Activity Funds PROCEDURES MANUAL 2015-2016

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TABLE OF CONTENT 4
4
SECTION 1 – GENERAL INFORMATION 5

1.1 Purpose of Activity Funds 5
1.2 Funds Management 6
1.3 Responsibility of Activity Funds 6
7
SECTION 2 – ACTIVITY SPONSORS PROCEDURES
7
2.1 Activity Sponsor Balance Comparisons 8
2.2 Collection of Money by the Activity Sponsor 9
2.3 Preparing Collections for Deposit
2.4 Expenditures 9

SECTION 3 – ADMINISTRATIVE ASSISTANTS PROCEDURES 9

3.1 Issuing Cash Receipts 10
3.2 Preparing Bank Deposits
3.3 Monthly Reconciliation 11
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SECTION 4 – CASH BOXES

4.1 Cash Boxes

SECTION 5 – GATE RECEIPTS AND TICKET SALES

5.1 Gate Receipts and Ticket Sales

SECTION 6 – FUNDRAISING

6.1 Fundraising

SECTION 7 – PETTY CASH

7.1 Petty Cash

INTRODUCTION

This manual is designed to provide a set of standardized controls, procedures, and forms for
Kearney School District Activity Funds.
Principals, Administrative Assistants, and Activity Sponsors are responsible for following the
controls and procedures prescribed in this handbook.
This manual will be updated annually by the school district business operations department. All
procedures adhere to school district board policies and align with DESE approved financial
procedures.
Please call Business Operations Manager, Ginger Calton or Administrative Assistants Marsha
Bartow or Becky Burkemper, at (816)628-4116 with any questions you may have.
Kearney School District Policies:
https://eboard.eboardsolutions.com/ePolicy/PolicyOverview.aspx?S=105&Sch=105

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SECTION 1 – GENERAL INFORMATION

1.1 PURPOSE OF ACTIVITY FUNDS

The School District has general control and management of all schools, school funds and school
property, including moneys generated in the school’s name from the students, student groups, and/or
school personnel. All funds are considered “taxpayer” money and, therefore, must be expended only
for a public purpose. Expenditures serve a public purpose if they benefit the community as a whole, are
directly related to the functions of the school district, and do not have as their primary objective the
benefit of private interest. Expenses must directly benefit the STUDENTS who generated the revenue,
and STUDENTS must be involved in the decision making for expending funds that they helped to
generate. Section 165.021, RSMo., reads as follows: “All moneys received by a school district shall be
disbursed only for the purposes for which they were levied, collected or received.”

1.2 FUNDS MANAGEMENT

A. Moneys raised through activities sponsored by administrators, teachers, students, the Board
of Education or any group within the school program, by any means or for any purpose,
should be deposited in one of the funds authorized by state law, and withdrawn only in the
manner prescribed by state law and Board Policy (DI Fiscal Accounting and Reporting). All
funds collected by school district personnel from students must be handled through the
activity fund account which is a part of the district’s bank account. Only the Board of
Education has the authority to open a bank account under the districts’ tax identification
number.

B. For liability and funds management purposes, it is essential that district staff not confuse
district-sponsored fundraising with fundraising conducted by booster clubs or other groups
not directly controlled by the district. Although the district welcomes community
involvement in and support of district programs, the district cannot take responsibility for
fundraising or the funds collected by such groups. (Board Policy IGDF Student Fundraising)

C. Any person wishing to form a school-sponsored activity or organization must seek building
level approval prior to such activity from the building Principal.

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1.3 RESPONSIBILITY FOR ACTIVITY FUNDS

The building Principal is responsible for the proper collections, disbursement and control of all activity
fund moneys. This responsibility includes:

A. Providing for safekeeping of moneys.

B. Proper accounting and administration of fund transactions.

C. Expenditures of funds in compliance with Board of Education policy and
Administrative procedures.

D. Adequate training and supervision of all personnel designated by the Principal to administer
activity funds. Segregation of duties is a requirement for the high school activity funds.
Cash receipt functions must be segregated from the deposit and bookkeeping functions.

E. All staff involved with activity funds must sign a Kearney School District Activity Funds
Manual acknowledgement form (attached). The acknowledgement form must be signed
annually. The Activity Sponsor (person directly responsible for the student activity) will sign
Form A. The Administrators (Building Principal, Activity Director, Secretaries) will sign Form
B. The Building Principals are responsible for obtaining the signatures. The original form(s)
must be kept on file in the Principal’s Office and a copy submitted to the District’s Central
Office (Marsha Bartow ext. 21807).

SECTION 2 – ACTIVITY SPONSORS PROCEDURES

2.1 ACTIVITY SPONSOR BALANCE COMPARISONS

A. The Activity Sponsor of each student organization is required to maintain adequate records
to support the financial activities of the group. These records are subject to review during
the audit of the school’s activity fund and should include, at a minimum, the following:

1) Copies of money receipts and tabulations of moneys collected

2) Copies of invoices or request for pay forms

3) Copies of fundraising applications

4) Detailed records of fundraising proceeds

B. Each month the activity sponsor is required to compare his or her balances and financial
records to the Activity Club Account Detail Information Report received from Central
Office.

C. The Activity Sponsor is required to return the Activity Club Account Detail Verification Form
to Central Office by the designated date.

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D. Under no circumstances should an activity account have a negative cash balance.

2.2 COLLECTION OF MONEY BY THE ACTIVITY SPONSOR

A. Money collected should not be kept overnight in a desk or file cabinet, nor should the
Activity Sponsor take it home.

B. If, for some reason, all records cannot be completed and recorded before the end of
the day, the funds should be taken to the Office and locked in the school safe. The records
should be completed the following day.

C. Personal check cashing by faculty members is prohibited. Do not accept post-dated
or third party checks.

D. Cash should not be removed from activity fund collections and replaced with an Activity
Sponsor’s personal check.

E. Cash collections may not be used to purchase supplies, refreshments, or used
for any other purpose.

F. Collections must be deposited intact, in the same manner in which they were received.

2.3 PREPARING COLLECTIONS FOR DEPOSIT

A. The activity/organization and the name of the student should be noted on each check. This
will allow any insufficient fund checks (NSF) or questions to be directed to that student
activity account.

B. The Activity Sponsor should complete a Kearney Activity Funds Deposit Slip.

C. The Activity Sponsor should meet with the appropriate Administrative Assistant.

D. The Administrative Assistant will re-count the money and verify the amounts on the Kearney
Activity Funds Deposit Slip.

E. All discrepancies must be resolved before a deposit is made.

F. The Kearney Activity Funds Deposit Slip must be signed by the Activity Sponsor and the
Administrative Assistant.
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G. A copy will be given to the Activity Sponsor at this time to serve as a receipt.

2.4 EXPENDITURES

A. No expenditures should be made using moneys prior to the deposit of such cash.

B. A Purchase Order must be created and approved.

C. Expenditures must be made in compliance with existing purchasing rules, laws and
regulations. Under no circumstances should purchases be made without proper approval.

D. For complete purchasing guidelines, refer to the Purchasing Policies and Procedures.

E. All expenditures and reimbursements must be paid in the fiscal year in which they occur.
(Board Policy DK Payment Procedures)

SECTION 3 – ADMINISTRATIVE ASSISTANTS PROCEDURES

3.1 CASH RECEIPTS

Cash receipts records are the means of accurately recording cash received and provide support to
substantiate each deposit. To maintain effective control, the following procedures should be followed:

A. Cash collected by Activity Sponsors shall be receipted on a
Kearney Activity Funds Deposit Slip that will be hand delivered to the appropriate
Administrative Assistant.

B. It is required that the Activity Sponsor properly complete the Kearney Activity Funds Deposit
Slip prior to leaving any moneys with the Office Administrative Assistant. After preparing
bank deposit slip, Administrative Assistant will send original Kearney Activity Funds Deposit
Slip to Becky Burkemper at Central Office.

C. The activity account number and the name of the student turning in the check should be
noted on the check. This allows any insufficient funds checks (NSF) or questions to be
directed to that student activity account.

D. Activity Sponsor must sign the form.

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NOTE:
 Check cashing is NOT allowed.
 Third party and post-dated checks should not be accepted.
 Forms must be legible.

3.2 PREPARING BANK DEPOSITS

A. Deposits must be prepared DAILY by the “bookkeeper” administrative assistant. Each day’s
receipts are to be deposited intact, that is in the SAME form as they were collected.
(The integrity of the dollars must be maintained.)

B. A bank deposit slip must be prepared using the three-part form provided by Central Office.
The following information must be included:

1) The date and amount of deposit.
2) The name of the school.
3) The name and account number of the general ledger revenue account.
4) A description of the deposit such as fundraising, lost books, field trips, etc.
5) The sum of the amounts of the supporting cash receipts must agree with the amount of

the deposit slip by currency, coin, and checks.
6) The initials of the preparer must be listed on the deposit slip.
7) The top two copies of the deposit slip need to go to the bank with the receipts.

The school may keep the bottom copy for their records.

C. The deposit should be placed in a bank deposit zipper bag.

D. All deposits must be kept in a locked safe or locked fireproof cabinet until deposited at the
bank.

E. Deposits containing cash must be taken to the lobby of Kearney Commercial Bank.

F. The person taking the deposit must wait for the bank to re-count the money and checks.

G. If the bank needs to make a change in the deposit please write down the name of the bank
employee making the change and also the name of the school person witnessing the change
in the margin on the left side of the two deposit tickets that stay at the bank.

H. The little white computer sheet that is generated at Kearney Commercial Bank should then
be taken back to the building as confirmation of the actual amount deposited.

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I. This confirmation sheet should be given to the person tracking the building activity
accounts. These confirmation sheets should be kept at the building level.

J. If the administrative assistants are doing this during the school day they are entitled to turn
in mileage for reimbursement. If they are doing this on the way home from work they might
need to leave a little earlier especially if they have a large amount of cash or checks to be
recounted at the bank.

3.3 MONTHLY RECONCILIATION

A. One of the most important aspects of the “bookkeeper” administrative assistant’s job is the
prompt reconciliation of the Activity fund with the monthly detail report.

SECTION 4 – CASH BOXES

4.1 CASH BOXES

A. Initial change fund cash to begin the school year will be originated in the Activity Directors
Office. This cash is subject to an internal audit and must be kept in a safe and secured
location.

B. Individual cash boxes must be requested from the Office at least 24 hours in advance.

C. Seller requesting the cash box is the only one who can pick up and return the cash box.

D. Preparer of cash box will count, itemize, and sign off on the Activity Cash Box Form.

E. Seller will count and sign off on the Activity Cash Box Form.

F. Seller will return cash box to Activity Directors Office and will send Activity Cash Box Form to
Becky Burkemper at Central Office via inter-office mail.

SECTION 5 – GATE RECEIPTS AND TICKET SALES

5.1 GATE RECEIPTS AND TICKET SALES

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A. There shall be at least two gatekeepers for activities that will have more than 500 in
attendance.

B. Pre-numbered tickets will be used.

C. The Activity Director’s Administrative Assistant will follow purchasing procedures for
obtaining funds for Gate Cash boxes

D. The Activity Director’s Administrative Assistant will prepare cash boxes for all home games. A
Kearney Gate Receipt form will be prepared for each cash box denoting the amount of
beginning cash and the Ticket number range for each GATE ticket seller.

E. The GATE TICKET SELLERs will verify the beginning cash and the ticket numbers.

F. The Activity Directors Administrative Assistant and the Gate Ticket Seller will sign the record
sheet.

G. At the close of gate for all activities one Administrator and one gatekeeper will count the
money, verify ticket numbers, and complete the Gate Receipt Count Sheet.

H. The Administrator will be escorted to the bank night drop box by a Police Officer. If bank
deposit is not made immediately after the event, Administrator will lock the cash box(es) in
the building safe and Activity Director’s Administrative Assistant will make deposit the
following business day. If event took place at another location, the Administrator will hand
deliver the cash box to Activity Director’s Administrative Assistant the following morning.

G. Administrator will send Activity Cash Box Form to Becky Burkemper at Central Office via
inter-office mail.

SECTION 6 – FUNDRAISING

6.1 FUNDRAISING Board Policy IGDF Student Fundraising

District-Sponsored Fundraising is ANY activity that has the purpose of raising funds in support of a
student activity or program and that is administered and conducted by school staff or students involved
in the activity or program.

A. All district-sponsored fundraising activities must first be approved by the building principal
and/or superintendent or designee and must comply with the requirements set out in district
policies and procedures, including the district’s wellness program and district fund management
rules.

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B. All funds collected in a district-sponsored fundraiser will be deposited in district accounts.

C. For liability and funds management purposes, it is essential that district staff not confuse
district-sponsored fundraising with fundraising conducted by booster clubs or other groups not
directly controlled by the district. Although the district welcomes community involvement in and
support of district programs, the district cannot take responsibility for fundraising or the funds
collected by such groups.

E. To avoid confusing parents, students, and community members participating in the fundraising
efforts, only district-sponsored fundraising subject to district rules may occur during the school
day or class time.

F. A group may only use the name, logo or mascot of the district or of a district school in reference
to a fundraiser if the fundraiser has been approved by the superintendent or designee or the
School Board and the funds raised go to the district as represented in the advertising.

Student Fundraising Guidelines

Fundraising Procedures:

Proposals for any fundraising activities in which proceeds benefit the school and/or students must be
submitted in writing on the district Fundraising Application Form. The form must include a complete
description of the activity, who will be participating, dates/times of operation, intended use of funds
and expected revenues. Fundraisers must be approved by a building administrator.

Once a fundraiser is completed, the “Closing Report Section” of the fundraising application form must
be completed and given the building office. A copy must be sent to Marsha Bartow in Central Office.

Fundraiser Expense:

The purchase order to pay the vendor for merchandise sold in a fundraiser should be written before the
order is placed with the vendor. The purchase order will not be paid until the invoice has been
approved for payment. District purchasing procedures must be followed.

SECTION 7 – PETTY CASH

7.1 PETTY CASH Board Policy DJB and DJB- AP(1)

A. The Board authorizes a petty cash fund in each school and in the Board office to facilitate minor
purchases, refunds, collection of fines and fees, and to make change when necessary.

B. Petty cash funds will not be used to circumvent established purchasing procedures, but will
be used as a convenience for immediate purchases of low-cost goods and services.

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C. The building principal or designee will be responsible for petty cash accounts in his or her school

D. The superintendent or designee will be responsible for the petty cash account in the central
office.

E. The petty cash will be securely stored in a locked container and kept in a locked storage area,
preferably a safe.

F. The cash-on-hand cannot exceed $100.00. If the cash-on-hand ever exceeds that amount, a
deposit must be made into district accounts.

G. Receipts and cash-on-hand must always total the authorized fund amount. All disbursements
from such funds are to be supported by receipted bills or other evidence documenting the
expenditure in a form available for audit.

H. Disbursements and deposits will be acknowledged by the signature of the individual receiving
petty cash or the person paying money into the petty cash fund.

I. Each disbursement or deposit to the petty cash account will be attributed to the appropriate
budget code prior to the deposit or disbursement.

J. A request to replenish the petty cash fund will be accompanied by a summary sheet, signed by
the custodian responsible for the fund, with all expenditures properly accounted.

K. Employees cannot distribute petty cash to themselves. If the principal or trained employee
needs petty cash for district purposes, another trained employee must disburse the funds.

L. Examples of acceptable petty cash purchases include:

► Food purchases, including tipping delivery persons.

► Necessary emergency supplies that could not be anticipated.

► Postage.

M. Examples of unacceptable uses of petty cash include:

► Purchases that exceed $50, regardless of whether the purchase is made in one (1) or
several installments.

► Paying a vendor who is charging the district sales tax. Employees must provide all
vendors copies of the district's tax exempt letter.

► Paying consultants or paying for services rendered other than authorized tipping.

► Purchasing furniture or equipment including, but not limited to, VCRs, cameras,
televisions, computer equipment, etc.
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► Reimbursing an employee.
► Cashing checks.
► Loaning money to any person.
N. All Petty Cash must be deposited at the end of the school year before the building secretaries’
last day.
O. A copy of the Petty Cash ledger will be sent to Becky Burkemper at Central Office.

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Form A

ACTIVITY SPONSOR’S ACKNOWLEDGEMENT

I hereby acknowledge that I have read the Kearney R-1 School District Activity Fund Procedures Manual
for the school year 2015-2016 and that I will be held responsible for any student activity fund entrusted
to me and I will follow the established procedures.

Signature of Activity Sponsor – Position Date
Print Name School
Activity Account # and Name

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Form B

ADMINISTRATION’S ACKNOWLEDGEMENT

I hereby acknowledge that I have read the Kearney R-1 School District Activity Fund Procedures Manual
for the school year 2015-2016 and that I will be held responsible for any student activity fund entrusted
to me and I will follow the established procedures.

Signature of Principal or Activity Director Date

Signature of Office Admin Asst #1 Date

Signature of Office Admin Asst #2 Date

School

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ACTIVITY CLUB
ACCOUNT DETAIL VERIFICATION

Attached is Account Detail information from ______________ for the
club/activity you sponsor or the sport you sponsor.

Please review this report, sign and date below and return to
Marsha Bartow at Central Office by ________, noting any
Discrepancies.

Printed Name Activity Acct Name & Number

Signature Date
Discrepancies:

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Activity Club Detail Report

 Opening Balance - your closing balance from the previous report
 Revenues – money deposited to your account
 Expenses – money paid from your account
 Closing Balance – total balance after revenues and expenses
 Encumbrance – open PO’s that have not been paid, reserved for the expense
 Projected Balance – closing balance minus your encumbrances = available money

 Revenue and Expense Detail – shows date of payment or deposit on your account with
detail.

 PO Detail – shows all PO’s against your account.
 Liq. Amt is the entire PO total that has closed and will no longer encumber
 Enc. Amt is the amount that is still open on the PO and should match top
encumbrance total
 When the invoice is paid, only the amount of the invoice is charged to your account,
regardless of your PO amount, could be less or more

Invoice Encumbrances – if showing on your report, are invoices entered to be paid, but not yet
closed

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KEARNEY ACTIVITY FUNDS DEPOSIT SLIP

ACTIVITY SPONSOR ACTIVITY ACCT. NAME & NUMBER DATE

Bills Number = Amount Coins Number = Amount
$100 $0.00 $0.00
$50 $0.00 $0.00
$20 $0.00 $0.00
$10 $0.00 $0.00
$0.00 $0.00
$5 $0.00 $0.00
$1
$0.00
Total Currency $0.00 Total Coins

Name Check Amount

Total Checks $ -
-
TOTAL DEPOSIT AMOUNT $
Date
Sponsors's Signature Date
Deposit Counter

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ACTIVITY CASH BOX START-UP
SCHOOL NAME: _______________________________

DATE: _______________________________________
EVENT: ______________________________________

CURRENCY:
$1.00 _______________________

$5.00 _______________________
$10.00 ______________________
$20.00 ______________________

COIN _______________________
TOTAL START UP _______________________

PREPARER________________________ SELLER _________________________________
------------------------------------------------------------------------------------------------------------------------------------------

ACTIVITY CASH BOX RETURN

CURRENCY:

$1.00 _______________________ $1.00 COINS ___________________________
$5.00 _______________________ $ .50 ________________________________

$10.00 ______________________ $ .25 ________________________________
$20.00 ______________________ $ .10 ________________________________

$50.00 _______________________ $ .05 ________________________________
$100.00 ____________________ $ .01 ________________________________

TOTAL CURRENCY: $____________________ TOTAL COINS: $ _______________________
CHECKS _______________________

CASH BOX TOTAL (CURRENCY + COINS + CHECKS) _______________________
LESS START UP BOX TOTAL _______________________
TOTAL RECEIPTS _______________________

SELLER (S) ________________________ SUPERVISOR _________________________________

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