SAF TRAINING 18.19 PPT

2018-2019 GUIDELINES AND PROCEDURES REVIEW MANUAL

FOX TECH GUIDELINES AND PROCEDURES **FORMS LOCATED IN GOOGLE CHROME** I. SPONSORS RESPONSIBILITY: **INFORMATION** ➢ Student Activity Funds Guidelines & Procedures ▪ Budget Worksheet ➢ Administrative Procedures: Purpose, Responsibility, Sponsor, Audits, Record Retention and Definitions ➢ Sponsor Forms: ▪ Request for Authorization to Conduct Fundraiser Form ▪ Deposit of Funds ▪ Authorization to Purchase Form ▪ Payment Request Form ▪ Sponsor Cash Reconciliation Form ▪ Income and Expense Form ▪ Reconciliation Statement Form ✓ Verified and Signed Reconciliation Report by sponsors on the following months: August, December, April ▪ SAF-5 Form: Transfer funds from Student Activity Fund 865 to Campus Activity Fund 461 ▪ Vendor Packet Form II. FIELD TRIP /OUT-OF-SCHOOL ACTIVITIES PROCEDURES: ➢ Administrative Procedures: Field Trips And Out-of-School Activities Procedures ➢ Field Trip Forms & Examples ➢ Field Trip Check-Off List: ▪ Field Trip/Out-of-School Activity/Approval Form ▪ Field Trip Lesson Plan Form ▪ Field Trip Permission Form ▪ Field Trip Lunch Request Form ▪ Field Trip Bus Request Form III. TRAVEL IN-STATE/OUT-OF-STATE PROCEDURES: ➢ Administrative Procedures: Travel In-State/Out-of-State Procedures ➢ Travel In-State/Out-of-State Check-Off List: Per Diem Rates: Lodging/Meals Maximum daily lodging and meal rates different depending on whether the travel is in-state or out-of-state based on the current rate established by the General Services Administration: https://www.gsa.gov/travel/plan-book/per-diem-rates ▪ Trip Authorization Form ▪ Travel Worksheet Field Trip Form ▪ Tax Exempt ▪ Hotel Tax Exempt

FOX TECH GUIDELINES AND PROCEDURES **FORMS LOCATED IN GOOGLE CHROME** IV. TEACHERS SUBSTITUTE FOLDER: ➢ Teacher Substitute Information Form ➢ Lesson Plans ➢ Rosters V. AESOP QUICK START GUIDE: ➢ AESOP Pamphlet VI. TUTORING LESSON PLAN GUIDELINES: ➢ Tutoring Lesson Plan Form & Example ➢ Tutoring Lesson Plan Instructions ➢ Steps to access Tutoring Lesson Forms/Instructions: • Select Departments • Select Financial Services • Select Travel Policy VII. EMPLOYEE ACCESS INFORMATION: ➢ Employee Access Information Steps to access Employee Information: • Select Departments • Select Financial Services • Select Employee Web Services VIII. EMPLOYEE ABSENCE/LATE/EARLY REQUEST FORM: ➢ Absence Request Form

INFORMATION Supplies All supply orders must be approved and submitted by department chair. Department Chair will make sure there is money in their campus budget to account for order. All orders will be placed using an Expenditure Request Form. In Exception to Athletics, Mariachi, Dance and Band because funds are under Fine Arts Department. Purchase Orders All tangible items and services, must be ordered using a Purchase Order (PO). Always verify company is an approved vendor before submitting quotes. Vendor status can change at any time throughout the school year. These vendors are listed on the district’s website: – Select Departments – Select Purchasing – Awarded Bid Vendor Memos Field Trips All field trips must be approved by the principal, area director and associate superintendent if applicable. A minimum of 3-4 weeks is required, so all completed paperwork is turned in before field trip date. ➢ Teachers will take attendance before leaving to field trip destination. ➢ Provide a roster to the Attendance Office on the day of field trip. ➢ Provide the nurse with a list of all students two weeks prior going to a field trip. ➢ Provide the Cafeteria Manager with student rosters before picking up sack lunches for each field trip. Travel All travel, including conferences, must be approved by principal prior to registering, mileage, booking hotel or airfare. If you are being reimbursed for meals during travel, you must submit itemized receipts. A minimum of 4-6 weeks is required, so all completed paperwork is turned in before field trip date. ➢ Teachers will be responsible for the following: • Professional Development registration quote • MapQuest – Mileage reimbursement • Hotel confirmation quote • Airline reservation quote Provide Secretary with a copy of all quotes to submit a Purchase Order. Fundraising All fundraising activities must be approved by the principal within 30 days in advance. The sponsor packet forms are listed on the district’s website: – Select Departments – Select Financial Services – Select Student Activity – Select Sponsor Packet Forms

INFORMATION Sponsor must use an approved fundraising company. Please make sure each vendor is an approved fundraising vendor before submitting for approval. Vendor status can change at any time throughout the school year. These forms are listed on the district’s website: – Select Departments – Select Financial Services – Select Approved Fundraising Companies All new vendors are required to submit a W-9 and other additional forms when payment is being issued by the District. These forms are listed on the district’s website: – Select Departments – Select Financial Services – Select Vendor Request Form A form has been created to TRANSFER fund from 865 to 461 on one form to submit a Purchase Order (PO) instead of a Payment Authorization (PA). This form is listed on the district’s website: SAF-5 Form: – Select Departments – Select Financial Services – SAF 865 to Campus Activity Fund 461 SAF Form Fundraising Collection All money collected by a teacher or sponsor shall be given to the school bookkeeper on the day collected or, if the money is collected after school business hours for evening or weekend events, on the next business day. a) The bookkeeper shall not collect money directly from a student or parent; the bookkeeper shall not both issue a receipt and prepare the deposit of funds. ▪Never use cash collected to make purchases. ▪All checks need to be endorsed at the time they are received or accepted. ▪No post-dated checks Sales tax, if applicable, must be incorporated in fundraising item total. Once a deposit has been made, expect a sales tax to be deducted from account. Food Purchase with HEB card For all HEB purchases, the card needs to be signed out and turned in within the same day unless given permission from principal. Also, once you signed back in the HEB card, all original receipts should be submitted to secretary with appropriate paperwork completed to pay HEB vendor as soon as possible. Never purchase gift cards or pay sales tax.

STUDENT ACTIVITY FUNDS GUIDELINES AND PROCEDURES REVIEW MANUAL FUNDRAISERS DEPOSITS PAYMENTS 2018-2019 GUIDELINES & PROCEDURES

Activity Code Title Club# Club Name Budget $ Date - Expense Balance Description $ - $ -

Administrative Procedures: Purpose, Responsibility, Sponsor, Audits, Record Retention, and Definitions The information is listed on the district’s website: - Departments - Planning & Budget





























Definition of a Fundraiser: • An approved project which involves the participation of students or a recognized student group for the purpose of generating funds. Monies accumulated for students from various resources such as: • Donations • Gate Receipts • Student Fees 23

Steps to Initiate a Fundraiser • Sponsor must use an approved fundraising company. These are listed on the district’s website: ▪ Select Departments ▪ Select Financial Services ▪ Select Approved Fundraising Companies 24

SPONSOR FORMS

Responsibility for Student Activity Accounts Forms • Request for Authorization to conduct Fundraiser Form • Deposit Funds • Authorization To Purchase Form – Approve Purchases • Payment Requests Form • Cash Reconciliation Form • Income & Expense Form • Reconciliation Statement Form 3 months throughout the school year - August - December - April All Forms are required to be typed out 26

Submit a “Request for Authorization to Conduct Fundraiser” form 1-MONTH PRIOR to the starts of the fundraiser. Sufficient timeframe is required for Area Associate Superintendent’s approval.



Deposit of Funds • Sponsor is responsible for counting and collecting monies for club accounts • All funds must be deposited on a “Daily Basis”…. No Exceptions • All monies should be secured in a locked vault…. No Exceptions • A Cash Reconciliation Report must be completed prior to submitting to bookkeeper • Sponsor is responsible for reviewing the monthly reconciliation reports to monitor club deposits & account activity 29

Authorization To Purchase Form - Approved Purchases • Sponsors must have written approval from the school principal before making any purchases • Prepare an “Authorization to Purchase” form to identify the purpose of purchase • A DEBIT card must be used for purchases. Use of Credit Cards by all staff is restricted for purchases. • The approved allowance will be for a thirty (30) day period for an amount up to $500 • Sign and date the form and submit to bookkeeper for principal’s approval • No gift can be in cash or cash equivalent such as Gift Cards 30

AAuuththoorizriaztaiotniotno TPourcPhuarscehFaosrem San Antonio Independent School District 004 - FOX TECH HS AUTHORIZATION TO PURCHASE GOODS AND SERVICES FROM ACTIVITY FUNDS School Year 2013-2014 I request permission to purchase the following goods and/or services: Description of goods and/or services Expens e Allowance Reques ted $ from to beginning date end date Authorization $ Amount Limits & Other Requirements: 1. An expense al l owance amount cannot exceed the l esser of $500 i n total , or the amount approved by the Pri nci pal . 2. Expense al l owance i s val i d for a maxi mum of thi rty (30) cal endar day peri od. 3. Campuses such as Brackenri dge, Hi ghl ands, Lani er and Fox Tech that have campus stores or pri nt centers can recfeoirveanapepxproevnasel al l owance up to $5,000 wi th a si ngl e vendor for a thi rty (30) cal endar day peri od. From Club Account # Club Name Sponsor Requesting Date Principal Approval Date (This Form is not required w hen submitting an Advance Check Request, w hen Principal is Sponsor, f or payment of UIL f ees, Ref unds, Membership Fees or Scholarships.) NOTE: Student Activity Funds shall not be used for the purchase of instructional supplies/materials. Use of Credit Cards by all staff, other than Principals, is restricted for purchases. Refer to the SAF Manual for guidelines on Principals use of Credit Cards. A Debit Card may be used for Purchases.



Payments Requests • Prepare a Payment Request form • Identify purpose of payment • Attach invoice/receipts to form • For reimbursements, if payment was made by ‘debit card’ attach copy of Debit card (white out all #s except the last four) and driver’s license • Original “Authorization to Purchase” form as well 11

Payments Requests Form



SUPPORTING DOCUMENTS

SUPPORTING DOCUMENTS

SUPPORTING DOCUMENTS

Sponsor Cash Reconciliation Form • Sort coins and currency by denomination and enter in the appropriate section • List each check on Cash reconciliation Form and enter in “Check List” section • Add coins, currency, and checks to obtain the Total Remitted • Ensure all information on Sponsor’s Cash Reconciliation report is complete and accurate (date, fundraiser info, campus name & no., club name & account#, source of funds, etc.) • Sign and date the Sponsor’s Cash Reconciliation report; submit to bookkeeper. 39

Sponsor Cash Reconciliation Form The sponsor must count, total, and enter all cash and checks (in the original form received) onto the Sponsor’s Cash Reconciliation Report prior to submission to the bookkeeper. 40

EXAMPLE

Income & Expense Report • The Income & Expense Report form must be completed at the conclusion of each fundraiser • All cash receipts must be indicated to reflect total revenue • Any left-over inventory must be accounted for on the form • If fundraiser was not held, a written documentation of cancellation is required to be attached • Report must be submitted no later than 2-weeks after the end of the fundraiser 13

Income & Expense Report must be submitted no later than 2-weeks after the end of the fundraiser 14

EXAMPLE



Reconciliation Statement Form Verified/Signed for the following months: August, December, April

✓ Verified and Signed Reconciliation Report by sponsors on the following months: August, December, April



SAF-5 FORM: Transfer Funds from Student Activity Fund 865 to Campus Activity Fund 461 ▪ Select Departments ▪ Select Financial Services ▪ SAF 865 to Campus Activity Fund 461 SAF Form