ACCOUNT DEFINITIONS FOR INTERNAL FUNDS

Transcription

1 ACCOUNT DEFINITIONS FOR INTERNAL FUNDS Athletic Accounts Athletics-General This account acts as a clearing and supporting account for the entire athletic program. Revenue and expenditure transactions are recorded in the individual sport accounts. The General Athletics account is also used at the close of the school year to fund deficit balances in the individual sport accounts. At the end of each sport season, schools may elect to transfer all balances in the individual sports accounts to the General Athletics account. If this option is selected at year end, transfers may be made the following year from the General Athletics account to provide initial funding for individual sport accounts, however, account deficits from prior years may not be reinstated. Deficits in this account may be funded from (1) individual sport accounts (2) General Activities (3) Administrative Courtesy and (4) Facility Rental through , through , through Athletic Accounts These accounts are used to record receipt and expenditure transactions for individual sports. Receipts for these accounts are from ticket sales, general admission sales or donations. Also, funds may be transferred in from fund raising accounts. Expenditures for these accounts are for uniforms, equipment, game guarantees, wages for game officials and gate workers, transportation charges, travel, team meals, laundry expenses, etc. Schools using these accounts have the option of transferring balances to the General Athletics account at year-end or allowing the balance to remain in the individual sport accounts. Any deficits in the individual sport accounts at year-end must be funded by General Athletics and/or other sports accounts with surplus balances. Upon depletion of all funds in the Athletics account group, deficits may be covered from (1) General Activities (2) Administrative Courtesy and (3) Rental Facilities through Intramural Sports Programs These accounts are provided to record receipts and expenses for intramural sports programs for Middle and High schools. Sources of income for these accounts may be transfers-in from fund raising accounts or restricted donations designated specifically for Intramural Programs. Expenditures from these accounts are for expenses incurred in providing intramural programs, such as officials, supplies, uniforms, etc. Any deficits in the intramural sports accounts at the close of the school year may be funded from (1) General Athletics (2) General Activities (3) Administrative Courtesy and (4) Facilities Rental Tournaments This account is used to record receipts and expenses associated with post-season events not on the school s original athletic schedule. Profits resulting in this account will be transferred to the host account for that sport. Similarly, if the tournament results in a deficit, it will be subsidized by a transfer from the host account for that sport. 1

2 Band Music Accounts All receipts and expenditures of the school s band program will be posted to this account Chorus This account is used to record the receipts and expenditures of choral groups Drill Teams, Flag Corps Receipts and expenditures associated with these activities will be posted to these accounts. Receipts may be from dues charged to members, performance fees received, donations or funds transferred-in from fundraising accounts. Expenditures are for supplies, entry fees, uniform cleaning, travel, etc Drum Majorettes Receipts and expenditures for band drum majors, majorettes, twirlers, etc. will be posted to this account General Music This account is used primarily by elementary and middle schools on a departmental basis whereby funds are raised and expenses are incurred of a general educational nature. Any deficits in the individual music accounts must first be covered from this account. After the General Music account is depleted, account deficits may be covered by transfers from (1) General Activities (2) Administrative Courtesy and (3) Facilities Rental Hand bells/jazz Band/Orchestra/Piano/Strings Receipts and expenditures associated with these activities will be posted to these accounts. Receipts may be from dues charged to members, performance fees, or donations of funds transferred-in from fundraising accounts. Expenditures are for supplies, entry fees, uniform cleaning, travel, and so forth. 2

3 Class Accounts Class Accounts These accounts are used by secondary schools and some exceptional education or alternative education centers. The last four digits of the account numbers coincide with the year of graduation. Monies raised and expenses incurred by a particular class are to be posted to the applicable class account. Prior to graduation, balances in a class account can be used for activities approved by the class through their student elected officers. Receipts for these accounts may be from dues charged to class members, donations, or transfers-in from fundraising accounts. Expenditures from these accounts may be for class legacies, homecoming float decoration supplies, or other class activities and projects. Expenditures from these accounts are normally tax-exempt (see Florida Sales Tax laws). All funds requests will be in writing, signed by the class officers and/or class sponsor and will be recorded as a transfer to the appropriate trust or other account. Any monies left in a Class Account may be transferred to the General Activities Account ( ) at the close of the year following graduation if the elected class officers have made no other provisions Grade Accounts These accounts are used by elementary and middle schools to record receipts and disbursements for activities affecting an entire grade level of students. For teacher-level accountability, individual accounts may be created beneath each grade level account to record the activities for individual classrooms. Receipts in these accounts may be from fees voluntarily paid by students, donations, or funds transferredin from fundraising or field trip accounts. Expenditures from these accounts are normally tax exempt (see Florida Sales Tax laws). At the close of each year, the principal has the discretion to close the accounts to General Activities ( ) or allow the balances to roll forward as seed money for the next year s activities. In no case may decimalized accounts for fundraisers or field trips be permitted to remain open at the close of the fiscal year. 3

4 Club Accounts Club Accounts Club accounts are used to record transactions for an extra-curricular group of students with a common interest. These accounts are used to record collections for dues/fees charged to club members for club activities. Funds may also be received as a result of donations or transfers-in from club fundraising activities. Expenditures from these accounts are for purchases approved by club members who contributed or helped raise the funds. Each club will have a faculty sponsor and student officers. All expenditures must have the approval of the sponsor, with optional approval of the student treasurer. A summary of all club receipts and expenditures will be given to club members at club meetings. Expenditures from these accounts are normally tax exempt (see Florida Sales Tax laws). The balances in club accounts may be rolled forward from year to year. When clubs are disbanded, any remaining account balances will be transferred to General Activities ( ) to benefit the entire student body. 4

5 Department Accounts Department Accounts These accounts are generally used in middle, high, and alternative schools to record the purchases and payments for classroom materials and supplies to be used within a particular curricular department. Receipts may be generated by collections from students, donations, or transfers-in from fundraising or field trip activities. Collections from students should be as close as possible to the cost of instructional materials. See Policy 2.21 for complete details regarding collections from students. Amounts transferredin from fundraising accounts or amounts received from donations must be used to reduce the amounts requested from students for instructional materials. NO COLLECTIONS MAY BE MADE FOR INSTRUCTIONAL MATERIALS PURCHASED WITH BUDGETED FUNDS. Expenditures from these accounts are for instructional materials, and are thus generally tax exempt. Balances in these accounts may be rolled forward from year to year or closed to General Activities ( ) at the principal s discretion. Dormant accounts may be closed by transferring the balance to General Activities for the benefit of the entire student body. 5

6 Activities Bus Trust Accounts For schools that own and operate activity buses, this account may be used to account for the expenses associated with operating those buses. Charges to this account are generally billed from the district s Transportation Department and may consist of fuel charges, tire replacements, and repairs. At the close of the year, after all costs associated with operating the activity bus have been paid, schools may process transfers from the accounts that used the bus into the Activity Bus account to zero out the balance and spread the actual cost of operations among those activities. Or, schools may elect to charge activity bus users a flat mileage rate based on the district s standard mileage charges. This account may also receive donations to assist in covering the costs associated with operating the bus Administrative Courtesy This account is provided for the use of school principals. The only means of generating funds in this account are (1) profits from school pictures, (2) proceeds from vending machines, and (3) donations specifically earmarked for administrative courtesy. Donations must be accompanied by a cover letter specifying the use of funds and acknowledged in writing in accordance with Board Policy Expenditures from this account may be for school promotional activities, dues and fees for staff, faculty incentives and rewards, school hospitality expenses, purchases of supplies and equipment, or any other business-related expenditure as designated by the principal. Expenditures from this account must be in compliance with State and District rules. Full-service vending arrangements must be documented by executing a contract with the vending provider. For self-service vending arrangements, schools must complete a Sales Item Inventory Report at the close of the year to document the inventory and profits from the school s vending machine operations. Some of the expenditures from this account may be taxable, depending on the nature of the purchase. At the end of the year, funds from Administrative Courtesy may be used to cover deficits in student activity accounts. However, student funds may not be used to cover any deficits in this account, and Administrative Courtesy may not have a deficit balance at the close of the fiscal year Booster Accounts These accounts are used to record funds generated by booster groups. At the Principal s discretion an outside booster group may be allowed. For outside accounts that maintain their own checking account and their own tax identification number, receipts into internal accounts shall be in the form of donations from the outside organization. Outside booster organizations may not include the school s name in the name of their organization, and they must provide a statement to the principal by August 31 st of each year showing the financial operations of the organization. For inside booster groups, receipts may be in the form of fees, donations, or transfers-in from fundraising activities. Funds placed in these accounts must be used only for the purpose designated by both the principal and the booster group. Expenditures from these accounts must be approved by the principal and an authorized member of the booster group, and must comply with State and District rules Cooperative Education Conference Fund(CECF)-District 13 This account is used to record receipts and expenditures associated with hosting a district-wide cooperative education conference. Receipts are registration fees received from participating schools; expenditures are for expenses incurred to host the conference, e. g., printing brochures, hotel meeting rooms, etc. 6

7 Cities in Schools This account is used by schools that have developed relationships with businesses in their communities whereby the businesses donate funds to purchase equipment, materials, and supplies that the schools could not otherwise afford. Donations may be restricted or unrestricted. Expenditures are for the items identified by restricted donation cover letters or for other items needed by schools in the case of unrestricted donations. Expenditures from this account must comply with State and District rules for expenditures. Under the Cities in Schools program, schools may be required to return all unused funds to the donating business at the close of the school year. A special project account ( ) must be set up for any restricted donation Charitable Events Fundraising This account is used by schools conducting charitable fundraising in accordance with Policy 2.16, Fundraising in Schools. These events may be sponsored by a school club or other organization outside the academic day, and must comply with State and District rules. No student may be compelled to participate in a charitable fundraising event. Receipts may be for donations or other approved fundraising activities, expenditures will be to award the proceeds to the authorized charitable organization Deposit Accounts These accounts are used to record deposit fees assessed to students or staff for the use of school property, such as locks or keys. Expenditures may be for refunds to students or staff members. At the close of the year, after all property has been returned and all refunds have been issued, any remaining balance in this account may be transferred to , General Activities DCT District Account This account is used to record receipts and expenditures for DCT (Diversified Career Training) activities of a district wide nature DECA District Account This account is used to record receipts and expenditures for DECA (Distributive Education Clubs of America) activities of a district wide nature District XX FBLA This account is used by schools that host the district FBLA (Future Business Leaders of America) conference. Receipts are for registration fees paid by schools and donations from businesses. Expenditures are for expenses incurred to host the conference, such as printing brochures, hotel meeting rooms, guest speakers, and other expenses associated with hosting the district conference District IX FCCLA This account is used by schools that host the district FCCLA (Family, Career and Community Leaders of America) conference or other activities of a district wide nature District XX National Honor Society This account is used to record receipts and expenditures for National Honor Society activities of a district wide nature District IV SGA This account is used by schools that host the District SGA (Student Government Association) conference. Receipts are for registration fees paid by schools and donations received. Expenditures are for expenses 7

8 incurred to host the conference, such as brochures, hotel meeting rooms, guest speakers, and other expenses associated with hosting the conference Driver s License Law Trust This account is used for recording receipts collected from students for driver s license reinstatements. Expenditures from this account are for costs incurred for sending certified mail. Any balance remaining in this account at year-end must be transferred to the General Activities account. Any deficit balance in this account must be covered from the General Activities account at year-end Extra Services Custodial This account is provided to record all fees collected from lessees for extra hours worked by custodial personnel in association with rental of the school facility. If custodians are required to work extra hours as a result of a school lease, their extra hours will be reported through the District s payroll system. Accounting Services will bill the school for the custodian s salary and benefits, and those charges must be promptly paid from this account. At the close of the year after all custodial labor invoices have been paid, any remaining balance in this account may be transferred to the Rental Facilities account Extra Services Other This account is provided to record all fees collected by the school for extra hours worked by personnel other than custodians, such as cafeteria workers or security personnel, as a result of rental of the facility. School Police will invoice schools for any extra wages and benefits that arise as a result of facility leasing activity. The cafeteria manager will invoice the school for extra wages and benefits worked by the cafeteria staff in association facility leasing. Any other work performed by school staff will be processed by the school through the miscellaneous payroll system. The Accounting Department will bill the school for the leasing-related salary and benefits on a monthly basis, and those charges must be promptly paid from this account. At the close of the year after all leasing labor charges have been paid, any remaining balance in this account may be transferred to the Rental Facilities account Faculty Fund This account is used to records transactions for faculty hospitality activity. Receipts in this account may be from donations or dues paid by faculty members or profits from staff lounge vending machines. Expenditures from this account are for parties, flowers, food, etc. for faculty and staff members. Expenditures from this account are normally taxable since they do not represent official school district business Florida Sales Tax Payable This account is provided to record sales taxes collected on activities for which the Florida Sales Tax is applicable. Leases with commercial entities are subject to sales tax, and taxes collected from lessees are to be deposited in this account. For non-leasing activities, Community Schools will have the biggest need since they collect sales tax from their adult students on books and other items that are resold to students. K-12 schools may not have a great need for this account because they are permitted to pay sales tax directly to the vendor for resale items. In those instances when K-12 schools cannot pay sales tax directly to the vendor, e.g., when dealing with an out-of-state vendor who does not have a Florida sales tax reporting number, sales tax may be added to the cost of the product by processing an adjustment and remitting the sales tax on the Remittance Transmittal form (PBSD 0150). Include a copy of the invoice and the Accounting Department will remit the sales tax to the State of Florida on behalf of the school. 8

9 Rental Facilities Event Insurance This account us used to record liability insurance collected from lessees. Rates are established by Risk Management and published in an annual bulletin. Twice per year, in December and June, all collections in this account must be transmitted to the Accounting Department. The Vendor s Liability Insurance Report (PBSD 1915) must be filed with Risk Management showing all liability insurance collected from lessees Interested Parent Group This account is used to record the activities of groups of interested parents that band together to generate parent participation in school activities as either internal or external organizations. See the District rules on outside organizations for more specific guidelines, but outside organizations must be incorporated as an official organization with their own tax identification number, must use their own sales tax exemption number, and must establish their own bank account outside internal accounts. External organizations may not use the school name as part of the name of their organization and must provide the Principal with a financial statement at the close of each school year. Revenues from external groups are generally in the form of donations to the school. Interested Parent Groups that operate within the school internal accounts may generate revenue through dues, donations, or fundraising events. Possible expenditures include materials and supplies that benefit the students, rewards, incentives, teacher appreciation activities, etc. as approved by the group membership. All expenditures from this account must comply with State and District rules Interscholastic Athletic Insurance This account if provided to record all fees collected from students for Athletic Insurance. The District will set rates annually and funds collected will be transmitted twice a year in December and June. Any student trying out for cheerleading or an interscholastic sport - varsity, junior varsity, or freshman level - will be required to purchase this insurance as a condition of participation Marketing Committee External This account is used to record receipts and expenditures associated with promoting good news about the school to the general public. Cash receipts are generally in the form of donations from the community, and expenditures are for publicity and advertising Marketing Committee Internal This account is used to record receipts and expenditures associated with promoting morale and incentives with the school among members of the staff. Cash receipts are generally in the form of donations from community, staff members, or parents, and expenditures are for rewards and incentives for members of the instructional and non-instructional school staff Memorial Trust This account is used to record donations received in memory of one who is deceased. Cash receipts are generally in the form of donations, and funds are generally designated for a specific purpose. Schools must maintain a file outlining the specific provisions that were established by the donors for spending the funds Middle School Activities Association District Account This account is used to account for the district wide activities of the Middle School Activities Association. Custody of the account may rotate from school to school, and generally resides in the home school of the Treasurer of the organization. Revenues are generally in the form of dues from member schools, and expenditures are made to pay the costs associated with providing district wide athletic competitions. 9

10 Palm Beach Association for Theatre Education This account is used to record receipt and expenditure transactions for theatre education on a district wide basis Palm Beach County Council of Student Councils This account is used to record receipt and expenditure transactions for student council groups on a district wide basis. Custody of the account generally rotates between the schools, and generally resides at the home school of the organization treasurer Parent-Teacher Association or Parent-Teacher-Student Association This account is provided to record funds donated by the school s internal or external PTA or PTSA organization. Internal PTA/PTSA organizations generate revenues from dues, fundraising activities, and donations. Expenditures are for supplies, materials, or other items or services for the general benefit of the school. All expenditures must comply with State and District rules and be approved by the officers of the organization. Funds intended for specific classes or activities may be transferred directly into the class or activity accounts. Receipts in this account from external PTA/PTSA organizations are in the form of contributions. Funds donated by external PTA organizations for specific classes or activities may be recorded directly into the class or activity accounts. External PTA/PTSA organizations must be independently chartered, must have their own tax identification number and sales tax exemption number, and must maintain their own bank account. At the close of each school year, the external PTA/PTSA must provide the Principal with a financial statement by September 30th for the previous year s activities. Expenditures from this account are for supplies, materials or other items or services for the general benefit of the school. All expenditures from this account must comply with State and District rules Parent Teacher Organization (PTO) This account is provided to record transactions for a program designed to enlist parent participation in school centers that have no Parent Teacher Association (PTA). PTO organizations that operate within the school s internal accounts generally derive cash collections from dues, fundraising proceeds, and donations. Expenditures from this account are for supplies, materials or other items or services for the general benefit of the school. All expenditures from this account must comply with State and District rules and be approved by the officers of the organization. Funds intended for specific classes or activities may be transferred directly into the class or activity accounts. Receipts in this account from external PTO organizations are in the form of contributions. Funds donated by external PTO organizations for specific classes or activities may be recorded directly into the class or activity accounts. External PTO organizations may not use the name of the school as part of their official name. They must establish their own tax identification number and sales tax exemption number, and must maintain their own bank account. At the close of each school year, the external PTO must provide the Principal with a financial statement by September 30th for the previous year s activities. All expenditures from this account must comply with State and District rules Partners in Education (PIE) This account is used to record receipts from the school s Partners in Education sponsor and the expenditure of those funds. Expenditures from this account are for supplies, materials, student incentives, or other items or services for the general benefit of the entire student body. All expenditures from this account must comply with State and District rules Project Graduation This account is used to record receipt and expenditure transactions associated with project graduation activities held in high schools. Receipts for this account may be from transfers-in from fundraising 10

11 activities or from donations. Expenditures from this account may be for any expenses necessary to stage the Project Graduation event, and may be made in accordance with the rules established under Policy 6.19, School Purchases of Graduation Supplies and Yearbooks. If schools elect not to invoke the procedures established in Policy 6.19, all standard procurement policies and regulations apply to expenditures from this account Rental - Equipment This account is used to record the collections from lessees for the use of school equipment as part of a lease agreement. Expenditures may be for repairs or replacement of equipment. At the close of the year, any remaining balance in this account may be transferred to the Rental Facilities account Rental Facilities This account is provided to record receipts resulting from rental of school facilities including cafeterias, gymnasiums, playing fields, auditoriums, etc., which may be rented in accordance with District rules and represents the school s share of rental income. Expenditures from this account may be for items or services to improve the school plant facility, to directly benefit students, or for school promotion, staff recognition, and student and staff rewards and incentives. Expenditures must comply with State and District rules. Rental funds may be used to cover deficits in student activity accounts. However, student funds may not be used to cover deficits in the Rental Facilities account, and the account may not have a deficit balance at the close of the year Safety Patrol Washington Trip This account is provided to record receipts and expenses for the Washington trip and for the operation of the safety patrol program. Funds collected from assessments to parents, donations from outside organizations or transfers from fundraising accounts will be recorded in this account. Rules governing the total amount required from each student to participate, due dates for the transmittal, etc., are dictated by the Palm Beach County Safety Patrol Association. Expenditures from this account are to the Palm Beach County Safety Patrol Association or other travel vendors to pay for the trip, refunds to students who could not make the trip, or for other expenses that schools incur in connection with operating the safety patrol program. Expenditures for patrol supplies, rewards and incentives are subject to the District s standard procurement rules and regulations Scholarships This account is provided to record funds raised or donations received for student scholarships. A permanent file should be established for each account outlining the nature of the donations or fundraising activities as well as the eligibility and selection criteria to be followed in awarding the scholarship School Advisory Council Teacher Lead Trust Unexpended teacher lead funds from prior years, which may be spent at the discretion of the School Advisory Council for the overall benefit of the school and students Special Projects This account series is provided to record funds collected for a specific use. These accounts must be closed once the objective has been accomplished. Schools may have several Special Projects accounts, e.g., Special Project Trophy Case and Special Project Stage Curtains. Receipts for the account may be from grants, donations or from fundraising events. A permanent file should be established for each Special Projects account outlining the nature of the project as well as any terms and conditions that may be imposed by grantors or donors. Depending on the terms of the grant or donation, 11

12 unspent funds may be returned to the donor or grantor, or they may be transferred to the General Activities to be used for the benefit of the general student population Special Testing - GED These accounts are provided to record fees collected from students for administration of the General Equivalency Diploma examination. Funds in this account must be transmitted to the District on a monthly basis to fund the administration of the GED examinations Special Testing Other Examinations These accounts are provided to record fees collected from students for administration of other specific testing programs administered at school sites. Expenditures are for test forms and booklets, scoring, and proctors. At the close of the year any residual balance in these accounts may be transferred to the General Activities account Sugar Cane Operation This account is used by those schools that generate revenue from the lease, management, and operation of farmland provided to the schools by the State of Florida. The actual work performed on each farm is performed by subcontract labor in legal agreement with each school center. The profit arising from this entire operation is for the direct benefit of all students is under the direct supervision of each school principal. This account is in no way connected with the Future Farmers of America club account. All expenditures from this account are subject to State and District rules Textbook Transmittal This account is used to record collections for lost and damaged textbooks. This includes current adoption and out of adoption textbooks. Expenditures from this account are refunds to students who found previously lost books and transmittals to the Textbook Department to close out the account at year-end. This account must be closed out at the end of the year, even if the lost textbook bill is less than the amount collected in this account. The Textbook Department will issue credits to schools for amounts transmitted in excess of amounts owed Traffic Law and Substance Abuse This account is used to record collections of fees from students who register in the DATE traffic education program. Expenditures from this account are for transmittals made to two areas, one inside the District and one outside the District. A portion of the fees collected is sent to P.R.I.D.E., Inc. indicating the number of students enrolled in the program for the invoice period. The remainder in the account is transmitted to the Accounting Department for allocation to the appropriate budget accounts Utilities Facilities Rental This account is used to record receipts of funds collected for utilities resulting from facilities rental and represents the school district s share of rental income. This account should be cleared in December and June by transmittal to the Accounting Department Pool Rental District Share This account is used to record receipts of funds collected for pool rentals resulting from facilities rental and represents the school district s share of rental income. This account should be cleared in December and June by transmittal to the Accounting Department. 12

13 Vandalism Restitution School Expense This account is used to record receipts and expenditures for vandalism to school property, which will be repaired by the school. The balance will remain on the books of each school until the repairs are made. Any unused balance in the account may be transferred to the General Activities account at the end of the year Vandalism Restitution School Board Expense This account is provided to record receipts for vandalism to school property, which will be repaired by the District at no cost to the school. Any balance must be remitted to the District office at the close of the year Continuing Workforce Education Fees This account is used by adult education programs to record fees collected for continuing workforce education classes. Fees must be transmitted to the Accounting Department within 42 days of the first class session Adult Education Course Fees This account is used to collect fees from students enrolled in adult education courses. The balance in the account must be transmitted to the Accounting Department monthly Teacher Lead Funds Current School Year This account is a clearing account used to distribute Teacher Lead Funds to eligible individuals. Receipts in the account are from the District s Accounting Department, and disbursements are to individual teachers deemed eligible under the program guidelines Adult Education - Cap and Gown Fees This account is used to collect cap and gown fees from graduates of the adult education program. Fees collected must be remitted to the Adult Education Center to pay for caps and gowns for adult student graduation ceremonies Community School Course Fees This account is used to collect community school tuition and is transmitted to the Accounting Department within 42 days of the first class session Community School Material Fees Collections from this account are from students who must pay for materials or supplies used in community school classes. Amounts collected should approximate the actual costs of the items purchased. Expenditures may be made to purchase the materials and supplies, and must adhere to State and District rules Community School Advertising Fees This account is used to collect the ten-dollar advertising fee for the countywide advertising brochure. Fees collected must be transmitted to the Accounting Department within 42 days of the first class session Community School Summer Advertising Fees This account is used to collect the ten-dollar advertising fee assessed to students, and may be used to advertise the summer adult and community education classes. Purchases from this account are subject to state and district rules. At the conclusion of the summer session, any residual balance in this account 13

14 must be transferred to the Community School Advertising Fee account and transmitted to the District CPR Mannequin Repair and Replacement This account is used to record fees collected from students for the repair and replacement of CPR mannequins. Expenditures may be authorized by the community school administrator and must be made in accordance with State and District rules Community School Bookstore This account is used to record receipts and expenditures for textbooks sold in conjunction with the community school program. This account may remain open at year-end. The community school administrator will prepare a Sales Item Inventory report showing the number of books purchased, sold, and remaining in inventory at the close of the fiscal year Community School Donations - Restricted These accounts are used to record donations received from organizations or individuals for a specific purpose. Expenditures from this account must only be for the purpose specified by the donors. Donations must be accompanied by cover letters stating how funds donated should be used and acknowledged in accordance with Board Policy Upon completion of the specified purpose, remaining funds should be returned to the donor or placed in the unrestricted donation account, depending on the donor s instructions. Expenditures must be made in accordance with State and District rules Community School Donations - Unrestricted This account is used to record donations received from organizations or individuals for the general use of the community school operations. Donations must be acknowledged in accordance with Board Policy Expenditures must be made in accordance with State and District rules Pre-K Academy Transmittal Account This account is used to record fees paid by parents whose children are enrolled in the early childhood education program located at career academy high schools. All fees collected during the month must be transmitted to Accounting Services by the fifth business day of the following month Pre-K Academy Supplies, Snacks, and Special Activities Additional fees assessed for registrations, snacks, supplies, and special activities above the standard fees. These funds may be retained at the high school and used to fund campus-level expenditures that benefit the students enrolled in the Pre-K Academy School Based Enterprises (ESE Program) Funds collected from ESE commercial enterprises. High school ESE programs are permitted to engage in commercial enterprises, selling to parents and the public, and all proceeds from those commercial ventures must be deposited in this account and transmitted to the District on a monthly basis Voluntary Pre-K Extended Day Fees This account is used to record fees paid by parents whose pre-kindergarten children are enrolled in the free VPK program but wish to pay for extended daycare. All fees collected during the month in this account must be transmitted to Accounting Services by the fifth business day of the following month. 14

15 Pre-K After School Program Fees This account is used to record fees paid by parents whose pre-kindergarten children are enrolled in an after school program. During the school day the students might be enrolled in the Pre-K Academy, a Community Child Care Program, or an ESE Pre-K program. These funds must be transmitted to Accounting Services by the fifth business day of the following month Pre-K Community Child Care Fees This account is used to record fees paid by parents whose pre-kindergarten children are enrolled in a Community Child Care program. These fees must be transmitted to Accounting Services by the fifth business day of the following month Pre-K Registration and Special Activity Fees Fees collected to reserve a slot in a Pre-K program or to pay for special activities are deposited in this account. These revenues are retained in internal accounts and may be used to operate the program. Expenditures from this account must follow State and District rules PASS Program This account is used to record fees collected from middle school students for enrollment in the after school tutorial program Afterschool Fees (formerly SACC Fees) This account is used to record fees collected for before and after school programs at schools. The only valid expenditures from this account are (1) fee refunds (2) credit card processing fees and (3) transmittals to the Accounting Department. Fees collected during the month must be transmitted to Accounting by the fifth business day of the following month Afterschool Fee Reservations (formerly SACC Fee Reservations) This account is used to record the prepayment of childcare fees in one school year to reserve a slot in the program for the following school year. The balance in this account must be transmitted to the District on the first transmittal date of the new school year Afterschool Snack Reservations (formerly SACC Snack Reservations) This account is used to record the prepayment of snack fees in one school year to reserve a slot in the program for the following school year. The balance in this account must be transferred into the Afterschool Snack account at the beginning of the new school year Afterschool Special Activities Reservations (formerly SACC Special Activities Reservations) This account is used to record the prepayment of special activitiy fees in one school year to reserve a slot in the program for the following school year. The balance in this account must be transferred into the Afterschool Special Activities account at the beginning of the new school year Afterschool Registration Fees (formerly SACC Reservation Fees) Fees collected to reserve a slot in the Afterschool program are deposited in this account. These revenues are retained in internal accounts and may be used to fund operating expenditures for the program. Expenditures from this account must follow State and District rules. No adult travel expenses may be paid from this account. 15

16 Afterschool Snacks (formerly SACC Snacks) Snack fees collected from students enrolled in the Afterschool program are deposited into this account. Funds collected in this account may be used to provide and serve snacks and refreshments to the students in the program. Expenditures from this account must follow State and District rules. No excessive profits may accrue to this account the maximum allowable balance at the end of the year is $1, Afterschool Special Activities (formerly SACC Special Activities) Special collections above and beyond the normal fee and snack collections may be deposited into this account. The funds collected should approximate the cost of the special activity. Examples of special activities include field trips, T-shirts, pizza parties, and other special events. Expenditures from this account must follow State and District rules. No excessive profits may accrue to this account the maximum allowable balance at the end of the year is $ Afterschool Enrichment Activities (formerly SACC Enrichment Activities) Special collections for enrichment activities offered to Afterschool students at an additional charge may be deposited into this account. Examples of typical enrichment activities include karate instructions, dance classes, music instruction, etc. The amount collected should approximate the cost of providing the activity. No excessive profits may accrue to this account the maximum allowable balance at the end of the year is $ Afterschool Donations (formerly SACC Donations Donations from parents, community members, and other Afterschool supporters may be deposited into this account. The donations must be acknowledged in accordance with Police The donations may be used to underwrite operating costs and enhance the quality of the Afterschool program Afterschool Staff Attire (formerly SACC Staff Attire) Used as a clearing account for collection and distribution of additional uniforms. Revenues are collections from Afterschool staff and expenditures are for uniforms. The collections from staff should approximate the cost of the uniform Partnership Incentives for Staff Monies received from Afterschool partners for staff incentives. Revenues are received from the partner and deposited in this account. Expenditures are for staff rewards and incentives in accordance with provisions outlined in the District Afterschool Programs Operational Manual Afterschool Fundraising Fundraisers conducted for Afterschool programs are conducted in this account. All fundraisers must be approved by the principal and be accounted for in a separate decimalized account to show the financial gain or loss from the fundraising event, and funds may not be spent for the intended purpose until the fundraiser is complete, and those expenditures must be made from the primary account. Unspent funds in this account may roll forward from one fiscal year to the next Literacy Supply Funds Funds received from Afterschool partners to purchase supplies for the Afterschool program. These funds must be transmitted to the district s Accounting Department (using PBSD 0150) and should be clearly marked to avoid deduction of the district s operating percentage. 16

17 Tuition Subsidy Funds received from Beacon Program to subsidize tuition for eligible Afterschool students. These funds must be transmitted to the district s Accounting Department (using PBSD 0150) upon receipt and should be clearly marked to avoid deduction of the district s operating percentage Summer Camp Fee Account The fee portion of the summer camp tuition must be deposited in this account and transmitted to the District within five business days of the following month. Any remaining summer camp fees must be transmitted to the Accounting Department by October 5 th of the new school year Summer Camp Special Activities The activity portion of the summer camp tuition must be deposited in this account. Appropriate expenditures from this account are for supplies, admissions, etc. for the summer camp program. All summer camp activity fees must be finalized and any residual balance shall be transmitted to Accounting Services by October 5 th of the new school year Summer Camp Registration Fee Fees collected to reserve a slot in summer camp are deposited in this account. These revenues are retained in internal accounts and may be used to fund operating expenditures for the summer camp. Expenditures from this account must follow State and District rules. No adult travel expenses may be paid from this account. Any residual balance shall be transmitted to Accounting Services by October 5 th of the new school year Safe School Fees Fees collected from middle school students enrolled in the after care program shall be deposited into this account. Fees collected during the month must be transmitted to Accounting by the fifth business day of the following month Safe School Registration and Special Fees Fees collected from middle school students to reserve a slot in the program and fees collected for special events not funded by standard fees shall be deposited into this account. These funds may be used on campus to provide enrichment, field trips, and other special activities not covered by the basic program tuition. Unspent balances in this account may roll forward from one fiscal year to the next Safe Schools Fundraising Fundraising conducted by students in the middle school after care program can be accumulated in this account and spent for the purpose stated on the fundraising application form. All fundraisers must be approved by the principal and the revenues and expenses for each fundraising even must be accounted for in a separate decimalized account. At the conclusion of the fundraiser, the profits may be transferred to the primary account and spent for the intended purpose. Unspent balances in this account may roll forward from one fiscal year to the next. 17

18 General Accounts General Activities This account is broadest in scope of all the internal accounts for K-12 schools. It is a catch all and clearing account, which is used to transfer funds to accounts needing funds. This account should also be used to receive transfers of all account balances deemed dormant by School Board Rules. At the close of the year, schools may use funds in General Activities to cover deficit balance in student activity accounts, but not Rental Facilities ( ) or Administrative Courtesy ( ). Once funds have been transferred into this account they can be used at any time to help subsidize any other student activity account. State Board of Education rules and school district policies and directives restrict the use of this general fund to activities for the current student body which generates the funds. This means that funds generated by students should not be allowed to accumulate, but should be spent while those students can benefit from the effort. State Board Rules, as outlined in the Red Book, further restrict K-12 general activities funds by allowing the purchase of equipment, supplies, forms, and postage for curricular or classroom use ONLY when budgeted funds are not available and then only from specific trust accounts. Similar restrictions apply to curricular-related travel, professional, technical, or consultant services; personal memberships or subscriptions (although memberships and subscriptions in the name of the school are permitted); and repairs and maintenance of school district equipment. Charges for official cell phones and beepers may be paid from this account. The safest way to determine whether a transfer or expenditure is appropriate for General Activities is to determine first if it will directly benefit a student sport, club, or other student activity directly. If not, then the expenditure is not appropriate from General Activities. 18