JJF-R - Student Activity Account Management Procedures

School activities shall meet each of the following criteria:

1. Be as broad and varied as necessary to meet the needs of the student body.
2. Be consistent with the goals and objectives of the educational program of the school district.
3. Be self‐supporting through receipts, with the exception of those specific items budgeted in the General Fund (KRMS Washington, D.C. trip and Nature’s Classroom).

Receipts

Cash Collections

1. All monies received shall be recorded, deposited and reconciled to the proper accounts.
2. All monies generated by school activities must be properly safeguarded and the person having custody of the money is to be held fully accountable for it. The initial collection of monies should not be the responsibility of the school's office manager. It is preferable that the advisor receive money, document the transaction with a receipt and turn in the day's collection to the office manager for safekeeping and deposit.
3. Monies collected from school activities are to be turned in intact to the school office manager on the day it is collected or no later than the first school day following the collection.
4. Employee's personal checks are not to be substituted for cash collected from students.
5. Persons responsible for collecting money must document the receipt by a list of names and the amount collected from each individual recorded on a deposit sheet.

Official Receipt

1. Receipts from any school activity may be considered as a possible source of revenue for any and all activities for which it was raised.
2. The office manager or administrative assistant shall have responsibility for the issuance of the official receipt. It is to be used whenever money is received from any source.
3. The person from whom the money is received is to be given the original receipt when a receipt is required to be prepared. Do not make erasures or alterations on any receipts. If an error is made, void the receipt and rewrite it. All copies of voided receipts must be retained for audit purposes.

Verification of Receipts

1. The office manager or administrative assistant shall verify the amount received before issuing an official receipt. When collections are recorded in a receipt book, the receipt book must accompany the deposit to the office manager. The office manager is to:
    
   1. Prepare an adding machine tape of the amounts recorded as received on the series of receipts covered.
   2. Verify that the total from the tape agrees with the amount on the deposit sheet and that receipt numbers are reflected correctly.
   3. Verify that the amount of money received agrees with the total of the receipts and the amount recorded on the deposit sheet.
       
2. For collections where no advisor receipt has been issued:
    
   1. Verify mathematical accuracy of the deposit sheet.
   2. Verify cash count and agree with deposit sheet.
   3. Deposit slip will be filed in receipt number order per deposit slip (each school deposit slip attached to appropriate deposit sheet) or the slip can be kept with the student activity account. You can also run a deposit receipt from the student activity module for filing in the monthly deposit receipt file.

Deposits of Receipts

1. Deposits should be made daily. If, however, the cash on hand is not of an amount to warrant deposit, it should be placed in the school safe. At a minimum, it is recommended that cash receipts be deposited within two days of receipt.  Each day's receipts are to be deposited intact, that is in the same form as they were collected. The total receipts must equal the amount reflected on the deposit slip and kept with the backup.

Returned Checks

1. Those checks deposited by the school that are returned for non-sufficient funds (NSF) or for other reasons are to be handled as follows:
    
   1. When the office manager is notified of a returned check from the bank, credit the checking account and debit the activity account for the amount of the returned check
   2. Contact the person from whom the check was received and inform him or her that the check has been returned and for what reason. Every effort must be exerted to obtain payment of NSF checks.
   3. If the check maker so desires, re-deposit the check if bank approved. At this time, debit the checking account and credit the activity account.
   4. Prepare a separate deposit slip and mark prominently on the face of the deposit slip "RE-DEPOSIT." Do not include re-deposits in the day's receipts totals.
   5. The principal or designee is responsible for seeking reimbursement for any unpaid check returned by the bank.

Expenditures:

1. The school is not responsible for an expenditure made by a student, parent or employee who has not first received an approval from the principal.
2. Expenditures through each account shall be limited to the specific purpose for which it has been established.
3. All expenditures from student activity funds shall be made by check. Invoices or other approved substantiating evidence shall be required for all payments from student activity funds which will include a signature of person certifying receipt of goods/service.
4. All student activity expenditures will be approved through the PandaDoc software (https://www.pandadoc.com/) prior to payment. The approval order will be the Principal first then the Business Administrator.  The approved document will be printed out and kept as backup to support payment. Items to be scanned will be the following:
    
   1. Student Activity Account funding request (or request for student activity check sample noted appendix A) document properly filled out (this will be the document that will be electronically signed)
   2. Either an invoice (date of purchase, unit price if applicable, detail of the purchase or service and total amount due) or receipt(s) to include:
   3. If the purchase was from a staff member, evidence to support the purchase (ie, bank statement with the check information or credit card statement with the charge) along with the detailed receipt.
       
5. After the payment is made, please keep a copy of the check with the backup.
6. No school shall enter into a contractual arrangement for credit cards.
7. Student activity funds shall not be used to grant personal loans to individuals.
8. General student funds shall not be used to pay expenses of faculty members to attend professional meetings or conventions.
9. Travel expenditures shall be governed by the following principles:

• Avoidance of unnecessary travel;
• Joint travel in a single vehicle whenever feasible;
• Limitation of expenditures for reimbursements from all sources to the maximum amounts currently authorized by the Board;
• Cash advance for travel shall not be allowed. Any exceptions to be approved by the Superintendent.  

1. Gift cards will not be purchased with any student activity funds. Any exceptions to be approved by the Superintendent.
2. Prohibited practices include:
    
   1. Issuing a check without first securing an itemized invoice or receipt.
   2. Signing a blank check or a check made out to "cash."
       
3. If it is necessary to issue a stop payment on a check issued out of student activity funds, the stop payment should be completed and issued promptly using standard banking practices for the bank holding the school’s accounts.

Accounting

1. Monies handled by school personnel for any and all school activities shall be accountable through the activity fund in accordance with Policy JJF.
2. One checking account is to be maintained by each school. All receipts and disbursements are to be handled through these accounts. The total amount on deposit should not exceed the federally insured maximum of $250,000 (2021). One signature is required to be affixed to all checks drawn from student activity accounts for elementary accounts and two signatures for the middle and high school accounts. When a person who is authorized to sign checks leaves the employment of the school, the business office is to notify the bank in writing that the person leaving is no longer authorized to sign checks. The person leaving should not be permitted to sign checks for a period prior to the termination date sufficient to allow all checks bearing his/her signature to clear. A new signature card needs to be established for the new authorized signer.
3. Within twenty (20) workdays after receipt of the annual financial audit, the principal shall submit a written reply to the Business Administrator when/if the audit determines the need for improvement. The reply shall give explanations and/or actions taken, or to be taken, for any deficiencies cited in the audit.
4. Monthly the principal of each school shall sign a financial statement and send to the District Office.
5. If an account is deemed inactive or no longer necessary the business administrator along with the principal will reallocate the account.
6. Periodically, schools engage the services of individuals for various activities. Internal Revenue Service requires a Form 1099- Miscellaneous Income to be prepared for individuals paid in excess of $600 for a calendar year. The SAU Business Office prepares all 1099 forms, each school is responsible to obtain vendor completed W-9 forms.

APPENDIX A