Kamehameha Schools Hawai`i Team/Club Apparel Sales Request for Approval Form (For non-fundraising effort)

Transcription

1 Kamehameha Schools Hawai`i Team/Club Apparel Sales Request for Approval Form (For non-fundraising effort) Team/Group: : Coach/Advisor: Period for apparel sale: NOTE: No more than 5 school days may be allowed for on-campus sales. ACTIONS: 1 st Choice: From to 2 nd Choice: From to 3 rd Choice: From to Approved Design: 1. Attach actual design 2. Design should be pono 3. Should not contain individual personal names or numbers (team concept) Approved Order Form: 1. Attach draft of order form intending to distribute 2. Attach copy of quote from vendor (used to verify that selling price just covers the cost and therefore not a fundraising activity) Approved Sale:

2 Instructions for Completing Apparel Sales Reconciliation Form The following is a guide on completing the Apparel Sales Reconciliation Form for any non-fundraising apparel sales effort. In addition to completing the attached form, advisors/coaches/designated treasurer (non-student) should follow the Cash Handling/Deposit/Record Keeping and Reporting Procedures listed in the KSH Fundraising Handbook, as well as attached to this document. 1. Upon receiving approval for apparel sales, order forms may be distributed to student-athletes and their families. 2. Collection of orders and monies are to be scheduled for collection within a five consecutive (5) school day period, not counting weekends and/or holidays as per Approved Team/Club Apparel Sales Approval Form. 3. Orders and monies should be collected by one designated individual (non-student - coach, advisor, Athletic Fitness Coordinator or HS Student Activities Coordinator/Assistant) who has been trained in the proper cash handling procedures for Kamehameha Schools. 4. The attached Apparel Sales Reconciliation Form is to be used to log all orders received by designated coach/advisor/adult treasurer/student Activities/Athletic Fitness Coordinator who is coordinating the team/club s apparel sale and for order sign-out. 5. Monies must be dropped daily in the depository safes located outside the Pauahi Lani Nui or Ke Ali`i Bernice Pauahi Administration building or the depository safe located outside the HS SAC office. 6. A copy of all records should be kept by the group s advisor or coach. Original documents are to be submitted to the Student Activities Coordinator or Athletic Fitness Coordinator. 7. A check request (Including signed Packing Slip) is to be made by the club through Student Activities or by the Athletic Fitness Coordinator for payment to vendor. 8. Upon receiving of apparel/goods, inventory is to be taken to ensure that all items have been received. Packing slip signed and turned in with Check request. 9. Apparel may then be dispersed w/ copy of original order form attached and signed out for.

3 Apparel Sales Reconciliation Form ADVISOR/COACH CLUB/SPORT NAME Contact # Order Received Receipt # S M L XL XXL Total Pieces Order Received - Signature Total Number of T-Shirts X $ = $ Total Number of T-Shirts X $ = $ Total Amount Enclosed $ Note to Advisor/Coach/Treasurer: Make a copy for your records and personally return this form, the bottom halves of the t-shirt order form, and all checks to location to by (deadline date)

4 Cash Handling / Deposit / Record Keeping and Reporting Procedures 1. Kamehameha Schools maintains a consolidated bank account for all student club/class accounts. The bank account is reconciled by fiscal staff and bank statements are not distributed to clubs individually. On a monthly basis, the campus fiscal office can provide your club with a Balance Sheet and Profit & Loss Statement. On a quarterly basis, a Transaction Register listing all account activity may be provided for each club. If no activity is made within the quarter, no Transaction Register will be generated. It is the responsibility of the club to maintain its own records if it wishes and alert KSH fiscal office if a discrepancy appears. 2. All disbursements from clubs must come through a Cash Advance/ Check Request Form signed by authorized individuals and submitted to the fiscal office within five days of the need for the check. Please note that checks over $5000 may take longer to process as Head of School approval is required. If a reimbursement is requested, the check request must be within 60 days of the dated receipt. 3. Club advisors, should maintain adequate records for each fundraiser including log of receipts, disbursements and a reconciliation of items sold to sales. For concession sales involving KSH Food Service, this will be done for you through our food service personnel and proceeds reported to the Student Activities Coordinator. All other fundraiser sales should be reported on the KSSA Fundraiser Deposits Form. Club advisors should be working closely with their divisional Student Activities Coordinator on this entire process as certain divisions may want to assign handling of duties differently. 4. A Fundraising Collection Report is required to be prepared within 2 weeks of completion of any fundraiser. The sales report should be accompanied by a Cash Advance/ Check Request Form to pay out 4% GET to Kamehameha Schools on gross sales. 5. Fundraisers may accept cash, money orders, cashier s checks, or personal checks at the discretion of the fundraising advisor in charge. All checks should be made payable to KAMEHAMEHA SCHOOLS, not your club name. The maker may write the club name and/or students name on the memo portion on the bottom of the check. As a reminder, please take precautions when accepting personal checks as they are considered PII (Personally Identifiable Information) and you should protect this information as you would your own. If checks are accepted, the club /class designee (Student Activities Coordinator) is required to keep a separate log of check #, payee name, and amount and this log must be kept separate from the actual checks. Your club/class designees must immediately report actual or suspected PII breaches to the KSH Fiscal Administrator. KS will not be responsible for any checks returned NSF and will leave collection efforts to the class/club designee. All returned checks may be subject to a bank fee which will be charged to the club account.

5 6. All sales receipts should be recorded and safeguarded at all times. Sales proceeds must be kept in an official school safe at the end of every work day. If you do not have a safe readily available, you may place proceeds in a sealed envelope and drop in the depository safes located outside the Pauahi Lani Nui or Ke Ali`i Bernice Pauahi Administration building or the depository safe located outside the HS SAC office. You may retrieve the money the next day by calling the administrative office in the building involved (please advise the office a day in advance of the drop so they have access to the safe key). 7. Deposits should be counted and reconciled with a KSSA Fundraiser Deposit Form or KSSA Deposit Form by class/club designee (club treasurer or Student Activities Coordinator) and the following procedures followed: Complete a triplicate BOH Deposit Slip (White-Bank; Yellow-Fiscal; Pink-Club) and write your club name on the bottom of the deposit slip. Proceeds and white deposit slip should be placed in a sealed bank deposit bag (complete info on front of bag). Attach yellow deposit slip copy to the deposit form then tender these to the fiscal office for proper recording. The sealed deposit bag along with above mentioned documents may be dropped in one of the depository safes or hand delivered to the fiscal office. Keep a copy of the deposit form, the pink deposit slip, and tear off top receipt from sealed bank deposit bag for your records. BOH deposit slips and plastic deposit bags may be obtained from the fiscal office. 8. No receipts should ever be left unattended or in an unsecured area for any reason. No receipts should be taken home or comingled with personal funds for any reason. 9. Requests for cash advances for travel must come through a Cash Advance/Check Request Form signed by authorized individuals (Student Activities Coordinator and Principal) and submitted to the fiscal office within five days of the need for the check. Please note that cash advances over $5000 may take longer to process as Head of School approval is required. Reconciliation of sales receipts and the return of any unused monies must be completed within 30 days of completion of travel.