Activity Funds
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General Information
- Responsibility for Activity Funds
- Auditing of Activity Fund Records
- Fixed Assets Purchased with Student Activity Funds
- Special Activity Accounts
- Staff Meals (Campus Activity Funds)
- Staff Appreciation Meals
- Staff and Student Incentive Awards
- UIL Awards
- Scholastic Book Fair Procedures
- Classes of Activity Funds Operations
- Allowable/Prohibited Uses of Funds
- Student Activity Funds vs. Outside Organizations
- Cash Management
- Deposit of Funds
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Payment From Funds
- Purchasing Policies
- Purchase Order Procedures - 461 Campus Activity
- Check Request Procedures – Campus Activity Funds (461)
- Check Request Procedures – Student Activity Funds (865)
- Employee Travel
- Student Travel
- Payments to Employees for Services
- Payments for Contracted Services
- Scholarships
- Reimbursements
- Refunds
- District Charge Cards
- Procedures for District Charge Card Purchases
- Check Processing
- Voiding Checks
- Transfer Between Accounts
- Police Officer and Game Worker Pay
- Contract and Service Agreements
- Conflict of Interest
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Fundraisers
- Acceptable Fundraising Activities
- Prohibited Fundraising Activities
- Sponsor Fundraising Instructions
- Cash Receipts
- Disbursements
- Crowd Funding/ Online Fundraising/ Pay Pal
- Change for Fundraisers
- General Admission Events
- Basketball Games
- Meets Held at the Campus
- Food Fundraisers
- Service Projects/ Charity Fundraisers
- Fundraising Parameters
- Reporting Loss/ Theft
- Sales Tax
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Responsibility of Sponsors
- Required Sponsor Forms/E-Course
- Cash Receipts
- Disbursements
- Fundraising Approval Form
- Fundraising Financial Report
- Monitoring Account Balances
- End of Year Responsibilities
- The Do’s and Don’ts of Being a Sponsor
- Being an Effective Sponsor
- Follow these suggested steps for organizing and record keeping for your club
- Student Activity Club Guidelines
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Bookkeeper Responsibilities
- Required Forms/E-Course
- Monthly Report of Account Transactions
- Negative Balances
- Dormant Accounts
- Fundraising Approval Form (SAF-112) - Eduphoria
- Fundraising Calendar
- Fundraising Financial Report (SAF-114) - Eduphoria
- Safeguarding Supplies
- Activity Fund Bookkeeper Checklist (SAF-119)
- Yearly Procedures: Beginning of the School Year
- Yearly Procedures: End of Year Sponsor Checkout
- Training New Student Activity Club Sponsors
- Records
- Previous Years
- My School Bucks (MSB)
- Hometown Ticketing (HTT)
- Training and Activity Fund Resources
- Manuals
- Forms
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The Activity Fund Office is located at central office and reports to the CFO. The Activity Fund Office provides activity fund bookkeeping assistance to all campuses in the district.
Responsibilities include:
- Manage account activity
- Assist with bank reconciliations for activity funds
- Verify and post cash receipts to TEAMS.
- Approve RPO’s and check requests for student activity transactions in TEAMS.
- Implements procedures – Centralized Activity Fund Procedures Manual and training materials.
- Coordinate with principals and bookkeepers to correct deviations from policy and procedures.
- Prepares journal entries for activity funds
- Reviews fundraising requests
- Conduct training for staff (bookkeepers, sponsors, principals, etc.)
- Provide information to principals regarding issues with their respective campus.
- Send correspondence regarding changes or issues with activity funds.
- Site visits to campuses regarding activity funds.
- Transfer of funds between activity accounts.
- Creating new accounts in TEAMS.
- Other administrative duties
