District Budget and Student Activity Account Procedures Accounting Guidelines

District Budget and District Budget and Student Activity Student Activity

Account ProceduresAccount Procedures

Accounting GuidelinesAccounting Guidelines

District BudgetDistrict BudgetAccount NumbersAccount Numbers

The account numbers listed in this The account numbers listed in this section are excerpts from the section are excerpts from the Wisconsin Uniform Financial Wisconsin Uniform Financial Accounting Requirements Handbook Accounting Requirements Handbook prepared by the Department of Public prepared by the Department of Public Instruction. Instruction.

It is a list of some of the account It is a list of some of the account numbers currently used in our district numbers currently used in our district numbers system. If there is a question numbers system. If there is a question concerning any of the account concerning any of the account numbers listed and their correct use, numbers listed and their correct use, please contact Sharon Jeschke, please contact Sharon Jeschke, Bookkeeper, Ext. 3032.Bookkeeper, Ext. 3032.

Budget Account Budget Account NumbersNumbersXXXX.308.411.120000.000.308.411.120000.000.0.0

Fund Dimension

FUND DIMENSIONSFUND DIMENSIONSXXXX.308.411.120000.00.308.411.120000.000.00.0 10 – REGULAR EDUCATION FUND10 – REGULAR EDUCATION FUND 27 – SPECIAL EDUCATION FUND27 – SPECIAL EDUCATION FUND 50 – LUNCH FUND50 – LUNCH FUND 60 – STUDENT ACTIVITY 60 – STUDENT ACTIVITY

ACCOUNTACCOUNT 72 – SCHOLARSHIP FUND72 – SCHOLARSHIP FUND 80 – COMMUNITY SERVICE FUND80 – COMMUNITY SERVICE FUND

Budget Account Budget Account NumbersNumbers10.10.XXXXXX.411.120000.00.411.120000.000.00.0

Fund

Location Dimension

LOCATION LOCATION DIMENSIONS DIMENSIONS 10.10.XXXXXX.411.120000.00.411.120000.000.00.0

ELEMENTARY ELEMENTARY SCHOOLSSCHOOLS

113 – LONGFELLOW113 – LONGFELLOW 116 – WILSON116 – WILSON 117 – FRANKLIN117 – FRANKLIN 118 – JEFFERSON118 – JEFFERSON 119 – IRVING119 – IRVING 122 – MADISON122 – MADISON 124 - MITCHELL124 - MITCHELL 125 - PERSHING125 - PERSHING 127 – WALKER127 – WALKER 128 – HOOVER128 – HOOVER 129 – HORACE MANN129 – HORACE MANN

SENIOR HIGH SCHOOLSSENIOR HIGH SCHOOLS 403 – HALE403 – HALE 405 – CENTRAL405 – CENTRAL 410 – DOTTKE410 – DOTTKE

INTERMEDIATE SCHOOLSINTERMEDIATE SCHOOLS 305 – LINCOLN305 – LINCOLN 308 – WM308 – WM 309 – FLW309 – FLW

Budget Account Budget Account NumbersNumbers10.305.10.305.XXXXXX.120000.00.120000.000.00.0

Fund

Location Object Dimension

OBJECT DIMENSIONSOBJECT DIMENSIONS10.305.10.305.XXXXXX.120000.000..120000.000.00PURCHASED SERVICES-3XXPURCHASED SERVICES-3XX 310 – Personal Services310 – Personal Services 320 – Property Services320 – Property Services 340 – Travel 340 – Travel 350 – Communication350 – Communication

OBJECT DIMENSIONS OBJECT DIMENSIONS 10.305.10.305.XXXXXX.120000.00.120000.000.00.0

Non Capital Objects – 4XXNon Capital Objects – 4XX 411 – General Supplies411 – General Supplies 413 – Computer Supplies413 – Computer Supplies 420 – Apparel/Uniforms, Protective Gear420 – Apparel/Uniforms, Protective Gear 430 – Instructional Media (Library)430 – Instructional Media (Library) 440 – Furnishings 440 – Furnishings 470 – Textbooks and Workbooks470 – Textbooks and Workbooks 480 – Non-Instructional Computer Software480 – Non-Instructional Computer Software 490 – Non-Instructional AV Media, Periodicals 490 – Non-Instructional AV Media, Periodicals

etc.etc.

OBJECT DIMENSIONS OBJECT DIMENSIONS 10.305.10.305.XXXXXX.120000.00.120000.000.00.0

Capital Objects – 5XX Capital Objects – 5XX 551 – Additional Equipment under 551 – Additional Equipment under

$5000$5000 559 – Additional Equipment over $5000559 – Additional Equipment over $5000 561 – Replace Equipment under $5000561 – Replace Equipment under $5000 569 – Replace Equipment over $5000569 – Replace Equipment over $5000 571 – Rental of Equipment571 – Rental of Equipment

Budget Account Budget Account NumbersNumbers10.305.411.10.305.411.121200000000.00.000.00.0

Fund

Location Object Function Dimension

Function DimensionFunction Dimension10.305.411.10.305.411.XXXXXXXXXXXX.00.000.00.0110 000 – Undifferentiated 110 000 – Undifferentiated

CurriculumCurriculum 110 001 for Grade 1110 001 for Grade 1 110 002 for Grade 2110 002 for Grade 2 110 003 for Grade 3110 003 for Grade 3 110 004 for Grade 4110 004 for Grade 4 110 005 for Grade 5110 005 for Grade 5

Function DimensionFunction Dimension10.305.411.10.305.411.XXXXXXXXXXXX.00.000.00.0120 000 – Regular Curriculum120 000 – Regular Curriculum 121 000 – Art121 000 – Art 122 000 – English Language122 000 – English Language 122 100 – Reading122 100 – Reading 123 000 – Foreign Languages123 000 – Foreign Languages 124 000 – Mathematics124 000 – Mathematics 125 000 – Music 125 000 – Music 126 000 – Science126 000 – Science 127 000 – Social Studies127 000 – Social Studies

Function DimensionFunction Dimension10.305.411.10.305.411.XXXXXXXXXXXX.00.000.00.0

130 000 – Vocational Curriculum130 000 – Vocational Curriculum 140 000 – Physical Curriculum140 000 – Physical Curriculum 150 000 – Special Curriculum150 000 – Special Curriculum 160 000 – Co-Curricular Activities160 000 – Co-Curricular Activities 210 000 – Pupil Services (Guidance Staff)210 000 – Pupil Services (Guidance Staff) 220 000 – Instructional Staff Services220 000 – Instructional Staff Services 230 000 – General Administration230 000 – General Administration 240 000 – School Building Administration240 000 – School Building Administration 250 000 – Business Administration 250 000 – Business Administration 260 000 – Central Services260 000 – Central Services

Budget Account Budget Account NumbersNumbers10.305.411.1210.305.411.1200000000..000000.0.0

Fund

Location Object Function

Project Dimensions

Project DimensionProject Dimension10.305.411.1210.305.411.1200000000..000000.0.0

Project DimensionsProject Dimensions 000 thru 399 State/Federal Grants000 thru 399 State/Federal Grants 401 thru 499 Vocational Education 401 thru 499 Vocational Education

Act Act 500 thru 999 Other Programs 500 thru 999 Other Programs

Assigned Assigned by Local District by Local District

(801 thru 819) Breakdown by (801 thru 819) Breakdown by TeacherTeacher

Budget Account Budget Account NumbersNumbers10.305.411.1210.305.411.1200000000..000000.0.0

Fund

Location Object Function

Fiscal Year Dimensions

Project Dimensions

Fiscal Year DimensionFiscal Year Dimension10.305.411.1210.305.411.1200000000..000000..00

Fiscal Year Dimensions-Used for Grants Fiscal Year Dimensions-Used for Grants OnlyOnly

11 2000-012000-01 22 2001-022001-02 33 2002-032002-03 44 2003-042003-04 55 2004-052004-05 66 2005-062005-06 77 2006-072006-07 88 2007-082007-08 99 2008-092008-09 5 5 2009-102009-10 1 2010-111 2010-11

Budget TransfersBudget Transfers

If you have carry-over funds, you do not need If you have carry-over funds, you do not need to transfer money. You can just over-spend to transfer money. You can just over-spend an account.an account.

Board Policy 622.1 explains budget transfers.Board Policy 622.1 explains budget transfers. If you are transferring money within the same If you are transferring money within the same

function (12X XXX to 12X XXX) you can function (12X XXX to 12X XXX) you can transfer any amount.transfer any amount.

If you are transferring money that is not in the If you are transferring money that is not in the same function but is under $5,000.00 it will be same function but is under $5,000.00 it will be reported to the Board in a quarterly report.reported to the Board in a quarterly report.

If you are transferring money that is not in the If you are transferring money that is not in the same function but is over $5,000.00 it must go same function but is over $5,000.00 it must go to the board for approval before the transfer is to the board for approval before the transfer is complete. complete.

Student Activity Student Activity AccountsAccounts

Student Activity Funds (Fund Student Activity Funds (Fund 60)60)

VS.VS.

District Activity Funds (Fund District Activity Funds (Fund 10)10)

Student Activity Funds (Fund 60) consists of Student Activity Funds (Fund 60) consists of activities that revolve around a student organization. activities that revolve around a student organization. Disbursement of the organization’s moneys is Disbursement of the organization’s moneys is subject to the approval of the student organization subject to the approval of the student organization and its supervisor. and its supervisor.

District Activity Funds (Fund 10) consist of co-District Activity Funds (Fund 10) consist of co-curricular activities in which students participate, curricular activities in which students participate, but are administered by the school district. District but are administered by the school district. District activity moneys belong to the school district, are activity moneys belong to the school district, are deposited in the district’s operating bank account deposited in the district’s operating bank account and are disbursed through the school district’s and are disbursed through the school district’s general cash disbursement procedures.general cash disbursement procedures.

Student Activity FundsStudent Activity Funds

Management of Management of Student Activity FundsStudent Activity Funds

Every student activity fund club or group or account must have a statement of purpose on file with the principal before financial activities can begin.

A system of internal controls should be implemented in order to safeguard the assets of the student activity funds. The purchasing, receiving, and accounting functions must be segregated.

The principal is responsible for supervising and enforcing accounting procedures of all Student Activity Funds. The principal, asst. principal, or teacher-in-charge must approve all withdrawals by signing the withdrawal form and the check.


Monthly financial reports for student activity funds should be prepared by the secretary, inspected, verified and signed by the principal and submitted monthly to the Business Services Department.

* Please Note Effective Immediately - Failure to turn in monthly balanced statements by the 15th of the next month may result in the loss of your 25% School Fees Credit being added to your carryover. Exceptions may be approved by the Director of Business.


DEPOSITS

*All funds should be turned in to the school office secretary (bookkeeper) on a daily basis. Deposits must be verified by a minimum of two people.

*All checks should be endorsed for deposit only immediately upon receipt.

*Bank deposits should be made as promptly as possible - daily if feasible but required at least weekly.

*Deposits of cash cannot be exchanged for a personal check from a district employee.


WITHDRAWALS

*Checks must be signed by the principal or designee only after they are completely prepared.

*Checks can not be signed by the secretary.

*Student activity fund expenditures should always be supported by properly approved vendor invoices or payment vouchers.

ADDITIONAL ADDITIONAL GUIDELINESGUIDELINES

If interest or dividends are earned on an If interest or dividends are earned on an account, the funds may be deposited into a account, the funds may be deposited into a “Needy Student Account” if a Statement of “Needy Student Account” if a Statement of Purpose indicates so. Without this, interest Purpose indicates so. Without this, interest must be disbursed between accounts.must be disbursed between accounts.

Receipts for Book deposits, locks, transcripts Receipts for Book deposits, locks, transcripts and other fees temporarily deposited to agency and other fees temporarily deposited to agency accounts must be reclassified at year end to accounts must be reclassified at year end to the required fund. (Examples: Fund 10 General, the required fund. (Examples: Fund 10 General, Fund 27 Special Ed, Fund 50 Lunch, Fund 60 Fund 27 Special Ed, Fund 50 Lunch, Fund 60 Student Activity/Agency Funds, Fund 80 Student Activity/Agency Funds, Fund 80 Recreation) Recreation)


Accounts may not carry a balance over to the Accounts may not carry a balance over to the next fiscal year unless the statement of next fiscal year unless the statement of purpose specifically addresses the purpose for purpose specifically addresses the purpose for such action.such action.

Revenue may derive from vending machines, Revenue may derive from vending machines, school stores, gate receipts, etc. If a student school stores, gate receipts, etc. If a student organization is in charge of the activity, the organization is in charge of the activity, the proceeds should be accounted for in that proceeds should be accounted for in that organization’s activity fund. If the district organization’s activity fund. If the district determines the use, the proceeds should be determines the use, the proceeds should be accounted for with other district funds in the accounted for with other district funds in the district’s accounts.district’s accounts.


Scholarship funds are not agency funds and Scholarship funds are not agency funds and should not be reported in fund 60. Scholarship should not be reported in fund 60. Scholarship funds including those resulting from donations funds including those resulting from donations from parent and student organizations, should from parent and student organizations, should be sent to the administration building for be sent to the administration building for deposit to the district budget fund 72.deposit to the district budget fund 72.

Convenience funds such as sunshine funds, Convenience funds such as sunshine funds, faculty or coffee funds are not student related faculty or coffee funds are not student related and have no statutory authority for a district to and have no statutory authority for a district to maintain on its general ledger.maintain on its general ledger.

ACTIVITY FUND ACTIVITY FUND MAINTENANCE REVIEWMAINTENANCE REVIEW

Are all accounts eligible to be a Fund 60 Acct?Are all accounts eligible to be a Fund 60 Acct? Does each account have a statement of purpose Does each account have a statement of purpose

at school with a copy in the Business Office?at school with a copy in the Business Office? Does the Principal sign for all withdrawals and Does the Principal sign for all withdrawals and

checks written?checks written? Is there always a minimum of two people Is there always a minimum of two people

verifying deposits?verifying deposits? Are monthly and annual balancing and Are monthly and annual balancing and

reconciliation reports being done?reconciliation reports being done? Are you using the district three-part deposit Are you using the district three-part deposit

form?form? Are you using the district two-part withdrawal Are you using the district two-part withdrawal

form?form?

DO’S OF STUDENT DO’S OF STUDENT ACTIVITY ACCOUNTSACTIVITY ACCOUNTS

Do follow activity account policies and procedures.Do follow activity account policies and procedures. Do reconcile bank statements on a monthly basis.Do reconcile bank statements on a monthly basis. Do issue receipts for monies collected by club Do issue receipts for monies collected by club

representatives.representatives. Do endorse all checks for “deposit only” upon Do endorse all checks for “deposit only” upon

receipt.receipt. Do make timely deposits.Do make timely deposits. Do make all purchases by check.Do make all purchases by check. Do have Principal, Asst. Principal, Teacher in Do have Principal, Asst. Principal, Teacher in

Charge sign all checks.Charge sign all checks. Do assign accountability.Do assign accountability.

DON’TS OF STUDENT DON’TS OF STUDENT ACTIVITY ACCOUNTSACTIVITY ACCOUNTS

Don’t include General Fund (Fund 10) Don’t include General Fund (Fund 10) activities.activities.

Don’t allow deficits to occur in individual Don’t allow deficits to occur in individual accounts.accounts.

Don’t sign blank checks in advance.Don’t sign blank checks in advance. Don’t issue checks to cash.Don’t issue checks to cash. Don’t issue receipts without counting monies Don’t issue receipts without counting monies

collected first.collected first. Don’t allow personal purchases through Don’t allow personal purchases through

student activity accounts (avoid sales tax).student activity accounts (avoid sales tax). Don’t allow idle cash to be held un-deposited.Don’t allow idle cash to be held un-deposited. Don’t destroy voided checks.Don’t destroy voided checks. Don’t cash personal checks for anyone.Don’t cash personal checks for anyone.

District Budget and District Budget and Student Activity Student Activity

Account ProceduresAccount Procedures

Accounting GuidelinesAccounting Guidelines

Documents

District Budget and Student Activity Account Procedures Accounting Guidelines