File: DK-R (also JHB-R) 

SCHOOL ACTIVITIES (AND SCHOOL) FUNDS MANAGEMENT GUIDELINES

1.  Deposit slips will be filled out by the teacher or sponsor when bringing money to the school office to be deposited. The deposit slips will indicate the origin of the money. All cash will be turned in to the principal daily and deposited by him/her or their designee in the designated depository.
2.   Receipts will be given to students whenever the students or their parents/guardians request a receipt.
3.  A receipt will be given to the teacher or sponsor depositing the funds to the person in the school office authorized to accept them. Whenever funds change hands, we encourage giving a receipt at the time of transfer, but this is not mandatory.
4.     Purchase in excess of $75.00 shall be made only after written authorization by the principal or his/her designee on school Request for Withdrawal forms.
5.  Request for payment of invoices must be submitted to the principal or his/her designee with a Request for Withdrawal form by the teacher or sponsor of the group or organization. A detailed invoice and explanation of the expenditure are required for each withdrawal.
6.     Checks will not be issued without authorization as above. Only one teacher or sponsor will be authorized to sign withdrawals for an organization.
7.     For reimbursement of expenses, an expense report will be submitted, signed by proper authority and payment made in line with the procedures above.
8.  If an advance is given to any club, organization or teacher, this advance must be accounted for either by invoices or a deposit of the excess funds and invoices. For example, if a coach is given a cheek in the amount of $500.00 for change for an athletic event, the deposit of the funds from the athletic event should be clearly separated as to the refund for change, and the balance shown as gate receipts and/or concession receipts.
9.     Gate receipts and admissions to fund-raising events shall be controlled through the use of pre-numbered tickets. (See statement coded in Policy File; DFGA).
 10. Bills will be paid whenever possible before the tenth (10th) of the month after purchase is made. Each school group, department or organization that has an account with the school will notify the school office at the end of each month of any outstanding invoices and encumbrances, listing the vendors) and the amounts owed.
11. Each month the principal or his/her designee will send each sponsor a report on the balances in the group, department or organization.
12. Monthly reports will be sent to the Central Office on all school accounts in accordance with Board policy.

Issued prior to 1975
Revised:    4/1/98
Revised:    11/17/04