Student Activity Funds-Sample
Forms & Documents
June 9, 2004

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Utilization of sound business, budgetary and accounting procedures.
Review of forms to help you implement procedures identified in PASBO’s Student
Activity Guide.
Student Involvement
Documents & Records
Expenditures/Revenues
Bookkeeper instruction to say: “NO!”
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Student Officer authorizations and approvals should be included for all transactions.
An annual record must be kept on file that includes:
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Faculty Advisor
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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:
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Budgets: Each activity should have a budget detailing the source and amount of revenues and expenditures.
Budget to Actual Records: A final analysis of the activity’s revenues and expenditures and reconciliation to the budget should be maintained .
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DESCRIPTION
Royalties
Costumes
Sets
Balloons/Flowers
Flyers/Brochures/Programs
Concessions
T-Shirts, Video’s, Cast Party
Total Expenditures
BUDGET ACTUAL VARIANCE
$1,000
1,000
2,000
$1,200
975
2,200
$-200
25
-200
1,000 900 100
1,200
50
600
$6,850
1,300
50
595
$7,220
-100
0
5
$-370
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DESCRIPTION
Ticket Sales
Concessions
Flowers
Balloons
Advertisements
Parents’ Page
T-Shirts, Video’s, Cast Party
Total Revenues
BUDGET ACTUAL VARIANCE
$4,000
100
500
$4,200
125
495
$200
25
-5
500 500 0
1,200
100
600
$7,000
1,300
95
595
$7,310
100
-5
-5
$310
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DESCRIPTION
Amount of $ Raised
Donations
Total Receipts
Initial Expenditures
Project Expenditures
Lost Material
Other Expenditures
Total Expenditures
BUDGET ACTUAL VARIANCE
$7,000 $7,310 $310
$7,000
$6,850
$6,850
$7,310
$7,220
$7,220
$310
$-370
$-370
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DESCRIPTION BUDGET ACTUAL VARIANCE
Total Receipts
Total Expenditures
$7,000 $7,310
6,850 7,220
$310
-370
Profit (Loss) 150 90 -60
See separate handout with actual Budget Worksheets.
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Revenue Controls: Cash should be deposited daily in a bank. Any amounts not deposited daily should be placed in a safe. Large receipts should be deposited in an overnight depository rather than placed in a safe.
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Roll coins, copy checks, double count.
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Completion of Deposit Records.
Types of Revenues: Each revenue source should be deposited separately. Deposit records should be kept for all receipts and deposits by the Activity Personnel.
Student Officers: Authorizations and approvals should be included for all receipts.
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Student Activity: Deposit Date:______
Building:
School Year:
Receipt
Date Donor Name Check Cash
Received by
Faculty Sponsor Approval_________________
Student Officer Approval_________________
Building Administrator Approval_____________
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Building:
Student Activity: Receipt #
School Year:
Donor Name:
Address:
Check: Cash:
Received by:
Original: Student Activity
Copy 1: Attach to deposit record
Copy 2: Donor
Date:
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Ticket Documentation: Tickets should be pre-numbered or recorded by number of tickets allocated to ticket sellers and reconciled with unused tickets and cash collections. Each deposit should have a record of the amount of tickets sold and the price per ticket sold. A person independent of the ticket sellers must control ticket numbers and restrict access to the ticket stock.
Independent control and reconciliation of numbers is required. Appropriate supervision or separation of duties, as described above, adds to the reliability of the process.
Parent’s Page/Candy Sales/Other Sales: Deposits for each sale should include detailed documentation.
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Monies can not be expended from these funds without the express permission of the students.
Student Officer authorizations and approvals should be included for all transactions.
Loans are prohibited.
Checks must be written for ALL expenditures. NO
Exceptions!
NO invoice, NO payment
Reimbursements for items should be minimal and never paid without a check. Checks should be written directly to vendors especially for items that are large in nature.
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Physical Inventory/Maintenance of
Equipment Purchased
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Physical Inventory: A physical inventory should be taken at the end of each play/activity.
Safe storage of items are necessary.
Inventory reports should be updated for purchases/disposals.
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All records and documents should be retained until the Financial Services
Department has authorized disposal.
This includes but is not limited to unused tickets, listings of receipts, invoices, quotes, and contracts.
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Payment for services must be made through the
General Fund.
Submit all payments for services at one time if possible to your Bookkeeper.
Your Bookkeeper will submit a check to NASD
General Fund.
NASD will either issue:
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Check from AP for non-employees-1099
Check from payroll for employees-W-2
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Funds that do not involve student activities must be separated and not commingled in the funds.
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How do we eliminate inactive accounts?
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Please notify your Building Administrator if you are aware of any inactive accounts. These will have to be eliminated.
Rollover of large amounts.
Transfer to other activities.
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Faculty Advisors/
Student Officers
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Prepare and submit Budgets to Building Administration.
Prepare and submit Final Reports to Building
Administration.
Instruction to student officers for all policies and procedures.
Obtain Student Activity Record.
Obtain approval from Student Officers for all receipts and disbursements.
Comply with standardization of reporting for receipts and expenditures.
Comply with all Student Activity policies and procedures.
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Your Bookkeepers have been instructed to return information that does not fall within the Student
Activity Guidelines. Examples:
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No payments or deposits can be made without:
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Deposit records
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Original invoices
Student Officer approvals
NO reimbursements will be made
NO LOANS from other activities
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Use sound business practices.
Implement procedures immediately.
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Faculty Sponsors need to be aware of requirements and instruct students.
Completion of forms is mandatory.
Eliminate inactive, negative and non-student activity accounts.
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Please discuss with your Building Administration your plan of action to eliminate these accounts.
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