North Allegheny School District Student Activity Funds June 17, 2003

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North Allegheny
School District
Student Activity Funds
June 17, 2003
Overview
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Over the past year PASBO and the PDE have
been working to develop new guidelines,
policies and procedures for the Student
Activity Funds.
The new Student Activity Guide was published
by PASBO in September.
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Updated
Revised
Reiterated
The purpose of this informal meeting is to let
you know what your responsibilities are.
Objective
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Implement the new Student Activity Guide’s
policy and procedures for application in all
North Allegheny School District Student
Activity Funds.
Distribution Materials:
 PASBO Guide
 Student Activity Fund Record Card
The Law
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Activity Funds are not the property of the
School District.
Funds are the property of the respective class,
organization, club, society or group.
Monies can not be expended from these funds
without the express permission of the student.
Remaining fund monies of inactive accounts
must be distributed at the end of the year and
not carried over into the following year.
The Law-Continued
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Funds that do not involve student activities must be
separated and not commingled in the funds.
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Correct authorizations and approvals should be
included for all transactions.
An annual record must be kept on file that includes:
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These funds are considered School General Fund monies and
should be handled accordingly.
Faculty Advisor
Date of Inception
Purpose of Activity
Student Officers
Persons responsible for the transactions of the
Activity Funds should have a good understanding of
general bookkeeping and accounting knowledge.
Deposits and Expenditures
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Two signatures must appear on all checks.
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Deposits and expenditures
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The Building Principal Signature must be on all checks.
Appropriate signature cards must be on file with the
Financial Institution.
Three individuals may be on record.
Must be monitored by the students
Must be authorized by the students
All payments should be made by check or petty cash with
proper substantiation.
Account Balances must be monitored and kept in line
with FDIC Guidelines.
Budget & Accounts
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A budget is required prior to fund-raising or
revenue generating activities
All monies must be deposited and spent out of
the appropriate activity account.
 Monies cannot be commingled.
Payment cannot be made out of the Activities
that are not for that activity.
 Reimbursements are prohibited.
 Loans are prohibited.
 Negative balances are prohibited.
Building To Do List
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In order to fully understand the scope and breadth of
the North Allegheny School District Student Activity
Funds, each building will need to provide the following
information to the Financial Services Department.
Listing of all Activities
 Purpose
 # of Students involved
 Name of Faculty Advisors and Student Officers
Listing of all Inactive Activities with Account Balances
 Date of Last Activity Known
 Account Balance history for the past three years
 Faculty Advisor (if Known)
Building To Do List-Continued
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Identification of non-student related
accounts
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Balance of Fund
Source of Revenues
Type of Expenditures
Proposal for dissolution of account
Elimination of Negative Account Balances
Building To Do List-Continued
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Monthly Reporting-Including Elementary
Schools
Comply with monthly standardization of reporting
to the Building Principals
 Comply with monthly standardization of reporting
to the faculty advisors
 Comply with monthly standardization of reporting
to the Business Office
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Quarterly reporting to the Superintendentto be defined
In Conclusion
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We need to help identify non-compliance with our
policies and procedures.
 Make corrections and implement new policies
and procedures immediately.
Our goal is to help ensure correct and fair
Student Activity Guidelines for audits and
accountability.
Understand Building needs and work to address
those needs in a professional and timely manner.
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