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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Beaumont Independent School District
Hometown Ticketing (HTT)
The district has an agreement with Hometown Ticketing (HTT) to provide an online payment solution. In an effort to reduce the amount of cash received at the campus, HTT will be used to collect proceeds for all ticketed events.
A ticketed event (general admissions event) is defined as a fee paid entry to an unreserved seating area as in a gym, cafeteria, or other similar locations. Ticketed events are to be set up in HTT for tickets costing $4.00 or more. Events with ticket costs less that $4.00 can be entered into HTT, but is optional.
These procedures will provide guidance to campuses on how to request set up of a ticketed event on HTT as well as other processes.
Examples of ticketed events (not all inclusive):
- Athletic Events
- School Plays
- Musicals
- Prom
- Homecoming Dances
Ensure Fundraisers are Approved
Ticketed events are considered fundraisers. A Fundraiser Approval Form must be submitted and approved in Eduphoria.
Submit Request for Ticketed Event
After the event is approved by the principal, send the following information to your campus secretary/bookkeeper at least two weeks before the event. This will ensure event is communicated timely to the purchasers:
- What club/fund is sponsoring the event
- Event Name
- Description (provide information to the purchaser)
- Department (will always be Athletics)
- Sports Teams (i.e. drama, theatre, poetry, valentines dance, etc.)
- Price
- Event Date
- Venue
- Number of tickets for sale (or unlimited)
- Ticket sale start and end dates
- Event image
Event Setup in HTT
Secretary/Bookkeepers will set event up in HTT. The Activity Funds Office will assist where needed. QR codes can be created and printed to share with students and parents.
Ticketed events are posted on the Athletic Department’s webpage at Online Ticketing Information. It is suggested you review your QR code and event details. Any changes are to be communicated immediately.
Making Payments Online
Purchasers can use the QR code or the Athletic Department link to make their ticket purchases. After their purchase is complete, purchasers receive mobile-friendly, digital tickets via email they can print or display on their phones to access the event.
Ticket Scanning
Ticket takers can download the Hometown Ticketing Scanner App. The app is used to scan the tickets of purchasers. If the purchasers do not have the digital ticket or a print out, the ticket taker can access the Event Check-In on the app, search for the purchaser’s name, and click the Check-In button. Note: once the purchaser checks in, that ticket is no longer available for use.
Reports
- Guest Lists – list can be printed prior to the event to facilitate check in.
- Audit Report – a detailed financial report can be printed which shows the number of ticket sales and the revenues from the purchases.
Hometown Ticketing is used for ticketed events. Use My School Bucks student fees, club dues, and products.
