How To Manage School Funds

Transcription

1 INTERNAL ACCOUNTS PROCEDURES PRINCIPAL S HANDBOOK Provided by the Business Division Version 1 Draft - dated

2 This handbook and other valuable information are on the District website Choose Quick Links, Auditing. This book is for you - we welcome your input. How does this help with Whole School Effectiveness? This is just one area where you can demonstrate yourself, the Principal, as Leader; create a Safe, Caring Environment for your staff, faculty and students; and enrich your School Culture. It will take Assessment and Monitoring on your part, and the Professional Development of yourself and staff. With your High Expectations, you can use your internal accounts to foster Parent and Community Involvement and achieve your Mission of benefiting the students while complying with guidelines. Wishing you continued success, District Auditing Office Procedure Manual 2 Principal s Packet page ~ K-2 ~

3 Table of Contents I. Introduction... 4 II. Overall Management Policy... 4 III. Accounts... 8 General Miscellaneous (Gen Misc.) Account (6800)... 8 Fundraising Activities Class, club, departments and teams (3xxx) Principal s Hospitality (6840) School Bookstore (6500) Donations (4xxx) Employee Travel (6830) Sales Tax (8400) Due to School Board (8xxx) Rental of School Facilities (6010) Booster and PTA Organizations Locker Rentals Secondary Schools (45xx) IV. Internal Control Procedures A. Cash Controls (protection of funds) RAT$ B. Disbursements Prohibited Disbursements Controlled Disbursements Principal s Calendar Fiscal Reminders for Faculty and Staff Fiscal Resources Checklist Fiscal Responsibilities of a Principal Procedure Manual 3 Principal s Packet page ~ K-3 ~

4 The goal of this handbook is to provide the Principal with the tools to Generate funding to benefit the student curriculum And once generated, safeguard those funds guidelines for faculty, administrators & bookkeeper I. Introduction There are two kinds of funds available to schools. 1. Budget/ County/ District funds Track on the cost center via Lawson. Access through requisitions via Lawson. Examples: classroom teaching supplies administrative and custodial supplies special project supplies: accountability, grants, etc. textbooks, major supplies and equipment Always spend this money first. 2. Internal accounts/ School activity funds Track on your computerized bookkeeping software; Lawson SAS. Access is via web based software for cash, receipts, checks, bank statements Examples: picture commissions field trips, candy sales, fundraisers vending commissions faculty/sunshine social funds This handbook has information relevant to the internal account funds. II. Overall Management Policy A. Receipts - Funds generated or collected on school grounds by school employees or students should be maintained in the school s internal accounts. B. Expenses - Internal account funds should be expended to benefit those students who raised the funds - ie, club monies are for club members, school-wide collections should benefit the whole school body. Also, expenses should not exceed resources. C. Internal account activities should supplement, not conflict with, the instructional program. Procedure Manual 4 Principal s Packet page ~ K-4 ~

5 The General Ledger Report is your snapshot of Internal Accounts Activity and Balances! Any School Elementary November 12, Procedure Manual 5 Principal s Packet page ~ K-5 ~

6 Bookkeeping 101 Assets = Liabilities + Revenues You have two types of accounts in your Internal Accounts: General Ledger Accounts (assets) and Activity Accounts (liabilities and revenues). General Ledger Accounts Assets Activity Accounts Liabilities + Revenues 992 Checking 1xxx Work Order 994 Investment Total 2xxx Music Accounts 995 NSF Checks = 3xxx Classes/Clubs/Depts. 4xxx Trust Accounts 6xxx Schoolwide Accounts 8xxx Due to School Board $ 385, $ 385, Activity Description Last Period End Balance Receipts Disbursements Transfers Current Balance 992 Checking 217, , , , , Investment 245, (60,000.00) 185, NSF Checks Total Assets 463, , , , Auto Work Order 1, , Sunshine 1, , Student Accident Insurance 1, , Registration Fee 21, , Med Director's Fee 25, , , Childcare App. 6, , Total Liabilities 190, , , , Building Improvements 8, , Equipment/Furniture 17, , Supplies 4, , Advertising 5, , Postage 4, , Tuition , , , , Tuition Tuition , , , , Total Revenues 273, , , , , Total Assets* 189, Total Liabilities 196, Total Revenues Total of all activity 385, accounts* Procedure Manual 6 Principal s Packet page ~ K-6 ~

7 SBA Investments (994) The SBA (State Board of Administrations) investment account is part of the asset group of accounts. To establish an SBA investment account, please contact the Auditing help line for instructions. When you invest funds from your internal accounts you are using funds generated by all the activity accounts. Even though you do not reduce the balance in the individual accounts you still have to keep this in mind. When you discuss using invested funds to make a large purchase such as a copier or computers, you need only look at the balance in the internal activity account you plan to make the purchase from. The funds that are invested are not additional funds; they are already reflected in the individual account balances. The only exception is the interest that you earn. This is posted to your Investment Interest account but is not there until you withdraw it and deposit it in your internal account. When you make a withdrawal from the investment the only change to the internal account ledger report will be to reduce the investment (994) and increase the checking (992) account balance by posting a bank to bank transfer. Procedure Manual 7 Principal s Packet page ~ K-7 ~

8 III. Accounts The following is a list and description of typical school accounts: General Miscellaneous (Gen Misc.) Account (6800) Revenue Funds collected should be expended to benefit those pupils currently in school for whom the monies were accumulated (Board Policy 6610). Examples of revenue to post to this account include the following: 1. All interest, including that from saving accounts, CD's, money market accounts, and NOW accounts. 2. Donated monies for which no specific use is designated. 3. Profits from picture sales, school store sales, schoolwide fundraisers, and designated PE or non-faculty vending machine accounts may be transferred into General Miscellaneous. Expenditure Expenditures from Gen Misc. should be for the benefit of all the students at the school. Examples include: 1. Bank service charges. 2. Check printing charges. 3. Travel expenses budgeted in the Gen Misc. budget for the current school year; registration only. Note that a separate account is recommended for travel. Gen Misc. travel is limited to the following % of anticipated revenue (excluding carry-over balance): Elementary/Middle Schools 25% Senior High/Other Centers 30% 4. Purchases for classroom, postage, and custodial supplies but only after budgeted funds are depleted. 5. Purchases related to student schoolwide incentives. 6. Teacher incentives and banquet tickets for student or teacher related activities are normally prohibited from Gen Misc. However, a waiver request may be approved in writing by your area leadership director, or you may include the waiver (be specific) on your Gen Misc. budget. Note that the ALD may set a cap on the number of banquet tickets that can be approved for each event. General Miscellaneous Budget 1. The Organizational/Activity Budget Form must be prepared each year for your Gen Misc. account activities. 2. Each school must have a supervisory committee of at least two or more members of the faculty and/or any other additional persons appointed by the principal to serve as advisors or to assist the principal in preparing the budget. 3. The budget must be distributed and discussed with the school faculty and staff. 4. The Gen Misc. budget may be amended as needed throughout the school year. 5. The prior year ending Gen Misc. account balance (as of June 30) plus anticipated revenue from current year fundraising projects, etc. (based on past experience), equals total anticipated income. 6. Proposed expenditures are those which the budget committee has agreed upon, within the guidelines of the School Activity Fund policies, include waivers if any be detailed and have separate line items for teacher incentives (6802) and student incentives (6801). 7. The Gen Misc. budget and any amendments must be approved by the budget committee and the principal. A copy of the Gen Misc. budget must be sent to the area leadership director for approval, returned to the school, and kept on file. Procedure Manual 8 Principal s Packet page ~ K-8 ~

9 SCHOOL DISTRICT OF HILLSBOROUGH COUNTY, FLORIDA ORGANIZATION / ACTIVITY BUDGET 20xx-xx SCHOOL YEAR SCHOOL NAME Sample School NAME OF ORGANIZATION General Miscellaneous PRINCIPAL'S APPROVAL Pat Principal CHAIRMAN, FINANCE COM. Tom Teacher TREASURER Sue Treasurer SPONSOR GENERAL COMMENTS AND EXPLANATION FOR BUDGET AMENDMENTS: need signatures!! BUDGET AMENDMENT NO: CURRENT ORGANIZATION/ BUDGET APPROVAL DATE:, 19 ACTIVITY REQUEST ADJUSTED BUDGET INC OR (Dec) BUDGET ANTICIPATED INCOME: CARRY-OVER BALANCE: 7/1/ 20xx $ 3,000 FUNDRAISING PROJECTS: School Pictures $ 6,000 2 per year! Candy Fundraiser $ 3,000 Soda commission $ 1,000 TOTAL ANTICIPATED INCOME $ 13,000 PROPOSED EXPENDITURES: Institutional Dues (in school name) $ 200 Equipment (thru a Lawson requisition) $ 4,000 use Lawson! Travel $ 2,000 Teacher Incentive - food & clothing, personal items $ 1,000 waivers! Student Incentives - food, clothing, personal items $ 2,000 Prinicpal's Hospitality $ 500 TOTAL PR0POSED EXPENDITURES $ 9,700 ANTICIPATED CARRY OVER (Income Less Expenditures) $ 3,300 SB Procedure Manual 9 Principal s Packet page ~ K-9 ~

10 Sample detail for GM Budget INCENTIVE PROGRAM (example only prepare student and faculty budgets separately use separate accounts to record student/faculty incentive expenditures) Attendance ($800) All students & staff/faculty with *perfect attendance (* faculty must be present all day. Professional leave does not count as an absence): For the 1 st nine weeks will receive a special school t-shirt and will be eligible for a drawing for 2 AMC movie tickets, popcorn and drink. For the 1 st semester will receive a special school golf shirt and will be eligible for a drawing for a $20 gift certificate. For all 3 nine weeks will receive a special school jacket Faculty only free lunch off campus while the principal covers your class. For the entire school year will receive $50 gift certificate Faculty only free ticket to the end of the year luncheon. Student & Employee of the Month ($500) Each month all personnel will be able to nominate one Student of the Month and one Employee of the Month. One name will be drawn from each set of nominations. The Student/Employee of the Month will receive: Student = class pizza party; employee = $15 gift certificate of their choice school paperweight or t-shirt Name and picture printed in the newsletter and placed on the workroom bulletin board Other Student Incentives: 1. Principal Honor Roll Party ($85 x 4) $ Benchmark Incentives $ AR Incentives $ Florida Writes/SAT Incentives $ Intramural Awards $ Caught doing good $ Most Improved $200 Bonus Hours Activities ($300) Any student/personnel attending after school functions involving parents and/or participants in after-school or Saturday recreation and school beautification days will have their hours logged. Examples of activities are: PTSA meetings, music concerts, plant-a-thons, Saturday hoop-it-up, etc. Other Miscellaneous Incentives ($200) 1. School tickets will be given as a small recognition of doing a job/task that is greatly appreciated (just a way to say thank you). School tickets will be placed in a basket housed in the main office for monthly drawings. Prizes and gift certificates are awarded. 2. All employee birthdays will be recognized with a monthly birthday cake. 3. In an effort to encourage timeliness to all faculty meetings, tickets will be given at the door to all members arriving on time. A drawing will be held at the conclusion of the meeting. Total = $4,540 Procedure Manual 10 Principal s Packet page ~ K-10 ~

11 Fundraising Activities Planning Approval - All fundraising activities should have the prior approval of its sponsor and the principal (Board Policy 5860 and 9700). BEST PRACTICES A. Pre-sales BEST practice to ensure profit! Customers pre-order & pre-pay before product shipment. Use receipts. B. Receipts for pre-sales and pre-numbered tickets to account for admission fees. C. Ordering if not a pre-sale, carefully determine how much to order to avoid leftovers! Arrange in writing with the vendor for a FULL refund for unsold goods. Use prior sales as gauges. D. Inventory Control count all shipments, store in a secure area, and consider food needs (no heat for chocolate!) E. Student Debt - distribute small amounts to each student at one time, to be replenished upon return of proceeds. Determine which students should participate in future fundraisers. A debt list should be maintained until all outstanding debts are cleared. F. Planned expenses consider the impact of giveaways on pricing incentives to top sellers and needy children, etc. Limit per school year A. Schoolwide - Each school may have only two schoolwide fundraisers a year, including pictures. Fundraisers sponsored by the Education Foundation (i.e., sale of USF Bull tickets) are not counted towards the two schoolwide fundraiser limits, although other fundraiser rules apply to Foundation fundraisers. B. Charitable Drive - Each school may also have one charitable drive (i.e., collections for Red Cross). Charitable drives should not exceed two weeks or fifteen days. C. Clubs - each school club may have one fundraiser, and one charitable drive. D. Exceptions to limits The following may have unlimited fundraisers with school administration approval. Career and Technical Student Organizations (CTSO s) Elementary enterprise economic classes Curricular activities for exceptional classes (ESE) Plays that charge admission are unlimited, as plays are curricular in nature. Adult-only activities and Adult sites (sites where the students are not K-12) are also unlimited More exceptions The following activities are considered curricular in nature and are not considered fundraisers. They do not count towards the fundraiser limits and do not require the use of an Agreement for School Activities (ASA) form. Book fairs Bookstores School newspapers Yearbook or memory book sales Recycling projects Student handbooks PE uniforms Student identification cards Procedure Manual 11 Principal s Packet page ~ K-11 ~

12 E. A Procurement Department bid process awards school pictures, so no ASA is needed. However, pictures do count as a schoolwide fundraiser. F. When the PTA donates money to the school, no ASA is needed. However, if a PTA activity is accounted for in the school s internal accounts, then an ASA form is needed and internal accounts procedures apply to the use of these funds. Prohibitions The following activities are not acceptable at school functions or as part of fundraising. Raffle sales to minors Door to door sales Admission charges during school hours Dunk Tank Jousting Rock Climbing Bungee Jumping Boxing Food or drink sales are limited to one hour after the last lunch period at all secondary schools and until the end of the day at elementary sites. Schools cannot compete with the SNS lunch program. Conflict of Interest The School Board shall not enter into a contract knowingly with any supplier of materials, supplies, and services to this district that any Board member or the Superintendent has any material interest. Board Policy Contact the Procurement Office for conflict of interest approval procedures. Required Forms 1. Agreement for School Activity (ASA) form must be completed for the following activities. A. Fundraising activities Brochure sales Candy sales Magazine sales School dance or play when admission is charged B. Contracts with organizations or companies for non-curricular services Any function exposing the Board to extraordinary liability Car washes Rentals Country clubs for tennis teams Equipment Golf course for golf teams Helium tanks Hotel or hall for dances Photo booths Pools for swim team Vending machine Procedure Manual 12 Principal s Packet page ~ K-12 ~

13 PTA or Booster fundraising activity should be reported on the Request for Use of School Facility Agreement form. A blanket form listing all activities may be filed each school year. See the Rental of School Facilities for more information. 2. Activity Accounting Report (AAR) form must be completed immediately after fundraiser. See pages for samples reports. 3. Property Loss & Damage Report (PDR100) form is used to report any items and/or funds lost or stolen. Go to Ideas>District>District Forms. Sales tax is required on most fundraising merchandise. BEST PRACTICE Pay tax to the vendor. Tax is calculated on the purchase price of the items and not the selling price. If you don t pay the vendor then you will calculate the sales tax due the state based on the total amount of sales. Remit the sales tax to the Budget Office monthly. Each schoolwide fundraiser should be accounted for in a separate account set up for that purpose. Only receipts and expenditures of the fundraising activity should be recorded in this account. Note that Agreements for Technical Services apply to services involving curricular/instructional activity paid to an individual. For example, a professional speaker presenting to an assembly of students would require an Agreement Technical Services or Internal Service Agreement, NOT an Agreement for School Activity. See the Agreement for Technical Services Section for more clarification. Charitable Drives 1. Schoolwide charitable drives, one per school. a) Relay for Life (American Cancer Society) b) Jump Rope for Heart (American Heart Association) c) Pennies for Pasta (Leukemia Foundation) Remit money directly to the charity. The sponsor for the event is responsible for the money, not the school or the bookkeeper. Sponsor will ask for a receipt from the charity, please keep this receipt on file. No Agreement for School Activity (ASA) is necessary. This will count as the one charitable drive for the school. 2. Class or club charitable drives, one per year. a) List as a line item on their budget. b) Complete an Agreement for School Activity c) Receipt funds through the bookkeeping office. d) A check will be written to the organization at the end of the drive. Procedure Manual 13 Principal s Packet page ~ K-13 ~

14 Procedure Manual 14 Principal s Packet page ~ K-14 ~

15 ACTIVITY ACCOUNTING REPORT for sales - type School: Sample School District of Hillsborough County, Class/Club: Student Date: Sept 97 Type of Candy sale Sales tax paid to yes A. Overall Profit / 1. Total collections (per account $ Less Total Cost (per $ Overall $ B. Receipts 4. Number of Individual Items 1, Less Number of Items Returned for < - > 6. Total Number of Items Available for = 1, Selling Price Per X $ What Should have been = (Multiply line 6 by line 7 ) $1, Less collections (per account < $ > 10. Equals Short / < $ > C. Jusify Short / (Over) 11. Incentives Given Away (Items x Selling $ Stolen/Lost (Total Amount shown on $ Amount on Debt List (Total $ Remaining on Hand (Items x Selling $ Other (Including Unaccountable 16. TOTAL (Should equal line $ Sponsor Principal Procedure Manual 15 Principal s Packet page ~ K-15 ~

16 School: Hillsborough County Public Schools, Florida Complete the applicable for all 3xxx Classes and Clubs: Agree Activity Acct no. Club Budget ment? Report Vendo Date Activity 301 Anchor Y Y Y World's Finest 10/21- Candy Procedure Manual 16 Principal s Packet page ~ K-16 ~

17 Class, club, departments and teams (3xxx) Receipts - in addition to the two school-wide fundraisers allowed, each student class/club may have one fundraiser per school year. Expenditures - should benefit the students that participated in the generation of the revenue. The sponsor should sign check requisitions for all club expenditures. All class and club activities must be approved by the Principal. We recommend that one administrator be appointed to monitor the required club forms generated by each club: Organization Budget Form SB Check Requisitions (approved) SB 36000/Lawson # Agreement for School Activity SB /Lawson # Activity Accounting Reports See page 19 for an OPTIONAL form to help track all club activity. Principal s Hospitality (6840) Principal's Hospitality may not exceed the following amount per year. $850 for Elementary $1,000 for Middle $1,150 for Senior/Technical Schools Profits from the following sources may be used to fund the hospitality account: General Miscellaneous Vending Machines (non-faculty) Rental of School Facilities (not 8xxx Extended Day Care) 1. This fund is for promotion, public relations, and hospitality for business guests ON SCHOOL GROUNDS. Faculty should only be incidental to a hospitality event, i.e., Open House or SIT meetings. Written area leadership director approval is required for off-site hospitality. Allowed - Refreshments for Teach-In guests, SIT meetings, Open House, etc. Prohibited - Back to school lunch for faculty 2. Check requisitions for this account should be specific in identifying who and what. Any catering done by your school cafeteria must have a numbered campus catering form invoice as backup (provided by your SNS Manager or Core Catering). 3. The account balance may not be carried forward from year to year; rather, each year the account may only be restored to its maximum of $850, $1,000, or $1,150 as applicable. 4. Included in the hospitality limit, each school may purchase up to nine banquet tickets, of any combination, approved by the principal. To include the following banquets. a) Teacher of the Year b) Instructional Support Employee of the Year c) Ida S. Baker Diversity Educator Procedure Manual 17 Principal s Packet page ~ K-17 ~

18 School Bookstore (6500) School bookstores may be established upon principal approval. Provided as a student service, and not a fundraiser, an average mark up of no more than 20% is allowed on bookstore items. Conversely, the bookstore should not operate at a loss. 1. A School Store Inventory Form SB (see bookstore manual on page 109) should be completed when the school opens in August, January, and in June at the close of school. Inventories should also be taken if there is a change in personnel involved with the bookstore. 2. The School Store Financial Statement Form SB (see bookstore manual on page 111) should be completed in January, June and for change in personnel. Upon completion of the financial statement, the profit earned may be transferred to the General Miscellaneous account for expenditure in accordance with the approved budget for General Miscellaneous. 3. All bills for the bookstore should be paid from this account, which can create a negative account balance if the bills are paid before the sale proceeds are collected - this is acceptable for these types of sale activities. Ultimately by mid-year and year-end the account should show a positive balance. 4. Sales tax should be paid to the vendor on all purchases made for resale items. Donations (4xxx) A. Specific purpose - monetary donations with donor-specified purpose should be maintained in a separate 4000 series trust account number and expended for that specific purpose only. The account name should reflect the trust purpose. Donated funds may not be transferred to other accounts. For balances remaining after the donation purpose is achieved: nominal balances may be transferred to the General Miscellaneous Account; significant balances require the donor s written instructions for disposition (when feasible). B. General purpose monetary donations with no designated purpose should be receipted into the General Miscellaneous Account. C. Property donations upon receipt, notify the Property Control Department via (Bulletin Boards, District Forms, Fixed Asset Acquisition-Form 120). Property Control should also be notified regarding the transfer or disposition of donated property schools generally may not sell or dispose of property (Board Policy 7320). D. All donations are subject to the rules and regulations governing internal accounts, including travel form and equipment requisition guidelines. The donor s purpose and the donation s relevance to the school s goals should be considered when accepting and using donations. E. Donations valued at greater than $250 require both an official receipt AND a written acknowledgement on school letterhead indicating amount, description, and a disclaimer that the donor did NOT receive any goods or services in exchange for the donation. Procedure Manual 18 Principal s Packet page ~ K-18 ~

19 Employee Travel (6830) Registration costs are the only approved travel expense paid from your General Miscellaneous account. 1. An approved Lawson Travel Authorization Form (SB00077) is ALWAYS required for travel outside Hillsborough and the contiguous counties (Pinellas, Pasco, Polk and Manatee) in order to obtain permission for travel, regardless of whether reimbursement is requested (except for approved field trips with no reimbursement requested). 2. Processing a Lawson Travel Authorization Form (SB00077 Travel Request) is accomplished on-line. See Lawson Finance and Procurement manual for specific instructions. 3. Any travel expenses REIMBURSED to an employee requires an approved Lawson Travel Authorization Form (SB00077). If the travel expenses are for in-county parking, mileage, and tolls ONLY, an In County (Vicinity) Travel Form (SB00076) may be used. Any other in-county travel expenses, such as registration, must be reimbursed using an approved Lawson Travel Authorization Form (SB00077), as this is the only form with a place to report registration, etc. Any travel expenses incurred outside Hillsborough or the contiguous counties must be reimbursed using an approved Lawson Travel Authorization Form (SB00077). 4. Registration may be paid directly to the vendor via a school check or district issued P-Card. In such cases, these expenses would not be reimbursed to the employee. Report on the SB00077 Travel Authorization Form. 5. Prohibitions: Travel expenses should NOT be reimbursed through petty check. Overnight travel in-county and within the contiguous counties must have area leadership director approval. 6. Checks written for travel reimbursement should be supported by the following documentation. A copy of an approved Lawson Travel Authorization Form. Original, itemized receipts for all costs except mileage (and meals, see below). Any conference brochure or any proof of attendance. 7. ACTUAL meal costs are NOT reimbursed. Out of county meals are reimbursed at a MAXIMUM rate per the guidelines shown on the Lawson Travel Authorization Form (SB00077). Procedure Manual 19 Principal s Packet page ~ K-19 ~

20 Sales Tax (8400) 1. All schools use the district sales tax exemption number when purchasing items that are exempt from sales tax. The tax exemption certificate is posted in Business News>Procurement>Procurement Guidelines & Forms. 2. A school check must be made payable to the vendor in order to use the tax exempt number. 3. Examples of purchases EXEMPT from sales tax: a) Any purchase by the School (paid by school check made out to vendor) for school use, including field trips, educational supplies/materials, student, and faculty incentives. b) Yearbook or Memory Book. c) Pickle sales, donuts, popcorn (any general grocery item that is non-taxable at store). d) Sale of Entertainment/Coupon books. e) School plays; expenses associated with the performance. 4. Examples of purchases REQUIRING payment of sales tax: a) Items purchased for resale, including school bookstore items, vending machine items, candy for fundraisers. b) School pictures (self-service only). c) Petty check reimbursements. d) Items purchased from Faculty/Sunshine account. e) Resale items purchased for Class or Club members (ex. T-shirts). f) Charges on Work Orders, including Food Service work orders (except bakery items). g) Rental fees. 5. Reimbursements to school personnel when school personnel use their personal funds to purchase items, they should ALWAYS pay sales tax. You then reimburse them the full amount, including sales tax when applicable. 6. When purchasing taxable items, whenever possible, pay sales tax directly to the vendor instead of collecting/remitting the sales tax yourself. For example candy or PE uniforms for resale or bookstore items. 7. Receipts - all receipts issued must separately state any sales tax included. For example, receipts for band instrument rentals or adult textbook sales should indicate fee and sales tax portion separately. See the Principal s Packet for student supply fees. A copy of the student fee section is also posted in Business News>Budget>Reference Student Supply Charges. Procedure Manual 20 Principal s Packet page ~ K-20 ~

21 Due to School Board (8xxx) 1. The school collects monies that are to be remitted to the Budget Office. Such monies include extended day proceeds, facility rental personnel salary, and lost and damaged textbook fees. These funds are maintained in the 8000 account number series on your school ledger. 2. Petty Check - The petty check account is the vehicle by which expenses are paid by internal accounts and then reimbursed by District funds. This account should be used for emergency, small dollar purchases only. As much as possible, Lawson requisitions should be used to purchase items. 3. Your secretary/bookkeeper should request replenishment of the internal accounts petty check account on a monthly basis (or as often as necessary). Rental of School Facilities (6010) Note: These procedures are NOT necessary when one Hillsborough County school utilizes another Hillsborough County school site. Purpose Since 1975, the School Board has required that when school district facilities are utilized by nondistrict organizations (i.e., PTA, Boosters, Little League teams, Youth Football teams, Boys & Girls Clubs, churches, businesses, etc.), informational forms must be filed with the School Board. For liability purposes, a Certificate of Insurance is required as well. Procedures prior to rental Complete all information on the following forms and forward to your area leadership director three weeks prior to the start of the activity. No agreement is valid until properly approved. Request for Use of School Facility Facility Usage and Rental Fee Agreement Certificate of Insurance A deposit should be collected prior to scheduled use of the facilities in the amount of the estimated total charges for the use of the facilities. BEST PRACTICE Collect deposit from the organization when the paperwork is turned in. Split post official receipt as follows: 6010 Facility Rental 8070 Personnel Overtime 8071 Utility Rental 8400 Sales Tax* * Sales tax is due on rental fee unless a copy of the renter s sales tax exemption certificate is provided (keep this on file). Blanket Forms School-connected organizations such as PTA's, Band Parents and Athletic Boosters may file one set of forms to obtain a one year "blanket" approval for several activities. When filling out use of facility forms for your PTA or Booster Organization the dates of use should be the same date that appears on their certificate of insurance. Use beginning and ending dates of insurance coverage for the beginning and ending dates on the form. Procedure Manual 21 Principal s Packet page ~ K-21 ~

22 PTA Sponsored Carnivals or Festivals These activities are not covered by the blanket form on file for your PTA. The following items are to be completed and approved prior to the activity. Follow the use of Facilities guidelines. Request for Use of School Facility Facility Usage and Rental Fee Agreement Certificate of Insurance from the vendor BEST PRACTICES Follow the PTA Carnival or Festival Check list posted in Business News>Budget>Use of Facility. Procedure Manual 22 Principal s Packet page ~ K-22 ~

23 HILLSBOROUGH COUNTY PUBLIC SCHOOLS, FLORIDA REQUEST FOR USE OF FACILITY AGREEMENT Request is made for use of the following school site: Purpose: Sample Elementary Use of Cafeteria for Sunday Services Athletic or Non-Athletic: Non-Athletic Date beginning: July 1, 1999 Date ending: June 30, 2000 Organization Name: Sample - First United Methodist Church Address: Person Responsible: Sample Pastor Phone Number: (813) Request Date: June 1, 1999 Comments/Conditions: The fee arrangement is per the attached Facilities Usage and Rental Fee Agreement SB (Revised 2/99) HOLD HARMLESS REQUIREMENT: The ORGANIZATION hereby agrees that the SCHOOL BOARD, its agents and employees, will in no way be liable for any injury that may occur to any person while engaged in, connected with, or in attendance at the above function. ORGANIZATION agrees to indemnify and hold harmless the SCHOOL BOARD, its agents and employees against any and all liabilities for personal injury, including injury resulting in death or damage to property or both, resulting directly or indirectly from the use by ORGANIZATION of SCHOOL BOARD property, and caused by the ORGANIZATION, its agents, employees or invitees and agrees to reimburse SCHOOL BOARD in defending any such claims that may result therefrom. ORGANIZATION agrees that it will furnish to the SCHOOL BOARD, along with this Agreement, a CERTIFICATE OF INSURANCE showing proof of General Liability Insurance in the amount of Fifty Thousand ($50,000.00) Dollars property damage per occurrence and Three Hundred Thousand ($300,000.00) Dollars bodily injury liability per occurrence. "ADDITIONAL INSURED, School Board of Hillsborough County" must appear on the Certificate of Insurance furnished with this Agreement. The Hillsborough County School Board name is also required to be listed in the certificate holder box. The user agrees to pay charges in accordance with the attached fee schedule and abide by policies concerning use of school facilities listed in Guidebook of Policies and Procedures and School Activity Fund Handbook and to reimburse the School Board of Hillsborough County for any property damage sustained. SIGNATURE DATE APPROVED ORGANIZATION Sample Pastor May 15, 1999 SCHOOL LEVEL APPROVAL Sample Principal June 1,1999 ************************************** *************************************************************************************************** AREA DIRECTOR APPROVAL SCHOOL BOARD APPROVAL WITNESSED BY ************************************** *************************************************************************************************** 1) School will complete form, retain goldenrod copy submit remaining copies to Area Director. 2) Upon approval, Area Director will retain blue copy and submit remaining three copies to the Business Office. 3) School Board approved copies will be distributed by the Business Office. SB (Revised 3/99) White - Business Office Yellow - Organization Approved Pink - School Approved Blue - Area Director Copy Goldenrod - School Copy Procedure Manual 23 Principal s Packet page ~ K-23 ~

24 Procedure Manual 24 Principal s Packet page ~ K-24 ~

25 Filling out the forms 1. Forms Complete and sign the appropriate forms and forward to your area leadership director: a) Request for Use of Facility Agreement SB 39901/Lawson # Obtain from the Logistics Operations warehouse. b) Facilities Usage and Rental Fee Agreement Form SB Always access online at Business News>Budget>Use of Facility When fees are charged, a deposit of the estimated fee should be collected before the rental. When rental fees are waived, check waived box in the rental section. Questions regarding rental fees, waivers, employee pay etc. should be directed to your area leadership director. c) A Certificate of Insurance obtained from an insurance company indicating: Minimum requirements of General Liability insurance in the amount of $50,000 property damage per occurrence and $300,000 bodily injury liability per occurrence. The Hillsborough County Public Schools name is required to be listed in the certificate holder box. The Description of Operations section must indicate that The Hillsborough County Public Schools is an Additional Insured. Dates of insurance are generally not the same as our fiscal year. An organization that uses your site annually but whose insurance dates are for example 2/1/2012-2/1/2013 must submit the forms in item 2 and present a certificate of insurance twice during the year (i.e., 1st 7/1/2012-2/1/2013, 2nd 2/1/2013-6/30/2013). The only exceptions to this are your school PTA and Booster Organizations. Umbrella and Homeowner insurance are not accepted. Departments under the jurisdiction of Federal, State, County, and City Government are covered by the respective government s insurance; therefore, proof of insurance is NOT required. The responsible governmental agency they are affiliated with must be clearly listed on the Use of Facility Agreement (i.e. Hillsborough County (Engineering Dept)., City of Tampa (Recreation Dept)., and Hillsborough Community College (Music Dept).. Note: Youth and Adult Athletic Leagues must provide proof of insurance even though they are affiliated with Parks and Recreation. Questions regarding the Certificate of Insurance should be directed to Safety and Risk Management at d) Sales Tax Exemption When the renter is a tax exempt entity they must provide a tax exemption certificate. 2. Organization name - The name that appears in the insured section of the Certificate of Insurance must be in agreement with the name on the Request for Use of Facility Agreement and the tax exemption certificate. The company and/or group actually using the facility must also enter their appropriate signature on the forms. Organizations working with an organization of a different name must be clearly identified. Example A: the West Coast Regional Water Supply Authority requests the use of a facility to conduct a meeting with Brown s Communications. The West Coast Regional Water Supply Authority is the organization that is using the facility. Therefore, the name entered on the agreement should be West Coast Regional Water Supply Authority (Brown s Communications). Procedure Manual 25 Principal s Packet page ~ K-25 ~

26 Example B: Amway Distributors requests to use a facility for Pro-Net Pratt. Pro-Net Pratt is a company under Amway Distributors. Therefore, the name Amway Distributors (Pro-Net Pratt) should be entered on the form. Blanket Forms School-connected organizations such as PTA's, Band Parents and Athletic Boosters may file one set of forms to obtain a one year "blanket" approval for several activities. When filling out use of facility forms for your PTA or Booster Organization the dates of use should be the same date that appears on their certificate of insurance. Use beginning and ending dates of insurance coverage for the beginning and ending dates on the form. PTA Sponsored Carnivals or Festivals These activities are not covered by the blanket form on file for your PTA. The following items are to be completed and approved prior to the activity. Follow the use of Facilities guidelines. Request for Use of School Facility Facility Usage and Rental Fee Agreement Certificate of Insurance from the vendor BEST PRACTICES Follow the PTA Carnival or Festival Check list posted in Business News>Budget>Use of Facility. PTA Sponsored After School Program These activities are not covered by the blanket form on file for your PTA. The following items are to be completed and approved prior to the activity. Follow the use of Facilities guidelines. Request for Use of School Facility Facility Usage and Rental Fee Agreement Certificate of Insurance from PTA Agreement For The Use Of School Classroom Facilities by PTA Organization For Student After-School Programs Certificate of Insurance from the vendor or organization BEST PRACTICES Follow the Use of Classroom Check list posted in Business News>Budget>Use of Facility. Timeliness - Paperwork is not valid until approved by the School Board. The rental packet must be submitted to your area leadership director at least 15 days prior to the planned use of the facility. Paperwork not submitted timely or not meeting the above requirements would be returned. Written approval of the respective area leadership director is required to request retroactive approval, including the reason it was not submitted in time to be approved before the use of facility took place. Area leadership director must forward to the Budget Department the Facilities Usage and Rental Fee Agreement along with the Request for Use Facility Agreement seven days prior to date of use. If fees are to be waived, please submit to your area leadership director the Facilities Usage and Rental Fee Procedure Manual 26 Principal s Packet page ~ K-26 ~

27 Agreement along with the Request for Use Facility Agreement 25 days prior to date of use. The waiver of fees must be Board approved. Examples and exceptions are listed below. School level PTA s and Booster Clubs - are required to submit all the forms indicated in item 1 each year. The only exception is provided for those groups that do not use the school campus for any reason. If the group chooses not to conduct any fundraisers or any activities on campus, they are not required to submit paperwork. Hillsborough County PTA/PTSA Council - has blanket approval to use our schools. No further action is needed. Note that this coverage is only for the Hillsborough County Council, not the individual school PTA s. Individual school level PTA s are required to submit all forms in item 1 each year. City of Tampa Elections Division - has blanket approval to use our schools as election poll sites. No further action is needed. However, the School Board does NOT have an approved agreement with the City of Tampa Elections Division to use our schools for training people to conduct polling. Therefore, all forms in item 1 must be completed for the training function. Scouts the Gulf Ridge Boy Scout Council and the Suncoast Girl Scout Council both have a blanket Certificate of Insurance on file. Further, all rental fees are waived. Therefore, these organizations need only to contact the administrator for permission. School is responsible for keeping track of the troop and/or pack number, leader s name and phone number where they can be reached and notifying their ALD by memo. Fee waivers other entities may be granted fee waivers (contact your area leadership director), but the forms described in item 1 above are still required. Specific agencies with Cooperative Agreements The agencies listed below are not required to submit a certificate of insurance nor do they comply with the Hold Harmless section of the Request for Use of Facility Agreement. Therefore, while they must complete the top portion of the revised Request for Use of Facility Agreement form, the Hold Harmless section may be lined through except as noted below. Please enter COOP Agreement in the comment section of the new form. The current COOP Agreements on file are as follows: Federal and State Agencies, including the Department of Transportation University of South Florida City of Tampa, for public meetings* and Parks & Recreation Hillsborough County Government, for public meetings* and Parks & Recreation *Please keep the dates of use posted to the school calendar. The Community Relations department will send or fax you a letter of confirmation. Have the principal sign the letter, make two copies, keep one for your files, send one to your area leadership director and return original to the City of Tampa or Hillsborough County Government office from which the request came. Procedure Manual 27 Principal s Packet page ~ K-27 ~

28 Booster and PTA Organizations 1. Purpose - Booster/PTA activity should contribute to, and not conflict with, regular school activities. The Booster/PTA organization should not receipt monies that traditionally belong in the school s internal accounts i.e., student activities, club monies, or work order proceeds. 2. In order to create a separate entity from the school, PTA / Booster organizations must have PARENT and/or community representation. Teachers and school personnel are permitted to be members, but are encouraged to play a subordinate role to the parents. That is, the Board, Officers and primary control (check signing, decision making) should be maintained by parents. Without parent involvement, the organization s activities must be recorded in the school s internal accounts. 3. Where to keep the money? a) PTA organizations have their own separate bank accounts. b) Most Booster organizations utilize a separate bank account, outside of the school s internal accounts. A check signer on these Booster/PTA accounts may not also be a check signer for the school s internal accounts (i.e., the principal may not sign for both accounts). We recommend that two parents have primary check writing authority, with two alternates, and that all checks have two signatures authorizing payment. Advantages of a bank account separate from the school account include: A separate account allows more liberty regarding expenditures - including paying district employees directly (such as to operate the concession stand). Minimal regulation (generally no audit unless problems arise). 4. Tax id - If the Booster/PTA organization operates through its own bank account, they must have a separate tax identification number. They may not use the school s tax identification number. 5. Form - Annually, the Booster/PTA organization must fill out a blanket Request for Use of School Facility form to denote their fundraisers and various activities for the entire year (see pages 82-88) and provide insurance information. A fee waiver can be approved by your area leadership director. 6. Oversight function - Even though principals cannot be a Booster check signer, they should still exercise some oversight over the Booster/PTA organization, as that group is using the school s name. As such, the school may be asked to be accountable for Booster debts if proper separation has not been achieved. Examples of oversight might include the following: a) Reports - request monthly receipt and expense reports and the bank statement/cancelled checks. Look for odd bank charges, corrections, NSF activity. b) Fundraising - Approve all fundraising efforts and timelines to avoid conflicts with other school activities. c) Double up - two signatures for each check, two people involved with collections, deposits, etc. d) Ensure the check signer is not remitting checks to him/herself (have a second authorized check signer for those checks). e) Use pre-numbered receipts and checks. f) Enlist a non-officer parent to conduct an annual audit of records. Procedure Manual 28 Principal s Packet page ~ K-28 ~

29 Locker Rentals Secondary Schools (45xx) Secondary students rent the following locks; a separate account should be maintained for each. Hall locks (4501) Boys P.E. locks (4510) Girls P.E. locks (4520) If a student cannot pay for a lock, other arrangements (fee waivers) are to be documented for that student and retained for audit. Two plans are available for the collection of lock rental fees. 1. Plan A: Locker rental fees are $4, $2 of which will be refunded when the lock is returned. The refunds should be handled as follows: At school end: A check should be made payable to the assistant principal (AP) in charge of locker collections. Students who return their lock should sign on a Monies Collected Form to indicate receipt of the $2 refund. Leftover monies should be returned to the bookkeeper/secretary for receipt back into the Lock account. Monies refunded per the MCF plus the funds subsequently receipted should equal the original check issued to the AP. During the year: The AP in charge of locker collections should be issued an incidental petty cash fund. The AP can refund students returning locks and complete a petty cash voucher. The AP can then submit the vouchers to the bookkeeper for reimbursement of the petty cash fund. 2. Plan B: With written area leadership director approval, the school may charge a flat fee of $2, with no refund when the lock is returned. If the lock is not returned, an additional $2 will be charged to replace the lock. 3. Faculty members responsible for collecting lock fees must use either MCF, student receipt books, or other rosters to document collections, and retained for audit. Collections must be remitted timely and in full to the bookkeeper. 4. The fee collected should be used to maintain lockers and locks. Monies in the Lock accounts may be transferred to other accounts with the principal s approval. 5. Sales tax should be paid on the $2 rental portion, excluding refunds. For more information on tax, see the sales tax section. Procedure Manual 29 Principal s Packet page ~ K-29 ~

30 IV. Internal Control Procedures A. Cash Controls (protection of funds) RAT$ For teachers: R - Receipts collections should be recorded immediately on a receipt form A - All $ remitted IN THEIR ENTIRETY (before expenses) T - Timely to your bookkeeper/secretary $ - $tore all $ in a $afe Rats says keep your cash! For secretaries/bookkeepers: R - Receipts to teachers immediately using a receipt form A - All $ receipted checks from the mail, too T - Timely to armored car service $ Stolen - oh no! report all stolen $ 1. Faculty should wait while their $ are counted by the bookkeeper, and be issued a receipt immediately. No $ should be placed in the safe to be receipted at a later date. This will avert faculty/bookkeeper discrepancies. 2. All school collections should be stored in the school safe until armored car service picks up. Deposits should be made as often as armored car service picks up (2 or 3 times weekly). 3. Vault should be emptied each time deposit is made. 4. Verifier - The Principal should designate someone other than the secretary/bookkeeper to verify each deposit by checking that the receipt numbers are in sequence, and that the receipt amounts indicated equal the deposit amount indicated. Actual counting of the deposit is not required. B. Disbursements Authorization 1. Purchases should be made only upon authorization by the principal. A Request for Funds (services, equipment or supplies) Form is optional, and may be completed by staff members to secure approval before purchasing. 2. Purchases and staff reimbursement should not exceed the cash available in the applicable account. Exception: pre-payment to a vendor with principal s approval. 3. All checks need two authorizing signatures. a. Primary check signer - Administrator. (1) The primary check signer is the principal. The principal should sign all checks. (2) The backup administrator may sign a check when it is made payable to the principal or in an emergency situation only. All checks must be signed by at least one administrator. b. Secondary check signer Support. (1) The bookkeeper or elementary principal s secretary Procedure Manual 30 Principal s Packet page ~ K-30 ~

31 (2) A backup support person assigned by the principal may sign in the absence of the bookkeeper. No signature stamps! 4. All check signers should complete the Agreement for Check Signing Privileges Form (see appendix page #115) 5. School check signers may not be a check signer for Booster or PTA accounts. 6. A check signer cannot sign a check that is made payable to themselves. The check must be signed by a different authorized signer. Procedure for disbursement Invoices Funds should be disbursed only upon receipt of an original, itemized invoice, receipt or cash register tape. All documentation must be signed and dated by the school personnel receiving the services or merchandise. Verify the extensions, totals, and unit prices on the invoice. DO NOT disburse funds based solely on statements or credit card slips. Invoices not paid within 30 days should be researched and documented as to why the disbursement was not made timely. No blank checks! Check made payable to outside vendor. A. Original itemized invoice. Check made payable to staff member for reimbursement. Original itemized invoice marked paid by the vendor. Original itemized cash register tape. Check made payable to student or parent for refund purposes. Original Student Receipt issued. A copy of the page of the SR - Student Receipt book. A copy of the MCF Monies Collected Form. The person receiving the refund must sign or initial the documentation upon receipt of the check. A check can be mailed at the parent s request. Check made payable to HCPS and mailed to the Cash Management Cashier. For end of the month payment of monies due the School Board, please use the following as backup. Period Transactions Details Summary Report printed from Lawson SAS. See Lawson SAS Manual for instructions. For monies being sent to cover a purchase requisition or a P-Card purchase use the following as backup. A copy of the purchase requisition and the ALD authorization (Gen-Misc. Budget or memo). A copy of the P-card receipt and the ALD authorization (Gen-Misc. Budget or memo) when the purchase is paid from Gen-Misc. or Facility Rental. A copy of the P-card receipt when the purchase is paid from a club or class account. Field trips Many times documentation is received after the check is written. Be sure to follow-up with the instructor for the receipt. Staple the receipt to the check requisition in your file for audit purposes. Procedure Manual 31 Principal s Packet page ~ K-31 ~

32 BEST PRACTICE Keep a folder named checks pending documentation as a reminder. Look through it often to keep things current. Check Requisition The purpose of the check requisition is to assist in identifying the correct account number to be charged and approval for payment of the expense for SPONSOR related accounts. The check requisition should be prepared by sponsor for each invoice or group of invoices. SPONSOR signature is required on the requisition form. For NON-SPONSOR related disbursements, such as Gen Misc. and Facility, a check requisition is not required. In this case the bottom section of the three-part printed check may be used as the "check requisition" instead of the check requisition form. BEST PRACTICE A check requisition may be used each time a payment is generated. For non-sponsor disbursements, it gives you a place to write the account charged and a description of reason for payment. No blank checks! No blank checks! No blank checks! Procedure Manual 32 Principal s Packet page ~ K-32 ~

33 HILLSBOROUGH COUNTY PUBLIC SCHOOLS, FLORIDA REQUEST FOR FUNDS DATE: REQUESTED BY: 9/1/99 Ms. Club Sponsor ESTIMATED COST: $ ACCOUNT/CLUB TO BE CHARGED: Student Council a/c #3200 ITEM Plaque to dedicate trophy case to the Principal. Ms. Club Sponsor Signed Pat Principal Signed SB (Revised 5/97) Distribution - White: Bookkeeper/Secretary HILLSBOROUGH COUNTY PUBLIC SCHOOLS, FLORIDA INTERNAL TRANSFER Transfer Amount: $ From: 6030 Bookfair Account Number Account Name To: 6020 Media Center Account Number Account Name Explanation: Transfer of Bookfair profits to the Media Center account Signatures: Sample Principal Sample Media Specialist Principal Teacher/Sponsor (if applicable) Posting: IT#1 9/1/1999 IT # Date of Transfer Directions: A. This form is required to document the transfer of funds from one internal account to another. Number all transfer forms consecutively, beginning with number 1, and post this number as the "Document #." B. All transfer forms must be signed by the Principal. Transfers from class/club funds (3xxx accounts) or sponsored accounts (bookstore) also require the sponsor signature. Transfers to cover deficit balances also require written Area Director approval. C. Using EPES/Windows, Click File - Transfers & Deposits - Activity Account Transfer SB (Rev. Distribution: White: Teacher/Sponsor (if applicable) Procedure Manual 33 Principal s Packet page ~ K-33 ~

34 Prohibited Disbursements The following are prohibited UNLESS they are approved in writing by the area leadership director, or are purchased from monies donated or collected for that purpose: 1. Personal items: Clothing for students or faculty members. Books, magazines, subscriptions, or personal memberships in professional organizations (permissible memberships must be in the school name using the school address). Articles for the personal use of school district employees or other persons (ex. teacher incentives). Gifts in excess of $50 to individuals, except from faculty funds Any product having adverse effects upon the human body (tobacco products, alcoholic beverages, etc). Gifts, loans, credit, or accommodation purchases for district employees or others. Excessive tips not more than 20%; budgetary funds will not reimburse any tips. 2. Food including meals, coffee, or refreshments, except when purchased as follows: When dues or assessments are collected for that purpose. As part of the schoolwide disciplinary incentive program. As an integral part of the instructional curriculum (ex. Family Consumer Science) From the following accounts: principal s hospitality outside donations collected specifically for food faculty/sunshine fund senior class 3. Equipment: Equipment, supplies, forms, maintenance, postage, etc., for curricular or classroom use when budgeted school district funds are available. Small equipment, supplies, and service for rooms and areas not used primarily for students; except when purchased from the following funds: Facility rental income. Faculty trust fund see Controlled Disbursements for further instruction. 4. Salaries and other compensations for school district personnel, including stipends and supplements. 5. Contributions to fund-raising drives (except when collected for that specific purpose). 6. Purchases from employees of the school district or their immediate families. 7. Advertising. 8. Buildings, permanent attachments to buildings, or other renovations or remodeling, which alters the facilities. Procedure Manual 34 Principal s Packet page ~ K-34 ~

35 Controlled Disbursements REQUIRED Funds for the following disbursements must be sent to the district cashier. Procurement guidelines and purchasing thresholds should be followed when making the purchase. Go to Business News>Procurement for further information. 1. Equipment, computer hardware, furniture, appliances, etc. require the use of a Lawson requisition. 2. Purchase of high dollar items require a written bid or quote. 3. All salaries or stipends paid to district employees must be processed through Payroll. 4. Professional, curricular, technical, and artistic services require a variety of forms and possible additional approval. Go to Business News>Links>ATS-ISA Road Map Funds for the following disbursements can be expended directly from your internal accounts, but require additional documentation. Gift Cards Before distributing gift cards you must create an inventory list. Using the form provided, enter type, card number, and amount. Record internal accounts check number on bottom. Print the form. When you distribute the gift cards, have each recipient sign and date the form. This form is located in Business News>Internal Accounts Information. Internal accounts check number: Procedure Manual 35 Principal s Packet page ~ K-35 ~

36 Principal s Calendar A. BEGINNING OF THE YEAR 1. Approve: General Miscellaneous Budget Form - forward to the Area Director Budget Forms for all Classes and Clubs School Store forms 2. Renew annual Rental Agreements 3. Remind faculty and staff of procedures - see page 11 to share with staff 4. Appoint secretary/bookkeeper backup handwrite checks, receipts & prepare deposits 5. Use resources for training see page 7 of Internal Accounts Procedures for list 6. Review prior year audit report for possible correction B. DAILY/WEEKLY 1. Review and sign: check documentation (check, documentation, requisition, log) Agreements for School Activity/Activity Accounting Reports/Rental forms C. MONTHLY 1. Review (sign) monthly reports prepared by your secretary/bookkeeper. 2. Review account activity on Period Balance Detail Report receipts and disbursements columns activity seems reasonable for each account? transfer column all transfers have your written approval? ending balance column no negative account balances? (or at least an explanation) cash accounts remember that moving $ from savings to checking does NOT affect your General Miscellaneous account balances 3. If your secretary/bookkeeper is also a check-signer - the Principal must also verify that the bank statement agrees to the Log of Checks, and then sign the bottom of the Log of Checks. D. Annual Fiscal Audits (among others): 1. Internal Accounts - District Auditing ( ) 2. Property Control Property Control (Jeff Robison) 3. Student Nutrition Services Area Specialist, Student Nutrition Services 4. FTE student count data District Auditing By the 20th- Mark your calendar! Procedure Manual 36 Principal s Packet page ~ K-36 ~

37 Fiscal Reminders for Faculty and Staff Collections 1. All funds collected on school grounds by school employees should be remitted INTACT to the secretary/bookkeeper DAILY. The maximum accepted time frame is weekly. Funds should be verified and submitted to the secretary/bookkeeper in an orderly fashion as to expedite the receipting process. 2. Use Student Receipt Books to record individual collections of $50 or more, or Monies Collected Forms to record individual collections of $50 or less. 3. Receipts and Monies Collected Forms should be completed with all relevant information, including date of collection. All checks accepted should indicate the student's ID number or NS (non-student) and purpose of check (i.e. donations, fundraiser, etc). on note line of check. 4. Complete receipts in ink. Do not alter written amounts. If necessary, write void across receipt, keep the original white copy in the Student Receipt book, and issue a new receipt. Student Receipt Books are controlled items and should always be returned to the secretary/bookkeeper. 5. School personnel must stay with the bookkeeper while the form is checked for accuracy, amounts totaled, cash, checks, and money orders totaled, and an official receipt written and signed Purchases 1. All purchases should be made with prior principal authorization. 2. All reimbursement requests require an original, itemized invoice, signed and dated by the person receiving the items. Credit card slips or vendor statements only are not adequate documentation. All reimbursement requests should be made within 30 days of the purchase. 3. Taxable purchases made with personal funds require the payment of sales tax, and will be reimbursed the full amount. 4. Purchases of computer hardware/software, equipment, furniture or appliances must be made using a purchase requisition. 5. Staff Travel - All travel expense reimbursements require an approved travel form. Out of county travel not involving students may need prior approval please see your secretary/bookkeeper. Class, Club, Department, Team and Fundraising Activities 1. Each Class/Club should have its own internal account where your secretary/bookkeeper records all fiscal activity. Monthly reports can be provided upon request. 2. The Sponsor is responsible for completing adequate financial records, including: Organization Budget Form - to report the school year plans to the principal Agreement for School Activity - to obtain Board approval for fundraisers, etc. Activity Accounting Reports - to report fundraiser results to the principal Check Requisition - to authorize all expenditures 3. A student debt list should be maintained until all outstanding debts are cleared. 4. Sales tax should be paid on most fundraising merchandise. 5. No door-to-door sales, no student raffles, no food sales in competition with Student Nutrition Services, and no conflict of interest (purchases from district employees or their immediate families-board Policy ) without proper authorization from the district. See your friendly Secretary/Bookkeeper for help!! Procedure Manual 37 Principal s Packet page ~ K-37 ~

38 Fiscal Resources Checklist 1. Training - budget/cost center (Pam Todd ) Budget vs. Expenditures sheet Financial Handbook 2. Property Control ( ) Jeff Robison - latest property audit. 3. Student Nutrition ( ) latest Nutrition audit-area Specialist SNS Procedures for Principals (separate binder) 4. District Auditing Office ( ) latest Internal Account report latest FTE Audit report 5. Federal/Title I ( ) Federal/Title I budget processing Federal Grant guidelines 6. Technology Technology Training List Copier inventory/allocation Help Desk ( ) - on-line Lawson requisition/ classes/fte training. 7. Other Information: Security ( ) - change safe combination. Information Services ( Bob Collier) to update payroll, budget and mainframe access Payroll Dept. ( ) - payroll class. Warehouse ( ) - catalog to order receipt books, forms, paper, etc. (your budget will be charged!) 8. School activity funds/internal accounts ( ) Sign up for secretary/bookkeeper classes district website, online workshop registration, technology training, finance courses, 2 classes: Internal Account Procedures and Internal Account Software Lawson SAS. Agreement for Check Signing Privileges Form read, sign and forward to Auditing Dept, Rt 6 to be a school check signer. Bank authorization form to change or add check signers to your school bank account, complete this form and forward to the Business Division, Steve Brady, ROSSAC, Rt 7. Procedure Manual 38 Principal s Packet page ~ K-38 ~

39 Principal Hotspots 1. Equity and enhancing learning 2. Transition = in-service 3. Check documentation do not sign without it! 4. Depositing = receipts issued and an empty vault 5. Monthly reconciliation = mark your calendar 6. Fundraising Fiscal Responsibilities of a Principal F - Forms everything needs one cash collections, fundraisers, travel, clubs. A PAPER TRAIL PROTECTS your staff who handle cash - Particularly cash collections - all transfers of money need a form: from students -> faculty -> bookkeeper-> bank. There s even a required form to report stolen funds. I Inservice a well-trained staff can provide you with the BEST SUPPORT. Are the staff, faculty and bookkeeper/secretary getting proper inservice regarding fiscal procedures and appropriate student fundraising activities? See page 12 for training opportunities. Did you provide faculty an annual reminder see page 11 (and periodic reminders?) S Seek Approvals get written Area Director approvals for YOUR CREATIVE and innovative ideas that aid student learning. C Checks you will be a check signer - are your checks supported by ORIGINAL, ITEMIZED RECEIPTS, that is, can you tell what was purchased? Credit card slips are NOT detailed enough. Are expenses appropriate-see prohibited expenditure outline on page 9. Is the check information presented neatly and in an organized manner for your review? A - Analyze your REPORTS These help you as Principal keep a PULSE on your school. Agreements for School Activity (fundraisers seem appropriate?) Activity Accounting Reports (any losses, debt lists, items stolen?), the monthly account Ledgers (revenues, expenses, negative balances?), etc. Mark your calendar for the 20 th of every month! Be sure both you and your relevant account/club sponsors get your reports timely. L Liaison - you are the liaison between the bookkeeper/secretary, faculty, and administrators! You keep the troops happy, set the tone, RESOLVE the inevitable conflicts fairly is your bookkeeper available for faculty?... is your faculty cooperating? both your bookkeeper and your faculty need your support! Procedure Manual 39 Principal s Packet page ~ K-39 ~

40 HILLSBOROUGH COUNTY PUBLIC SCHOOLS, FLORIDA AGREEMENT FOR CHECK SIGNING PRIVILEGES Two signatures are required on all school checks - the recommended primary check signer is the principal, with a designated administrator as the principal s alternate; a secondary signer with an alternate should also be appointed. All personnel authorized to sign school checks should complete this Agreement for Check Signing Privileges and adhere to the following procedures: 1. Documentation is REQUIRED for each check signed: a. ORIGINAL, ITEMIZED INVOICE - An original, itemized invoice should support and describe each expense. Vendor statements or credit card slips alone are not adequate description. Checks without proper documentation should be authorized by a written memorandum signed by the principal. b. CHECK REQUISITION - A Check Requisition is only required if a sponsor signature is needed, as in the use of class/club, faculty or media funds. c. CHECK - The amount and payee should correspond to the invoice information. No blank checks should be authorized - i.e., no checks with a blank vendor name or amount. 2. Sign the check preferably, the administrator should sign the check after the secondary signer. 3. Sign the Log of Checks: a. Both the check signers should sign the Log of Checks Signed for Payment AT THE TIME the check is signed. Review the check log to ensure that all checks signed have been accounted for, and review that the check numbers are sequential, beginning with the number following the ending number on the previous entry. b. Do not discard voided checks. Void the check by writing VOID across the face of the check and tearing the signature space off the check. Voided checks should be listed separately on the Log of Checks. 4. If the SECRETARY/BOOKKEEPER is a routine check signer: The principal must also agree the checks cleared on the monthly bank statement to those checks listed on the Log of Checks, and then sign the bottom of the Log. 5. It is preferable that the same primary (principal) and secondary signers are used consistently. The alternates should function as a check signer only in the absence of the primary or secondary signer, with at least one administrator signature required for each check. The alternates should also be used when the check is made payable to a check signer. I have read the foregoing and agree to apply these procedures to the best of my ability. School: Signature: Title: Principal Date: Signature: Title: Date: Signature: Title: Date: Signature: Title: Date: SB (Revised 11/01) DISTRIBUTION: Original Auditing Department Rt. V. Copy as needed Procedure Manual 40 Principal s Packet page ~ K-40 ~

41 Sample form current form isavailable on Business News>Cash Management>Bank Authorization for Signature Change. Procedure Manual 41 Principal s Packet page ~ K-41 ~