North Allegheny
School District
Student Activity Funds-Sample
Forms & Documents
May 5, 2004
Where are we?
2
Today’s Focus
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Review of forms to help you implement
procedures identified in prior presentations and
PASBO’s Student Activity Guide.
Utilization of sound business, budgetary and
accounting procedures.
Final direction on NON-Student Activity
Accounts.
Direction to complete remaining issues for
specific schools.
3
Student Officers
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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
Date of Inception
Purpose of Activity
Student Officers
Minutes must be maintained for all meetings
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Sample Activity Record
Student Activity:
Account NO:
Faculty Advisor:
Inception Date:
Board Approval:
President:
Vice President:
Secretary:
Treasurer:
Building Administrator Approval:
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Budgets/Final Evaluation
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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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
50
50
0
600
595
5
$6,850
$7,220
$-370
Concessions
T-Shirts, Video’s, Cast Party
Total Expenditures
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Revenue Details
DESCRIPTION
BUDGET
Ticket Sales
ACTUAL
VARIANCE
$4,000
$4,200
$200
Concessions
100
125
25
Flowers
500
495
-5
Balloons
500
500
0
1,200
1,300
100
Parents’ Page
100
95
-5
T-Shirts, Video’s, Cast Party
600
595
-5
$7,000
$7,310
$310
Advertisements
Total Revenues
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Budget Sample
DESCRIPTION
BUDGET
Amount of $ Raised
ACTUAL
VARIANCE
$7,000
$7,310
$310
$7,000
$7,310
$310
$6,850
$7,220
$-370
$6,850
$7,220
$-370
Donations
Total Receipts
Initial Expenditures
Project Expenditures
Lost Material
Other Expenditures
Total Expenditures
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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
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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.
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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Sample Deposit Record
Student Activity:
Building:
School Year:
Receipt
Date
Donor Name
Deposit Date:______
Check
Cash
Received
by
Faculty Sponsor Approval_________________
Student Officer Approval_________________
Building Administrator Approval_____________
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Sample Donor Receipt
Building:
Student Activity:
School Year:
Donor Name:
Address:
Received by:
Receipt #
Check:
Cash:
Date:
Original: Student Activity
Copy 1: Attach to deposit record
Copy 2: Donor
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Musicals/Plays
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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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Expenditures
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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!
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
 Physical
Inventory: A physical
inventory should be taken at the
end of each play.
 Safe storage of items are
necessary.
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Retention of Records
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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Non-Student Accounts
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Funds that do not involve student activities
must be separated and not commingled in the
funds.
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These funds are considered School General Fund
monies and should be handled accordingly.
Separate bank accounts can be utilized. Any profits
will have to be sent to the General Fund at year end.
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Monthly reporting and inclusion in the Board Reports will be
required. The same reporting and reconciliations that are
conducted by the bookkeepers for the current Student
Activity Accounts will be required.
Please let the Financial Services Department know if you
wish to set up a separate account.
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Non Student Accounts
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What do we do with our coffee, retiree,
flower, gift accounts?
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You may still have these accounts, but they are not Student
Activity Accounts and not part of the General Fund. Staff
will have to use their own systems to safeguard cash and
issue disbursements.
What happens to the Lost Book and Parking
Fee accounts?
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The Lost Book account is a fund for Students who lose
their books. Since the General Fund pays for text and
library books, this account should be transferred to the
General Fund.
Parking fees should also be transferred to the General
Fund.
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Funds Transferred to the
General Fund
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Should we send a deposit to the General
Fund each time we receive money from a
student for lost books or parking fees?
No, you may transfer the money to the General
Fund once a quarter or two times a year as long as
the amount is not large.
 All balances must be received in the Business
Office by June 30.
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Student Body Account
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Accounts that are considered Student Body
Accounts have student involvement, however, it
is impracticable to have student officers.
These accounts can have various items in the
account; however, the Principal and Building
Administration cannot make unilateral decisions
on the spending of the money without student
representation. In other words the Principal no
longer can have accounts in the Student
Activity Funds to use for Building needs.
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Student Body Account
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What do we do with field trips?
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This account can remain in Student Activities
under the Student Body Activity Accounts.
Where do we account for book sox and
lock sales to the students?
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These accounts can remain in the student activity
accounts as a Student Body Account if the account
is used strictly for the purchase and sale of these
items with no profit.
22
Interest Allocation
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How do we allocate our Interest?
You can allocate your interest one of two ways:
 Allocate to each activity based on average
amount of yearly balances. Or you may use
another allocation method if appropriate.
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Meet with all your Student Activity Fund Officers to
discuss the assignment of the money to one particular
club, usually the Student Government Account.
Please send your plan to the Financial Services
Department for approval.
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Quickbooks
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How do I know the balance in my accounts?
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Each Building Secretary/Bookkeeper can run a report
in the Quick Books Accounting System that shows the
balances. In addition, a separate report can be
created to display all transactions in a particular
account.
How do we eliminate inactive accounts?
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Please accumulate all of your inactive account
balances and combine the amounts. If the amount is
not large in nature transfer the balance to your
Student Government Account. If the balance is
substantial please call the Financial Services
Department for a recommendation.
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Building Administration
Monthly review & approval of trial balances.
 Review and approval of Budgets.
 Review and approval of Final Reports.
 Instruction to faculty advisors/student
officers for all policies and procedures.
 Obtain and approve all Student Activity
Report Cards.
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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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Bookkeepers
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Comply with monthly standardization of reporting
to the Building Principals.
No payments or deposits can be made without:
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Deposit records
Original invoices
Student Officer approvals
Comply with all Student Activity policies and
procedures.
Comply with monthly standardization of reporting
to the Business Office.
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The Finish Line
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Use sound business practices.
Implement procedures immediately.
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Faculty Sponsors need to be aware of
requirements.
Completion of forms is mandatory.
Eliminate inactive, negative and non-student
activity accounts.
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Please discuss with Financial Services your plan of
action to eliminate these accounts.
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