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B. Funds derived from a school-wide activity should be expended for the benefit of the entire
student body. Funds derived from club activities should be expended for the benefit of the
students who earned it (i.e. club funds=club members, school wide activities=school, no one
group, faculty vending commission=faculty fund).
F. Immediately report any stolen funds to the Security Department and complete a Property Loss
and Damage Report (PDR 100) via FirstClass email desktop – District icon – District Forms.
Quick reporting increases recovery!
G. All checks received by the school should be STAMPED immediately with a restrictive, dual
deposit stamp, “for deposit only” endorsement, and reference the student’s ID number for
student service payments (i.e. field trips, lost books, etc.) on memo line. Checks received for
other purposes (i.e. fundraisers, donations) shall reference purpose of check on memo line
and “NS” (non-student).
The Principal should appoint a backup person at their site to handwrite receipts, checks &
prepare deposits in the event the secretary/bookkeeper is out ill or on leave.
Receipts can be handwritten using a student receipt book (in lieu of official
receipts) during the secretary/bookkeepers absence.
Checks can be handwritten. We suggest that the back up person follow the
format of a previously issued check from the computer system (which should be
located in the secretary/bookkeepers files).
Deposits should be prepared as often as armored car service picks up.
Secretary/Bookkeepers should train a back up person on how to perform the above steps.
In the event that an emergency situation occurs and a back up person has not been trained
to perform the above, contact the auditing help line @ 707-7393.
No Personal Checks
may be cashed here!!
Over $50.00
$50.00 and under
Over $50 per individual collections receipt in Student Receipt Book (Pg 4a)
Under $50 per individual collections receipt on Monies Collected Form (Pg 5)
2. All checks accepted should have the following information included on the check:
maker's name, current street address, telephone number. The memo line of check
should include, student's ID number for student services (i.e. field trips, lost books, etc)
or a brief explanation regarding purpose of check and “NS” (non-student) for other
purposes (i.e. fundraisers, donations).
3. Dates: The Student Receipts should indicate the dates the funds were
collected. All funds collected should be remitted in full (before expenses) to the
bookkeeper on a daily basis.
5. Prepare an Official Receipt (pg 6) from the Student Receipt book data:
Use your calculator to run a tape on the current receipts being remitted (this
amount should match actual funds counted above)
Post the data to your computer (see pg 40,#1), print your receipt, sign top
portion of the Official Receipt and give to remitter and staple the middle
portion of the Official Receipt to originating form (on the previous page so
you can see both the official receipt and the last student receipt covered on
the official receipt). Keep bottom portion of receipt to file with deposit
information.
8. The bookkeeper should maintain a log of signatures of faculty that have been
assigned a student receipt book – see page 4c. The Log should also indicate the date
the book was issued and returned.
HINT: each NEW student receipt book cover lists some important reminders for
faculty – ask new faculty to read that cover and sign it in your presence to help
increase compliance!! Also be sure all your club sponsors have been assigned
books so that they don’t collect funds without it!!
HINT: All student receipt books should be returned to the bookkeeper prior to the
winter holiday and summer. The bookkeeper should check each book to be sure
all monies collected have been receipted.
SB 47100
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STUDENT RECEIPT N 29232
SB 47100
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STUDENT RECEIPT N 29233
SB 47100
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STUDENT RECEIPT N 29234
SR N 29231 – 34
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2. All checks accepted should have the following information included on the check:
maker's name, current street address, telephone number. The memo line of check
should include, student's ID number for student services (i.e. field trips, lost books, etc)
or a brief explanation regarding purpose of check and “NS” (non-student) for other
purposes (i.e. fundraisers, donations).
3. Dates: The school personnel collecting the funds should write the dates the
funds were collected on the form. All funds collected should then be remitted in
tact (before expenses) to the bookkeeper on a daily basis. Review the MCF data
(refer to page 4a, #4 & 5 examples).
4. MCF distribution – both the bookkeeper and the sponsor get a copy of the MCF
stapled to the corresponding official receipt:
a. Bookkeeper - keeps the original, white MCF copy (which generally may not
be reused) stapled to the MIDDLE official receipt section.
b. Teacher – yellow copy of MCF, & TOP signed official receipt.
c. Bottom of the official receipt gets filed with deposit information.
6. Completed Monies Collected Forms (MCF) should be filed by Official Receipt date
in a yearly Monies Collected Form file.
A. Teacher should list amount and date collected from each individual in Columns (1) and (2).
B. Teacher should print "sub-total" in STUDENT column after each day's collections, and print
sub-total amount collected in Column (1) for the day.
C. Secretary/Bookkeeper will record total receipted and receipt # in Columns (3 & 4).
Distribution: White:Bookkeeper/Secretary
SB 35400 Revised 4/97 Yellow: Teacher/Sponsor
2. All checks accepted should have the following information included on the check:
maker's name, current street address, telephone number. The memo line of check
should include, student's ID number for student services (i.e. field trips, lost books,
etc) or a brief explanation regarding purpose of check and “NS” (non-student) for other
purposes (i.e. fundraisers, donations).
3. All items deposited get receipted, including checks you receive in the mail!
Faculty Vending commissions – Faculty account
Faculty/Student Vending commissions – Principal Discretion (should be placed in
an account to benefit those who generated the commissions)
Picture commissions – General Miscellaneous account
Bookfair Proceeds – Media account
Petty Check Reimbursements – Petty Check account(s)
PROCEDURE
1. Immediately upon receipt of funds, and in the presence of the person remitting
the money, the bookkeeper should count the money and present the original of
the prenumbered Official Receipt (page 6a). The top third section should be signed
and given to the person remitting the money. (Manual: The yellow copy of the Official
Receipt should remain in the Official Receipt Book.) See item D, page 7 for Alternate
Procedures for those who cannot wait for a receipt.
2. When Student Receipts and/or a Monies Collected Form accompany the collections,
total these forms to agree with the collections counted before issuing an Official
Receipt.
3. On the computer receipt, type all appropriate information, including vendor (who is
remitting funds) and note (what the funds are for). Reminder: Also note student
receipt numbers, MCF or check number (commission checks, donations, etc.)
on note line to reference type of document received with funds.
7. Immediately STAMP all checks with a restrictive dual deposit stamp, “for deposit only”
endorsement. This will help prevent improper depositing of checks, either accidentally
by the bank (it happens) or otherwise.
Part 3
stapled behind deposit slip and filed in deposit file
(Bottom)
Note that this is an alternate procedure for emergency purposes only. This should NOT
take the place of normal receipting procedures on a routine basis. Further note that a
receipt MUST always be given to document the exchange of monies.
2. The bookkeeper will prepare an official receipt for the amount indicated on the
envelope. The receipt should state “funds not yet counted”. The official receipt
number should be written on the Monies Collected Envelope. The white copy of the
receipt and one copy of the Report of Monies Collected Form is given to the teacher to
document the exchange.
3. The teacher should initial the Monies Collected Envelope to signify acceptance of an
Official Receipt for the amount indicated.
4. The bookkeeper will count and receipt the money in the envelope before the close of
the day and must do so in the presence of a third party for collections of more than
$200.
5. If there is a difference in the amount of money counted and the Report of Monies
Collected Form, it will be resolved with the teacher and the bookkeeper before the end
of the day. Should resolution not be possible, the matter must be turned over to the
Principal before the end of the day. The bookkeeper will issue a NEW official receipt
to document the difference in actual funds counted and cross-reference the original
receipt number (a lesser amount indicated by a NEGATIVE receipt amount).
6. All Monies Collected Envelopes should be turned in to the office at the close of the
school year for audit purposes.
2. For armored car service problems, contact the Purchasing Dept @ 272-4329 or via
email (document any service dates missed).
3. If armored car service is not available, and excessive funds are at the school, the
Principal may request that either the School Resource Officer or Security personnel
accompany the bookkeeper to transport funds to the bank. It is NOT recommended
that the bookkeeper transport funds to the bank alone.
B. PROCEDURE
1. Gather all the following in a quiet place during a quiet time ☺:
all cash, checks, money orders on hand
all official receipts (bottom portion) written since last deposit
a blank duplicate deposit slip, deposit bag (available from school warehouse-
small bags-Lawson order #1000259, large bags-Lawson order# 1000260)
computer screen (see pg 9a)
Log of Official Receipts form (see pg 9c)
Armored car service pickup log book (see pg 9b1)
2. Cash on hand - All monies must be receipted and deposited intact, in the order in
which they are received. When you prepare a deposit, clear your safe of all monies
collected since the last deposit. Be careful not to include monies, especially checks,
from one official receipt series deposit with another deposit.
4. Computer software - Select File, Transfers & Deposits, Record Bank Deposit. The
date on the deposit slip is the date to be entered into the computer. The calculated
deposit amount appears on screen. This amount should agree with the monies
counted. Input the Official Receipt series #’s (ie OR#10020-10025) in the description
section. Next, staple the duplicate copy of deposit slip (showing OR #’s covered in
deposit) to all EPES receipt stubs included with that deposit, along with deposit bag
(tear off) seal # and calculator tapes. For manual receipt writers – On bottom of last OR
used, write OR series #’s (ie 10020-10025), the current date and t deposit total.
5. If the computer calculated deposit does not equal the cash counted, go to
Output and run a Reconciliation Report for account 991 and compare your
receipts to each deposit to determine the cause of the difference.
8. Reference the Official Receipt numbers included in the deposit on the duplicate copy of
the deposit ticket (pg 9b). Most deposit tickets are prepared in duplicate. The original
accompanies the deposit and the duplicate copy should be filed in a monthly or yearly
folder at the school, stapled to all the related official receipt copies (pg 37 A#1).
9. Complete the Log of Official Receipts Deposited (page 9b/c) with the deposit
information. Be sure to list all voided receipts. Account for all Official Receipts since the
last entry on this log.
10. Complete the armored car service pickup log book (page 9d - books available from
armored car service). Be sure to list deposit type and bag number (for example: internal
accounts/food service/athletics/adult).
11. NSF Checks - Re-deposit of funds received from Accounting Department for an NSF
check:
a) Prepare a student receipt (from a SEPARATE student receipt book
maintained solely for NSF collections) to document receipt of funds. The note
section of student receipt should read, "NSF collections–Ck# (indicate SDHC
ck# received – See page 20 for more detail)
b) Prepare a separate deposit ticket when depositing funds. Indicate
"Re-deposit-SR#” (list student receipt number issued) on schools copy of
deposit slip.
c) NSF procedures are more fully outlined in Chapter IX of this Handbook.
C. VERIFIER
A person other than the bookkeeper should be designated by the Principal to verify
deposits as follows:
1. Verify that the beginning official receipt # referenced on the Log of Official Receipts is
the first official receipt following the last official receipt # referenced on the log for the
previous deposit.
2. Total the official receipts listed on the deposit slip and the Log of Official Receipts
Deposited and agree to the total on the deposit slip.
3. After verifying the totals, initial the Log of Official Receipts Deposited.
4. The last official receipt included in the deposit should be the last receipt written.
5. The Principal must also appoint a backup to handwrite checks, receipts & prepare
deposits in the event the secretary/bookkeeper is on leave.
6. Note that School Food Service deposits should be prepared, verified, and bagged by
your School Food Service personnel.
D. VAULT/SAFE
When you prepare a deposit, clear your safe of all monies collected since the last deposit. No
funds should ever be accepted without issuing an official receipt. No funds of any kind should be
placed in the safe to be receipted at a later date. Variations/exceptions:
1. PTA/Boosters – These funds should not be stored in the school vault UNLESS
officially receipted. A school check can then be issued to the PTA as needed. If
hardship requires that the PTA utilize school vault space, PTA funds must be placed
in a lockbox separated from school funds. Further, for the school’s protection, school
staff (especially the secretary/bookkeeper) should NOT have access to the key or
combination to that PTA lockbox.
2. Penny drives – coins may be taken directly to bank for counting.
3. Pictures/vendor fundraisers – most picture companies will handle collections.
2. All receipts entered should then total the screen total from choosing “File, Transfers & Deposits,
Record Bank Deposit”:
Input OR receipt
series: OR 3285 -
3288
Refer to page 8, item B #5-6 if amount on above screen does not match the amount of the deposit you are
posting, unless you have actual cash on hand that was receipted after the deposit was prepared and the
difference in the amount is the amount of that cash on hand.
CURRENCY 95 00
Date August 19 20 xx COIN 5 00
CHECKS AND OTHER ITEMS ARE RECEIVED FOR DEPOSIT SUBJECT TO THE PROVISIONS CHECKS 155 00
OF THE UNIFORM COMMERCIAL CODE OR ANY APPLICABLE COLLECTION AGREEMENT.
DEPOSITS MAY NOT BE AVAILABLE FOR IMMEDIATE WITHDRAWAL LIST SEPARATELY
-
BE SURE EACH ITEM IS
ENDORSED
OR 3285-3288
VOIDS - Voided receipts should be listed separately in the space provided below and
the person verifying this log should also verify that these official receipts are marked as
"VOID" and that all copies are still with the official receipt.
3295 DE
3297 DE
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
VOIDS - Voided receipts should be listed separately in the space provided below. The person
verifying this log should also verify that these official receipts are marked as "VOID" and that all copies
of the void receipt are maintained intact in the official receipt book.
Courier must be in
uniform and have ID
This section to be filled out by the shipper This section By DUNBAR ARMORED
NO. OF Dunbar Guard
RECEIPTED BY TIME DATE
CONSIGNEE DESCRIPTIONSEALED SHIPMENTS SAID TO CONTAIN SEALED to Spell out
{Full Signature Required} OF OF
(Bank) MIL THOUSANDS HUN TEN UNIT CENTS PACKAGES no of packages COUNT YOUR ITEMS BEFORE SIGNING! PICKUP PICKUP
Wachovia IA 5 2 2 6 .26 1
Wachovia SNS 6 4 2 .36 1
1. Personal items:
• Clothing for students or faculty members.
• Books, magazines, subscriptions, or personal memberships in professional
organizations (permissible memberships must be in the school name using
the school address).
• Articles for the personal use of School District employees or other persons
(ex. teacher incentives).
• Gifts in excess of $50 to individuals from class or club funds
• Any product having adverse effects upon the human body (tobacco
products, alcoholic beverages, etc.)
• Gifts, loans, credit or accommodation purchases for district employees or
others.
• Excessive tips (note: Budgetary funds will not reimburse any tips)
3. Equipment:
• Equipment, supplies, forms, maintenance, postage, etc. for curricular or
classroom use when budgeted School District funds are available.
• Small equipment, supplies, and service for rooms and areas not used
primarily for students, with the exception of facility rental income and
faculty trust fund (but see B.1 below).
4. Salaries and other compensations for School District personnel, including stipends and
supplements.
7. Advertising.
B. CONTROLLED DISBURSEMENTS
1. Equipment, computer hardware, furniture, appliances, etc. require the use of a Lawson
requisition.
2. Purchase of high dollar items require a written bid or quote (for more, see page 12a):
a. Bids are required for items costing more than or equal to $25,000.
b. Three written quotes are required for items costing between $8,000 and
$24,999.99.
c. Telephone quotes are required for items costing between $3,000 and $7,999.99.
3. All salaries paid to District employees must be processed through Payroll.
4. Professional/technical services such as consultants, lighting technician, DJ, etc. require
an approved Technical Services Agreement, Agreement for School Activity or be paid
via District requisition.
5. Gift cards should be copied and the copy signed by the recipient.
4. 2 signatures - All checks should be signed first by the secondary signer and then by the
Principal or administrator (only in emergency situations). After the checks are prepared,
organize the check requisitions, checks, invoices and Log of Checks Signed for
Payment. Present the packet first to the designated co-signer and then the Principal for
review and signature. The two check signers should sign the check after verifying that
the check, check requisition and the invoice agree as to the amount and payee.
5. Staple the check requisition, EPES bottom portion of check stub, and invoices together
and maintain in a monthly file in numerical sequence.
The original check and the adjusting check entry should then be cancelled via File,
Cancel Checks, dated the current date (total amount of cancel checks should be zero).
4. If a stop payment fee is charged, post an adjusting entry using instructions on page 18,
item B # 9.
5. To write off a check: Use the same instructions as 3 with the exception that the note
should read “write off” and reason for write off such as “over 6 months”. Written
principal approval is required for checks written off.
G. PAYMENTS FOR SERVICES - These procedures are general guidelines. Remember that
School Board employees may NOT generally be paid directly from internal accounts.
1. Corporation – best to pay via District requisition. If no requisition, then an Agreement for School
Activity or Technical Services Agreement should be filed (see pg 29).
2. School Board employee INDIVIDUAL Please call the Payroll Department with any questions.
a. JOB RELATED overtime - paid from internal accounts - processed by Personnel using an SB
90702 Overtime Form (Lawson #1000391)accompanied by an internal accounts check.
- paid from County Budget - payment is processed by Personnel using an SB 90700 Non-
Instructional Overtime Form (Lawson #1000390). No internal accounts check is needed.
d. NON JOB RELATED - use the SB 90711 NJR payroll form.
e. Sample forms in back of handbook, pages 43h–43j.
3. Non-School Board INDIVIDUAL – non-technical, non-curricular services may be paid from internal
accounts upon filing an Agreement for School Activity Form. Examples of such services include a
piano player, hiring a clown to appear at assembly, or hiring a DJ. Technical Services Agreement
is required for technical or curricular services (see pg 29).
4. Security - Non-Athletic, Non-School Board Employee - may be paid directly from internal
accounts, with the exception of Tampa Police Department (TPD) personnel. TPD personnel
complete vouchers and are paid by TPD.
5. Athletics - generally, payment is made through the Athletic Petty Check account.
a) Athletic Security - Officers are paid from Athletic Petty Check or from the District Office,
depending on the Agency (City vs. County).
b) Athletic custodian (School Board employee) - payment is processed by Personnel using
an SB 90700 Non-Instructional Overtime Form (Lawson #1000390). Athletic account
coding must be listed on the form as follows: site-101-7900-130-6100-08E. No internal
accounts check is needed.
c) Officials – may be paid through Athletic petty check, even if employees.
d) Ticket takers – paid through petty check UNLESS they are employees – then thru
payroll.
6. Student assistants – must be paid through Payroll - Students must first be processed for the T
payroll via a Personnel Transaction Form with project 400 specified in the account coding. Then to
actually pay the students, send a completed "Remittance Advice for Student Clerks", (page 43g)
accompanied by an internal accounts check to the Budget Office.
7. Reminder: Form 1099 Information (see page 12f) would need to be filed with the Purchasing
Department for items G-3, 4, 5a and 5c above. G1 and 3 must register with the district as a vendor.
Go to http://www.vendorbid.net/hillsborough/ to register. The school needs to complete the Request
new vendor form.
H. Checks – when ordering your preprinted checks, include your site number as well as your
site name, have the checks pre-numbered, and allow spaces for two check signers.
School Bookkeeping Handbook (revised 03/08) Page 12
BIDS FOR ITEMS PAID FROM INTERNAL ACCOUNTS
Purchasing Department
Contact: 272-4327
The grid below serves only as a general guideline for the bidding process.
Please refer to Business News > Procurement > Procurement Guidelines for specific directions
relating to School Pictures, Memory Books, Yearbooks, Graduation Accessories, etc...
**The Purchasing Department reserves the right to verify, re-quote the items, or require written quotes.
Signature of Class/Club
sponsor (if applicable): Susan Teacher
Check number issued: 1198
Instructions: For checks from classes, clubs or other accounts with faculty sponsors, this check requisition form must
be completed and filed with the original, itemized invoice or other supporting check documentation stapled to it. For
checks from other accounts, either this form OR the computerized check stub must be filed with the supporting
documentation.
Lawson #1000315 (Rev. 2/99) Distribution: White: Bookkeeper/Secretary Yellow: Teacher/Sponsor (if applicable)
To be completed by the Principal every time checks are signed and maintained for audit in
the monthly file of invoices associated with these checks. The Principal should verify that
voided checks are VOID and the signature space is torn off.
The checks returned by the bank as paid for the month indicated are accounted for on the
Log of Checks Signed for Payment.
Penelope Principal
Principal's Signature
Month/Year:
To be completed by the secretary/bookkeeper: To be completed by the check signers:
Administrator's Co-Signer's
Check Numbers Date Initials Initials
Check No. thru
To be completed by the Administrator every time checks are signed. Maintain a log for each month checks are
issued. All logs should be maintained for audit in the monthly file of invoices associated with these checks.
The Administrator should verify that all checks are accounted for sequentially. Voided checks should be
Inspected to ensure they are marked VOID with the signature space torn off.
PART I - the actual check and vendor stub below are given to the vendor
$550.00
Five hundred fifty Dollars & 00/100 ************************************************************ Dollars
PART III - School maintains this stub - file numerically by month - can use as a check requisition
1. Posting should be current. Receipts and checks should be printed automatically when
posted.
2. Posting should include all official receipts, checks, transfers, and adjustments.
3. All pertinent information should be filled in on the computer screen. The vendor line
should always contain detailed information on "who" gave you the funds or “who” the
check is to and the explanation line should contain detailed information on "what" the
receipt/expense was for. This will aid you if future research is necessary.
4. When posting amounts, do NOT use a dollar sign or comma. Do use a decimal point to
enter cents.
5. Official receipts and checks should be posted ACCURATELY to the proper account
number. See page 13 for account number guidelines.
6. VOIDED Official Receipts and checks with zero amounts should be posted to the
General Miscellaneous account number 6800 with a zero amount. All Official Receipt
numbers and check numbers must be posted to the ledger. Any official receipt/check
corrections with a value must be posted as an adjusting entry using quick reference tips
found on page 41a # 7.
8. Bank or School Board (SBA) interest should be posted as a receipt to the Gen Misc
or investment account & 994 (investment G/L acct). No Official Receipt is needed.
Reminder: both increasing and decreasing the SBA investment account requires a
transfer from or to the 992 checking account and the 99x SBA account. See pg 41#8.
9. Internal transfers are used when monies are transferred from one activity account to
the other and no actual cash leaves the school. For example, the transfer of funds from
General Miscellaneous to travel or hospitality requires a transfer form.
b) Internal transfers should be numbered each year beginning with number one.
Transfer $
Amount:
From:
Account Number Account Name
To:
Account Number Account Name
Explanation:
Signatures:
Principal Teacher/Sponsor (if applicable)
Posting:
IT # Date of Transfer
Directions: A. This form is required to document the transfer of funds from one internal account to another. Number all
transfer forms consecutively, beginning with number 1, and post this number as the "Document #."
B. All transfer forms must be signed by the Principal. Transfers from class/club funds (3xxx accounts) or
sponsored accounts (bookstore) also require the sponsor signature. Transfers to cover deficit balances
also require written Area Director approval.
C. Post this information to your school software: Click File - Transfers & Deposits - Activity Account Transfer
Transfer $
Amount:
From:
Account Number Account Name
To:
Account Number Account Name
Explanation:
Signatures:
Principal Teacher/Sponsor (if applicable)
Posting:
IT # Date of Transfer
Directions: A. This form is required to document the transfer of funds from one internal account to another. Number all
transfer forms consecutively, beginning with number 1, and post this number as the "Document #."
B. All transfer forms must be signed by the Principal. Transfers from class/club funds (3xxx accounts) or
sponsored accounts (bookstore) also require the sponsor signature. Transfers to cover deficit balances
also require written Area Director approval.
C. Post this information to your school software: Click File - Transfers & Deposits - Activity Account Transfer
1. Use ACCOUNTS 6999 for internal change funds AND 8999 for Board change
funds.
1. SBA (State Board of Administrations) investment accounts, use general ledger account
994 – See Bookkeeping Handbook page 41, item #8 for instructions on posting these
transactions to your EPES Internal Accounts software.
2. When posting interest, change the normal 991 receipt account box to read 994
investment (select file, receipts, receipts, then click on the drop down list button and
choose 994). Post to account 6800 for Gen Misc **Note: Posting interest to
account 991 is the most common reason for deposit balance errors **.
A. Bank statements must be reconciled as soon as they are received. RESEARCH and POST all
reconciling items before the monthly reports are run.
1. After the Bank Statement arrives, use the computer program to:
a. Cancel checks that have cleared the bank – File > Cancel Checks. Use the bank
statement ending date as the cancel date. You may use your mouse and double-click
on the check to cancel OR select the check using your up/down arrow key and
pressing the enter key. If you select a check to be cancelled in error, press the enter
key while that check is highlighted by the blue bar. As you cancel each check, verify
that the check amount per bank equals the check amount per EPES – put check marks
on your bank statement to leave an audit trail. The “checks cancelled” amount on
your screen should equal the debits on your bank statement, less the NSF
amount.
Press OK when finished. Use this check total formula before leaving the Cancel
Checks screen. Any adjustments after this will have to be made in the Checks Paid
file.
b. Then use your Log of Official Receipts Deposited to trace all deposits to the bank
statement with a check mark (this step works best if you also record Athletic deposits
on your Log). You may have deposits in transit from the previous month – these
should be the first deposits listed on the bank statement. You may also have
deposits in transit at the end of the month – indicate these on your bank statement,
as you will need this amount later.
c. Post total amount of NSF activity recorded on the bank statement as “Deposited item
returned” per instructions on Pg. 20, #B1. Place a check mark on the bank statement
to verify posting.
e. When you are done, review the bank statement to be sure each item has been
checked. See section B below to post any unchecked items.
2. Using your software, at the Main menu, Click Output > Click Bank Reconciliation, and input:
a. the beginning date shown on the statement you are trying to reconcile for “Beg.
Statement Date”.
b. the ending date shown on the bank statement for “End. Statement Date”.
c. the ending bank statement balance for “Ending balance from bank statement."
d. for the "Total of deposits not on bank statement," input the amount determined in step
1b above (which are any deposits posted for the current bank statement month which
did not clear the bank).
3. You know your Bank Reconciliation Report is in balance when (see sample on page 16a):
a. Both “Cash Balance as of xx/xx/xxxx” lines equal each other and your 992 checking
account balance.
b. On the "Bank Reconciliation Report" under summary of asset accounts, both the ending
balance for the cash on hand account 991 and the transfer column asset total equal zero.
c. Asset totals agree to both grand total lines on the “General Ledger Report".
d. See page 19 for other monthly reports/activities. If the bank statement does not balance,
see Section B on pages 17-18 for guidance.
4. Print reconciliation reports for all class/club sponsors for the month (Output > Reconciliation
Report). Reconciliation reports for your ledger book may be printed in June (or upon auditor
request) for the entire year.
Step A2: At the EPESW main menu screen, from the tool bar chose Output, Bank Reconciliation:
Be sure to input
ENDING bank
balance!
Step A3: Review the printed Bank Reconciliation to verify that you balance
(a) item a
(a) item a
(d)
(a) item a
(b)
(c)
(a) All three numbers should agree.
(b)= these totals should agree to the Ledger Report grand total lines.
(c) = these balances should be zero. If not, check your nsf’s and transfers.
(d)= this balances should be zero. If not, did you make a month end deposit transfer?
=
1. Cancelled Checks:
To verify your cancelled checks after you have cancelled them,
Click Output > Sequential Lists > List of Checks > Click By Check #.
Click on “Cancelled” in the upper left box
Click “Is Between” in the middle upper box
Tab to the “Compare To” box-type 07/01/20xx,07/31/20xx (use bank stmt beginning
&ending dates)
Click on “Accept Condition” button, then click on “Preview” button at bottom of query.
You will click “Zoom In” to view the report, then click “OK” to get back to the query screen
Click “Print” if you need to print the report or “Done” if you want to close out of the report
Any adjustments necessary should be made under Checks Paid using instructions on page 41a
# 7.
2. Outstanding Checks:
To verify your outstanding checks after you have cancelled checks for the month you are
reconciling,
Click Output>Outstanding Checks and enter the ending date of your bank statement in the “Print
Outstanding Checks as of:” box, Click on “Print to Printer”, then Click the “OK” button. This will
allow you to view the Outstanding Checks which have not cleared your bank.
3. Deposits in Transit:
Check each deposit against the bank statement to determine deposits in transit. Make sure that
the ending balance for the cash on hand account (991) is zero (if not, make sure all bank
deposits have been posted as a negative transfer to this account).
Hint: Match your regular deposits to your Log of Official Receipts Deposited. Compare
athletic deposits to deposit slips received from the Athletic BM. The Deposit in Transit
amount is the amount of the deposits posted in your working month that didn’t actually
reach the bank during the month.
5. Checks on which you issued a Stop Payment, see instructions on page 12 item E # 3.
8. Interest Earnings:
Enter as a 994 (SBA Investment), 993 (Savings) or 992 (Checking) Receipt, depending on the
type of interest. Use Receipt #1, vendor code will be SDHC or Bank name. Use account 6800
for General Miscellaneous, Payment type will be E (electronic transfer).
Other Banks:
• Non-interest bearing accounts should not be charged for NSF fees. NSF fees should
be charged to the district. However, these accounts will be charged for check and
deposit slip printing charges.
• Interest bearing accounts should be charged all fees. They also receive interest.
School Bookkeeping Handbook (revised 03/08) Page 18
VIII. MONTHLY REPORTS
1. Reconcile your bank statement monthly – see page 16. Maintain at your school:
Original General Ledger Report (let the computer default on account number
and Financial Report option. Make the appropriate changes for dates and
summarize on digit “3”.)
Original Bank Reconciliation Report
Original Bank Statement
List of Outstanding Checks
2. A signed copy of the above items should be sent to the Auditing Department – Rt. 5
at Area 5, by the 20th of each month.
f) any Outstanding checks written by the school that are over six months old should be
reviewed for either write-off and re-issue or just write-off. To write-off an old check,
copy your List of Outstanding Checks Report, highlighting the checks to be written
off including a brief explanation. The Principal should then sign this as your
approval to write off the old checks. Then, post the write-off to your software under
Checks Paid, Add:
check number (SAME number as original check written)
use the same vendor (vendor same as original check)
the original account number
note should read “write-off” and reason for write off (lost in mail, etc.)
the NEGATIVE dollar amount of the original check
Be sure to cancel the old, original check entry and the new adjusting check
entry (or you won’t balance at month end!)
File write off documents with the monthly check folder
5. Distribute an account reconciliation report to all sponsors - class, club, media, bookstore,
sunshine or Adult accounts.
6. Account Reconciliation Reports for general ledger accounts 1xxx through 9xxx (NOT the 3 digit
9xx cash accounts) should be filed in a three ring binder by account number, NOT by month (i.e,
all 12 months of an account should be run together). Ledgers should also be bound by school
year. HINT: you may choose not to run all your account ledgers until the end of the
school year. Please keep ledgers available until your annual audit. Thereafter, records may be
stored, but must be maintained for three prior school years PLUS the current year.
7. Be sure you are using your EPES software backup diskettes every day! Have a Monday,
Wednesday, Friday diskette and a second Tuesday, Thursday diskette. Use Utilities,
Backup/Restore, Backup all Files and backup your data to diskette.
School Bookkeeping Handbook (revised 03/08) Page 19
IX. NON-SUFFICIENT FUNDS (NSF) CHECKS
1. Checks returned for non-sufficient funds (NSF) will automatically be routed to CheckCare
Systems (collection agency).
a) The maker of the check will not have an opportunity to pay the school/site after the
check has been forwarded to CheckCare Systems.
b) If the maker attempts to pay the school/site, a CFL0002 form (“Cannot Accept
Payment”) should be given to the maker which gives the maker instructions to contact
CheckCare Systems (collection agency) to resolve the situation.
2. NSF Lists - two NSF lists are available via Lawson to the school/sites:
a. NSF Master List – A list of ALL current (non-reimbursed) non-sufficient fund checks
b. Cash or Money Order List (CMO) List – List of individuals/companies who have two or more
uncollected non-sufficient fund checks, and from whom sites should NOT accept any
further checks.
3. If a check maker is on the CMO List and writes a check, the funds will not be guaranteed
by CheckCare, therefore the check should not be accepted, but returned to the maker by
the school/site with a CFL0003 form (“ Cash/Money Order Only”) instructing the maker to
contact CheckCare Systems to resolve the situation.
a) If a check maker on the CMO List had already been issued a student receipt and/or
listed on a monies collected form, in error, and the error is caught prior to funds being
officially receipted, document as follows:
1) Write “VOID” across the front of the makers check (in the event that the check
may be lost and/or stolen)
2) Make a copy of the check to be returned to the maker
3) Official receipt - Record on first line of official receipt the actual amount of funds
collected and verified (per student receipt book and/or monies collected form),
including check amount to be returned to maker
4) Mark on the yellow student receipt and/or MCF, “VOID” (in bright ink) next to
the individuals name
5) Keep the copy of the check returned to the maker with the deposit copy of the
official receipt
6) Return voided check to maker with CFL0003 form
a) Prepare a student receipt (from a SEPARATE student receipt book maintained solely
for NSF collections) to document receipt of funds. The note section of student receipt
should read, "NSF collections–Ck# (indicate SDHC ck# received). Do not officially
Receipt – Follow instructions b-c below.
b) Prepare a separate deposit ticket when depositing funds. Indicate "Re-deposit-SR# (list
student receipt number issued") on schools copy of deposit slip.
c) Do not receipt or post the student receipt to your software ledger. Instead, post the
redeposit as a transfer as follows:
3) NSF Write-offs - The Accounting Department will periodically send a notice indicating the site
must “write-off” certain uncollectible NSF checks. Only AFTER receiving the notice from the
Accounting Department, clear your software records of the NSF item(s) per below instructions.
Maintain the write off notice in the applicable monthly folder.
2. This money should be deposited into an 8000 School Board Trust account.
B. GENERAL PROCEDURES
1. It is recommended that a petty check account be maintained rather than petty cash or a
combination of petty check and petty cash.
3. The Principal may require those who wish to expend funds from the petty check account
to first complete a Request for Services, Equipment or Supplies Form SB 35900 (form
page 43a).
6. Hint for postage stamps – please process through Lawson - refer to your Lawson
handbook. This will save time requesting reimbursement from petty check.
7. The Petty Check account should be balanced monthly. The sum of the following should
equal the total Petty Check Fund: the total Petty Check account balance, plus
reimbursements requested and pending, plus expenditures for which reimbursement
has not yet been requested, plus Petty Cash and Petty Cash Vouchers not yet
reimbursed.
2. Cash a check drawn on the Petty Check Account payable to the Petty Cash Custodian.
3. The Petty Cash Custodian must maintain the Petty Cash in a secure, locked area when
not in use.
4. Requests for reimbursement from Petty Cash must be made from itemized receipts
which are signed by the person who made the purchase. Prepare a Petty Cash
Voucher SB Form 36200 (warehouse-Lawson #1000317) for each cash reimbursement
made from Petty Cash. These vouchers must be signed by the person who received
reimbursement.
6. Copy the check requisition and the receipts and invoices documenting the
reimbursements. Remember to file these in numerical sequential order with all other
check requisitions.
7. The procedure for requesting reimbursement from Accounts Payable remains the same
as Section B, items 1 through 7 above. Remember to send the original receipts and
invoices to Accounts Payable.
Any questions regarding School Board purchase requisitions may be addressed to the
Purchasing Department at 272-4331.
School: Date:
Itemize:
5. CORRECTIONS
Itemize:
(Total Corrections)
I am responsible for the petty check fund dollar amount indicated above. I have performed this reconciliation of the
petty check account and verify its accuracy.
Secretary/Bookkeeper:
School Bookkeeping Handbook (revised 03/08) Page 22a
B. GENERAL MISCELLANEOUS (Gen Misc) ACCOUNT
A. REVENUE - Generally, funds collected should be expended to benefit those pupils currently
in school for whom the monies were accumulated (Policies & Procedures F-1.7). Examples
of revenue to post to this account include the following:
1. All interest, including that from School Board Investment, saving accounts, CD's,
money market accounts, and NOW accounts.
2. Donated monies for which no specific use is designated
3. Pay telephone revenue
4. Profits from picture sales, school store sales, school-wide fundraisers, and
designated PE or non-faculty vending machine accounts may be transferred into
General Miscellaneous
5. NSF checks should be written off from the account to which the receipt was
originally posted. However, when this is not feasible (i.e., fundraising account which
has been closed), post to General Miscellaneous account as a NEGATIVE
AMOUNT in receipt column.
B. EXPENDITURES - Generally, expenditures from Gen Misc should be for the benefit of all the
students at the school. Examples include:
5. Purchases for classroom, postage and custodial supplies - only after budgeted
funds are depleted.
6. Purchases related to student school-wide incentives.
7. Teacher incentives are normally prohibited from Gen Misc. However, a waiver
request may be approved in writing by your General Area Director, or you may
include the waiver (be specific) on your Gen Misc Budget.
2. The Gen Misc Budget may be amended as needed throughout the school year.
3. The prior year ending Gen Misc account balance (as of June 30) plus anticipated
revenue from current year fundraising projects, etc. (based on past experience),
equals total anticipated income.
4. Proposed expenditures are those which the budget committee has agreed upon,
within the guidelines of the School Activity Fund policies, include waivers if any – be
detailed and have separate line items for teacher and student incentives.
5. The Gen Misc Budget and any amendments must be approved by the budget
committee and the Principal. A copy of the Gen Misc Budget must be sent to
the Area Director for approval, returned to the school, and kept on file.
__________________________
SCHOOL YEAR
SCHOOL NAME_________________________________________
ANTICIPATED INCOME:
________________________________________
PROPOSED EXPENDITURES:
________________________________________ ________________ ________________ ________________
SB 22300
A computer download version of this form is available in Ideas Business News>Forms and Contacts.
98-99
SCHOOL YEAR
need signatures!!
ANTICIPATED INCOME:
FUNDRAISING PROJECTS:
PROPOSED EXPENDITURES:
Institutional Dues $ 200
Equipment $ 4,000 use po!!
Travel $ 2,000 25% OR 30%
Teacher Incentive- food & T-Shirts
for Teacher of the Month $ 1,000 WAIVER!!
SB 22300
School Bookkeeping Handbook (revised 03/08) Page 23b
C. DONATIONS
A. Specific purpose - monetary donations with donor-specified purpose should be maintained
in a separate 4000 series trust account number and expended for that specific purpose only.
The account name should reflect the trust purpose. Donated funds may not be transferred
to other accounts. For balances remaining after the donation purpose is achieved: nominal
balances may be transferred to the General Miscellaneous Account; significant balances
require the donor’s written instructions for disposition (when feasible).
B. General purpose – monetary donations with no designated purpose may be receipted into
the General Miscellaneous Account or a general donation 4xxx account number and
expended for the benefit of the school’s students or faculty at the Principal’s discretion.
C. Property donations – upon receipt, notify the Property Control Department via email (Bulletin
Boards, District Forms, Fixed Asset Acquisition-Form 120). Property Control should also be
notified regarding the transfer or disposition of donated property – schools generally may not
sell or dispose of property (see School Board Policies 7.09 - 7.11).
D. All donations are subject to the rules and regulations governing internal accounts,
including travel form and equipment requisition guidelines. The donor’s purpose and
the donation’s relevance to the school’s goals should be considered when accepting and
using donations.
E. Donations valued at greater than $250 require both an official receipt AND a written
acknowledgement on school letterhead indicating amount, description, and a disclaimer that
the “donor did NOT receive any goods or services in exchange for the donation”.
D. PRINCIPAL'S HOSPITALITY -
A. Principal's Hospitality may not exceed $850 for Elementary, $1,000 for Middle and
$1,150 for Senior/Technical Schools per year. Profits from the following sources may be
used:
• General Miscellaneous / Bookstore / Parking permits / Work orders
• Vending Machines (non-Faculty)
• Rental of School Facilities (not 8xxx Extended Day Care)
• Printing fees from outside sources (ex. PTA - copier)
B. This fund is for promotion, public relations and hospitality for business guests ON
SCHOOL GROUNDS. Faculty should only be incidental to a hospitality event, ie, Open
House or SIT meetings. Written Area Director approval is required for off-site hospitality.
C. Check requisitions for this account should be specific in identifying who and what. Any
catering done by your school cafeteria must have a prenumbered campus catering form
invoice as backup (provided by your SNS Manager).
D. The account balance may not be carried forward from year to year; rather, each year the
account may only be restored to its maximum of $850, $1,000, or $1,150 as applicable.
E. In addition to the hospitality limit, each school may purchase up to 9 banquet tickets, of any
combination, approved by the Principal.
B. A School Store Inventory Form SB 22400 (p 24b) should be completed when the school
opens in August, January, and in June at the close of school. Inventories should also be
taken if there is a change in personnel involved with the bookstore.
C. The School Store Financial Statement Form SB 22500 (page 24c) should be completed in
January, June and for change in personnel. Upon completion of the financial statement, the
profit earned may be transferred to the General Miscellaneous account for expenditure in
accordance with the approved budget for General Miscellaneous.
D. All bills for the bookstore should be paid from this account, which can create a negative
account balance if the bills are paid before the sales proceeds are collected - this is
acceptable for these types of sales activities. Ultimately, by mid-year and year end, the
account should show a positive balance.
E. Sales tax should be paid to the vendor on all purchases made for resale items.
F. PE Uniforms – PE uniforms may be sold as part of the school bookstore or accounted for in
a separate 6xxx account. PE uniform sales require that sales tax be paid to the vendor. PE
uniform sales are considered a normal school activity and do not need an ASA unless a
contract is signed with the supplying vendor. However, a bid/quote is needed if the amount
purchased exceeds $3,000. See bid/quote rules on page 12a.
a. Profit - The PE uniform profit can be transferred periodically to a 3xxx athletic club
account to be spent in accord with an approved club budget. The profit is
determined via the inventory forms discussed above.
b. Receipts - advance (pre-sales) of PE uniforms are recommended and should be
documented individually via a student receipt so that the receipt copy may be used
to exchange for the uniforms when they arrive (as proof of purchase
documentation). Sales where the uniform is exchanged simultaneously for cash
may be documented daily in a lump sum on a student receipt. The inventory forms
will periodically provide an assessment of PE uniform profitability.
G. T-shirt sales – all t-shirt sales require that sales tax be paid to the vendor. See F-b above
for issuing student receipts for presales. T shirt sales may be handled as described below:
School: Date:
A. Total Receipts of Bookstore (acct for all receipts. all money turned in?)
DO NOT include beginning balance of bookstore account.
DO include appropriate transfers IN/OUT.
B. Two plans are available for the collection of lock rental fees, as follows:
Plan A: Locker rental fees are $4, $2 of which will be refunded when the lock is
returned. The refunds should be handled as follows:
At school end: A check should be made payable to the Assistant Principal in
charge of locker collections. Students who return their lock should sign on a Monies
Collected Form to indicate receipt of the $2 refund. Leftover monies should be
returned to the Bookkeeper/Secretary for receipt back into the Lock account.
Monies refunded per the MCF plus the funds subsequently receipted should equal
the original check issued to the AP.
During the year: The AP in charge of locker collections should be issued an
incidental petty cash fund. The AP can refund students returning locks and
complete a petty cash voucher. The AP can then submit the vouchers to the
Bookkeeper for reimbursement of the petty cash fund.
Plan B: With written General Area Director approval, the school may charge a flat fee
of $2, with no refund when the lock is returned. If the lock is not returned, an additional
$2 will be charged to replace the lock.
C. Faculty members responsible for collecting lock fees must use either MCF, student
receipt books, or other rosters to document collections and retained for audit.
Collections must be remitted timely and in full to the bookkeeper.
D. The fee collected should be used to maintain lockers and locks. Monies in the Lock
accounts may be transferred to other accounts ONLY with written permission from the
General Area Director.
E. Sales tax should be paid on the $2 rental portion, excluding refunds. For more information
on tax, see page 26.
B. There should be limited access to the keys where the stock is stored except for people
responsible for the stock.
C. Someone other than the bookkeeper should collect the money and restock the machine.
D. The person collecting the money should count and turn the money in to the bookkeeper and
wait for a receipt.
E. The bookkeeper should prepare the Vending Machine Reconciliation Form (page 25a) in
January, May and August.
1) Enter the storeroom beginning balance (same as ending balance - previous reconciliation).
2) Add the number of items purchased since the last reconciliation (referenced by the invoice).
3) Subtract the number of items remaining in stock at the time the reconciliation is prepared.
4) Beginning stock plus purchases less ending stock equals cans sold. Cans sold multiplied by
machine sale price equals what should have been collected.
F. Any considerable differences between receipts and what should have been collected should
be resolved as soon as possible (recounting stock on hand, rechecking figures on the
reconciliation form, verifying inventory security). Should these differences recur, contact the
District Auditing Office at 707-7393.
School:
Date:
Machine Location:
H. <Over>/Under Receipted
("F" minus "G")
I. Percentage (H divided by F)
Completed By Date
Principal Date
Instructions: Complete each January, May (school end) and August (school begin) for
all self-service vending machines.
4. Reimbursements to school personnel – when school personnel use their personal funds to
purchase items, they should ALWAYS pay sales tax. You may then reimburse them the full
amount, including sales tax.
5. Receipts - all receipts issued must separately state any sales tax included. For
example, receipts for band instrument rentals or Adult textbook sales should indicate
fee and sales tax portion separately on note line. See the Principal’s Packet for student
supply fees (section L).
6. When purchasing taxable items, whenever possible, pay sales tax directly to the
vendor instead of collecting/remitting the sales tax yourself. For example, candy or
PE uniforms for resale, or bookstore items.
7. Sales Tax Payment Calculation – save your calculations as backup for your check!!
a. transfers - Run account ledgers for the accounts that you need to transfer sales
tax from, like band, lockers, parking, calculator rentals, etc . Calculate tax based on
the example below. Keep these ledger pages and notes as backup for your check.
Example:
Locker rental collections $1,000.00
Less refunds issued 200.00
Taxable collections $ 800.00
Divide by 1.07 747.67
Difference $ 52.33
b. split-post - Next, add the amount that has been split-posted directly into the sales
tax account. Common split-posted items include facility rental fees, adult textbook
sales and work order payments. When you split-post these items, it would be
helpful to post the account source on the explanation line.
The District will file one electronic return and payment for all sites on a monthly basis.
B. All class/club activities must be approved by the Principal. The Principal, sponsor, and the
class/club officer should approve all expenditures. Expenditures from class/club accounts
should benefit the students that participated in the generation of the revenue. See the
Principal’s Packet for current student supply fees like band rentals, lockers etc. (section L).
C. No Class or Club account should be overdrawn at the end of the school year.
D. Any funds remaining in a club which has become inactive should be closed out to the
General Miscellaneous account, or appropriate corresponding account. For graduating
classes, traditionally the funds revert to the upcoming class. However, with sponsor
permission, remaining funds can be transferred to the General Miscellaneous.
F. The Sponsor of each class or club is responsible for adequate financial records, including:
Form Handbook
Organization Budget Form SB 22300 23a-b
Check Requisitions (approved) 12c
Agreement for School Activity SB 22800 28b-c
Activity Accounting Reports 28d-g
b) maintaining and returning the Student Receipt books issued to their class or club
B. The Chairperson for the account should approve all expenditures by signing the check
requisition as sponsor. Expenditures from this account should benefit the faculty that
participated in the generation of the revenue.
A. FUNDRAISING ACTIVITIES
1. Planning
a. Approval - All fundraising activities should have the prior approval of its sponsor and
the Principal (Board Procedure 7.21).
b. Presales – BEST practice to ensure profit! Customers pre-order & pre-PAY $ before
product shipment. Use receipts.
c. Receipts – for presales and pre-numbered tickets to account for admission fees.
d. Ordering – if not a presale, carefully determine how much to order to avoid leftovers!
Arrange in writing for a FULL refund for unsold goods. Use prior sales as gauges.
e. Inventory Control – count all shipments, store in a secure area, consider food needs
(no heat for chocolate!)
f. Student debt - distribute small amounts to each student at one time, to be replenished
upon return of proceeds. Determine which students should participate in future
fundraisers. A debt list should be maintained until all outstanding debts are cleared.
g. Planned expenses – consider the impact of giveaways on pricing – incentives to top
sellers and needy children, etc
3. Prohibitions: Raffle sales to minors, door-to-door sales, and charging admission during
school hours are prohibited. Magazine sales are restricted to middle schools only. No
food or drink sold in competition with the Food Service program until one hour after the
last lunch period at secondary schools, and until the end of the day at elementary sites.
Follow conflict of interest rules (ie, employees of the School District or their
immediate families may not also be the vendor unless Board approved – Board
Procedure 7.14).
c. Forms that indicate activities that are deemed unusual or require a waiver
will be forwarded to the appropriate Area Director for approval.
5. Form 2: Activity Accounting Report (AAR p. 28d-g) – To report fundraiser results to the
Principal, completed by the sponsor immediately AFTER fundraiser. Use a Property
Loss & Damage Report Form (PDR100) to report any items and/or funds lost or stolen.
Property Loss & Damage Report forms (PDR100) is available via Ideas Email under
District Forms.
6. Sales tax is required on most fundraising merchandise. Best bet: pay tax to the vendor,
or you will be required to remit the tax to the Budget Office monthly.
7. Each school-wide fundraiser should be accounted for in a separate account set up for
that purpose. Only receipts and expenditures of the fundraising activity should be
recorded in this account.
The following guidelines are provided for use in completing the Agreement for School Activity:
Vendor Signature
The vendor should sign the ASA form. Some activities requiring an ASA form do not involve a vendor.
If no vendor is involved, no vendor signature is required. Some activities involve a vendor, but a
vendor signature is NOT required, as follows:
a. If you include a copy of a contract, which has the vendor signature, then the vendor does
NOT need to also sign the ASA form.
b. If the school conducts a charitable drive (such as Red Cross), a vendor signature for the
charity (Red Cross) is not needed.
c. A vendor signature is not required when the school incurs no obligation to buy. For example,
if students sell food or crafts made items purchased from stores such as Sam’s Club, Krispy
Kreme, Publix, etc., that ASA does not require vendor signatures from Sam’s Club, etc., as
the school has no obligation to buy from those vendors.
d. When dealing with out-of-state catalog companies, it may be impossible to obtain vendor
signatures.
e. Student Technicians - schools use various student technicians throughout the year for the
audiovisual and lighting service for school programs. At the time of the ASA, the specific
student names may not be known. Therefore, the ASA may be submitted without the student
(vendor) signatures.
Principal Signature
The school Principal must approve all ASA’s.
School Bookkeeping Handbook (revised 03/08) Page 28b
School District of Hillsborough County, Florida
AGREEMENT FOR SCHOOL ACTIVITY
1. Date:
2. School:
3. Purpose:
( ) Fundraising activity (candy sale, car wash, etc.)
( ) Admission charges (e.g. plays, school dances).
( ) Collection for charitable drive (e.g. Jump Rope for Heart)
( ) Contracts for goods (e.g. vending machine contracts for snacks).
( ) Payment of services for non-curricular activity (e.g. Authors,DJ's,clowns,lighting techs,puppeteers,speakers).
Note: 1099 forms must be completed for payments to individuals for non-curricular activities.
Payments to individuals for curricular activities require an Agreement for Technical Services Form
SB00534 (e.g. professional speaker for a student assembly)
( ) Other: (e.g. Dunk tank rentals, bouncing houses and other carnival type items)
Describe:
4. Description of function:
(what and where)
5. Anticipated beginning date:
APPROVED: APPROVED:
SCHOOL LEVEL THE SCHOOL DISTRICT OF
HILLSBOROUGH COUNTY, FLORIDA
LAWSON #1000282
School:
Class/Club: Date:
3. Overall Profit/Loss
B. Receipts Over/Short:
4. Number of Individual Items Purchased
B. Receipts
4. Number of Individual Items
Over/Short: 1,000
Purchased
5. Less Number of Items Returned for < - >
Credit
6. Total Number of Items Available for = 1,000
Sale
7. Selling Price Per X $1.00
Item
8. What Should have been =
(Multiply line 6 by line 7 )
Collected $1,000.00
Sponsor Principal
School:
School District of Hillsborough County, Florida
Class/Club:
Type of Program:
Date:
Tickets Issued
1. Ending Ticket Number
3. Sub-Total
4. Add 1 to line 3 +1
Profit/Loss
11. Total Money Collected (per ledger)
School:
School District of Hillsborough County, Florida
Class/Club:
Type of Project:
Date:
Sponsor Signature
Principal Signature
School Bookkeeping Handbook (revised 03/08) Page 28g
School:
School District of Hillsborough County, Florida
1099 Vendors
1. Technical Service Agreements (SB00534) are required for the curricular or technical
services of an individual (a 1099 Vendor).
5. Submit Agreement to the Finance Department for Board approval before the service
is received.
6. You may submit a check from Internal Accounts to Finance with the Agreement.
7. Upon Board approval, a Purchase Order will be generated to the Vendor with the
terms indicated on the Agreement.
8. Enter the amount to be paid in the quantity field of the on-line Receiver after each
service interval is complete. This may be done weekly, bi-weekly, monthly, etc.
4. The total cost must include fringe benefits (rate subject to change throughout year).
6. Submit Agreement to the Finance Department for Board approval before the service
is received.
7. Enter the amount to be paid using the Request for Payment for Technical Services
Rendered (SB 00535) after each service interval is complete. This may be done
weekly, bi-weekly, monthly, etc.
3. Certain travel expenses (for example, registration, hotel and airfare) may be paid directly
to the vendor via a school check or District requisition. In such cases, these expenses
would not be reimbursed to the employee.
4. Prohibitions:
Travel expenses should NOT be reimbursed through petty check.
Overnight travel in-county and within the contiguous counties must have Area
Director approval.
6. ACTUAL meal costs are NOT reimbursed. Out of county meals are reimbursed at a
MAXIMUM of $30 per full day ($6 for breakfast, $9 for lunch, and $15 for dinner). Meal
reimbursement guidelines are shown on the Lawson Travel Authorization Form.
7. The use of a 6830 account for all internal account travel expenses is recommended. A
guideline has been established to limit travel from internal accounts
General/Miscellaneous Budget to: Elementary/Middle Schools = 25%; Senior
High/Other Centers = 30%
8. TRAVEL EXAMPLES
Note: Hillsborough's contiguous counties = Pinellas/Pasco/Polk/Manatee.
Example A: Mrs. Apple goes to a workshop in Orlando. Because the travel is outside both
Hillsborough and the contiguous counties, an approved Lawson Travel Authorization Form is
required (even if no expenses are incurred).
Example B: Mrs. Apple goes to a free workshop at USF, but incurs mileage expenses for
which she requests reimbursement. A Vicinity (In County) Travel Form is required to
reimburse Mrs. Apple for the mileage expense.
Example C: Mrs. Apple goes to a workshop at USF, pays the registration herself, and
requests reimbursement. An approved Lawson Travel Authorization Form is required to
reimburse Mrs. Apple for both the registration and mileage (a Travel Authorization Form is
needed because there would be no place to report registration on an in-county travel form).
1. Yearbook/Memory book sales are considered normal school services, and should not be
operated by the PTA without Area Director approval. As normal school services,
yearbook/memory book sales do not count towards the 2 school-wide fundraiser limit.
2. Bids: Please refer to Business News > Procurement for proper procedures regarding
approved vendors and bids.
3. Tax exempt: Sales of yearbooks/memory books are exempt from sales tax. Schools should
not charge sales tax or pay sales tax to vendors.
4. Presales: Begin soliciting orders and collecting money for book sales at the beginning of the
school year.
A separate ledger account should be used to record all transactions.
Use student receipt books to document collections, and remit funds timely. Student
receipts should indicate the student's name, date, price and number of books
purchased.
Separate student receipt books should be used for ads or sponsor contributions.
5. Planning: The quantity of yearbooks ordered and price charged should reflect last year's
sales experience. Careful planning will prevent excessive unsold books on hand. Plan the
number of complimentary books to be given away.
6. Control: Books should be counted as soon as the shipment arrives, and exceptions noted
on the delivery ticket, which should be signed and dated. Store books in a secured place.
7. Distribution: Students should be required to present their copy of the student receipt and
furnish identification to claim a book. Schools should maintain a computerized alphabetic
listing of prepaid sales. A hard copy of the alpha list should be run and students should sign
this when books are picked up.
1. PROCEDURES - Complete all information on the following forms (pages 31c-d) and forward
to your Area Director:
• Request for Use of School Facilities (SB39901)
• Facility Usage and Rental Agreement (SB39911)
• Certificate of Insurance naming the School Board as the additional insured.
2. Forms should be submitted for approval at least THREE weeks prior to the start of the
activity. No agreement is valid until properly approved.
4. A deposit should be collected prior to scheduled use of the facilities in the amount of
the estimated total charges for the use of the facilities. Sales tax is due on rental fee
unless a copy of the renter’s sales tax exemption certificate is provided (keep this on
file).
5. Post personnel overtime and utilities portion of receipts to an 8070 School Board
Trust account. Post sales tax to your 8400 Sales Tax account. Post remaining
receipts to your 6010 School Facilities account. Funds in the 6010 Facilities account
should be used to purchase supplies and equipment to improve any part of the
school facilities, in accordance with School Board policy H-13.
6. Remit sales tax, personnel overtime and utilities to the Budget Office as part of your monthly
remittances of 8xxx accounts.
7. REMEMBER: School Board personnel may not be paid directly from the monies collected-
they should be paid through the Payroll Department. Please see Financial Handbook,
chapter 3, page 39 for more details.
1. Purpose - Since 1975, the School Board has required that when School District facilities are utilized by
non-District organizations (i.e., PTA, Boosters, Little League teams, Youth Football teams, Boys & Girls
Clubs, churches, businesses, etc.), informational forms must be filed with the School Board. For
liability purposes, a Certificate of Insurance is required as well.
2. Forms – Complete and sign the appropriate forms and forward to your General Area Director:
b. Facilities Usage and Rental Fee Agreement Form SB 39911 (revised 9/01)
If fees are charged, a deposit of the estimated fee should be collected before the rental.
If rental fees are waived, write, “waived” across rental section.
Questions concerning rental fees (waivers, employee pay, etc.) should be directed to your
Area Director.
3. Organization name - The name that appears in the insured section of the Certificate of Insurance
must be in agreement with the name on the Request for Use of Facility Agreement.
The company and/or group actually using the facility must also enter their appropriate signature on the
forms. Organizations working with an organization of a different name must be clearly identified.
Example A: the West Coast Regional Water Supply Authority requests the use of a facility to conduct a meeting with
Brown’s Communications. The West Coast Regional Water Supply Authority is the organization that
is using the facility. Therefore, the name entered on the agreement should be “West Coast Regional
Water Supply Authority (Brown’s Communications)”.
Example B: Amway Distributors requests to use a facility for Pro-Net Pratt. Pro-Net Pratt is a company under Amway
Distributors. Therefore, the name “Amway Distributors (Pro-Net Pratt)” should be entered on the
form.
4. Blanket Forms – Each school year, an organization may submit one set of forms (item 2) to cover
multiple events at one school site.
Example A: Little School PTA plans to have multiple events at Little School. The purpose sections may be completed
with “to cover 2 fall fundraisers, a spring walk-a-thon, and monthly parent meetings”.
5. When filling out use of facility forms for your PTA or Booster Organization the dates of use should be the
same date that appears on their certificate of insurance.
A. Boy Scouts of America - 3/1/02 – 3/1/03 Record dates of use on school calendar. Notify GAD by memo
B. Girl Scouts of America - 1/1/02 – 1/1/03 of use by scout troop. Exception: if a scout unit wants to use
you’re facilities for something other than a regular meeting.
C. PTA, PTSA, PTO - *use beginning and ending dates of insurance coverage
D. Booster Organizations - *use beginning and ending dates of insurance coverage
6. District schools/departments – For a District school or department to use another District school, a form
is required only if rental fees are incurred. For visiting District sites, rental fees may be waived without
Area Director approval. However, the visiting school is responsible for the payment of any expenses
caused by the facility rental (custodial overtime, etc). If fees are incurred, the only form required is a
Facility Usage and Rental Fee Agreement Form, which need only be approved by the host school
Principal.
7. Timeliness - Paperwork is not valid until approved by the School Board. Therefore, it must be submitted
to your Area Director at least 15 days prior to the planned use of the facility. Paperwork not submitted
timely or not meeting the above requirements would be returned. Written approval of the respective
General Area Director is required to request retroactive approval, including the reason it was not
submitted in time to be approved before the use of facility took place.
8. Rates - Note that the custodian fees listed in the “Supervisor fees” section are not actual pay rates.
This fee is an average and may be charged regardless of the employee’s actual pay rate. The school
should remit the fee collected when completing the appropriate payroll forms. However, the District will
then pay the employee an amount based upon their ACTUAL pay rate. The District will absorb any
difference between the employee’s actual payment and the rental fee collected.
9. Forms returned – Two copies of approved forms will be returned to the school - one copy for the
school’s files and one copy for the requesting party.
10. Examples/exceptions:
School level PTA’s and Booster Clubs - are required to submit all the forms indicated in item 2
each year. The only exception is provided for those groups that do not use the school campus for
any reason. If the group chooses not to conduct any fundraisers or any activities on campus, they
are not required to submit paperwork.
Hillsborough County PTA/PTSA Council - has blanket approval to use our schools. No further
action is needed. Note that this coverage is only for the Hillsborough County Council, not the
individual school PTA’s. Individual school level PTA’s are required to submit all forms in item 2
each year.
City of Tampa Elections Division - has blanket approval to use our schools as election poll sites.
No further action is needed. However, the School Board does NOT have an approved agreement
with the City of Tampa Elections Division to use our schools for training people to conduct polling.
Therefore, all forms in item 2 must be completed for the training function.
Scouts – the Gulf Ridge Boy Scout Council and the Suncoast Girl Scout Council both have a
blanket Certificate of Insurance on file. Further, all rental fees are waived. Therefore, these
organizations need only to contact the administrator for permission. School is responsible
for keeping track of the troop and/or pack number, leader’s name and phone number where
they can be reached and notifying their GAD by memo.
Fee waivers – other entities may be granted fee waivers (contact your Area Director), but the
forms described in item 2 above are still required.
Specific agencies with Cooperative Agreements – The agencies listed below are not required to
submit a certificate of insurance nor do they comply with the Hold Harmless section of the Request for
Use of Facility Agreement. Therefore, while they must complete the top portion of the revised
Request for Use of Facility Agreement form, the Hold Harmless section may be lined through except
as noted below. Please enter “COOP Agreement” in the comment section of the new form. The
current COOP Agreements on file are as follows:
• Federal and State Agencies, including the Department of Transportation
• University of South Florida
*Please keep the dates of use posted to the school calendar. The Community Relations department
will send or fax you a letter of confirmation. Have the principal sign the letter, make two copies,
keep one for your files, send one to your Area Director and return original to the City of Tampa or
Hillsborough County Government office from which the request came.
11. If a school wishes to use non-District property for an event, please contact the Business Office at 272-
4270 for further information.
12. The revised Request for Use of Facilities Agreement SB 39901 is available at the Central Warehouse
(Lawson #1000331).
Athletic or Non-Athletic:
Date beginning:
Date ending:
Organization Name:
Address:
Person Responsible:
Phone Number:
Request Date:
Comments/Conditions:
The fee arrangement is per the attached Facilities Usage and Rental Fee Agreement SB 39911 (Revised 2/99)
ORGANIZATION agrees that it will furnish to the SCHOOL BOARD, along with this Agreement, a CERTIFICATE OF
INSURANCE showing proof of General Liability Insurance in the amount of Fifty Thousand ($50,000.00) Dollars property
damage per occurrence and Three Hundred Thousand ($300,000.00) Dollars bodily injury liability per occurrence.
"ADDITIONAL INSURED, School Board of Hillsborough County" must appear on the Certificate of Insurance furnished
with this Agreement. The Hillsborough County School Board name is also required to be listed in the certificate holder box.
The user agrees to pay charges in accordance with the attached fee schedule and abide by policies concerning use of
school facilities listed in Guidebook of Policies and Procedures and School Activity Fund Handbook and to reimburse
the School Board of Hillsborough County for any property damage sustained.
SIGNATURE DATE APPROVED
ORGANIZATION
SCHOOL LEVEL APPROVAL
*************************************** ***********************************************************
*********************************************
****************************************
AREA DIRECTOR APPROVAL
SCHOOL BOARD APPROVAL
WITNESSED BY _______________________________________
*************************************** ***********************************************************
*********************************************
****************************************
1) School will complete form, retain goldenrod copy submit remaining copies to General Area Director. 2) Upon approval, Area Director will retain
blue copy and submit remaining three copies to the Business Office. 3) School Board approved copies will be distributed by the Business Office.
1. All Athletic events are assigned a sequential event # (events 1,2,3, etc) by the Athletic
Business Manager (ABM). All events are posted SEPARATELY with this event #.
3. Gate receipt account (8240) – post gate receipts from all regularly scheduled events.
Some ABM’s deposit the gate receipts directly with the bank. If this is the case, the
ABM should provide the bookkeeper with copies of the game and ticket reports, as
well as the respective deposit slip. The bookkeeper should then record the
information from the deposit slip as a (992) Checking Receipt directly into the gate
receipt account. Each event # should be posted separately. The receipt reference #
should then be written on the game/ticket reports. The bookkeeper should also
verify the actual deposit amount to the information shown on the ticket sold report.
For those schools where the bookkeeper makes the gate receipt deposits, the
bookkeeper should prepare an Official Receipt, indicating the event #. Each event #
should be posted separately. The Official Receipt should be given to the ABM, with
a copy stapled to the copies of the game and ticket reports. This information should
be maintained in a file chronologically.
Monthly, remit a check to the School Board for balances in the Gate Receipt
account. At the close of the school year, all balances must be remitted to the
Budget Office.
4. The Athletic Petty Check account (8230) - should be used to record expenditures
(advances) and School Board reimbursements for all regularly scheduled athletic
events. This account may have a deficit balance until all School Board reimbursements
are received. Using event # as the SUBACCOUNT will help you reconcile!
Advances - Each time the bookkeeper advances game expenses to the ABM, a
check from the Athletic Petty Check account 8230 should be drawn for the
ABM's estimate of game expenses. When posting checks be sure to post each
Event # as a subaccount separately.
Funds returned & additional funds advanced - Post any funds returned by the
ABM or additional funds requested to the Athletic Petty Check account 8230
using the Event # as the subaccount.
Monthly Log reconciliation – every month, the Athletic petty check account
should be reconciled to the Athletic Log. This is accomplished by printing the
monthly petty check ledger, and comparing it to the Log entries. As you
compare, check off the entries on both the log and the account ledger. Then
research any unchecked items or items you cannot locate in the ledger. Most
often, these will be items posted to the incorrect account. Also note that
jamboree and tournament events will be on your Log, but should not be posted
to the Athletic petty check account.
Unlike Principal’s petty check, the ABM prepares and submits the Request for
Reimbursement, including a game report and petty cash vouchers. They also
forward a report of tickets issued and sold to the District Auditing Office, and
payroll forms to Payroll.
Make sure you post accurately! Examine your School Board reimbursement
check carefully to distinguish Athletic petty check from Principal’s petty check,
SNS, etc. The Athletic reimbursement check should have detail by event #.
Jamborees – Use the 8210 Jamboree Trust account for all Jamboree gate receipts
and other transactions. The Athletics Director should be contacted regarding the
distribution of any profits from Jamboree events.
Tournaments – Use the 8220 account series for all FHSAA tournament gate
receipts and other transactions. HCSD's share of the profit from these events
should be forwarded to the Athletics Director. Non-FHSAA tournaments may be
posted to a separate 8220 series account, as these profits/losses are supported by
sponsors. The profit from non-FHSAA tournaments may be transferred to a 4xxx
account upon conclusion of the event. If unsure of profit/loss distributions, contact
the Athletic Directors office.
Losses - Reimbursement for HCSD's share of the losses from these events should
be requested from the Athletic Directors office.
6. Athletic insurance (4xxx) – collections from students for Athletic insurance should be
posted to a separate 4xxx account. These funds are then remitted to the Insurance
company in accordance with directions received annually from the Athletic Department.
7. FHSAA membership dues - are due July 1. The dues should be paid from the General
Miscellaneous Account, NOT Athletic accounts. Once the dues are paid, forward a
request for reimbursement to the Athletic Directors Office, who should reimburse 2/3 of
the dues, which should then be receipted to the Gen Misc account.
3. Gate receipt account (8240) – post all gate receipts from all regularly scheduled
events.
The bookkeeper should prepare an Official Receipt from the revenue, indicating the
event #. Each event # should be posted separately. The Official Receipt should be
given to the Extramural Manager, with a copy stapled to the copies of the game and
ticket reports. This information should be maintained in a file chronologically.
Monthly, remit a check to the School Board for balances in the Gate Receipt
account. At the close of the school year, any remaining gate receipt balance
should be remitted to the Budget Cashier.
4. The Extramural Petty Check account (8230) - should be used to record expenditures
(advances) and School Board reimbursements for all scheduled extramural events.
This account may have a deficit balance until all School Board reimbursements are
received.
Advances - Each time the bookkeeper advances game expenses to the Athletic
Business Manager (ABM), a check from the Extramural Petty Check account
8230 should be drawn for the ABM's estimate of game expenses. When posting
checks be sure to post each Event # as a subaccount separately.
Funds returned & additional funds advanced - Post any funds returned by the
ABM or additional funds requested to the Extramural Petty Check account 8230
using the Event # as the subaccount.
Unlike Principal’s petty check, the MANAGER prepares and submits the
Request for Reimbursement, including a game report and petty cash vouchers.
They also forward a report of tickets issued and sold to the District Auditing
Office, and payroll forms to Payroll.
5. Extramural insurance (4xxx) – collections from students for Athletic insurance should be
posted to a separate 4xxx account. These funds are then remitted to the insurance
company in accordance with directions received annually from the Athletic Department.
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1. Log – Work orders are inventoried and audited by the District Auditing Office. To track
the prenumbered books, you must keep a log of work order book assignments. This
log may be similar to the Student Receipt book log on page 4b.
2. Accounts – All work orders types (cosmetology, auto, food production, etc) must be
maintained in a separate 1xxx account. You may also want to have a separate account
for each teacher.
3. Copies – Work orders should be completed by the student and signed by the teacher.
Work orders are generally printed with four copies for distribution as follows:
a. original white work order copy and the funds collected should be remitted to the
bookkeeper by the teacher.
b. 2nd copy (usually yellow or blue) should be given to the customer.
c. 3rd copy should remain in the work order book intact & be maintained by the
teacher.
d. 4th copy is usually for the student.
4. Remittance of funds –
a. The transfer of funds requires the counting of the funds in the presence of both
parties to verify the amount transferred. Credit is not to be extended. The
teacher should have run a tape on the amounts listed on the work orders. The
bookkeeper must run a second tape to verify the work order amounts.
b. The bookkeeper should then issue an Official Receipt as verification of transfer
of funds. The Official Receipt should reference the work order numbers included
in the Official Receipt amount, and the middle copy of the Official Receipt should
be stapled to the bookkeepers copies of the work orders.
c. The transfer of funds to the bookkeeper should be timely (daily or weekly as
appropriate).
d. The work orders should be remitted by the teacher for receipting in sequential
order (if possible).
e. Voided work order tickets should be remitted in sequential order to the
bookkeeper. The teacher should write "VOID" across the face of the ticket, and
remit ALL copies of the work order.
5. Sales tax – post the sales tax portion directly to the sales tax account 8400.
Food Production – taxable (except bakery items)
Automotive – taxable (except when charged only Shop Fee)
Cosmetology –
Services are non-taxable
Supplies are taxable
6. Filing of the white copies – The bookkeeper should maintain a separate annual file for
each type of work order. Within each file, contents should be grouped and filed by the
Official Receipt number.
7. Completed books – completed work order books should be maintained for audit.
Work Order
In summary, the day school bookkeeper will NOT be responsible for any Adult collections (neither
Regional nor Night School), but will be responsible for transferring sealed deposits to armored car
service for Night School sites and Adult Region sites if applicable.
1. Daily receipts – Daily, the Adult personnel will count the collections, verify the count, official receipt and
prepare and seal a deposit bag.
• The day school bookkeeper should accept the sealed deposit bag, and ensure its transfer to the
armored car service. The funds are NOT re-counted by the day school bookkeeper.
• The day school bookkeeper should verify the deposit bag seal number and sign the Adult Log of
Official Receipts under the far right column headed “Verification of Seal #”.
• NO Official Receipt is needed, just as no receipt is issued for SNS deposit bags.
• The Adult personnel will issue receipts using account numbers in the 9xxx series. Please only open
accounts for programs at your school. Be sure to include the program number in your account name
for easy reference.
2. Remit monthly – The Adult secretary should remit the Night School tuition to the Budget Office monthly.
To expedite the check, the Adult Administrator should sign the check requisition. Send ONLY the
following to the Budget Office:
• a multi-detail check (with one line for each account number)
• one Adult Remittance Advice. Indicate on the Remittance Advice the amount remitted by
program number, as per your reconciliation report by account.
• Do NOT remit the reconciliation report by account pages or the check requisition to Budget, but
DO file these in your check file along with a copy of the Adult Remittance Advice.
4. 5% textbook return - The Adult secretary should receipt the 5% textbook return to account 5030 - Adult
Miscellaneous, to be used as a general miscellaneous account for the Adult Program.
5. Adult Vocational Supply monies - should be receipted into a 5000 Instructional Aids account number.
These monies will remain at the school site to be expended for classroom supplies.
6. The Adult textbook sales are taxable - The appropriate portion of Adult textbook sales should be
receipted into the 8400 Trust account, and remitted monthly to the Budget Office with other 8xxx funds.
7. Refunds- The Adult Administrator should sign the check requisition for the Adult secretary to prepare a
refund check for each student. A copy of the original payment information (student receipt or monies
collected, etc.). The refund checks may then be distributed from the Adult office, with each student
signing for the refund checks. If funds to be refunded have already been sent to the Budget Office,
contact the Adult Education Office in reference to requesting a refund for the student, from the Budget
account which the funds were remitted to. Always make sure you have enough funds in your 992
Checking account prior to processing an internal account refund check.
8. All Adult personnel should order their receipt books using their Adult site number.
000 - Textbooks (internal sales) (Not applicable) 5040 Deposit to Internal Accounts
Note: Shaded areas should not be used; they are provided as a reminder of procedures for bookkeepers.
*Unless otherwise noted
SB 90518 (rev 9/2007)
H:DPS\DPS07_08\W DIS\Rem ittance Advice
1. Official Receipt & Deposit information – staple together deposit slip, and all official receipts
included in deposit. File in deposit date order, with official receipts filed numerically.
a. Bank statement for that month
b. All reports sent to the Auditing Office monthly
c. Log of Official Receipts Deposited (monthly) – include voids
d. School District (SBA) Investment Interest Statement
2. Check information:
a. EPES check copies (the bottom portion, which may alternatively be used as the check
requisition)
b. Check requisitions and supporting invoices in check # order.
c. Completed check log (monthly) – include voids
d. Any old check write off approvals (see page 19)
e. NOTE: Travel forms for reimbursement from internal accounts should be filed with the
appropriate check requisition.
3. Account Ledgers - Monthly account ledgers should be filed in a three ring binder by account
number, NOT by month (i.e. all 12 months of an account should be together).
B. DAILY/MONTHLY
1. Issue receipts for all funds
2. Prepare deposits timely
3. Issue checks with proper documentation
4. Reconcile bank recon monthly and review account ledgers (see
Chapters VII and VIII). Forward copies of monthly reports to the District Auditing Office.
5. Prepare month-end deposit (no commingling of receipts from one month to the next).
6. Reconcile all Petty Check accounts and request reimbursement if necessary.
7. Transmit all non-petty check 8xxx account balances to the Budget Office.
8. Distribute account ledgers to sponsors.
9. Review accounts with negative balances.
10. Review status of outstanding checks for those over six months old.
th
11. Send any Sales Tax collected to the Budget Office by the 12 of the following month.
C. MID-YEAR
1. School Store forms pg 24 a-c (for Principal signature):
2. All student receipts books should be returned to the bookkeeper prior to the winter
holiday and summer. The bookkeeper should check each book to sure all monies
documented therein have been receipted.
D. END OF YEAR: Forms to be completed and detailed instructions regarding year end reports
will be mailed to each site prior to year end. Some reminders about year end are as follows:
1. Year End Reports must be accurate as it is included in the District financial statements.
2. Remit certain balances in the 8000 School Board Trust accounts to the Budget Office,
including ALL balances in Athletic Game Receipts, Tuition, Extended Day Care, Lost &
Damaged Textbooks, Telephone, etc. DO NOT send any Petty Check balances.
3. Please mail the completed forms to the District Auditing Office ASAP.
4. Please include your school name on ALL reports submitted!!
5. Please also mail your May and June bank reconciliations (as complete as you can)!!
6. All student receipts books should be returned to the bookkeeper prior to the winter
holiday and summer. The bookkeeper should check each book to sure all monies
documented therein have been receipted.
7. All Change Funds (SNS, Athletic, Cosmetology, etc) should be Officially Receipted
before the end of the school year (prior to the change fund custodian’s last day).
E. GATEKEEPER ROLE
1. Support and communicate with your faculty – this includes training, reminders and tips!
2. Monitor activity – report to your principal, use the email system !
3. Document training, problems in writing - Use email, copy your principal
4. Have principal require “Request for Funds Form” if faculty purchasing is unauthorized
(pg. 43a)
5. Do NOT do the sponsors work – do not run the bookstore or fundraisers, distribute
merchandise, maintain debt list, etc.
A. COLLECTIONS
1. All funds collected on school grounds by school employees should be remitted INTACT to the
secretary/bookkeeper DAILY. Funds should be verified and submitted to the
secretary/bookkeeper in an orderly fashion as to expedite the receipting process.
2. Use Student Receipt Books to record individual collections over $50 or Monies Collected
Forms to record individual collections under $50.
3. Receipts and Monies Collected Forms should be completed with all relevant information,
including date of collection. All checks accepted should indicate the student's ID number or
“NS” (non-student) and purpose of check (ie. donations, fundraiser, etc.) on note line of check.
4. Complete receipts in ink. Do not alter written amounts. If necessary, write “void” across
receipt, keep the original white copy in the Student Receipt book, and issue a new receipt.
Student Receipt Books are controlled items and should always be returned to the
secretary/bookkeeper.
B. PURCHASES
1. All purchases should be made with prior Principal authorization.
2. All reimbursement requests require an original, itemized invoice, signed and dated by the
person receiving the items. Credit card slips or vendor statements only are not adequate
documentation. All reimbursement requests should be made within 30 days of the purchase.
3. Purchases made with personal funds which require the payment of sales tax, will be
reimbursed.
5. Staff Travel - All travel expense reimbursements require an approved travel form. Out of
county travel not involving students may need prior approval – please see your
secretary/bookkeeper.
3. A student debt list should be maintained until all outstanding debts are cleared.
5. No door-to door sales, no student raffles, no food sales in competition with Food Service, and
no conflict of interest (purchases from District employees or their immediate families-Board
Procedure 7.14) without proper authorization from the District.
1) RECEIPTS
a) File > Receipts > Receipts > Click OK for 991 (Cash on Hand) > Add icon
b) Use 991 for most receipts – exceptions:
For Athletic deposits made by the Bus. Mgr., use 992 (the cash is already in the bank)
For NSF write-offs – see NSF information #6, c on page 41a.
Investment Interest – see Investment/Saving Interest #8 on page 41a.
(1) The receipt number will automatically appear after you enter the first one. Be sure that the
receipt number in the printer equals the receipt number on your screen.
c) Date - will default to current date
d) Vendor – input the vendor code of the person remitting the cash (See Vendor section, page 40a, #3)
e) After you enter vendor info, hit enter for new detail screen.
f) Account – input account number or press F5 for popup screen (click on appropriate acct # and hit enter key).
g) Sub-Account – leave blank unless for athletic event number. See Sub-account section pg42b, #16. F5 will
display a popup screen for selecting or adding sub accounts during the receipting process.
h) Type of Payment: C=Cash, K=Checks, E=Electronic Transfer, M=Money Order, O=Other. If collection
contains both checks and cash, choose selection O=Other.
i) Note–type of document recd w/funds (student receipt #’s, MCF, ck#) & brief explanation (what are funds for).
j) A receipt can be posted up to 5 different accounts per vendor. After entering the first detail screen, click on
“Add another line item” if you have more than one line item to enter. The next detail screen will appear. You
may enter 5 line items on one receipt. If you only want to post one line item, click “Save line item and exit”.
k) Omit REV codes and tax. Sales tax is recorded in a separate account 8400 on a new detail screen.
l) The receipt will print after clicking Save and keep adding or Save on the toolbar. If the receipt did not print,
check Utilities/Program Preferences to make sure your “Print Receipts while Adding” box is checked on. Then
choose “print receipt” button in lower left corner of receipt dialog box.
4) DEPOSITS
File > Transfers & Deposits > Record Bank Deposit
Note: Money will be deposited into 992 (Checking) from 991 (Cash on Hand). This is automatic.
Deposit Date - This date should be the date of your deposit slip for the deposit you are recording.
Deposit money from <991 Cash on Hand> - This is the default. Hit <tab> to get past this point.
Deposit amount – Defaults with current deposit amount in 991. Your actual deposit amount should be the
same. If not, change the amount to match your actual deposit slip amount (if your deposit amount matches
your official receipts total). Note: After recording the deposit, you should print a Reconciliation Report for
991 and compare to your receipts to determine the difference(did you receipt $ after you prepared your
deposit, did you forget to record a previous deposit, etc.?).
Description – This should be the Official Receipt numbers covered in this deposit. Enter “OR# ___thru___.
Click “OK” to save. Once saved, this record is automatically moved into the General Ledger Transfer file.
5) TRANSFERS
ACTIVITY ACCOUNT TRANSFERS – 1xxx-8xxx
a. File > Transfers & Deposits > Activity Account Transfers > Add icon
b. Both “From” and “To” account numbers should be 1xxx through 8xxx.
c. EXP Codes – skipped
d. Document number - IT-x
e. Note – explanation of transaction, ex. Establish fund
f. Click “Save” button to save.
GENERAL LEDGER TRANSFERS – 9xx
File > Transfers & Deposits > General Ledger Transfers > Add icon
Both the “From” and “To” account numbers should be 99x.
6) NSF’S
a) ORIGINAL NOTICE ON BANK STATEMENT: File > Transfers & Deposits > General Ledger Transfers > Add
icon
a. Date = ending date on bank statement
b. From acct = 992, To acct = 995
c. Amount = total amount of NSF activity shown on bank statement
d. Document = “NSF”
e. Note = per bank statement month/year
f. Click “Save” button to save
b) TO RECORD REDEPOSIT: File > Transfers & Deposits > General Ledger Transfers > Add icon
a. Date = date of deposit slip for NSF re-deposit
b. From acct = 995, To acct = 992
c. Amount = enter amount of redeposit
d. Document = type the student receipt # issued
e. Note = SDHC check number
f. Click “Save” button to save
School Bookkeeping Handbook (revised 03/08) Page 40a
c) TO WRITE-OFF (PERMISSION from Accounting Department):
File > Receipts > Receipts > Choose <995 NSF> Add icon
a. Receipt = receipt #1
b. Date = date will default to current date
c. Vendor code = NSF
d. Click on “Add new line item” for new detail screen
e. Account = enter account # originally receipted to (or 6800-Gen Misc if acct # unknown)
f. Type payment = K for check
g. Note = “Write off NSF” followed by NSF write off date (per notice from Accounting Department)
h. Amount = enter negative amount of NSF to write off
i. Click on “Save line items and Exit”, then click on “Save” button to save record
7) ADJUSTMENTS/POSTING CORRECTIONS (Writing off Outstanding Checks, Voids with dollar values, etc.)
A) To post receipt/check corrections you should NOT change an original entry, you should post a
correcting entry in the CURRENT month.
a. Enter as a Check paid or Receipt, depending on original entry. (Ex., If original entry was a check, you would
enter as a Check paid). Use original check or receipt #. Use original vendor code. Use the same account
number as the original entry. Date should be the current date. Enter the amount as a negative. On the
note line, reference the reason for the correction such as void, write-off, etc.
b. If the entry that was changed was a check, then the ORIGINAL check and the REVERSING entry must be
cancelled. File > Cancel Checks > Use current date to cancel both original and reversing entry.
9) CHANGE FUNDS
TO ISSUE: Issue through File > Accounts Payable. Post to account 8999 for Board petty cash/change (food
service, athletics, etc) or account 6999 for internal account petty cash/change (bookstore, yearbook, etc).
Print Checks.
TO RETURN: Enter as a normal receipt to either 6999 or 8999.
11) BANK RECONCILIATION (see page 16a in bookkeeping handbook for sample)
To CANCEL CHECKS: File > Cancel Checks. Use the ending date of the bank statement as date of
cancellation. You may use your mouse and double-click on check to cancel OR select the check using your
up/down arrow key and pressing the enter key. If you select a check to be cancelled in error, press the enter
key while that check is highlighted by the blue bar. The “checks cancelled” amount on your screen should
equal the debits on your bank statement, less the NSF amount. Press OK when finished.
DETERMINE DEPOSITS IN TRANSIT: Check each deposit on your Log of Official Receipts against the bank
statement. The deposits (including NSF redeposits) on your Log that do not appear on your bank statement
are your deposits in transit.
PRINT BANK RECONCILIATION REPORT: Output > Bank Reconciliation. Type first date of month for
beginning statement date and date of bank statement for ending date. Use ending balance from bank
statement. Determine deposits in transit for the month.
Both Cash Balance numbers and Checking ending balance should match. (If they do not, subtract the
Cash Balance amounts to determine the difference.)
14) REPORTS – All report choices are listed under Output. Experiment printing reports as needed (See pg 42b-43).
Remember that reports for multiple months or multiple accounts can be printed as needed. For example, to print
your monthly club accounts for your sponsors you would choose Reconciliation Report, From account 3000 to
account 3999, for the month of your choice.
15) FIND/LIST/FILTER BUTTONS - Find/List &Filter buttons are in the upper left row of buttons in Receipts, Accounts
Payable or Checks Paid Modules.
The List button gives you a summary list of transactions that you can scroll through (the List button is not
available in Accts Payable screen, unless you have Payable entries to view). You can select a transaction
by highlighting it with your cursor and hitting the enter key. Experiment with your List button and scroll
through your transactions. Use the escape key to exit the List mode.
The Find button lets you find a transaction that has one of multiple criteria. You select the criteria from drop
down lists. For example to find a Check you would click on File>Checks Paid>Click the Find button, a “FIND”
dialog box will open
Click on the drop down arrow next to “Select Field to Search In”
Click on “Check No”, then hit the Tab key to go to “Enter Value to Search For” box
In the “Enter Value to Search For” box – type in the check # which you are searching for (i.e. 234)
Click “Find” at the bottom of the dialog box and the entry for that check will appear on your screen
if it has been posted.
You will notice when you click on the drop down menu in the “Select Field to Search In” box that you can search by
document number, date, total amount, vendor name, etc., so you can experiment with the different search
selections to find out what is available to you in the File>Receipts, Accounts Payable or Checks Paid modules.
The Filter button lets you find multiple transactions for one of multiple criteria. You select the criteria from
drop down lists. For example to find multiple entries posted to a Check number you would click on
File>Checks Paid>Click on the Filter button, a “Filter” dialog box will open
Click on the drop down arrow next to “Select Field to Search In” box
Click on “Check No”, the hit the Tab key to go to “Enter the Search Conditions” box
In the “Enter the Search Conditions” box-“Is Equal To” appears in the box (you could click on the
drop down arrow to choose another search condition to experiment), hit the Tab key to accept the
“Is Equal To” selection
In the “Enter Value to Search For” box – enter the check number which you are searching for
(i.e.234)
Click on the “Set” button at the bottom of the dialog box (in the upper right hand corner it will
briefly tell you how many matching records were found)
Click on the “Close” button also at the bottom of the dialog box and all entries for that check will
be available to view. You can use your “List” button to view selections available for the criteria
which you have chosen.
Experiment with the FIND/LIST/FILTER buttons:) If you have questions, please call the Auditing Helpdesk @ 707-7393.
Some schools may have old sub accounts with lead teacher names set up – you can use the numbers and disregard the
names, or under File>Accounts>Sub Accounts, find the sub account you want to change and click on the “edit” button and
change the sub account names. There is no need to clean them out for the athletic sub accounts, since you are only
concerned with the sub account number and not the name!
How to: Use the sub account field to record the event # (for Athletic Petty Check account transactions for EASY
reconciling) or use the sub account field to record the trip or teacher sub acct# (for field trip account transactions for
easy reconciling of field trips) for all receipts and checks written on the account (i.e. 8230, 4020). The advantage is
the Budget Expense Ledger report shows what events and/or field trips are out of balance - making it easier to
reconcile!!
1. Where to enter the Sub-account #? - for checks and receipts, the sub-account field is right after the Account #.
2. To run the Budget Expense Ledger: Go to Output/Ledger Report/
a. beginning date is always 7/1/20xx ,
b. to and from account number (8230, 4020) whichever account you are trying to reconcile.
c. choose the button for "Budget Expense Ledger" (don't let it default to the Financial Report button).
d. Print and review the End Bal, column (3rd from the right side). For athletic events, after all event
transactions have been posted, the end Bal should be zero! For field trip accounts, after all
receipts/disbursements have been posted, the end Bal should be minimal!
3. To get a detailed report of accounts, run the Output/Sub Account Reports/List of All Transactions report/use
7/1/20xx as “From What” date and the current date as the “To What” date, “From Acct” and “To Acct” should be
the account (8230,4020) whichever you are trying to reconcile, choose 2nd button for "List by Sub
Account/Account", then choose either “Print to screen” or “Print to Printer” to view reports (it is always best to
view on screen prior to printing).
.
TRY IT - YOU"LL LIKE IT :) Questions? Please call the Auditing HELPDESK LINE @ 707-7393.
Press enter key to go to “From What Date” – type beginning date of bank statement, i.e. 070120xx
“To What Date” – type ending date of bank statement, i.e. 073120xx
Press the enter key 3 times to go to “Summarize on which digit of the account” box and type 3 and
press enter key
Click on “Print to Printer”, then click “OK” button to print report, then click “Exit” button to close
The above instructions are for printing your general ledger report to be sent to the Auditing Office along with your Monthly
Bank Reconciliation Report. You can choose different beginning and ending dates for the report to be printed and kept at
your school, (i.e. 070120xx through 063020xx to look at yearly figures).
The above instructions are for printing your account ledgers for each individual Class/Club account in the 3xxx series.
These reports should be printed monthly after you reconcile your bank statement and given to each 3xxx Class/Club
sponsor for their records. You may also view and/or print your 99x accounts or any activity accounts individually at any
time for review.
This report will show cancelled checks posted during the dates that you enter, so if your bank statement is not balancing,
you can run this report and verify if your cancelled checks posted in your computer match your bank statements cancelled
checks total.
21) GENERAL LEDGER TRANSFERS REPORT- Click Output>Sequential Lists>Click on List of General Ledger
Transfers
Click “Date” in the upper left box
Click “Is Between” in the middle upper box (you’ll need to use the little scroll bar on the right of the upper
middle box to find it)
Tab to the “Compare To” box-type 07/01/20xx,07/31/20xx (use bank stmt beginning &ending dates)
Click on “Accept Condition” button, then click on “Preview” button at bottom of query.
You will click “Zoom In” to view the report, then click “OK” to get back to the query screen
Click “Print” if you need to print the report or “Done” if you want to close out of the report
This report will show all General Ledger Transfers posted during the dates that you enter, so if your bank statement is not
balancing, you can run this report and verify if your deposit transfers match your bank statement.
NOTE: Two thumb drives are needed in the event data can not be retrieved from one of the two thumb drives. It is
recommended that the two thumb drives be used solely for EPES back ups. This will save you from losing more than one
day’s work in the event of a hard drive crash, loss of thumb drive and/or information, etc. You should have a folder on
one thumb drive for your Monday, Wednesday, Friday EPES back up information (i.e. 188107M) and one folder on
another thumb drive for your Tuesday, Thursday EPES back up information (i.e. 188107T).
NOTE: The folder names are set up as the site number to differentiate your school from any other, the ending year
indicates what school year the data is from and the M & T differentiates what day the data was backed up.
DATE:
REQUESTED BY:
ESTIMATED COST:
ACCOUNT/CLUB TO
BE CHARGED:
ITEM DESCRIPTION:
Distribution - White:
SB 35900 (Revised 5/97) Bookkeeper/Secretary
* * * * * *
DATE:
REQUESTED BY:
ESTIMATED COST:
ACCOUNT/CLUB TO
BE CHARGED:
ITEM DESCRIPTION:
Distribution - White:
SB 35900 (Revised 5/97) Bookkeeper/Secretary
BANK AUTHORIZATION
Date: 20
Name of Bank:
Branch:
Two (2) check signers are required for this account, one of which must be the Principal. (See asterisk)
Please send signature cards to the school at:
Sincerely yours,
Sample form – real form available on
email desktop – choose District icon,
MaryEllen Elia District Forms, Bank Authorization
Superintendent Form – print and complete
Two signatures are required on all school checks - the recommended primary check signer is the Principal,
with a designated administrator as the Principal’s alternate; a secondary signer with an alternate should also
be appointed. All personnel authorized to sign school checks should complete this Agreement for Check
Signing Privileges and adhere to the following procedures:
c. CHECK - The amount and payee should correspond to the invoice information. No “blank checks”
should be authorized - ie, no checks with a blank vendor name or amount.
2. Sign the check – preferably, the administrator should sign the check after the secondary signer.
b. Do not discard voided checks. Void the check by writing “VOID” across the face of the check and
tearing the signature space off the check. Voided checks should be listed separately on the Log of
Checks.
5. It is preferable that the same primary (Principal) and secondary signers are used consistently. The
alternates should function as a check signer only in the absence of the primary or secondary signer,
with at least one administrator signature required for each check. The alternates should also be used
when the check is made payable to a check signer.
I have read the foregoing and agree to apply these procedures to the best of my ability.
School: ____________________________
SB 39910 (Revised 11/01) DISTRIBUTION: Original Auditing Department – Rt. V. Copy as needed
Salary (Overtime):
Internal Accts.
Facility Rental 8070 asap n/a Overtime Form
w/check to
Internal Accounts various
PERSONNEL
“Sales Tax Remittance”
Sales Tax (rentals) 8400 Monthly n/a
Vandalism of school property 8XXX as needed "Vandalism" n/a
site/ project/fund/ program/
Warehouse Order Abatements various as needed account n/a
1. All checks should include your site number either on the check or on the check skirt (memo section).
2. Remittance advices are NO LONGER NEEDED. Please record account coding on the check skirt.
3. For your school check file, please use the account ledger page as check documentation.
For the Budget Office remittance, please send the check and account codes only.
4. All checks should be made payable to "School District of Hillsborough County".
5. For account code questions, please call the Budget Office at 272- 4312.
1. All checks should include your site number either on the check or on the check skirt (memo section).
2. Remittance advices are NO LONGER NEEDED. Please record account coding on the check skirt.
3. For your school check file, please use the account ledger page as check documentation.
For the Budget Office remittance, please send the check and account codes only.
4. All checks should be made payable to "School District of Hillsborough County".
5. For account code questions, please call the Budget Office at 272- 4312.
Athletic:
Athletic Gate Receipts/SAC cards 8240 monthly "Athletic Gate Receipts" n/a
Athletic Summer Camp 4XXX monthly "Athletic Summer Camp"
Bus Trips 4020 monthly "Bus Trip #______" n/a
Driver's Ed Fees 8XXX monthly "Driver's Ed. Fees" n/a
1. All checks should include your site number either on the check or on the check skirt (memo section).
2. Remittance advices are NO LONGER NEEDED. Please record account coding on the check skirt.
3. For your school check file, please use the account ledger page as check documentation.
For the Budget Office remittance, please send the check and account codes only.
4. All checks should be made payable to "School District of Hillsborough County".
5. For account code questions, please call the Budget Office at 272- 4312.
Paydate:
X Hourly
Rate*
INSTRUCTIONS:
Attach a copy to the check requisition for the school file. Send the check and
remittance advice to Budget one week before the paydate.
1. Principal approval is required prior to opening a Bookstore. The Principal should also approve the
type of merchandise offered for sale. The merchandise offered in a Bookstore should enhance the
instructional program.
Examples of items that may be sold in a Bookstore are: Paper, Pencils, Pens, Rulers, Erasers,
Index Cards, Notebooks, Folders, T-shirts.
4. Research possible suppliers and secure shipment. If necessary, obtain cash register
from OMR.
5. The Sponsor should determine selling prices for all merchandise offered for sale.
Note: The maximum average markup allowed is 20%. Prices may be set to cover
costs only (including shipping and sales tax paid to the vendor), but the Bookstore
should not operate at a loss. Slightly more than 20% may be charged on a few items
as long as the total profit does not exceed 20%. Rounding items to the nearest $.05
may be necessary to avoid maintaining pennies for change.
Examples:
6. The Sponsor should obtain a small change fund from the secretary/bookkeeper. The amount of the
change fund should coincide with the amount of business anticipated. This amount can be increased or
decreased as necessary. (Example: a small elementary operation may only need $10, but a larger
senior high would probably need $50).
1. Sales tax of 7.00% must be paid on all Bookstore supplies. We recommend that tax
be paid directly to the vendor on product cost. Transferring sales tax on gross sales
is a more costly method.
2. Start up monies may be transferred from the General Miscellaneous account and
returned after profit has been established, or the Bookstore account may run in the
negative until profit is realized. The Bookstore is a service provided through internal
accounts. Monies provided by the District (Budget) may not be used.
3. Bookstore activities are considered a normal school function and should be recorded in
the school’s internal accounts. An outside organization, such as PTA, may assist in
operating the Bookstore as long as the receipts and expenses (and profits) are
recorded in internal accounts.
4. No items may be required for the student to purchase without the full consent of the
principal and approval of the School Board.
5. General Area Director approval is required to close the Bookstore and to approve the
method for dispersing unsold items.
6. Donated items should not be distributed through the Bookstore. These items should
be given to the Principal for distribution. Items given away (purchased through the
bookstore) should be documented and approved by the Principal. Items sold below cost
should also be documented and approved by the Principal. These items will adversely
affect your profit/loss unless tracked effectively (i.e. rung into the cash register
using a separate key).
7. If ID cards are made and sold through the Bookstore, they may be rung through the
cash register after adding a separately programmed cash register key. Further, all
ID card sales should be posted into a separate internal account specifically for ID
card sales (not bookstore). The use of a remittance advice, similar to the Adult
program, should be prepared by the bookstore sponsor to assist the bookkeeper with
correct account posting. Additionally, all purchases for the ID program should be
made from the ID account. ID cards would then not be included on the bookstore
inventory.
8. When collecting for other events, such as Prom, a table may be placed outside the
bookstore for convenience and student receipt books used to document collections.
Such funds would NOT be receipted into the bookstore account; but rather, would go
to the separate account established for that purpose.
9. We recommend that cash registers be used in the larger bookstore operations. When
a cash register is used, a copy of the summary tape should be remitted to the
bookkeeper/secretary along with the correlating deposit.
Daily
1. Obtain and secure change fund from bookkeeper/secretary.
2. Add sales receipts for the day, remembering to remove change fund first. If a
cash register is used, a copy of the summary tape should be remitted to the
bookkeeper/secretary along with the correlating deposit.
3. Present cash to bookkeeper/secretary each day for official receipting. Both parties
should be present when cash is counted by the bookkeeper/secretary so that the
amount transferred is verified. The Bookstore manager should then receive an
official receipt as verification of transfer of funds. Request the
bookkeeper/secretary to place change fund in the vault before leaving for the day.
2. Verify sales and purchases against account ledger page obtained from
bookkeeper/secretary.
In January, End and Beginning of School Year, Personnel Change involving Bookstore
1. Take inventory count. Complete BOOKSTORE INVENTORY, page 47 & 48.
Note: You must use cost (last invoice price including sales tax and any
freight charges) to calculate the value of the inventory on hand.
The following instructions should assist the Sponsor in completing the Bookstore Inventory
(SB22400):
SALES PRICE OF ITEM: This is the price you set to sell to the students. The maximum
average markup allowed is 20%. Prices may be set to cover costs only (including sales
tax), but the Bookstore should not operate at a loss. Slightly more than 20% may be
charged on a few items as long as the total profit does not exceed 20%. Rounding items
to the nearest $.05 may be necessary to avoid maintaining pennies for change.
NAME OF LAST VENDOR: Enter the name of the vendor you last purchased this
particular supply from.
LAST INVOICE PRICE (1): This amount is obtained by taking the item amount from the
most recent invoice, making sure you have prorated the tax and related freight charges
appropriately.
VALUE OF ITEMS ON HAND (1*2): Multiply the last invoice price (1) times the quantity
on hand (2).
TOTAL THIS PAGE: Add all amounts on current page and enter the amount here.
TOTAL OF ALL PAGES: Add individual page totals to arrive at a summary total and
enter that amount here.
Bookstore Inventory
School: Date:
The following instructions should assist the Sponsor in completing the Bookstore Financial
Statement (SB22500):
DATE FROM: Enter the date from the prior Bookstore Inventory
DATE TO: Enter the date from the current Bookstore Inventory
(A) TOTAL RECEIPTS OF BOOKSTORE: Obtain this amount from ledger pages obtained from
bookkeeper/secretary. Calculate all receipts and appropriate Transfers In/Out for the time
period indicated. DO NOT INCLUDE the beginning balance of the Bookstore account.
(B) STOCK VALUE ON HAND AT BEGINNING OF PERIOD: Total of all pages from prior
Bookstore Inventory
(C) PLUS STOCK BOUGHT THIS PERIOD (FROM BELOW): See (I) Detail of Stock
Purchased. The number entered in “C” would be the total shown in (I). Include appropriate
transfers in/out.
(D) TOTAL STOCK AVAILABLE FOR SALE (B + C): Add B + C and enter the total here.
(E) LESS STOCK VALUE ON HAND AT END OF PERIOD: Total of all pages from current
Bookstore Inventory
(F) COST OF GOODS SOLD TO DATE (D MINUS E): Subtract E from D and enter the total
here.
(G) PROFIT OR (LOSS) (A MINUS F) on bookstore operations: Subtract F from A and enter
the total here.
(H) AVERAGE MARKUP PERCENTAGE: Divide Profit (G) by Cost (F) and enter the total here.
NOTE: Markup percentage should be from 0 - 20%. Note that all losses should be documented
as to the cause of the loss (items sold at a reduced price or incentive giveaways) and
substantiated by a memo approved by the Principal or General Area Director.
(I) DETAIL OF STOCK PURCHASED: Obtain account ledger pages from secretary/bookkeeper
and verify your copies of invoices to account ledger pages – disbursements column. Enter each
check in the space provided for the time period indicated. Also include appropriate Transfers
In/Out for the time period indicated.
A. Total Receipts of Bookstore (acct for all receipts. all money turned in?)
DO NOT include beginning balance of bookstore account.
DO include appropriate transfers IN/OUT.
2. In order to create a separate entity from the school, PTA / Booster organizations must have
PARENT and/or community representation. Teachers and school personnel are permitted to be
members, but are encouraged to play a subordinate role to the parents. That is, the Board, Officers
and primary control (check signing, decision making) should be maintained by parents. Without
parent involvement, the organization’s activities must be recorded in the school’s internal accounts.
c. Due to lack of parental support, some Booster organizations elect to utilize the school’s
internal accounts, in which case the Booster account would be set up as a trust account. The
Booster organization administrators would sign the check requisition under the “sponsor”
section, indicating authority to issue checks from this account.
Advantages include:
An internal account may utilize the same check signers as for internal accounts
Still some flexibility in expenditures
Reduces the Treasurer function, as the bookkeeper would perform the paperwork
Disadvantages include:
MUCH extra work for the bookkeeper
Still need a parent Treasurer to act as “sponsor” to authorize check requests
public access to records
may not pay employees directly, such as to operate the concession stand or to pay
a stipend to the bookkeeper (payments to employees must be processed
through the Payroll department using appropriate NJR form).
4. Tax id - If the Booster/PTA organization operates through its own bank account, they must have a
separate tax identification number. They may not use the school’s tax identification number.
5. Form - Annually, the Booster/PTA organization must fill out a blanket Use of School Facility form to
denote their fundraisers and various activities for the entire year (see page 31a-31b1) and provide
insurance information. A fee waiver can be approved by your Area Director.
6. Oversight function - Even though Principals cannot be a Booster check signer, they should still
exercise some oversight over the Booster/PTA organization, as that group is using the school’s
name. As such, the school may be asked to be accountable for Booster debts if proper separation
has not been achieved. Examples of oversight might include the following:
a. reports - request monthly receipt and expense reports and the bank statement/cancelled
checks. Look for odd bank charges, corrections, NSF activity.
b. fundraising - Approve all fundraising efforts and timelines to avoid conflicts with other school
activities
c. double up - 2 signatures for each check, 2 people involved with collections, deposits, etc
d. ensure the check signer is not remitting checks to him/herself (have a second authorized
check signer for those checks).
e. use pre-numbered receipts and checks.
f. enlist a non-officer parent to conduct an annual “audit” of records.