PROCUREMENT ACCOUNTS RECEIVABLE BUSINESS & OPERATIONS POLICY & PROCEDURES GUIDELINES

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1 Revenues Money received from outside the district is generally considered as revenue and coded to the appropriate revenue account code. Refunds for revenue collected and then returned are coded to the same account code used to record the revenue. Commissions are funds received based on the purchase of goods or merchandise by the district, the parents/students or other consumers listing their intent for the district to receive the commission. Examples of commissions are funds received from Coca-Cola, yearbook publishers, or class picture photographers. Commissions are credited to Campus Activity Funds 461. Donations are funds given to the campuses or district at the discretion of the donator. Donations may be designated for a specific purpose. Campus donations should be deposited into the 461 fund and the donation can be marked for a specific purchase. Counterfeit Marking Pen Every district location that accepts cash for payment should use a counterfeit marking pen to detect counterfeit money. **The marking pen is available through any office supply store. ** Marking Pen Instructions: Please mark all bills $5 and larger. The mark can be placed anywhere on the bill. If the bill is genuine, a yellow mark will appear. If the bill is counterfeit, a black mark will appear then refuse the bill. Receipts Deposit Slips and Bag Re-orders: Security deposit bags will be held in the Procurement Department. The bags will be disbursed among campuses and departments when necessary. 1. Send an request to DepositTx@friscoisd.org providing your campus/department name and the quantity of bags needed. The bags will be sent via inter-office mail. 2. For an updated Deluxe Business Services form, your request to DepositTx@friscoisd.org. 3. For additional deposit slips and stamps, requests should be sent directly to Deluxe Business Services. Lost Library Books It is the responsibility of the student to keep track of any library books assigned to them and return them at the time requested by the campus officials. When a student pays for a lost library book, the funds should be deposited to 199Y00XXX (Y represents the fiscal year and XXX represents the campus organization number). Upload a scanned copy of the deposit slip with the Deposit Form processed through Eduphoria.

2 Lost Textbooks It is the responsibility of the student to keep track of any textbooks assigned to them and return them at the time requested by the campus officials. When a student pays for a lost textbook, the funds should be deposited to 199Y00XXX (Y represents the fiscal year and XXX represents the campus organization number). Upload a scanned copy of the deposit slip with the Deposit Form processed through Eduphoria. Refunds may be issued if the item is returned within 90 days of payment in a functional and usable condition. If the student finds the lost textbook and a refund is requested, an Alt Pay requisition should be entered to the student s parent from the same budget/account codes. The receipt issued to the student when the fee for the lost textbook was paid and the campus deposit slip of that payment should be scanned and uploaded with the Deposit Form processed through Eduphoria. Donations: Capital Asset Guidelines A capital asset is tangible in nature and has a life in excess of one year and a unit cost of over $5000. Capital Assets include land, buildings, improvements, furniture and equipment acquired by purchase, construction, or donation. Donations Donations of assets by outside entities must be recorded. Please notify the Capital Asset Department by of the donation with a description, value and a record of who donated the item. Forward any documents relating to the donation to the Procurement Department. Donated items are recorded at their fair market value at the time of receipt. According to IRS guidelines, an organization generally must provide some form of acknowledgement when a contribution is received. This documentation should provide the following information: Cash Contributions If the dollar amount of the donation is $250 or less Name of the organization (campus name & Frisco ISD) Date of the contribution Amount of contribution If the dollar amount of donation is $251 or more Name of the organization (campus name & Frisco ISD) Date of the contribution Amount of contribution State whether you gave the person making the donation any goods or services as the result of the contribution (i.e., no goods or services were provided to in exchange for his/her donation ) If anything was provided in exchange for the donation, a clear description of what, along with a good faith estimate of the value Cash Contribution documentation and deposit slip should be uploaded with the Deposit Form processed in Eduphoria.**

3 Non-Cash Contributions If the Value of Donation is Less than $250 Name of organization ( campus name and Frisco ISD) Date and location of the charitable contribution Reasonably detailed description of the property received If the Value of Donation is at $250 or more Name of organization ( campus name and Frisco ISD) Date and location of the charitable contribution Reasonably detailed description of the property received State whether you gave the person making the donation any goods or services as the result of the contribution (i.e., no goods or services were provided to in exchange for his/her donation ) If anything was provided in exchange for the donation: a clear description of what, along with a good faith estimate of the value Deposits Deposit cash/checks on the next available armored pickup day. Please do not HOLD deposits or cash at the campus /department. Be sure to store any un-deposited checks or cash in the campus/department safe. All deposit slips must be entered into the Cash Receipt/Deposit Log. The required information on all deposit slips is: Total deposit amount Deposit slip number Full budget code (must be 14 numbers) Account code (must be 7 numbers) Project/Task code for all 461 & 865 deposits (must be 6 numbers) Description (what is the deposit for?) Amount (total must match deposit slip) Trinity pick-up date Deposit bag number Deposit submitter s employee ID (secretary/budget manager s employee #) *Deposits will be posted to the appropriate month and date that is listed on the deposit slip, *unless it is 2 business days past the end of the month. *Deposits should be made in a timely manner to coordinate with the normal armored pickup service. ***Please be sure the account code & amount of the deposit are legible on the deposit slip***

4 Trinity Armored Security Weekly Pick-up Schedule: Elementary Schools & Athletics: Tuesdays and Fridays High Schools: Monday, Wednesday and Friday Middle Schools: Monday, Wednesday and Thursday Admin, CTE & SOC: Friday only Sam Carter, Child Nutrition: Thursday only If you do not need a deposit pick up on the scheduled day please schauerj@friscoisd.org. **Submit all deposits through Eduphoria. Collecting & Depositing Funds 1. All money (cash and checks) collected must be deposited to the district bank account. Cash collected may not be used to make purchases or payments of any kind. All payments from district funds must be made with a check issued through the Procurement Department drawn against the proper bank account. 2. All money collected must be deposited in the same form as collected. A personal check may not be substituted for cash collected. No personal checks are to be cashed from funds collected. 3. Do not co-mingle personal funds and District funds for any reason. 4. Petty cash funds and change funds may be set up for the campus or for specific accounts or events. Information about use of petty cash and change funds is provided in the Change Funds section of this manual. 5. For control purposes, there should be at least two people involved in the collecting and depositing of funds. All activity funds will have a sponsor who is a District employee but not the activity fund secretary for the campus. Sponsors are responsible for collecting, counting, and turning in all funds collected to the activity fund secretary. The secretary is responsible for verifying the count and depositing the funds to the bank account. 6. Activity Fund Sponsors are not to take money home or keep it unsecured in classrooms. Large collections should be deposited with the secretary each day and stored in the campus safe; smaller amounts may be secured by the sponsor in a locked location each day and deposited with the secretary as soon as possible. Sponsors should not hold more than $50 longer than overnight. All funds must be deposited at the end of the fiscal year which is June The secretary may want to establish set times each day for collected funds to be turned in. All funds should be properly receipted and counted as described below before they are brought to the secretary for deposit.

5 Receipting Funds Collected All funds collected at the school should be deposited into the proper district fund. Cash is never to be kept and spent on goods or services without it being recorded. Exception: When a teacher collects funds that are being sent directly to a vendor, i.e., classroom book sales, then a copy of the listing of funds and students should be maintained by the teacher for the same amount of time that activity fund records would be maintained. The club sponsor must provide a receipt for all funds that are received for the activity fund. Receipts should be prepared as the funds are received. Club Sponsor should write the activity fund name or number on each check to be deposited. Secretaries have been instructed not to accept funds for deposit that have not been properly counted and receipted by activity fund sponsors. The secretary will prepare the bank deposit and write all deposit/receipt numbers on the deposit slip for tracking purposes. The secretary should make copies of the front of all checks prior to making the bank deposit. The secretary will enter the deposit bag number and the deposit amount into the Trinity (armored car service) log book and sign the entry. Check Recovery System The district uses a check recovery system, Paytek, to collect on checks deemed Insufficient Funds. Once you receive the notation from Chase, the check is sent directly to Paytek for the collection process to begin. DO NOT COLLECT ANY MONEY FOR RETURNED CHECKS Paytek is responsible for collecting the face value of the check. The district receives a report from Paytek when monies have been collected on these checks. The report (contingency form) will be forwarded to the appropriate campus/department for record keeping purposes. When Paytek is unable to collect on a check, such as when a stop payment has been issued, account has been closed, check was reported stolen, or no funds were available, Paytek will return the original check to the district. It will then be sent to the campus secretary for collection. This will be the only time a campus secretary will need to collect on a check. When a campus/department must collect on a returned check, the original face value plus a $30 returned check fee must be collected. Please Note: When taking a personal check be sure that their name, address and phone number is PRINTED on the face of the check. Frisco ISD will not accept any checks that do not have the printed name and address information on the check. Please be sure that this information is given to all of your staff managers who collect and deposit money.

6 Please Note: The campus name needs to be clearly noted on the face of ALL checks and the reason for the check stated on the memo line. Although the stickers provided by Paytek are intended to notify check writers, there are additional ways to insure parents are aware of your check collection policy. Consider posting the following statement in various school publications (school flyer or newsletter, student handbook, printed and online version of the cafeteria menu, school web site, etc.): When paying by check you authorize the recovery of unpaid checks and the recovery of the state allowed fee by means of electronic re-presentment. Check Acceptance Policy When the school district has an established and published policy, check abuse will normally decline. It is recommended that this policy be published in your annual STUDENT HANDBOOK that includes: Minimum information included on the check Collection policy for bad checks Example: Check Acceptance Policy Our school district has established the following policy for accepting checks and collecting bad check: For a check to be acceptable form of payment it must include your current, full and accurate name, address and telephone number. When paying by check you authorize the recovery of unpaid checks and the recovery of the state allowed fee by means of electronic re-presentment. Paytek can be contacted at Donations Receipt of Donations Donations by outside entities must be recorded. If your campus/department receives a donation consisting of cash, gift card, gift certificates or a tangible item, the completed district donation receipt form and the deposit slip or with any relating documentation must be uploaded with the Deposit Form processed through Eduphoria. When a gift card or certificate is received, make a copy of the card and/or certificate and any other documentation relating to the donation (i.e. how much it is worth, how it is to be used, etc). Attach a copy of the principal/director s thank you letter stating that the district is a government agency and do not have a 5019c03 form to give to the donating entity. When the gift card(s)/certificate(s) is distributed attach to the donation form the name and number of employees receiving the donation. Campuses should monitor that no one employee receives more than $25 in gifted donations per calendar year per IRS rules. According to IRS guidelines, an organization generally must provide some form of acknowledgement when a contribution/donation is received.

7 Athletic Donation Community members donating to any FISD athletic department should first consult with the athletic campus coordinator. The campus coordinator will review the proposed donation to ensure that the donation is consistent with the athletic department guidelines for the campus and the district as a whole and will then forward the request to the district athletic department for final approval. If the donation is approved, the donor will issue a check payable to Frisco ISD which will be deposited into the appropriate campus activity fund (461). A copy of the appropriate district donation form should be attached to the deposit slip. The campus coordinator will facilitate the purchase and issue the appropriate purchase order. The payment for the purchase will come from the activity fund to the extent of the donation, with any remaining balance to be coded to the appropriate maintenance and operating budget code. Giving a Donation The district cannot give gifts or donations with public funds. If a student club would like to do a service fundraiser and make a donation with these funds there are two ways to accomplish this: 1. Collect the cash and go to the bank to get a cashier s check made out to the charity of the students club s choosing. Frisco ISD prefers that no employee carry cash to the bank, but this in this circumstance, because it is not a cash asset of Frisco ISD, the activity club sponsor or principal can complete the process. 2. Deposit the funds into a student activity account (865) and then the district can issue a check to the charity. This can be done out of an 865 account, because these are Fiduciary Accounts. The district is holding the cash on behalf of the student group. The district cannot run the donation through the 461 account because this is a district fund and if a donation were made through this account, it would be considered a gift of public funds, which is against the law. How to use Donated Funds ~ Sun Shades To use donated funds to purchase a structure (sun shade), contact Risk Management with any questions and location approval of the shade install. Request a quote from the vendor and upload a scanned copy of the quote and deposit slip of the donated funds into the campuses 461 account with the Deposit Form processed through Eduphoria. Enter a requisition: Line 1: Deposit for (enter description) enter unit of measure: EA enter QTY: 1 enter deposit amount Line 2: Balance due (enter date due) enter unit of measure: EA enter QTY: 1 enter balance amount Receive online for payment. Payment will be processed once the invoice is received.