Welcome to the Activity Funds Department
The Activity Funds Department is dedicated to managing and reconciling student and campus activity funds with accuracy and transparency. We provide ongoing support to campus bookkeepers and establish policies and safeguards to ensure that all funds are collected and disbursed in accordance with Beaumont ISD policies and procedures.
Our goal is to ensure financial accountability while supporting the success of student and campus activities.
Purpose
Definition and Purpose of Activity Funds
The activity funds have been defined as funds consisting of resources received and held by each school to be expended or invested in accordance with conditions of the fund. Specifically, they are all funds accumulated from the collection of student fees and various district-approved money raising activities.
Activity funds are to be used solely for the welfare, educational development and morale of students. Each school, with appropriate approval of the Superintendent, may maintain a student activity fund. That fund will encompass the care and administration of those activities and functions relating to student and faculty programs.
The administrative policy of the fund shall be that income received for a specific function shall be disbursed only for that function. Upon the dissolution of any function, the school principal shall insure that any liabilities of that function are liquidated; the remaining function assets shall be transferred to the account of the general Principal activity fund.
Responsibility
Responsibility
All faculty including the principal, bookkeeper/secretary and club sponsors will be held responsible for campus and student activity funds entrusted to them. The responsible party will reimburse the account for any money which has been lost due to carelessness, fraud, or theft.
Principal
The campus principal is responsible for the proper collection, disbursement and control of all activity funds at the school. This responsibility includes providing for the safekeeping of all funds at the school.
The principal is not responsible, however, for funds collected, disbursed and controlled by parents, patrons or alumni organizations and these funds should not be accounted for in a school district’s activity funds (i.e. PTA, athletic and band booster clubs, etc.).
The principal must approve all fundraising activities in advance and must require each sponsor to complete the Fund Raising Approval Form (SAF-112) before any and all fundraisers. Also each employee who handles funds dealing with student activity will be required to sign a Conflict of Interest Disclosure Form (SAF-116) The Responsibilities of Faculty Sponsors of Student Groups (SAF-113) must also be signed by sponsors. Once a fundraiser is complete the sponsor MUST complete the Fund Raising Financial Report (SAF-114). Copies of the completed forms must be turned in to the bookkeeper/secretary.
The principal must have a safe in which to safeguard any funds that are deposited with the bookkeeper/secretary. Only the bookkeeper/secretary and principal should have access to the secured area. Only cash, checks or deposit slips for activity funds should be kept in the safe.
Campus Bookkeeper/Secretary
The bookkeeper/secretary should assist the sponsor in all matters related to campus and student activity funds. The bookkeeper/secretary should keep the principal informed of all issues relating to activity fund management. The bookkeeper/secretary has a duty to report any critical information regarding the loss of funds due to fraud or theft or a sponsor conducting a fundraiser without the approval of the Principal, etc.
The bookkeeper/secretary is also responsible for the following:
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Maintaining accounting records.
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Entering RPO’s and check requests for payment from activity funds.
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Receiving money and issuing a receipt.
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Preparing deposit to be picked up by BISD Police.
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Follow up on issues related to activity funds.
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Issuing cash receipt books as needed to teachers and other persons authorized by the Principal. All receipt books issued must be kept on a distribution log (SAF-124)
Activity Fund Sponsor
Activity Fund Sponsors are responsible for managing their respective activity funds. This responsibility can include developing fund raising plans, monitoring the financial position of the activity fund, reviewing the activity fund financial report, safekeeping activity fund money until it is deposited by the school district and other fiduciary responsibilities.
Activity Fund Sponsors may include a teacher, librarian or other campus staff. In addition, student activity fund sponsors include the sponsor of a student club or organization. The sponsors are also responsible for ensuring that the students make the decisions related to expenditures of their funds and safeguarding and accounting for all activity funds entrusted to him/her. The sponsor must follow procedures within this manual.
Activity Fund Sponsors responsibilities also include:
- Maintaining detailed financial records (to be kept in a binder)
- All forms pertaining to Fundraisers
- Student Activity Fund vouchers for requested payments
- Fundraising reports and all documents
- List of club officers
- Club meeting minutes
- All other documentation pertaining to the club
- Complete the Fund Raising Approval Form (SAF-112) and the Fund Raising Financial Report once a fund raiser is complete.
- Always keep a positive balance in the activity accounts at all times.
- Sign the Conflict of Interest Disclosure Form (SAF-116) if this form is not completed the sponsor will not be able to conduct activities that involve collecting or disbursing funds.
- The sponsor must sign the Responsibilities of Faculty Sponsors of Student Groups (SAF-113).
- Complete the Club Authorization Form (SAF-126) at the beginning of the year when clubs become established with members.
Activity Fund Office
The Activity Fund Office is located at the BISD Administration Building 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
Training Materials
Forms and Manuals
QUICK LINKS
Contact Us
Geri Russell
Activity Fund Specialist
BISD Administration Bldg.
3395 Harrison Ave.
Beaumont, TX 77706
p: 409-617-5083