For School Related Activities Slide 2 An approved vendor pass is
required for fund raising activities involving a vendor. The
Department of Purchasing will determine if background checks will
be necessary. Indicate on the application all individuals that will
be visiting the campus. Slide 3 Slide 4 Required for all revenue
generating activities Slide 5 Slide 6 Submit fundraising
application for approval one (1) month before start of the
activity. Fund raising activities may not be initiated to finance a
student trip without prior approval of the trip from the
appropriate Assistant Superintendent of Instruction. Out-of-state
trips also need the Superintendents approval. Slide 7 Indicate the
specified information on the fundraising application. Be specific
on: a.Beginning and ending date b.Purpose of sale (what the funds
raised will be used for) i.Proceeds from sales must be used as
indicated on the approved application. c.Describe product or
activity Slide 8 d.Cost and profit information i.Profit specified
by company representative must be attainable. ii.The District
requires a profit margin of 45% or greater after shipping and/or
other charges for all school-wide fundraising activities. Slide 9
1.Principal who has the right to deny any activity 2.Department of
Financial Services Staff Accountant 3.Assistant Superintendent of
Instruction Slide 10 Any type of contracts or agreements pertaining
to the fundraiser must be forwarded to the Department of Purchasing
for review and approval. Only the Department of Purchasing is
authorized to sign contracts and contractual agreements. Slide 11
Sponsor must issue cash receipts to students for money received.
All money must be deposited. Slide 12 a. Original issued to payee
b. 2 nd copy (yellow copy) attached to sponsors deposit
documentation c. 3 rd copy kept in deposit book for reference Slide
13 (Example: Receipt #1 deposited before #2) Provide sufficient
information to reconcile the cash receipts to the deposit. Submit
yellow copy of receipts when turning in money for deposit. These
receipts should equal the amount deposited. (Example: Receipts 1-15
equal the $1,000.00 amount deposited) Slide 14 Cash Receipts must
be kept in sequential order and all receipts must be account for.
Sponsor must turn in a cash tally sheet indicating the exact amount
of currency and cash submitted for deposit. Slide 15 Slide 16
1.Sponsors ledger must match activity account. 2. Original
supporting documentation of all checks issued. 3.Records of
minutes. Document in writing decisions relating to purchases,
payments, withdraws from group, etc. Slide 17 Uniform Purchase for
Cheerleaders, Flag/Dance Teams, etc. Payments for Trips Slide 18
Must be able to trace/confirm individual amounts posted to a
students account. Expenditures Amount posted must match Vendors
invoice. Inform parents if the amount charged differs from the
amount invoiced. Issue credits to students, if the amount is less.
Payments Confirmed by issued cash receipts and fundraising recap.
Slide 19 Deposit money daily or by the next school workday. (No
petty cash accounts.) All money received must be deposited. (No
petty cash accounts.) Keep money is safe secure location until
deposit is made. Slide 20 The schools business office must issue a
computer generated cash receipt to the sponsor at the time any
money is turned in for depositing. The cash receipt must indicate
the following: Cash Receipt # Date (date money was turned in to
schools business office) Received from (name of person) Description
(specify fundraiser) Amount (exact amount received) Slide 21 All
payments and purchases must be done by a campus issued check. Slide
22 a.Must be completed with (2) weeks from the end of the ending
date of the fundraiser. b.Must account for all products received.
Slide 23 c.Must account for all money received. i.Keep detailed
records of uncollected amounts. 1.Student names and amounts
2.Products or items d.Update the financial recap as money is
collected. Slide 24 e.Required supporting documentation.
i.Fundraising Activity Recap Sheet or Detailed Analysis of Activity
Accounts. 1.Fundraising Activity Recap Sheet a.Indicate deposits by
date and receipt number. b.Indicate checks written by date and
check number. 2.Activity Account Detailed Ledger a.On the ledger,
highlight the deposits pertaining to the fundraiser. b.On the
ledger, highlight the payments pertaining to the fundraiser. Slide
25 Slide 26 f.The Financial Recaps indicated profit must equal the
specified profit on the application. i.Revenue received from sales
(plus) uncollected balances (equals) total revenue from sales.
ii.Total revenue from sales (less) invoiced amount (equals) Profit.
iii.Profit (divided by) total revenue from sales (equals) profit
percentage. Slide 27 g.Compare actual profit earned to vendors
stated profit. h.Reconcile the difference by providing
documentation for: Delinquent amounts (name grade, and amounts)
Product outstanding Damaged/obsolete products Slide 28 i.Sponsors
are required to close all fundraising activities at the conclusion
of the school year. New fundraising activities will not be approved
until all past years activities are closed. Slide 29 Must comply
with City/County Health Regulations relating to food handling (Food
Handling Cards). Inventory Sales Report is required for all
concession sales for both purchased items and donated items. Amount
indicated on Concession Sales Report must equal amount deposited.
Indicate on report cash receipt number for money deposited. Slide
30 Slide 31 When asking for or receiving donations, use the
Donation Approval Form. Slide 32 Slide 33 A Sales Tax Exemption
Form must be completed for all fundraisers claimed as tax exempt.
Slide 34 Slide 35 Each organization is allowed to have two one-day
tax-free sales during the calendar year, January 1 through December
31. Slide 36 Refer to the Districts Policy Manual on Fundraising
Activity, FJ (Regulation) Gifts and Solicitations. Slide 37 Slide
38 Slide 39 Slide 40 Slide 41 Slide 42 Slide 43 Slide 44 Slide 45
Slide 46 THANK YOU VERY MUCH FINE ARTS TEACHERS
