Activity Funds
- Homepage
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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
- Student Activity Club Guidelines
- 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
- 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
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Bookkeeper Responsibilities
- Required Forms/E-Course
- Monthly Report of Account Transactions
- Negative Balances
- 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
- Training and Activity Fund Resources
- Manuals
- Forms
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- Complete the Fundraising Approval Form (SAF-112) in Eduphoria at least two weeks before the fundraising date. Remember only two tax free days per year
- Determine whether the items to be sold are taxable so that the vendor can include tax on their invoice. Remember, you must charge students/parents sales tax on items to be sold unless you are using one of two tax free days.
- If the fundraiser is approved by the Principal, complete the Student Activity Fund Voucher/Check Request Form (SAF-104) and attach the invoice from the vendor. Note on SAF-104 whether or not this is a tax free sale. Round up the sale price to the nearest dollar (ex. $8.58 becomes $9.00).
- Once the Principal approves this order, the bookkeeper will enter in TEAMS as a check request.
- Complete the Fundraising Financial Report (SAF-114) in Eduphoria within 5 days of the completion of the fundraiser, check that the form is in balance and turn in to the bookkeeper/secretary. The sponsor should also attach all supporting documentation indicating the total sales amount.
The bookkeeper/secretary is responsible for verifying that the total sales and total expenses on the Fundraiser Financial Report (SAF-114) match the revenue.
Remember, the fundraising project cannot begin until approved by the Principal or Activities Director (high school). All purchases must be pre-approved by the Principal before items can be ordered and entered in TEAMS as a check request. Any person that orders merchandise without pre-approval shall assume full responsibility for the payment of the invoice.
ALL FUNDRAISING PROFITS SHALL BENEFIT THE STUDENT BODY OR ORGANIZATION AS A WHOLE.