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MONEY MATTERS

CLUB DUES & FUNDRAISING

2014-2015

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• Don’t hold money! Collect and turn in daily!

• Purchase Orders must be made prior to purchase

• Personal reimbursements

Under $50 / Over $50

• Original invoices/receipts

• “Non-Sufficient Funds” Checks – NO CHECKS!!!!!!

• Payment must occur within 30 days

• Donations – Clear specifications on a donation

letter

Audit Exceptions

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USING A TEACHER

RECEIPT BOOK

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• Must sign for receipt book when it is issued and returned

• Teachers/Sponsors are responsible that the money makes it to the office on the day that it is collected and receipted by 12:30pm

• Bring receipt book, recap, and monies when depositing

• No collections on Friday! Monday-Thursday ONLY!

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*Program, Function and Sub Ledger

numbers you will need to fill out your

recap when depositing.

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SCHOOL NAME

DATE

WHO PAID? SPECIFIC PERSON OR COMPANY. IF A STUDENT, INCLUDE

STUDENT ID ON RECEIPT.

AMOUNT COLLECTED

EXPLANATION FOR COLLECTION(I.E. Field Trip

PROM, SCIENCE FEE

TEACHER’S SIGNATURE(DO NOT PRE-SIGN!)

(DO NOT USE A STAMPNO INITIALS)

KIND OF COLLECTION (CASH ONLY)

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All three (white, yellow, and green) Receipts Must be STAPLED together in order to VOID a

receipt. If the White or Yellow copy is missing a Certificate of Loss must be filed.

• Erasures or changes are not permitted• If an error occurs, VOID the receipt by

writing VOID and staple all three triplicate receipts together.

• CAUTION: Voided receipts must be retained inside receipt book. All three copies must be turned in. Do not discard any of them.

Staple

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Staple

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RECEIPT BOOKS No receipt book is to be

taken off the school grounds.

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COLLECTING CLUB DUES

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FILL IN YOUR COMPLETE ACCOUNT NUMBER

(include a sub ledger)

THE DATE YOU ARE TURNING THE

DEPOSIT INTO THE TREASURER

(which should be the same as the date on the receipt issued)

FILL IN YOUR ACCOUNT

NAME

STUDENT NAME, ID NUMBER AND AMOUNT

REMEMBER TO SIGN IT!

CHECK YOUR MATH. COUNT

THE MONEY COLLECTED.

CASH ONLY FOR Academy/Science

FEES/DUES

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USE RECAP ONLY FOR $14 AND UNDER

DUES MUST BE PRE-APPROVED BY THE ADMINISTRATION

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IF COLLECTIONS ARE $15 OR MORE, USE A TEACHER RECEIPT BOOK

• Must sign for receipt book when it is issued and returned

• Teachers/Sponsors are responsible that the money makes it to the office on the day that it is collected and receipted

• Bring receipt book, recap, and monies when depositing

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*Program, Function and Sub Ledger numbers you will need to fill out your recap

when depositing.

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FUNDRAISING

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Fundraising application

(not for fees or dues)

PROFIT OR NOT FOR PROFIT

FM # 1018Must Be TYPED!!

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T-shirts @ $10Sr. Breakfast @

$25

Main Lobby Jan 22-27 Afterschool

Your signature

LEAVE BLANK

SGA, NHS, Chorus, etc…

Raise funds for club events, trips, supplies, customs, pins, sashes, etc…

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Who approves?

Activities Director, Principal, and Treasurer

What form and where do I get it?

Fund Raising Activity Form (FM 1018)

When is it required? All SALES, profit and non profit.

Time line to apply?Submitted at least five school days before the activity starts.

ANY SALE, WHICH IS NOT APPROVED IS STRICTLY FORBIDDEN (NO EXCEPTIONS)

Items to be sold are NOT to be ordered until fundraiser is approved.

FUNDRAISING PROCEDURES

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What if my sale takes place outside of school?

COMMUNITY SALE

Example: Chocolate, donuts, catalogues, dolphin tickets, etc….

Community sales requests must be submitted at least one month prior to sale date in order to request Region Approval.

Available on-line (FM 5656)

Mark “NO” on both

FORM # 5656

Family and friends only. No door to door

sales

Sign and Date

Date & time

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Turn in for cancelled

fundraisers

In activities office. 15

Sign and print your name

Activity Number

Choose one or write one in Why cancelled?

Club Name

T-shirt, chocolates, etc

Account #

Cancellation Date

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SELLING AN ITEM

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FILL IN YOUR COMPLETE ACCOUNT NUMBER

(include a sub ledger)

THE DATE YOU ARE TURNING THE

DEPOSIT INTO THE TREASURER

(which should be the same as the date on the receipt issued)

FILL IN YOUR ACCOUNT

NAME

DETAILED DESCRIPTION OF SOURCE OF REVENUE

AND TOTAL AMOUNT(MUST Reference

Activity # )

REMEMBER TO SIGN IT!

CHECK YOUR MATH. COUNT

THE MONEY COLLECTED.

CASH ONLY ON ALL SALES

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A recap must be used whenever any monies are deposited. This is in addition to the receipt book if a receipt book was used.

Receipt books are automatically required for items costing $15 or more.

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T-Shirt Sale Deposit

10 T-shirts @ $10 =$100

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If purchase is $15 or more, Teacher’s

Receipts are required. List the number sequence of the

Teacher’s Receipts.

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WHEN TO USE TICKETS Events up to $5 – (rolled tickets are available in school)

Example: Spirit Day $1

Events with higher denominations-

tickets must be purchased from

an outside vendor. See Activities!

Tickets must be approved and

held by the treasurer

o Rolled Tickets are available for

the following denominations:

$.50 - $5.00 only

You must sign out the rolled tickets from the treasurer!

Must use to deposit monies

after tickets were used.

Ticket #’s2548-2687

140 tickets @ $5=$700

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OPERATING REPORT

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DEPOSITS

PAID OUT/EXPENSES FORM #

Student Activity

Operating

Report

completed TEN

days after

fundraising

activity

Available on-line

(FM 0996)

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Complimentary Item Form

Indicate it on Operating Report

Unsold items must be retained for audits or properly disposed

Disposal Form

FM-291824

ACTIVITY #

ITEM SOLD

Jackie Garcia ( signature ) T-shirt 3/15/11

Form #

Your signature

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YEAR TO DATE

Balance

Monies going out

Monies going in

Purchase Orders

Check your account for accuracy. Deposits

and disbursements need to match your records.

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USE FOR OPERATING REPORT

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PURCHASING

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PO # PROVIDED BY TREASURER

FILL IT OUT COMPLETELY. We need to know what fund will be paying for this.

FILL IT OUT COMPLETELY

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SIGN IT!

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Treasurer will return to you

the PINK copy when the order has been placed or I will email

you. ONLY the TREASURER places orders for the school.

Treasurer’s Name

and your name

SUBMIT QUOTE ALONG WITH P.O. and attach to your Fund Raising application

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PURCHASE ORDERS

• Obtain a purchase order for all purchases Purchase Orders CAN NOT be done after the fact!

• Treasurer will assign a purchase order numberPLAN ACCORDINGLY!

ALLOW AT LEAST 2 DAYS FOR A PURCHASE ORDER TO BE PROCESSED.

• Items over $1,000.00 require a minimum of 3 bids• One bid must be from the MWBE approved vendor list.• You can NOT split orders to avoid the bid process.

• Submit bids with purchase order

• A purchase order is not a receipt for payment

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PAYING FOR YOUR ITEMS

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INVOICES Original Invoices.

Acceptable- Emailed NOT Acceptable- faxed

Turn your invoices in! Don’t keep them in/on your desk.

Don’t throw them away, they may be inside the box of items which your received.

Invoices are to be paid within 30 days

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Please have vendor send the invoice to your attention. This

will help identify who placed the

order.

Give the Vendor the approved PO #

You need to confirm the amount of items received

and invoiced

IF INVOICE IS CORRECT, SIGN THE

INVOICE AND GIVE IT TO TREASURER IN

ORDER TO HAVE IT PAID

Give the Vendor the approved PO #

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The vendor MUST reference the P.O. # and your name in the comments area. This will help identify

who placed the order.

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SALES TAX 7% sales tax must be paid on all items

to be RESOLD ie. T-shirts

It must appear as a separate line on your invoice

Purchases that are for the school, such as supplies, do NOT need to be taxed. If it is to benefit the school, tax can NOT be collected. The treasurer will supply to the vendor the tax exempt form.

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PURCHASE ORDER NUMBER

TO EXPEDITE PROCESS COMPLETE WITH ACCOUNT NAME OBJECT, PROGRAM, FUNCTION, SUB

SIGNATURE CHECK PAYABLE TO

NOTE THE INVOICE # BEING PAID

Receipt/original invoice with a check requisition/JV Transfer

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5790 5003 0191 046 $45SGA

These are the numbers on your

PO

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GRATUITYOnly way gratuity can be paid is if

it is calculated into the bill

It cannot be written in

If written in, it becomes your responsibility

Liquor cannot be part of restaurant or receipt bill 35

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FUNDRAISING FORM NUMBERS Student Activity Operation Report (FM 0996) Community Sale-Region Approval (FM 5656) Distribution Sheet-Merchandise (FM 0995)

or Ticket Sale Certificate of Loss Report (FM 0997) Certificate of Disposal (FM 2918) Complimentary List (FM 6679) Cancellation Form (Activities Office)

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DONATIONS Donations are acceptable as long as a letter

accompanies the donation check. Letter must be written on company’s

letterhead The letter must state that these “funds are

for the purpose of (i.e. new uniforms, equipment, buses, etc…” or these “funds are to be used at the sponsors discretion”

Name of donating person or organization Amount of money Dated Signed by donating individual

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BOOSTER CLUBS Principal must approve all Booster groups

School name can not be part of the organization

name

Must follow fundraising activities procedures

Finances are handled outside of the school

Official boosters must have on file with the

treasurer

By-Laws or Statement of Purpose

Copy of bank application indicating tax

identification number

Copy of bank signature card

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DATES TO REMEMBER

Last day to collect money for Fund Raisers is April 16, 2015.

Purchase Orders should be submitted prior to April 16, 2015 to insure items can be delivered for this school year.

Purchase Orders will NOT be accepted after this date for this school year.

If you want to purchase items during the summer for the start up of the NEXT school year, make sure you place a post-itpost-it on the Purchase Order indicating a 2015-16 purchase. I will place these orders over the summer AFTER July 1st.

Purchase Orders that can not have a delivery date by June 30, 2015 will be cancelled. 39

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ONCE AGAIN, ONCE AGAIN, ASK FOR HELP!ASK FOR HELP!

DOUBT OR NO DOUBTDOUBT OR NO DOUBT ASK FOR CLARIFICATION ASK FOR CLARIFICATION

BEFORE BEFORE TAKING ANY TAKING ANY MONIES OR PURCHASING MONIES OR PURCHASING

ANY ITEM, ASK!ANY ITEM, ASK!

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