Student Activity Training FY15-16Prepared by: HCISD Accounting Department

What are Activity Accounts? Campus Activity – Fund 461

Funds raised for entire student body

Student Activity –Fund 865 Funds raised by student groups, i.e. Student Council,

Chess Club, etc.

Who Manages Accounts? Principal is ultimately responsible for all Activity

Accounts Campus Secretary/Bookkeeper assists in accounting

for funds

How Do I Manage Activity Accounts All activity accounts both Fund 461 and

865 are managed through EPES Online Accounting software

EPES keeps track of all receipts, deposits and checks. Used to reconcile bank statement.

EPES also creates reports to help you see your monthly activity and share with Sponsors.

Reports Due the 15th Student activity bank statement needs

to be reconciled in a timely manner Due date is the 15th of the month If your reports are not in by the 15th of

the month, Accounting Staff will be out to your campus beginning on the 16th

Reports must be signed and dated

What Reports are Due Bank reconciliation report Copy of bank statement List of Outstanding checks General Ledger Report – Total General Ledger Report –Agency Groups

only Reconciliation Report Fund 461 Summary Sheet Sales Tax Report

Notes on Reports Please submit your reports in the order

provided in the previous slide The Fund 461 Summary Sheet MUST be

emailed and a hard copy should be attached Fund 461 Summary Sheet is to be used for:

Providing monthly charges to 461 accounts Providing info on reimbursements received

from your Local budget

-cont. Notes on Reports A revised Fund 461 Summary Sheet will

be emailed to you in September This will be used beginning with

September’s Reports

Report Snapshots Bank Reconciliation

Fund 461 Summary

4615-12-112-99 4615-13-112-11CHECK # AMOUNT VENDOR 6291000 6497000 6499000 6412000 6497000 6399000 6499000 6399000 6497000 6497000 6499000 6343000 64990001832 84.6 McDonalds 84.60 1835 70 ValleyRadio 70.00 1839 159 Children's Museum 159.00 1840 247.2 HEB 247.20 1841 176 Pizza Hut 176.00 1844 22 Resaca 22.00 1845 50 American Diving 50.00 1846 44 Dollar Tree 44.00

275.25 Deposit (275.25) 103.86 Deposit (103.86) 48 Deposit (48.00) 886 Deposit (886.00) 34.06 Deposit (34.06) 101.7 Deposit (101.70) 423.2 Deposit (423.20)

TOTAL - - (514.87) 72.00 - - - - - (849.40) 70.00 203.00 -

4615-11-112-11 4615-11-112-21 4615-11-112-99 4615-23-112-99 4615-36-112-99

Journal Entry ADJUSTING ENTRY__________

REVISED

TRAVIS ELEMENTARY

FUND 461 / 865CLASSIFICATION DEBIT CREDIT

8655 1110-112 CASH, AGENCY8655 2190-112 DUE TO AGENCY

8655 2190-112 DUE TO AGENCY8655 1110-112 CASH, AGENCY

4615 1110-112 CASH 514.874615-01-112-00 R5755000 REVENUE 514.87

4615-11-112-11 6291000 CONSULTING SERVICES4615-11-112-11 6497000 FOOD4615-11-112-11 6499000 MISC OPERATING COSTS 514.874615-11-112-21 6412000 TRAVEL-STUDENT4615-11-112-99 6399000 GENERAL SUPPLIES4615-11-112-99 6499000 MISC OPERATING COSTS4615-12-112-99 6399000 GENERAL SUPPLIES4615-13-112-11 6497000 FOOD4615-23-112-99 6497000 FOOD4615-23-112-99 6499000 MISC OPERATING COSTS4615-36-112-99 6343000 ITEMS FOR SALE4615-36-112-99 6499000 MISC OPERATING COSTS4615 1110-112 CASH 514.87

REVISEDEXPLANATION: Apr' 15 RECON - TRAVIS ELEMENTARY

PREPARED BY:

APPROVED BY:

DATE: 08/05/15

STUDENT ACTIVITY

ACCOUNT

EPES and eFinance The Journal Entry created from your

Fund 461 Summary Sheet will be posted to eFinance Plus by the Accounting Dept.

This is how we mirror the data on your EPES to eFinance Plus.

Month-end cash balances should always be the same on your EPES and eFinance Plus (Sept’s month end balance in Oct’s eFinance)

eFinance Report You should be running a Detailed

Expenditure Status Report for Fund 461 monthly

This report is more like a Budget to Actual report to review your actual month-end and YTD balances to budget

Remember Budget is not your Cash Balance. Your EPES system reflects your true cash balance.

Sponsor Training In September, we will be conducting a

short overview on student activity must’s with your campus Sponsors

Coverage will be on: Receipts Deposits Check Requests Fundraising Applications Tax Free Days

New Items to Look For It is imperative that you check your cash

balances before issuing a check to ensure you are not overdrawn in that pertinent activity account. (This is not new)

Therefore, you must be posting your transactions on a daily basis….to know what your true cash balance is. (This is new)

As per Mr. Julio Cavazos, we will be monitoring your accounts for any negatives. At that point, a meeting will be called to discuss corrective action immediately.

New Items to Look For Tips and Gratuities are NOT allowed. The

only exception to this rule is for a “Service Charge” that is already included on the ticket. An example is a service charge for a table of 6 or more people.

Reimbursements to staff for items purchased through a personal credit card will be limited to $100 AND MUST be pre-approved by the Principal before making the purchase. Please use Attachment #18 to document this process.

New Items to Look For Food purchases for staff only will be coded to object code

6497000 under Fund 461. This object code helps us keep track on how much the District spends on food for staff. Food purchases should be limited to in-services, staff

meetings and staff appreciation. Limit per person is $7.50. Items NOT allowed are food for baby showers, birthday cakes, or food for any individual. Allowable food purchases should be for the betterment of the campus’ total benefit and morale.

Other refreshments for Parents and the Parent Center are to be charged to Function 61, object 6499000.

Student snacks and student banquets should be charged to object code 6499000.

This year we have spent $38k in 6497 in Fund 461 and $128k in Fund 199. $65k of that is in Function 23.

New Items to Look For New Donation Form – See

Attachment #12 This will also be found online under

Accounting Information New Activity Fund Pre-

Authorization Form – See Attachment #18 (last page)

This will also be found online under Accounting Information

Items to Remember No Raffles are allowed on campus Background checks on consultants must be done

before contract works begins each time. i.e. Feb, Oct Campuses with HELP must turn in their monthly

fees collected by the 10th of every month. No exceptions.

Review your balances carefully. Its not just to balance your bank statement. Take time to review reports to make sure they are correct.

List of students should be attached to Check requests for Field trips.

Items to Remember Year-end closing will happen as soon as you

turn in your August report. You will not be able to log in to FY 15-16 until we close.

Those who wait to turn in their reports to us on the 15th should be up and running by Sept. 18th.

Keep an open communication between your campus and Accounting.

And most importantly, keep an open communication between Secretary/Bookkeeper, Principal and Sponsors.

Thank you! A copy of the revised Student Activity

Manual has been emailed to you. Please read! Any questions, please call us! Have a great year!!