STUDENT ACTIVITY GUIDELINES KEYSTONE LOCAL SCHOOLS GUIDELINES AND PROCEDURES TO STUDENT ACTIVITY FUNDRAISING

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1 GUIDELINES AND PROCEDURES TO STUDENT ACTIVITY FUNDRAISING

2 Activity Purpose, Goals and Budget 3 Student Activity Fundraising 3 Student Activity Records Retention 3 Budget Form 4 Sales Project Potential Form 5 Reconciliation Form 6 Ticket Seller s Tally Form 7 Organizational Responsibility 8 Fund Management Guidelines 9 Expenditures 10 Auditing 10 Tax Exempt Forms 10 Board Policies (IGDG, IGDF, DFE)

3 ACTIVITY PURPOSE, GOALS AND BUDGET The raising and expending of activity money by student bodies should have but one purpose: to promote the general welfare, education and morale of all the students and to finance the normal legitimate co-curricular activities of the student body organization. Purpose statements and budgets are due to the Treasurer by May 15 for the following school year. STUDENT ACTIVITY FUNDRAISING Advisor(s)/Sponsor(s) planning a fundraising project must submit a Sales Project Potential Form prior to the beginning of the sale and be approved by the Fundraiser Coordinator (building Principal). Once approved by the Fundraiser Coordinator, the Treasurer is forwarded the form and will be asked to approve the form and then it will be returned to the advisor(s)/sponsor(s). Note: This includes fundraisers managed by outside organizations ie: Boosters. Raffle-type fundraisers are not permitted. Students are not permitted to drive automobiles for the purpose of fundraising because of liability concerns. All monies collected during fundraising must be deposited with the building secretary daily. No teacher or advisor may hold activity funds. When the fund raising activity has been concluded, the Reconciliation form must be completed in full and should be submitted to the Treasurer within two weeks. NOTE: Checks are to be requested at least three weeks in advance and purchase orders are to be requested at least two weeks in advance. No purchase orders or checks will be issued manually, except in emergency situations. PLANNING IS IMPERATIVE! STUDENT ACTIVITY RECORD RETENTION Per the approved Keystone Board Records Retention Policy, all Student Activity records will be maintained by the building secretary for the current year and the prior two school years. All Student Activity records older then stated above will be destroyed. 3

4 Budget Year BUDGET (Submit to Treasurer s Office) STUDENT ACTIVITY GUIDELINES Group: Activity Purpose: (define generally) BALANCE, July 1, : (estimated) INCOME: Admissions Fundraisers/Sales Dues Donations Total Estimated Income: TOTAL BALANCE AND INCOME: DISBURSEMENTS: Fundraiser Items Speaker Fees Supplies/Materials Awards/Prizes Donations Total Estimated Disbursements: ENDING BALANCE, June 30, : (estimated) Activity Advisor (Signature) Approved by, Superintendent, as authorized by Board of Education, dated minutes of. 4

5 SALES PROJECT POTENTIAL FORM The purpose of the sales project potential form is to provide information to advisor(s)/sponsor(s) and administrators in regard to the income (actual and projected) from sales projects conducted by the Student Activity programs. A copy of this form and promotional material must be submitted and approved PRIOR to any fundraiser activity. ORGANIZATION: SALES PROJECT: SALES PURPOSE: PROJECTIONS (Submit to High School Assistant Principal) SALES COMPANY, ADDRESS, TELEPHONE, AND REPRESENTATIVE: DATE SALE BEGINS: ENDS: ARE RETURNS PERMITED? Y / N Qty. Ordered: Unit Sales Price: Total Sale Price: Unit Cost: Total Cost: Other Expenses (prizes, supplies, donations, etc.) Total Other Exp.: Net Profit per Unit: Total Net Profit: Advisor s signature Fundraiser Coordinator s signature Date Treasurer s signature 5

6 RECONCILIATION (Complete within 2 weeks after conclusion of fundraiser and submit to Treasurer s Office) Total Units Sold: Sale Price/Unit: Total Sales: Other Income: Over/Under Reason: Over/Under: (a) Total Income/Funds Deposited: Units Purchased: Cost/Unit: Total: Units Returned: Cost/Unit: Total: Other Expenses: (b) Total Expenses/Funds Spent (a-b) Actual Net Profit (Loss): Advisor s signature Treasurer s signature Date Date Explanation/Evaluation of Project: 6

7 TICKET SELLER S TALLY School Event, Date Vs. Ticket Sales: Beginning Ending Ticket Ticket Number Ticket Number Quantity Price Total Total Gate Money Collected: Over (+)/Under (-) Reconciled Gate Total: Reconciled by: Reconciled by: (Ticket Seller) (Athletic Director/Manager or Advisor) Attach Beginning and Ending Tickets Here: (offset tickets so that all numbers are visible) 7

8 ORGANIZATIONAL RESPONSIBILITY Superintendent The Superintendent is responsible for administering all board policies, except those required of the Treasurer. (Section , Revised Code) Treasurer In every school district, the Treasurer of the Board of Education shall be the Treasurer of the school funds. (Section , Revised Code) The enforcement of accounting procedures and internal control procedures shall be the sole responsibility of the Treasurer. The Treasurer may delegate an employee to receive custody of funds initially, including lunchroom, uniform school supplies, student activity program moneys, etc. Such moneys must be deposited with the building secretary once every twenty-four (24) hours. (Section Revised Code; 1980 OAG ) Principal The principal or other authorized administrator shall be responsible for the approval of requisitions for the expenditures of funds, and any other duties as assigned by the Superintendent of the school district. Advisor(s)/Sponsor(s) The duties and responsibilities of the advisor(s)/sponsor(s) shall be at the direction of the Board of Education and should consist of the following: Preparing annual budgets and purpose clauses of the activity group; Supervising the activities of the activity group, including preparation of fundraising potentials, proofs of cash; and Any other duties as assigned by the proper administrative authority. 8

9 FUND MANAGEMENT GUIDELINES 1. Projects for the raising of student activity money shall in general contribute to the educational experience of pupils and shall not conflict, but add to the instructional program. 2. Student participation is an important factor in the democratic management of money raised by the student body and expended for its benefit. The appropriate student activity group must approve expenditures. 3. Student activity money shall, insofar as possible, be expended in such a way as to benefit those pupils currently in school who have contributed to the accumulation of such money. 4. Money derived from the student body as a whole shall be expended as to benefit the student body as a whole, and not the benefit of a special group. 5. Student activity funds shall not be used for any purpose that represents an accommodation, loan or credit to Board of Education employees or other persons. Postdated checks may not be accepted and checks may not be cashed for anyone. Board of Education employees or others may not make purchases through a student body in order to take personal advantage of the student body purchasing privilege. 6. The Keystone Board of Education shall not be obligated for purchases made by students, faculty and others unless supported by a written purchase order signed by the Treasurer. 7. Prior to the performance of any financial transaction by an authorized student activity, a budget must also be submitted and approved by the Board of Education for the current school year and recorded in their minute record book. 8. All sources of revenue must be approved by the Board of Education and shall be included in the student activity group s current year budget. Receipts must be identified by the fundraiser s assigned number and will be classified according to the USAS coding. 9. All expenditures by the student activity program shall be in accordance with the budget as approved by the Board of Education. The authorization for the expenditure must be accompanied by an approved requisition, processed into a formal purchase order, and certified by the Treasurer that funds are available for the expenditure. (Section (D), Revised Code) 9

10 EXPENDITURES STUDENT ACTIVITY GUIDELINES 1. All disbursements shall be made by check (warrant) prepared by the Treasurer, supported by a proper, approved requisition/purchase order, and verified by an invoice. They also should be verified for accuracy of price extensions and totals. 2. Purchase Order Process: REMEMBER No orders are to be placed for items until the purchase order has been obtained. For audit purposes, all invoices MUST be dated AFTER the purchase order or they cannot be paid. AUDITING a. Requisition prepared by originator and submitted to Principal, b. Reviewed by Principal; if approved, submitted to Superintendent, c. Reviewed by Superintendent; if approved, submitted to Treasurer d. Reviewed by Treasurer; if approved, funds will be certified and encumbered, posted to files in which purchase orders will be forwarded to vendor, originator of requisition, and Treasurer s office, e. Originator verifies receipt of material, compares with purchase order and submits yellow copy of purchase order to Treasurer s office as correct and approved for payment, f. Treasurer compares billing invoice to purchase order for prices, column extension and necessary adjustments, etc., g. Treasurer issues check for payment. Each activity fund established under Section , Revised Code, will be audited by the Bureau of Inspection and Supervision of Public Offices at the same time the examination of the records and accounts of school district is made or at such other time as needed or as requested by the Board of Education. Sections and , Revised Code. TAX EXEMPT FORM Keystone Local School District does not pay sales tax. Therefore, prior to making any purchase, the group, group member and/or advisor(s)/sponsor(s) must obtain a tax-exempt form from the Treasurer s Office. Invoices received cannot show sales tax charges. If invoices do show sales tax, and the tax is included in the total cost, it will be deducted from the bill. 10

11 STUDENT ACTIVITIES FUNDS MANAGEMENT IGDG To safeguard and provide for the efficient financial operation of student activities, the funds of these activities are managed as follows. 1. The Superintendent designates an individual to serve as the activity account clerk under the jurisdiction of the Treasurer/CFO. The Treasurer/CFO is authorized to receive and disburse student funds in support of the entire school activity program. The Treasurer/CFO is directly responsible for the proper accounting of student activities funds. 2. Requests for purchases from student activities funds can be made only by faculty advisors, coaches or teachers assigned to an activity. These requests must be approved in writing by the school principal or other person designated by the Superintendent. Funds must be available before such purchases may be authorized. Expenses are subject to Board approval. 3. An accounting of all student funds is made monthly and a report of all accounts is made by the Treasurer/CFO to the Superintendent and the Board. The account system complies with the regulations of the Ohio Auditor. The system separates and verifies each transaction and shows the sources from which the revenue is received, the amount collected, source and the amount expected for each purpose. 4. When an unexpended balance remains in the account of a graduating class (Fund 200), the class should specifically indicate its intent to the Board for the disposal of such funds. The Board exercises its prerogative in disposing of such funds when the graduating class is negligent in giving instructions. [Adoption date: February 28, 2005] LEGAL REFS.: ORC ; ; ; ; ;

12 STUDENT FUND-RAISING ACTIVITIES IGDF The Board believes in providing opportunities for students to participate through co-curricular activities in fund-raising projects which contribute to their educational growth and which do not conflict with the instructional program. Since the Ohio Revised Code and the Auditor s office mandate careful accounting of the receipt and expenditure of such funds, all fiscal operations of student groups must be in compliance with the following guidelines. All such related activities must be: 1. conducted by a recognized student group for the purpose of contributing to educational objectives; 2. appropriate to the age or grade level; 3. activities in which schools may appropriately engage; 4. conducted under the supervision of teachers, advisors or administrators; 5. conducted in such a manner and at such times as not to encroach upon instructional time or interfere with regularly scheduled school classes and activities; 6. scheduled so as not to be unduly demanding on secretarial, teacher and principal time or work; 7. evaluated annually by teachers, advisors, administrators and students; 8. limited in number so as not to become a burden or nuisance to the community and 9. sensitive to direct competition with fund-raising efforts sponsored by recognized groups and organizations within the community. The application of the above criteria for student sales and activities is supervised by the building principal with the approval of the Superintendent. Each principal submits to the Superintendent a list of the proposed sales or fund drives which the school plans to conduct during the school year and the purpose for which the funds are going to be used. The Superintendent then indicates his/her approval or disapproval within the limitations of the above criteria. Funds derived from approved student fund-raising activities are handled by the Treasurer/CFO s office in accordance with the State Auditor s requirements. [Adoption date: February 28, 2005] LEGAL REFS.; ORC ; ; ;

13 GATE RECEIPTS AND ADMISSIONS DFE The following guidelines apply to all school events at which tickets are sold. Responsibilities of the Athletic Director Tickets should be located in a secure area (locked cabinet) and only removed when it is time to sell tickets to the public. Ticket number and color should be recorded by the athletic director prior to selling tickets. Ensure the Treasurer knows the color and preprinted numbers on the tickets used for the event. Ensure that ticket-selling procedures are followed as described in this policy. Keystone Athletic Passes are available for purchase and entitle the pass holder access to all athletic events with the exclusion of the Ohio High School Athletic Association and conference tournaments. Passes are available for students, adults and families. Residents 65 and older are entitled to free admission to all school sponsored events. Senior passes may be obtained in the high school office or the athletic department. The Athletic Conference provides a limited number of passes to each district. These passes are distributed to Board members, coaches and community members at the athletic directors discretion. The athletic director will present a pass list to the ticket seller for complimentary entry into an event. Select the ticket sellers and provide them with the appropriate number of tickets, the forms needed to account for the sales, and the currency and coins needed for making change. Make sure they understand the sales and accounting procedure. Cash should be secured in a locked box when not in use. Keep a record of the number of tickets given to each seller. Receive the money, ticket-sales accounting form, and unsold tickets from each seller and reconcile the money collected with the ticket-sales accounting record. Maintain a record of unsold tickets. Identify any discrepancies in ticket sales from the seller. Secure written explanation of such a discrepancy from the seller and report all findings to the Treasurer. All discrepancies, even those rectified, shall be reported to the Treasurer. 13

14 Prepare the deposit record and deposit the funds in the depository designated by the Treasurer. Make note of any changes in procedure that should be incorporated into the next ticket sale. Ticket sellers/takers, announcers and scoreboard operators are hired by the Board and paid through the payroll process at the rate established in the KLEA negotiated agreement. The athletic director will provide documentation to the Treasurer for Board approval at the conclusion of the season upon which payment will be made. Responsibilities of the Ticket Seller Make a record of the first and last numbers to verify the number of tickets received from the athletic director. Verify the prices, particularly if there are price differentials. Attach the first ticket to the ticket sales accounting record. Collect the money from the purchaser, verify that the amount is correct, and provide the purchaser with the ticket(s). At the end of the sale, count the number of tickets sold. If tickets have been sold at different prices, record the number sold at each price. Attach the last ticket to the ticket sales accounting record. Organize the money collected by denomination and then count each denomination. For each price category, compare the actual total with the total obtained by multiplying the number of tickets sold by the price of each ticket. Provide the athletic director with the money, ticket-sales accounting record, and the unsold tickets. With the approval of the athletic director, students may have the opportunity to have their pay to participate fees reduced by selling tickets at Keystone athletic events. With approval, students can earn up to 10 per hour toward their pay to participate fees. [Adoption date: October 20, 2014] 14