Campus Operating Fund Management Guidelines for San Antonio Independent School District
Guidelines and procedures for managing Campus Operating Funds at San Antonio Independent School District, including fundraising information, responsibilities of staff members, and steps to initiate and locate fundraiser details. The purpose, source, and management of the funds are outlined, emphasizing student participation in extracurricular activities. Financial reports, audits, and documentation requirements are detailed for proper fund handling.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
CAMPUS OPERATING FUND 2022-2023 San Antonio Independent School District
CAMPUS OPERATING FUND Aracely Z Absy Sylla Assistant Director-Disbursement 210-554-8649 Leticia Almaraz Student Activity Clerk(High School) 210-554-8632 (Fundraiser questions)
What Well Cover Steps to locate Fundraiser Information 01 Fundraiser Vendor Information 02 02 Steps to Initiate Fundraiser 03 Table of Contents 04 Share Point & Logs
What is the purpose of Campus Operating Funds? To provide students an opportunity to raise funds in order to take part in co- curricular activities and outside classroom experiences that are not part of the regular curriculum. Where does the Operating Funds come from? Monies raised by students from: Fundraisers- school approved Donations Gate Receipts Student Fees. Note: Crowdfunding is NOT an approved fundraising activity by SAISD ex: No GoFundme Accounts How are Campus Operating Funds Managed? Monthly Financial reports are not available. Account activity can be viewed under My Accounts in Frontline. Scheduled internal audits.
Staff Responsibilities for All Funds Campus Principal: Overseeing proper collections, disbursements & safekeeping of monies in a safe, locked/secured cabinet, or other secure area. Budget Manager: Submit form ADM-17 to request authorization to conduct fundraiser prior to the start of fundraiser; collection of student monies; preparation of cash reconciliation report; Preparation of income & expense report and, monitoring of budget account(s). Bookkeeper and/or Secretary: Preparation of income and expense report and Two persons present for verification of monitoring budget accounts sponsor s cash reconciliation report Maintain accurate and timely recordkeeping- Securing money under lock & key at all staff responsibilities for student activity funds times, including deposit bags Maintain Sharefile logs found in share point Handing over deposit bag only to armored and retaining records for 7 years car service or delivery of deposit bag(s) to Provide account activity to sponsors using My Accounting Department at Central Office on Accounts in Frontline. a weekly basis.
Steps to Find Information & Share Point Logs Documents www.saisd.net Departments Financial Services Finance-Student Activity Finance - Documents (2022-2023 Approved Fundraising Vendors) Log & SharePoint www.saisd.net Employee Tab SharePoint Student Activity Start Logging Deposits, & Fundraisers
Steps To Initiate a Fundraiser Be sure the Vendor is an Approved Fundraising Vendor Do Not Start a Fundraiser Until All Steps Are Complete Budget Manager must prepare a Request For Authorization To Conduct Fundraiser Secretary Will Record Fundraiser in the Log & Principal will have to approve Send to The Appropriate Deputy Superintendent For Approval CANCELLING A FUNDRAISER Write VOID/ CANCEL across the form and attach an explanation for the reason & send the copy to the Deputy Superintendent.
Income & Expense Conclusion of the fundraiser, copies of all documentation should be submitted to the principal, secretary, or bookkeeper w/BUS-5 showing the amount of money collected. (no later than 3 weeks after the end of the fundraiser for auditing purposes) The budget manager is Responsible for keeping Records A) Cash Reconciliation Reports B) Yellow and pink copies of Cash Receipts C) Inventory Not Sold D) Collectible Debt E) Copies of invoices and Payment Authorizations
Texas State Sales Tax Rules The Sales tax statues requires each campus to collect and remit Sales Tax. One Exception: Tax Free Sales May have 2, one day, tax free sales each calendar year(Bona Fide Chapters are eligible-see pg 15 on student activity manual) Current Sales Tax Rate 8.25% Each school and or club shall collect and remit sales tax on all taxable items. A school and or club has the option of either adding the tax to the sales price or including the sales price of the item.
Tax Free Sales Bona-Fide Chapter Non Bona-Fide Chapters Student groups that are recognized by the campus and are organized by electing officers, holding meetings, and conducting business are bona-fide chapters of the campus. Debate Club Spanish Club French Club NHS Cheerleader Club Kindergarten Senior Club Below are examples of groups that are not bona-fide chapters. These groups do not qualify they are organized for instruction and participatory (team)sports. Debate Team Spanish Class French Class Algebra I Senior English Honors Football & Volley Ball Teams
