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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All disbursements made through activity funds must have the Student Activity Fund Voucher (SAF-104). Payments will not be processed without the SAF-104 attached in TEAMS. Orders placed without this form attached will be rejected. The SAF-104 must also have Principals signature approving the request.
Campus Activity Funds
Purchases made with Campus Activity Funds (461) are subject to District competitive bidding and purchasing laws.
Student Activity Funds
Student Activity Funds (865) are not subject to purchasing and bid laws but must adhere to the guidelines established in this manual and District Regulations. Student Activity Funds are accounted for by the District as agency funds and held by the school as trustee for student clubs and organizations.
All Campus and Student Activity disbursements must be approved in advance by the campus Principal in writing using the Student Activity Fund Voucher (SAF-104) for check request and RPO/Purchase Order.
