STUDENT CLUB SPONSOR TRAININGPresented by: Nancy Saldana, Rosa Rodriguez and Margarita VargasFINANCE DepartmentSeptember 10, 2014

Student Activity Funds

The Principals, Teachers and Clerical staff are placed in a position of trust by parents and students when funds are placed in your care.

The basic purpose for the collecting or raising and

expending of activity funds must be for the direct benefit of the students.

Sponsor Responsibilities

• Each Sponsor should complete the following form:

Approval of Fundraiser Application Form

• A fundraiser application form must be filled out, turned in and approved prior to any fundraising activity.

• The fundraiser should directly benefit the entire group rather than a few individuals.

• Recaps need to be submitted 1 week after the final fundraiser date.

• The fundraiser schedule is controlled by the Campus Principal.

• Follow up with your student’s collections frequently

• Sponsors when delivering a lock bag to the bank make sure it is a LFICSD maroon bag.

• Donations greater than $1,000 must be deposited at the Finance Department.

Fundraiser for Student Travel • If the fundraiser is for student

travel, Support Service Department must approve before submitting to the Finance Department along with the field trip request form.

• For a copy of the form contact Support Services 956-254-5097

Deposits All monies deposited into the activity funds must be

associated with a fundraiser application (exception: donations and commissions).

Deposits need to be done on a daily basis. Monies should not be held overnight.

Never use cash collected to make purchases.

All checks need to be endorsed at the time they are received or accepted. No post dated checks No temporary checks No foreign currency

NSF Checks will be charged to your activity account.

The Deposit worksheet needs to be completely filled out and signed.

COLLECTED MONIES

• Sponsors should issue receipts for monies collected using a pre-numbered receipt booklet.

• Sponsor must deposit funds collected on a daily basis to the campus cashier.

• Total amount collected and total receipts must equal to the Deposit Worksheet at any given date.

Check Disbursements

• All purchases must be paid with an activity check.

• Before processing a check a Pay Voucher Request needs to be filled out in its entirety, signed by the principal and sponsor.

• Items / services are not allowed to be paid in advance.

• Activity checks require two authorize signatures.

• Checks need to be in a locked location at all times

Professional Services Information and W-9

• A W-9 must be completed for all vendors, especially when hiring motivational speakers, choreographers, seamstress, DJ services, or

clown performances.

Sales Tax Exempt Certificate

• It is a criminal offense to give a resale certificate, or sales tax exemption for personal use.

Parent / Teacher & Booster Clubs

• Booster Clubs should obtain their own Tax ID number

• They should never use the District’s tax identification number

• They should never use the District’s mailing address.

SOURCESReference information:

•Board Policy:– CFD (LOCAL): Activity Funds Management

– FJ (LOCAL): Gifts and Solicitations

– FM (LOCAL): Student Activities

•Administration Procedures: Relations with Parent Organizations and Booster Clubs

•Texas Public School Nutritional Policy

•Latest Activity Fund Manual (under development)

Reference Handouts for this Presentation

This presentation, forms, and resources will be available online at the Los Fresnos CISD webpage under Offices, Accounting, Accounting forms page.