School Accounting Presentation
Request for Withdrawals This form must be completed BEFORE any expenditures have been incurred. Reminders: An amount must be written in the Prior Approval Not to Exceed Any changes to this amount should only be initialed by the Principal. Every Request for Withdrawal (RFW) must have the Account Name and Number listed. This information must match the Chart of Accounts. For Transfers the Account Number and Name must be listed on the Transfers Funds To Detail Explanation or Purpose of Payment must be specific and the words ETC are not acceptable. Field Trips should include place and date of the trip. Please note that if specific items are listed that is the only items that were approved to be purchased. The words Such As allows a little more flexibility with purchases. Any changes must be initialed by the person making the change. Exception: The Prior Approval Not To Exceed (Principal s initials only)
Signature for Account Sponsor must match the name listed on the Chart of Accounts for that specific account. The ONLY exception is when the Principal is listed as the Account Sponsor his/her name must remain on the Chart of Accounts as Account Sponsor. The Assistant Principal would sign as Account Sponsor on the Request for Withdrawal. The Principal s signature should be dated. A proper receipt/invoice must be attached to the RFW. For receipts for Donuts or Pizza if the receipt is not detailed the person purchasing the items would write on the receipt how many items were purchased. Example 4 large Cheese Pizzas All transfers must have supporting documentation. Check Posting information must be completed for both Checks and Transfers. When paying one check for Multiple RFWs the total amount of the check would be listed on each RFW. Example: Total amount of the check was $250; 1 st RFW $250($100 of $250); 2 nd RFW $250 ($150 of $250)
All checks should be signed by an authorized signor. If a check is payable to the Principal the Assistant Principal must sign the check. Billy Guidry & Matt Dugasshould be added to all Bank Accounts. SAF Form 2-A Receipt of Payment for Non-Employee Contract Services must be completed and kept on file with the RFW. A W-9 must be kept on file for all individuals that perform services that are not employees of the Lafayette Parish School System. Example: Security, Officials, DJs, and Caters. All raffle winners must complete a W-9 before the prizes are awarded.
Voided Checks The word VOID should be written on the face of all voided checks. The signature blank must be removed on ALL Voided Checks. Even if a report is printed on the check the signature line should be removed. The check should be voided properly in the EPES System by using the VOID this Check feature in EPES. If the check was handwritten and voided it still needs to be entered into EPES with amount of the check and voided properly.
School Deposit Receipts The system generated number must be provided on the School Deposit Receipt (SDR). This should be done before the Yellow Copy is returned to the Account Sponsor. The person completing the SDR must sign as Depositor. The Secretary/Bookkeeper should never complete a SDR. The Secretary/Bookkeeper signature must be provided on the SDR. Source of Funds/Explanation of Deposit should be specific to the collection of funds and provided for every SDR. Example Field Trip to Zoo of Acadiana on 9/12 ; PTO T-Shirt Fundraiser ; Crawfish Boil Fundraiser ; Re-Deposit Start-up Ck 1234 for Football vs AHS. The listing for individuals must include at minimum the Student s First Initial, Last Name. For the exceptions where there are no individual names provided the following would be used as the listing: Gate Collection Concessions Pencil Sales: # of pencils sold x price Start-up Book Fair Sales
All SDRs must be check for accuracy. The Total Currency, Coins, and Checks must match the listing provided by the depositor. Every SDR must have the Account Name and Number listed. This information must match the Chart of Accounts. Any changes must be initialed by the person making the change. All Bank Deposit Slips must be attached to the SDRs. In the case where the bank does not provided this information please contact School Accounting. All funds should be deposited in a timely manner. No funds should be held in a classroom overnight. Donations for both check and cash should have a letter from the Donor stating what the funds are to be used for. A copy of the letter should be attached to the SDR and the Account Sponsor should also maintain a copy for their files. If the letter is not attached it could result in a transfer from the account to the School s General Account. Exception: Fundraiser donations: if someone give money in lieu of items a letter is not needed.
Class Fees SAF Form #12 Class Fee Collection Approval Form must be completed in detail listing the items that are needed. This form should be completed for all Class and Club Fees. Prior written approval must be obtained before ANY fees are collected. A letter should be sent home to the parents notifying them of the amount and detailed use of the fee being collected. (The items listed on SAF#12 and this letter must be the same) Teachers are required to keep a current log of all students who have paid and have not paid their class fees. Supply money should be spent for classroom supplies and materials and not used for permanent equipment. Yellow copies of both the RFW and SDR must be maintained with the teacher s files.
If receipt books are used, it should be pre-numbered and at minimum duplicate copy. A copy of the receipt should remain intact in the receipt book. Description of the payment should be listed on the receipt. Examples would be Class fee, T-Shirt Sale, 4-H Club Fee, Cookie Dough Fundraiser. Funds should be turned into the office daily. All documentation relating to Class Fees must be maintained for 5 years.
Employee Appreciation & Courtesy Accounts RFW with Prior Written Approval with an amount not to exceed must be completed for all disbursements for these accounts. The Assistant Principal should always sign the RFW as Account Sponsor and the Principal should always sign as Principal on All RFW for theseaccounts. SAF 2-B Employee Appreciation Event Notification Form: must be completed and submitted to School Accounting prior to any incurred expenses. School Accounting verifies that each expenditure is in compliance with LPSS Policies. There should only be one form on file for each School Year. As a reminder each school s employee appreciation account is limited to: 5 Meal Events not to exceed $15 per person 3 Gift Events not to exceed $20 per person
A list of Employees that receive a meal or allowable gift must be attached to ALL RFW out of the Employee Appreciation Account. For fundraisers that give a percent to the Employee Appreciation Account the promotional material must be kept with SAF Form 6 School Fundraiser Approval Form. All gifts, meals, and/or treats for Employees can only come out either the Employee Appreciation Account or Courtesy Account. The only exception are Business meals. Each school can use the school s general fund for 2 meals. The meal cannot exceed $10 per employee. School Accounting should be sent the meeting s agenda (agenda must indicate a working lunch or an abbreviated lunch break), copy of sign-in sheet, and details of the meal s expenses immediately following the business meal.
Fundraisers SAF Form 6 Fundraiser Approval Form must: Receive prior written approval from the principal Provide a detail explanation of what the profits will be used for Provide the promotional material if a percent is for Employee Appreciation Have the Account Sponsor signature on the form. This acknowledges that the Account Sponsor understands at minimum what documentation is required. Notify School Accounting prior to the start of the fundraiser
The Account Sponsor of the fundraiser must maintain the following: Completed and signed SAF Form#6 with promotional material if applicable Accurately complete a reconciliation of the fundraiser 2 weeks after the completion. SAF 6-A Inventory should be used for items sales such as Candy Bars, T- Shirts, Y Ties SAF 6-B Catalog should be used for catalog sales such as cookie dough and wrapping paper SAF 6-C Book Fair should only be used for Book Fair Fundraisers. The name of each student/fundraiser participant The amount/number of items issued to each student/fundraiser participant The amount of funds collected by each student/fundraiser participant. An explanation of any discrepancies in the amount of funds and/or items All copies of invoices/expenses of the fundraiser Unsold/unused tickets (Raffles, PoboySales, BBQ) The sponsor of the club/organization conducting the fundraisers will be held accountable for each fundraiser.
SAF Form 6 Fundraiser Approval Form
Athletics Ticket Sales Report Should include the following: Home School including Sport Opponent Date (Date of Game) Ticket Seller Gate Change (Start-up) Tickets Issued to Ticket Seller (this is the range of tickets given BEFORE the event to sell) Tickets Remaining AFTER Event (this is the range of tickets returned unsold after the event) Tickets Issued during the event is the difference between the first ticket remaining and the first ticket sold.
New Rating Program The new audit rating was performed on 19 Schools. The scale is as follows: 92-100 Excellent 83 91 Good 74 82 Fair 65 73 Unacceptable 0-64 Non-compliance 3 schools received a Good Rating 6 schools received a Fair Rating 4 schools received an Unacceptable Rating 6 schools received a Non-compliance Rating
New Rating Program Average Overall Rating: 68% Unacceptable Disbursement Rating: 80% Good Voided Checks Rating: 94% Excellent Receipts Rating: 88% Good Class Fee Rating: 33% Non-compliance Employee Appreciation & Courtesy Rating: 66% Unacceptable Fundraiser Rating: 44% Non-compliance Athletics Rating: 72% Unacceptable
Reminders The following forms are needed at the beginning of each School Year. Copies should be forwarded to School Accounting: SAF Form 8 Principal/Assistant Principal/Secretary Bookkeepers SAF Form 9 Sponsor s/teacher s Responsibilities for Financial Activities Chart of Accounts initialed by each sponsor and signed by the principal The Note Section in the EPES System should be utilized. If used properly this can reduce the number of calls or emails from School Accounting in regards to various activities. Monthly Financial Reports: Are due the 20 th of each month. If the deadline is missed an email should be sent to School Accounting notifying that more time is needed and provide an expected completion date. A monthly breakdown of the NSF Account must be included Any donation to the Employee Appreciation account should provide the donation letter from the donor