Activity Funds
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General Information
- Responsibility for Activity Funds
- Auditing of Activity Fund Records
- Fixed Assets Purchased with Student Activity Funds
- Special Activity Accounts
- Staff Meals (Campus Activity Funds)
- Staff Appreciation Meals
- Staff and Student Incentive Awards
- UIL Awards
- Scholastic Book Fair Procedures
- Classes of Activity Funds Operations
- Allowable/Prohibited Uses of Funds
- Student Activity Funds vs. Outside Organizations
- Cash Management
- Deposit of Funds
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Payment From Funds
- Purchasing Policies
- Purchase Order Procedures - 461 Campus Activity
- Check Request Procedures – Campus Activity Funds (461)
- Check Request Procedures – Student Activity Funds (865)
- Employee Travel
- Student Travel
- Payments to Employees for Services
- Payments for Contracted Services
- Scholarships
- Reimbursements
- Refunds
- District Charge Cards
- Procedures for District Charge Card Purchases
- Check Processing
- Voiding Checks
- Transfer Between Accounts
- Police Officer and Game Worker Pay
- Contract and Service Agreements
- Conflict of Interest
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Fundraisers
- Acceptable Fundraising Activities
- Prohibited Fundraising Activities
- Sponsor Fundraising Instructions
- Cash Receipts
- Disbursements
- Crowd Funding/ Online Fundraising/ Pay Pal
- Change for Fundraisers
- General Admission Events
- Basketball Games
- Meets Held at the Campus
- Food Fundraisers
- Service Projects/ Charity Fundraisers
- Fundraising Parameters
- Reporting Loss/ Theft
- Sales Tax
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Responsibility of Sponsors
- Required Sponsor Forms/E-Course
- Cash Receipts
- Disbursements
- Fundraising Approval Form
- Fundraising Financial Report
- Monitoring Account Balances
- End of Year Responsibilities
- The Do’s and Don’ts of Being a Sponsor
- Being an Effective Sponsor
- Follow these suggested steps for organizing and record keeping for your club
- Student Activity Club Guidelines
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Bookkeeper Responsibilities
- Required Forms/E-Course
- Monthly Report of Account Transactions
- Negative Balances
- Dormant Accounts
- Fundraising Approval Form (SAF-112) - Eduphoria
- Fundraising Calendar
- Fundraising Financial Report (SAF-114) - Eduphoria
- Safeguarding Supplies
- Activity Fund Bookkeeper Checklist (SAF-119)
- Yearly Procedures: Beginning of the School Year
- Yearly Procedures: End of Year Sponsor Checkout
- Training New Student Activity Club Sponsors
- Records
- Previous Years
- My School Bucks (MSB)
- Hometown Ticketing (HTT)
- Training and Activity Fund Resources
- Manuals
- Forms
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Activity Fund Sponsors are responsible for managing their respective activity funds. This responsibility can include developing fund raising plans, monitoring the financial position of the activity fund, reviewing the activity fund financial report, safekeeping activity fund money until it is deposited by the school district and other fiduciary responsibilities.
Activity Fund Sponsors may include a teacher, librarian or other campus staff. In addition, student activity fund sponsors include the sponsor of a student club or organization. The sponsors are also responsible for ensuring that the students make the decisions related to expenditures of their funds and safeguarding and accounting for all activity funds entrusted to him/her. The sponsor must follow procedures within this manual.
Activity Fund Sponsors responsibilities also include:
- Maintaining detailed financial records (to be kept in a binder)
- All forms pertaining to Fundraisers
- Student Activity Fund vouchers for requested payments
- Fundraising reports and all documents
- List of club officers
- Club meeting minutes
- All other documentation pertaining to the club
- Complete the Fund Raising Approval Form (SAF-112) and the Fund Raising Financial Report once a fund raiser is complete.
- Always keep a positive balance in the activity accounts at all times.
- Sign the Conflict of Interest Disclosure Form (SAF-116) if this form is not completed the sponsor will not be able to conduct activities that involve collecting or disbursing funds.
- The sponsor must sign the Responsibilities of Faculty Sponsors of Student Groups (SAF-113).
- Complete the Club Authorization Form (SAF-126) at the beginning of the year when clubs become established with members.