above until #7a does equal #8a.

3a. The total revenue from yearbook advertisement sales. This data will be used with #21 below.

If additional payments were made, enter the 2nd payment amount in cell F24. Enter the Date Paid

(cell B24) and the Check # (cell D24).

Add up any credits or discounts that are NOT associated with online sales or returned items. Enter

this amount as a negative number for Discount (cell F13).

If the invoice lists the price per extra yearbook, fill this number in for Price (cell B12). The total that is

automatically calculated in cell F12 should match the total amount shown on the invoice.

If the invoice does not list an amount per excess yearbook, divide the total excess yearbook amount

shown on the invoice by the number of excess yearbooks. Enter this amount for Price (cell B12). The

total that is automatically calculated in cell F12 should match the total amount shown on the invoice.

If additional payments were made, enter the 3rd payment amount in cell F25. Enter the Date Paid

(cell B25) and the Check # (cell D25). If your school made 4 or more payments, contact School

Accounting for a revised form so that the additional payment information can be entered.

4a. The total revenue from any other sales that were posted to the yearbook account. This data will

be used with #27 below.

5a. The total amount of payments made to the yearbook vendor. This data will be used between

#12 and #13 below.

CHECK TO BALANCE: To make sure your totals from #1a-6a were added correctly, do the following:

8a. Add the sums from #1a-6a above (#5a-6a would be a negative so use the formula: 1a + 2a + 3a

+ 4a - 5a - 6a).

1a. The total revenue from yearbook sales (do NOT include advertisement sales). This data will be

used between #18 and #19 below.

A23



Rev.07/01/2015 A23-3

13

14

15

16

17

18

19

20

CHECK TO BALANCE: Make sure the Total Paid from CrossPointe to Vendor (cell F26) is equal to #5a

above (the total amount of payments made to the yearbook vendor). If these do not match, find the

error and enter the correct data until they do equal each other.

From the Monies Collected Forms and/or the yearbook sponsor's log, find the different prices the

yearbooks sold for (the base yearbook prices; do NOT include add-ons) and the number of yearbooks

sold at each of those prices. Fill in one of the base prices as Price (each) (cell B34) and fill in the

number of yearbooks sold at that base price as Quantity (cell D34).

If the Total Still Due to Vendor does not equal zero, fill in an explanation as to why there is still an

outstanding balance.

Data needed for numbers 14 through 19 comes from the General Ledger printout of the yearbook account,

the Monies Collected Forms, and the yearbook sponsor's log.

CHECK TO BALANCE: Make sure the Total Manatee Sales (cell F39) is equal to #1a above (the total

revenue from yearbook sales). If these do not match, find the error and enter the correct data until

they do equal each other.

If yearbooks sold at a second base price, fill in that Price (cell B35) and the Quantity of yearbooks

sold at that base price (cell D35).

From the Monies Collected Forms and/or the yearbook sponsor's log, calculate the total amount of

revenue received for All Add-Ons. Enter this Total (cell F38).

If yearbooks sold at a third base price, fill in that Price (cell B36) and the Quantity of yearbooks sold

at that base price (cell D36).

If yearbooks sold at a forth base price, fill in that Price (cell B37) and the Quantity of yearbooks sold

at that base price (cell D37). If there are more than four base prices, contact School Accounting for a

revised form so that the additional information can be entered.

From the yearbook sponsor's log, enter the Price (each) (cell B52) and the Quantity (cell D52) of

yearbooks that were returned and refunded. If the school was refunded for yearbooks with more than

one base price, contact School Accounting for a revised form so that the additional information can be

entered.

CHECK TO BALANCE: Based on the data entered for #20, the form will automatically calculate the

refund amount Total (cell F52). Make sure the total refunds calculated in #2a above equal the amount

shown on the form. If these do not match, find the error and enter the correct data until they do equal

each other.

Data needed for numbers 20 through 22 comes from the yearbook sponsor's log, the General Ledger

printout of the yearbook account and if a separate account contains yearbook advertisement revenue, the

General Ledger printout of that account.

The Total of Online Sales (cell F43) is automatically pulled from cell F16. Enter the Quantity (cell

D43) of yearbooks that corresponds to this sale amount. The yearbook sponsor typically retrieves this

information through an online source.

A23



Rev.07/01/2015 A23-4

21 Enter the Total advertisement revenue (cell F53), which was calculated in #3a above.

22

23

24

25

26

27

28

29

30

31

32

Enter the ending balance of the yearbook account (cell F71).

From the yearbook sponsor's log, fill in the Quantity of yearbooks donated (cell D62) AND attach a list

of names the yearbooks were donated to.

If any yearbook advertisement revenue was posted to another account, enter the Total amount (cell

F54).

Data needed for numbers 23 through 25 comes from the yearbook sponsor's log and from a physical

count of the remaining yearbooks on hand.

Enter the beginning balance of the yearbook account (cell F70).

Enter the Total revenue from 'other' sales (cell F74), which was calculated in #4a above.

Enter the Total 'other' disbursements made (cell F75) as a negative number. This amount was

calculated in #6a above.

CHECK TO BALANCE: A physical count of the number of yearbooks on hand is required . The

actual number of yearbooks on hand should equal the quantity shown on the reconciliation form (cell

D65). If these do not match, find the error and enter the correct data until they do equal each other.

Data needed for numbers 26 through 29 comes from the General Ledger printout of the yearbook account.

Enter the location of the yearbooks on hand (cell A67).

If any yearbooks were returned to the vendor and credit was given on the invoice (rather than in the

form of a refund check), fill in the Quantity of these yearbooks (cell D64). The yearbook sponsor's log

should contain this information. The amount of credit received on the invoice would have been filled in

when completing number 9 of this reconciliation form.

Make sure all backup documentation is attached to the completed reconciliation form.

The yearbook sponsor must sign and date the reconciliation form.

The principal must sign and date the reconciliation form.

The bookkeeper must sign and date the reconciliation form.

CHECK TO BALANCE: The Out of Balance Amount (cell F82) must be zero to reconcile. If it is not,

find the error(s) within the form and enter the correct data until the Out of Balance Amount is zero.

A23



Rev.07/01/2015 A23-5

Prepared Date: As of Date:

06/30/09 06/29/09

Only fill in gray highlighted sections

Price Quantity Total

Number of Yearbooks Ordered 34.41 $ 375 12,903.75 $

Misc Charges 3,495.68 $

Shipping / Handling 340.47 $

Excess of Original Order 30.00 $ 35 1,050.00 $

Discount (enter as a negative number) (1,075.73) $

Total Due 16,714.17 $

Online Sales Credit (purchases made directly online) (enter as a negative number) (8,434.79) $

Misc Credit (invoice credits for items returned to vendor - (enter as a negative number) - $

DO NOT include refund checks from vendor)

Adjusted Total Due (original invoice amount minus credits) 8,279.38 $

Date Paid Check #

Initial Deposit - $

Second Installment - $

Third Installment - $

Total Paid from CrossPointe to Vendor - $

Total Still Due to Vendor (should be zero) 8,279.38 $

If not zero, explain reason for outstanding balance to vendor:

Price (each) Quantity Total

Price #1 45.00 $ 17 765.00 $

Price #2 50.00 $ 93 4,650.00 $

Price #3 - $

Price #4 - $

All Add-Ons 0 258.79 $

Total CrossPointe Sales 110 5,673.79 $

Quantity Total

Total Online Sales (from above) 160 8,434.79 $

School:

School Board of Brevard County

Yearbook Reconciliation

ABC Middle School

Vendor Invoice Details

Sales - recorded in CrossPointe

Payments to Vendor

Sales - recorded online

Waiting on credits to be applied to invoice before payment is remitted to vendor.

3

4

5

6

7

8

9

1 2

10

11

12

13

14

15

16

17

18

19

A23



Rev.07/01/2015 A23-6

Price (each) Quantity Total

Total CrossPointe sales (from above) 5,673.79 $

Refund Checks from Vendor (for yearbooks returned) - $ 0 - $

Total Advertisement Revenue (recorded in yearbook account) - $

Total Advertisement Revenue (recorded in other account) - $

Total Paid from CrossPointe to Vendor (from above) - $

Total Profit / (Loss) 5,673.79 $

Yearbooks Ordered from Vendor 410

Yearbooks Sold 270

Yearbooks Donated (attach a list of names) 8

Yearbooks Returned to Vendor (credit received in form of refund check) 0

Yearbooks Returned to Vendor (credit received on invoice) 0

Total Yearbooks Currently on Hand (Physical Count Required) 132

Location of Yearbooks on Hand:

Supply Closet

Beginning Balance - $

Ending Balance 7,092.75 $

Net Activity for Current Year 7,092.75 $

Other Receipts Posted to Yearbook Account 1,969.66 $

Other Disbursements Posted to Yearbook Account (enter as a negative number) (550.70) $ Total Other Activity in Yearbook Account 1,418.96 $

Advertising Revenue (recorded in other account) - $

Total Profit / (Loss) 5,673.79 $

Out of Balance Amount (this MUST be zero) - $

Teacher / Sponsor Date

Principal Date

Bookkeeper Date

Summary

CrossPointe Yearbook Account Reconciliation

Profit/Loss

20

21

22

23

25

26

27

28

29

30

31

32

24

A24


Fees and Pricing Maximums

Rev. 07/01/2015 A24-1

Course or Event Fee or Price Frequency

Art – Secondary Schools $10.00 Each course Per semester

Drivers Education $80.00 Per semester

Elementary School String Music Program Rental $25.00 Per semester

Secondary School Music Program Rental: Band/Orchestra Instruments

$30.00

Per semester

Band/Orchestra Uniforms* $15.00 Per semester Choral Uniforms $10.00 Per semester Guitar $10.00 Per semester

P.E. Towels Cost + 10% Per semester

P.E. Swimming $1.00 Per semester

Parking Permits Up to $20.00 Per year

Lock Rentals $2.00 Per year

Planners Cost + 10% Per year

Student Activity Fees: Elementary Schools Secondary Schools

$1.00 $2.00

Per year Per year

Copying Fees: 8 ½” x 14” or less (one-sided) 8 ½” x 14” or less (two-sided) 11” x 17” 11” x 14 7/8” (computer greenbar)

Official Senior High Transcripts:

Currently Enrolled Students (plus 1 yr after graduation)

Non-Enrolled Students (over 1 yr after graduation) School site request District online requests

Certified copies (plus duplication fee)

$ .15 $ .20 $ .25 $ .25

1 Free $1.00

$5.00 $7.00

$1.00

Each page

Each additional

Each Each

Each certification

Pre-K Handicapped Programs: 3-day program 5-day program

$60.00 $100.00

Per month Per month

Distribution of Literature: Charge for Cover Letter

$0.05

Per student

TICKET SALES & PRICING Varsity Football – Reserved General Admission Student Admission (pre-sale only)

$7.00 $6.00 $4.00

Per game

All Other Sports – Adult Admission Student Admission

$4.00 $2.00

Per game

Season Passes – Season passes may be sold at a discount not to exceed 10% of the per event pricing.

* does not include Marching Band fees, which are based on program needs

A24



Rev. 07/01/2015 A24-2

ALLOWABLE FEES FOR CAREER & TECHNICAL EDUCATION COURSES

Fees are for items the student receives for his/her own use.

ORIENTATION / EXPLORATION – Grades 7 & 8

$5.00 per semester, $2.50 per nine weeks

Course Number

Program and Course Titles

8209100 Careers in Fashion and Interior Design

8200520 Computer Applications in Business 1

8200210 Computer Applications in Business 2

8209020 Computing for College and Careers

8600030 Exploration of Communications Technology

8600040 Exploration of Production Technology

8600020 Exploring Technology

8809200 Fundamentals of Culinary Careers

8600010 Introduction to Technology

8000210 M/J Exploratory Career & Technical Wheel 2



$5.00 per semester for any high school course in the program

Program

Number Program Area

Program Titles

8302100 Business Technology Education Accounting Applications

8212500 Business Technology Education Administrative Office Specialist

8215200 Business Technology Education Business Supervision & Management

8209600 Business Technology Education Digital Design

8216100 Business Technology Education International Business

8212300 Business Technology Education Medical Administrative Specialist

8207400 Business Technology Education New Media Technology

8207340 Business Technology Education PC Support Services

8207500 Business Technology Education Web Development

8417140 Health Sciences Education Dental Aide

8417170 Health Sciences Education Emergency Medical Responder

8417000 Health Sciences Education Health and Wellness

8417210 Health Sciences Education Nursing Assistant

8725400 Industrial Education Architectural Drafting

9200100 Industrial Education Automation & Production Technology

8709000 Industrial Education Automotive Collision Repair and Refinishing

8709400 Industrial Education Automotive Service Technology

8725000 Industrial Education Drafting

8751000 Industrial Education Marine Service Technology

8725300 Industrial Education Mechanical Drafting

8772100 Industrial Education Television Production

8815100 Marketing Education Finance

8845100 Marketing Education Hospitality and Tourism

8827100 Marketing Education Marketing

8007100 Public Service Education Environmental Water Technology

8401100 Technology Education Applied Engineering Technology

8601000 Technology Education Communications Technology

8600200 Technology Education Geospatial/Geographic Information Systems (GIS)

Technology

9400300 Technology Education Pathways to Engineering (PLTW)

8401010 Technology Education Technical Design

A24



Rev. 07/01/2015 A24-3

$10.00 per semester for any high school course in the program

Program

Number Program Area

Program Titles

8800500 Family and Consumer Sciences Culinary Arts

8500395 Family and Consumer Sciences Food Science Technology

8500355 Family and Consumer Sciences Nutrition and Wellness

8500390 Family and Consumer Sciences Principles of Food Preparation

8720300 Industrial Education Building Construction Technologies

A25

Internal Accounts Procedures Manual Appendices Public Deposit Identification and Acknowledgment Form

Rev. 07/01/2015 A25-1

Public Depositor Account Information

Account Number: Type of Account (CD/other):

Account Name: Full Name as it Appears on the Records of the Qualified Public Depository

Accountholder’s Federal Employer Identification Number (FEIN):

Qualified Public Depository (QPD) Information

QPD’s Full Legal Name: For Protection Under Chapter 280, Florida Statutes, Depository MUST be a QPD

QPD’s Address:

QPD’s FEIN:

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Public Deposit Identification

I DECLARE that the above referenced account meets the definition of a public deposit pursuant to Section

280.02, Florida Statutes (F.S.), and is not exempt under the laws of Florida. A current Public

Deposit Identification and Acknowledgment Form will be maintained as a valuable record of the public

depositor. The current Public Deposit Identification and Acknowledgment Form with original signatures will

need to be submitted in the event the above named QPD becomes insolvent or in default and a claim is filed

with the Chief Financial Officer, State of Florida’s office.

Signature for Public Depositor: Date:

Printed Name & Title:

---------------------------------------------------------------------------------------------------------------------------------

Qualified Public Depository Acknowledgment

I ACKNOWLEDGE that the above referenced account has been identified to this QPD as a public deposit.

Pursuant to Chapter 280, F.S., this account will be classified on the records of this QPD as a public deposit,

collateralized as such, and reported as such on the Public Depository Monthly Report J1-1003, Public

Depository Annual report J14-1004, and any other report of public deposits requested by the Chief Financial

Officer, State of Florida.

Signature for Qualified Public Depository: Date:

Printed Name & Title:

DFS-J1-1295

NEW 06/98

internal accounts procedures manual 1 introductionfinance.brevardschools.org/accounting/shared...

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