Oklahoma City
Public Schools
Student Activity Fund
Update 07.2014
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AGENDA
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Staffing Updates
Deadline Reminders
Student Activity Fund Manual Update
Treasury and Banking Services
Internal Controls
Year-end/Start of Year Updates
Recurring Questions
Q&A
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STAFFING UPDATES
Reports and Questions on Student
Activity Funds can be sent to
ActivityFunds@okcps.org
Jennifer McAnulty
Facilitator Accounting
jmmcanulty@okcps.org
405.587.0189
Janet Cimbalo
Supervisor Accounting
jlcimbalo@okcps.org
405.587.0018
Lisa Rodgers
Facilitator Accounting
lnrodgers@okcps.org
405.587.0108
Sherrye Cravens
Director of Accounting
slcravens@okcps.org
405.587.0479
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DEADLINE
REMINDERS
• Monthly Reporting due the 10th of every month
• Annual Budgets due September 15
ALL reporting may be submitted electronically
as long as all signatures are present.
NO handwritten adjustments are permitted
on the Custodial Report.
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STUDENT ACTIVITY FUND
MANUAL UPDATES
Student Activity Fund Manual Board approved
July 21, 2014:
1. Student Activity Fund Policy (board
approved annually) which includes all
approved sub-accounts, program codes,
revenues and expenditures
2. Student Activity Fund Procedures (updated
as needed)
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STUDENT ACTIVITY FUND
UPDATES
BOARD POLICY D-10
• Each Principal is the activity fund custodian for
his/her building.
• Deposits are to occur daily
• Some duties may be delegated to a central
bookkeeper
• Pre-numbered receipts (obtain from Central
Office)
• Two signatures on all disbursements, one MUST
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be the Principal!
STUDENT ACTIVITY FUND
UPDATES cont…
REGULATION D-10 R1
• Disbursements from each fund must be made
ONLY for the specific purpose for which the fund
was created
• Checks cannot be written for “cash” or the bank
on which it is drawn
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STUDENT ACTIVITY FUND
UPDATES cont…
REGULATION D-10 R1
• Principal may NOT give, donate or loan money to
any group, organization or individual regardless
of circumstances or motive.
• No purchases shall be made in excess of funds on
hand within the sub-account
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STUDENT ACTIVITY FUND
UPDATES cont…
PRINCIPAL/CUSTODIAN
RESPONSIBILITIES
• Notify Mark Waldrip, Treasurer
(mawaldrip@okcps.org) of any
changes in staffing related to the
Bank Signature Cards
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Student Fundraiser
Activities:
Appropriate Program Codes must be used when
recording receipts for all fundraising activities.
Profit and Loss Required reporting (See manual
page 163):
Detail by Code Ledger (Treasury Module)
Profit/Loss reporting
New codes for fy2015:
Please see manual Page 34
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START of the Year Actions:
Receipt Books
Beginning Check #
Beginning Balances
• ROTC – Federal vs non-Federal
• Class of 2013 now in 801
• Dormant accounts submitted now in 801
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START of the Year Actions:
Transportation Billings:
• ONE PO per trip, Transportation is
requiring a copy of your PO
• Call Transportation early and reserve early
• Shared Trips with other Schools: notify
Transportation to bill sites separate
• Pay each trip immediately upon receipt
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DURING the Year Actions:
Submit payments to Central office for all
balances remaining in sub-accounts monthly
for any amounts in excess of $100:
#807 Day Care/Latchkey
#808 Preschool Tuition
#814 Lost Textbook Fees
#815 Lost Library Books
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DURING the Year Actions:
Checks: enter DAILY
• If over $200, need Goods Receipt Form attached
to your paperwork
Receipts: enter DAILY
• computer entries ONLY are not approved.
Purchase orders: enter DAILY
• do not wait for invoice to come in
Use Pre-Printed Numbers when entering into
WenGage for ALL documents!
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DURING the Year Actions:
State Tape Errors:
OCAS coding errors for your site will be provided monthly
by the last day of the following month.
For example, July errors will be provided by August 31
Use the following WenGage Transactions to research your
errors:
Expenditures:
Accounts Payable>Reports>Expenditure Analysis
Revenue:
Treasury>Reports>Revenue Analysis
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Year-End Actions:
Submit payments to Central office for all
balances remaining in sub-accounts by June
30th, sub account must be zero balance on June
30th:
#807 Day Care/Latchkey
#808 Preschool Tuition
#814 Lost Textbook Fees
#815 Lost Library Books
NO Refunds are issued from Central Office. 16
Year-End Actions:
• Provide first blank check # in your book or box.
• Provide reconciled June reports.
• Provide list of dormant/inactive sub-accounts to transfer to
801.
• Provide request for Receipt books to last for your new school
year.
• Renew your Sam’s Card (must be in the name of the school)
• Do NOT close valid PO’s
• Do NOT void valid outstanding checks
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DORMANT and INACTIVE
SUB-ACCOUNTS:
ANNUALLY: Please review your custodian report for inactive sub-accounts.
With your June reports, please submit a separate memo stating the following:
I certify that the following Student Activity Fund Sub-Accounts are inactive
since June 30, 2014. There are no outstanding invoices and there are no
active student activities. Please transfer the balance to sub-account 801 for
the benefit of all students effective July 1, 2015.
For Example:
Sub-Acct #
Description
985
Cheerleading
Amount
49.52
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Auditor update:
Sample Testing (reviewed through March, will
review April – June on October):
• Deposits made daily or at least weekly when
cash on hand is at least $100.00
• NO Casino, raffles, lottery activities.
• Expenditures are supported with invoice, nonkick back affidavit for purchases over $2,000. 19
Custodian Report
.
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FY2015 NEW CHANGES:
• Staff/Sponsor Receipts increased to $7
• Sales tax WILL BE REIMBURSED for
individual reimbursements ONLY. Vendors
cannot charge sales tax.
• Non-kickback affidavit NOT required
• Staff Hospitality sub-account will be
established
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FY2015 NEW CHANGES:
• Vendor #99996 Concession & Start Up Cash
• Vendor #99997 Student/Parent Refunds
• Vendor #99998 Sponsor/Teacher Trip Cash
• Vendor #99999 OKCPS Central Office Payments
(Transportation/Lost Textbook/Lost Library Book
and Latchkey)
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FY2015 NEW CHANGES:
• SMART SNACK REGULATIONS
• Effective July 1, 2014
• Concession sales of “food” during the school
day which is midnight until 30 minutes after the
school day must comply with Smart Snack
Regulations.
• Concession sales of raw food (Blue and Gold
Sausage or cookie dough) CAN BE SOLD
anytime.
• Please contact CNS for any questions on
qualifying products for resale.
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FY2015 NEW CHANGES:
SMART SNACK REGULATIONS Web Link
• http://rdp.healthiergeneration.org/calc/calculator/
• This site also allows you to print out the
approved list after you’ve entered the data
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Questions and Answers!
1. We have someone who wants to make a
donation, but they need a copy of the
District’s audit, where can this be found?
The most recent audit and budget can be
found on the District’s website:
www.okcps.org
Financial Services Dept. see the lower left
corner
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Questions and Answers!
2. A group wants to rent our
auditorium/gym, what do we do?
#1, Statutory Law clearly states that any
revenues from the lease or rental of property
or assets belonging to the School District
MUST be remitted to Central Office. AND
the activity must be pre-approved by the
Superintendent’s office (District Policy E-13)26
Questions and Answers!
3. Can we purchase stamps out of the
Student Activity Fund?
Yes, postage is an acceptable expenditure
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Questions and Answers!
4. One of our teachers applied for a grant
and was approved! Does this need to go to
Central Office or can it stay in the Activity
fund?
You MUST determine if this is a FEDERAL
OR STATE Grant. If you see a CFDA #, it’s
federal. If you are unsure, contact our Grant
Department and we will help you determine.28
Questions and Answers!
5. Is there anything I should always provide
when I e-mail my questions?
Always include your site name, your fund #
and your name and phone #. We are trying
to learn everyone’s names, but this helps us!
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Questions and Answers!
6. Can I give our school Sam’s card to a
volunteer to use to buy items he wants to
donate to the school?
NO, No and no. Sam’s cards are only for
School purchases with a School check.
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Questions and Answers!
7. Sam’s Club is not honoring the pricing I
pull from the website, what is going on?
Prices at Sam’s Club are constantly
changing. Please take your dated faxed copy
with you when you pick up your order, if it is
an overcharge request the Manager. If they
will not honor the pricing, please contact
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Marti Sturm-Sawyer in Purchasing.
Questions and Answers!
8. Our teachers have worked so hard, I’d
like to buy lunch for them the first of each
month, is that okay?
NO. Staff lunches and meals are NOT
approved. One start of school and one end of
school luncheon is allowable.
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Questions and Answers!
9.
I want to go down the street and buy
paper because they are having a sale today,
but I understand the District has a PRIME
vendor. Do I have to use them?
PRIME vendors are selected through a
Competitive Bidding process to ensure the
District’s fair selection process. You should
use our PRIME vendors.
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Questions and Answers!
10. What fund do I use to purchase awards
for students?
A school district may NOT use tax-generated
funds to purchase awards for student
activities, but may use an established student
activity fund.
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Questions and Answers!
11. I would like to use Student Activity Funds
to pay for some professional Development, is
that ok?
Before committing activity funds, please contact
the Title I office and/or Purchasing to determine
if any other sites in the District are using federal
funds for the SAME PD. If they are and you
use SAF funds, it will be supplanting WHICH
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IS VERY, VERY BAD.
Questions and Answers!
12. I need to order something from a
company, once I have my price quote what
do I do next?
Go to Accounts Payable and search for the
vendor name. IF IT COMES UP, then confirm
that the SSN_Taxid shows a 4 digit number
(2012, 2013, 2014 or next year 2015). That
means this is an approved vendor. You can now
prepare your Purchase Requisition, always
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include the vendor # by the vendor name.
Questions and Answers!
13. Can the sponsor for Senior Class 2014
spend leftover funds from the Class of 2013 subaccount?
After all payments related to the Class of 2013
have been paid, the remaining balance must be
transferred to 801 General Activities. Class of
20XX funds are left for one year after
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graduation to ensure all invoices are paid.
Questions and Answers!
14. How are receipts over $7 each handled
for fundraising in the classroom?
The individual teacher should be assigned a
receipt book. They will write receipts to the
students. Teachers then bring the collected
funds and related receipts to the secretary
who will write one receipt per teacher
referencing the receipts the teacher provides.38
Questions and Answers!
15. I need to remit money to Central Office to
pay for payroll costs for a ticket taker at a game.
Do I just pay the flat fee listed in the Athletic
Manual?
No. All payroll reimbursements must include
38% benefit costs. Any payments received that
are incomplete will be returned by Treasury in
full to the school site for correction and no
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payroll will process.
Questions and Answers!
16. My sponsor will not return the change
from their advance for their student trip,
what do I do?
IMMEDIATELY notify your principal to
assist you with collections. If the funds are
not returned, the Activity Fund Custodian
(Principal) could be liable for these missing
funds.
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Questions and Answers!
17. I don’t remember some of my
WenGage processes, I can’t reach anyone at
Central office, what do I do?
All training materials are now posted on the
District website, under Financial
Services>Activity Funds.
www.okcps.org
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Questions and Answers!
18. Who can be a signor on our bank
account?
Middle and High Schools – PRINCIPAL,
Principal Secretary, Financial Secretary
Elementary Schools – PRINCIPAL,
Principal Secretary
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Questions and Answers!
19. When we go on a fieldtrip, can the
students hold their own admission fees?
Students must turn in their admission fees
and receive a written receipt $7 or more or if
less than $7 then a teacher/sponsor receipt
list is used. A check is then written to the
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approved vendor.
Questions and Answers!
20. I need to purchase some technology, do
I need a TPR (Technology Purchase Request)
form?
Yes. It is located on the District’s website
under the IT department tab.
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Questions and Answers!
21. My school is going on a field trip and
sharing a bus with 2 other schools how do we
reserve this and pay it?
Transportation has requested that you let
them know this UPFRONT, each school
create a PR for their site’s costs, and
Transportation will send 3 separate invoices
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with separate trip numbers.
Questions and Answers!
22. We have received a donation to buy
school uniforms, Academy Sports is not an
approved vendor, who do we use?
#777 School Outfitters
#9352 JC Penney
#38 Walmart
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Questions and Answers!
23. Do we have to issue refunds on fundraiser
or fieldtrips?
Encourage your staff to already have an
inclement weather plan for their fieldtrips, such
as an inside game day with Pizza.
Otherwise, this is a site (Principal) decision
based on your students and families. Please be
consistent.
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Questions and Answers!
24.
My coach wants to spend student activity funds on
multiple clinics, what is approved and appropriate?
These are to be paid from subaccount 821 (Gate receipts,
Coke money, donations) only.
The Annual Oklahoma Coaches Association Clinic is
approved as it does include student health and safety
agenda items.
In addition, one other sport specific clinic per year, per
sport that is NOT extravagant may be approved, please e-48
mail Keith Sinor (krsinor@okcps.org) for his approval.
Questions and Answers!
25. How many Coaches are allowed to attend the
Annual Coaches Clinic and an approved
sport specific clinic per year?
All Head Coaches and Assistant Coaches on
staff are approved to attend the Annual Coaches
Clinic and one sport specific clinic per year
approved by the District Athletic Director Keith
Sinor.
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Questions and Answers!
26. How do we handle Gift Cards donated to our
schools?
Please discourage GIFT CARDS! These are just
like cash. If you do receive them, prepare a receipt
clearly notated as GIFT CARD (but DO NOT
ENTER INTO WENGAGE). Copy the front and
back of the gift card to attach to the receipt and
lock the gift card up.
Prepare your order and spend the full amount.
Attach the store receipt to the copy of the receipt
and gift card and file in your monthly reports.
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Questions and Answers!
27. If we do not have the funds to purchase
office equipment such as a printer to replace
ours that is not working well what are our
options?
You can check with Client Services in IT. They
may have used equipment that works, but is out
of warranty. But if the equipment quits they will
not be able to repair it.
You can contact Michael Willeford, Director of
Client Services at mcwilleford@okcps.org to 51
check for used equipment.
Questions and Answers!
28. Who should we send the School Financial
Monthly Reports to?
You can send them or any questions to
ActivityFunds@okcps.org
This will go to everyone in the Financial
Accounting department. So if anyone is out
of the office, then someone will see it
immediately.
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Q&A from the audience
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