North Allegheny
School District-Elementary
Student Activity Funds-Sample
Forms & Documents
June 17, 2004
Where are we?
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Today’s Focus
General Principles
 Utilization of sound business,
budgetary and accounting procedures.
 Review of forms to help you implement
procedures identified in PASBO’s
Student Activity Guide.
 Documents & Records

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GENERAL PRINCIPLESWritten Policy & Procedures
 Specific
written procedures
developed by Building
Administration
Management
 General operating procedures
 Accounting Procedures-will be
prescribed by Financial Services

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GENERAL PRINCIPLES
Non-General Fund Use
 Finance
a program of activities
not part of the regular
curriculum.
 Cannot have accounts to be used
to circumvent management or
purchasing decisions that were
made for the school district.
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GENERAL PRINCIPLES
Student Use
Used for student activity purposes.
 For students currently in school

Especially since those students have
contributed to the accumulation of the
funds.
The size of the account should be limited to
a reasonable amount and large accumulations
of money over more than a year should be
avoided.
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GENERAL PRINCIPLES
Shared Decision-Making
Collected and disbursed under the
general direction of the Building
Principal.
 Decisions must involve student groups
and faculty members responsible for
generating revenue for approved
projects.

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GENERAL PRINCIPLES
Sound Business Practice
Common Sense
 NO Principal, Faculty Advisor or other
employee should maintain a checking
account or other cash fund for
students.
 All accounts should be under control of
the District.
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Student Body Activities
Account



Avoid the appearance of unilateral decision-making.
The money should be spent for the general welfare of the
student body and for purposes not currently fundable
through the district’s General Fund. All students do not
have to benefit directly; however, the majority should
have the opportunity to benefit.
Deciding what constitutes the general welfare is not easy,
nor is the application of the general principle of not
spending Activity Funds for General Fund purposes easy to
administer, particularly with recent budget cutting by
boards in General Fund accounts. Guidelines for
acceptable “general welfare” purchases should be written
out and evidence provided that decision-makers have
considered the guidelines when deciding on disbursements.
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Student Body Activities
Account-Continued
The procedures for collecting revenue and
disbursing funds from this account need to
be put in writing and published in
appropriate school publications.
 This is an extremely important operating
procedure and everyone should understand
the purpose, appropriate use and correct
accounting procedure for these funds.

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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

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.
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/Faculty Sponsor: 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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Expenditures

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Monies can not be expended from these funds without
the express permission of the students.
Student Officer/Faculty Advisors/Sponsors
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
 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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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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1099’s/W-2’s


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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:


Check from AP for non-employees-1099
Check from payroll for employees-W-2
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Non-School Accounts
Funds that are not school accounts
activities must be eliminated.
 Outside groups should operate
independently of the School District and
the Student Activity Funds.

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Faculty Accounts
Booster Club Accounts
PTA
PTO
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Reporting

Monthly Reporting-Elementary Schools


Comply with monthly standardization of reporting to
the Building Principals.
Comply with monthly standardization of reporting to
the Business Office.

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Reconciliations
Inclusion in Board Report.
Comply with standardization of reporting for
receipts and expenditures.
Comply with all Student Activity policies and
procedures.
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Deposit & Expenditure
Records

No payments or deposits can be made
without:
Deposit records
 Original invoices
 Faculty/Student Group approvals

NO reimbursements will be made
 NO LOANS from other activities

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The Finish Line
Use sound business practices.
 Implement procedures immediately.
 Decisions on the implementation of
reconciliations to Business Office.
 Implementation of Quick Books.
 Decisions on the inclusion in monthly
board report.
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