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
-
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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- Complete the Fundraising Approval Form in Eduphoria (SAF-112) at least two weeks prior to the fundraiser.
- Once Fundraiser is approved request any change needed for the book fair.
- Scholastic will deliver carts or boxes containing merchandise to be sold during the book fair.
- Scholastic provides the Easy Scan Terminal (cash register) to be used to issue receipts for all purchases and to hold all cash collected. Instructions are sent on how to operate the terminal.
- Librarians are to issue receipts to customers (parents, students) from the Easy Scan Terminal only (do not use the BISD receipt book for the book fair).
- Scholastic accepts credit cards, debit cards, checks and cash.
- At the end of each day, the Librarian must print from the Easy Scan Terminal (cash register) the End of Day Summary Report (this report contains all cash, check and credit card payments).
- The Librarian must reconcile the End of Day Summary Report to cash collected and bring to the bookkeeper each day for a receipt to be issued in TEAMS. The bookkeeper should deposit the funds no later than the next business day.
- At the end of the book fair, the Librarian must print the Summary of Fair Report which should be reconciled to the End of Day Summary Reports and all cash turned in to the bookkeeper. This is recommended by Scholastic as the summary totals could differ from the End of Day Summary Report.
- Once reconciled, the Librarian must report the total cash/checks collected to Scholastic. It is recommended by Scholastic that Librarians call and report their totals at 1-888-412-9124. Once totals are reported, Scholastic will email an invoice to the Librarian.
- After the completion of the fundraiser, the Librarian must complete the Fundraising Financial Report (SAF-114) in Eduphoria within 5 days. Attach a copy of the Summary of Fair Report for documentation support.
REMEMBER: LIBRARIANS MUST TURN IN THE END OF DAY SUMMARY REPORT AND ALL CASH/CHECKS COLLECTED TO THE BOOKKEEPER DAILY.
