North AlleghenySchool District-NASH/NAI
Student Activity Funds-SampleForms & Documents
June 9, 2004
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Where are we?
August 30
Implementation
Complete
June 10-August 30
Implement All Procedures
June 9-NASH/NAI Review of Sample
Forms & Documents
May 5-EST/SST-Review of
Sample Forms & Documents
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Today’s Focus
Utilization of sound business, budgetary andaccounting procedures.
Review of forms to help you implementprocedures identified in PASBO’s StudentActivity Guide.
Student Involvement
Documents & Records
Expenditures/Revenues
Bookkeeper instruction to say: “NO!”
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Student Officers
Student Officer authorizations and approvalsshould be included for all transactions.
An annual record must be kept on file thatincludes:
Faculty Advisor
Date of Inception
Purpose of Activity
Student Officers
Minutes must be maintained for all meetings
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Student Activity: Inception Date:
Account NO: Board Approval:
Faculty Advisor:
President:
Vice President:
Secretary:
Treasurer:
Building Administrator Approval:
Sample Activity Record
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Budgets/Final Evaluation
Budgets: Each activity should have abudget detailing the source and amountof revenues and expenditures.
Budget to Actual Records: A finalanalysis of the activity’s revenues andexpenditures and reconciliation to thebudget should be maintained.
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Expenditure Details
DESCRIPTION
BUDGET
ACTUAL
VARIANCE
Royalties
$1,000
$1,200
$-200
Costumes
1,000
975
25
Sets
2,000
2,200
-200
Balloons/Flowers
1,000
900
100
Flyers/Brochures/Programs
1,200
1,300
-100
Concessions
50
50
0
T-Shirts, Video’s, Cast Party
600
595
5
Total Expenditures
$6,850
$7,220
$-370
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Revenue Details
DESCRIPTION
BUDGET
ACTUAL
VARIANCE
Ticket Sales
$4,000
$4,200
$200
Concessions
100
125
25
Flowers
500
495
-5
Balloons
500
500
0
Advertisements
1,200
1,300
100
Parents’ Page
100
95
-5
T-Shirts, Video’s, Cast Party
600
595
-5
Total Revenues
$7,000
$7,310
$310
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Budget Sample
DESCRIPTION
BUDGET
ACTUAL
VARIANCE
Amount of $ Raised
$7,000
$7,310
$310
Donations
Total Receipts
$7,000
$7,310
$310
Initial Expenditures
Project Expenditures
$6,850
$7,220
$-370
Lost Material
Other Expenditures
Total Expenditures
$6,850
$7,220
$-370
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Budget Sample-Continued
DESCRIPTION
BUDGET
ACTUAL
VARIANCE
Total Receipts
$7,000
$7,310
$310
Total Expenditures
6,850
7,220
-370
Profit (Loss)
150
90
-60
See separate handout with actual Budget Worksheets.
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Receipts
Revenue Controls: Cash should be deposited daily in abank. Any amounts not deposited daily should be placedin a safe. Large receipts should be deposited in anovernight depository rather than placed in a safe.
Roll coins, copy checks, double count.
Completion of Deposit Records.
Types of Revenues: Each revenue source should bedeposited separately. Deposit records should be keptfor all receipts and deposits by the Activity Personnel.
Student Officers: Authorizations and approvals shouldbe included for all receipts.
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Student Activity: Deposit Date:______
Building:
School Year:
ReceiptDate
Donor Name
Check
Cash
Receivedby
Faculty Sponsor Approval_________________
Student Officer Approval_________________
Building Administrator Approval_____________
Sample Deposit Record
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Building:
Student Activity: Receipt #
School Year:
Donor Name:
Address:
Check:
Cash:
Received by:
Date:
Original: Student Activity
Copy 1: Attach to deposit record
Copy 2: Donor
Sample Donor Receipt
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Musicals/Plays
Ticket Documentation: Tickets should be pre-numberedor recorded by number of tickets allocated to ticketsellers and reconciled with unused tickets and cashcollections. Each deposit should have a record of theamount of tickets sold and the price per ticket sold. Aperson independent of the ticket sellers must controlticket numbers and restrict access to the ticket stock.Independent control and reconciliation of numbers isrequired. Appropriate supervision or separation ofduties, as described above, adds to the reliability of theprocess.
Parent’s Page/Candy Sales/Other Sales: Deposits foreach sale should include detailed documentation.
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Expenditures
Monies can not be expended from these funds withoutthe express permission of the students.
Student Officer authorizations and approvals shouldbe included for all transactions.
Loans are prohibited.
Checks must be written for ALL expenditures. NOExceptions!
NO invoice, NO payment
Reimbursements for items should be minimal andnever paid without a check. Checks should be writtendirectly to vendors especially for items that are largein nature.
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Physical Inventory/Maintenance ofEquipment Purchased
Physical Inventory: A physicalinventory should be taken at the endof each play/activity.
Safe storage of items are necessary.
Inventory reports should be updatedfor purchases/disposals.
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Retention of Records
All records and documents should beretained until the Financial ServicesDepartment has authorized disposal.
This includes but is not limited tounused tickets, listings of receipts,invoices, quotes, and contracts.
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1099’s/W-2’s
Payment for services must be made through theGeneral Fund.
Submit all payments for services at one time ifpossible to your Bookkeeper.
Your Bookkeeper will submit a check to NASDGeneral Fund.
NASD will either issue:
Check from AP for non-employees-1099
Check from payroll for employees-W-2
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Non-Student Accounts
Funds that do not involve studentactivities must be separated and notcommingled in the funds.
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Inactive Accounts & End ofYear
How do we eliminate inactive accounts?
Please notify your Building Administrator ifyou are aware of any inactive accounts. Thesewill have to be eliminated.
Rollover of large amounts.
Transfer to other activities.
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Faculty Advisors/Student Officers
Prepare and submit Budgets to Building Administration.
Prepare and submit Final Reports to BuildingAdministration.
Instruction to student officers for all policies andprocedures.
Obtain Student Activity Record.
Obtain approval from Student Officers for all receiptsand disbursements.
Comply with standardization of reporting for receipts andexpenditures.
Comply with all Student Activity policies and procedures.
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Your Bookkeepers
Your Bookkeepers have been instructed to returninformation that does not fall within the StudentActivity Guidelines. Examples:
No payments or deposits can be made without:
Deposit records
Original invoices
Student Officer approvals
NO reimbursements will be made
NO LOANS from other activities
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The Finish Line
Use sound business practices.
Implement procedures immediately.
Faculty Sponsors need to be aware of requirementsand instruct students.
Completion of forms is mandatory.
Eliminate inactive, negative and non-studentactivity accounts.
Please discuss with your Building Administrationyour plan of action to eliminate these accounts.
