FUNDRAISING. The District s Board Policy No limits fundraising activities to the following:

Transcription

1 ASB PROCEDURES MANUAL FUNDRAISING REVISED DATE 07/04 PURPOSES State law permits associated student bodies to conduct fundraising activities, including but not limited to, soliciting donations to raise money for school sports and school clubs. Substitute House Bill 2332, effective 6/8/2000, now permits associated student bodies to conduct fundraising activities for charitable causes, such as to fund scholarships and student exchange programs, assist families whose homes have been destroyed, to fund community projects, etc. subject to school board policies. Funds received from fundraising for charitable purposes must be deposited in the District s ASB fund (#60 account series). The District s Board Policy No limits fundraising activities to the following: 1. School sports 2. School clubs 3. Noncurriculum field trips (within and/or outside the United States) 4. Scholarships 5. Student exchange programs 6. Certain charitable causes in order to: a. Assist families whose homes have been damaged or destroyed. b. Help staff and students who are facing medical financial hardship (i.e., cancer and/or lifethreatening illnesses). c. Fund local community projects. d. Donate funds to nonprofit organizations, qualified under the Internal Revenue Code Section 501(c)(3). Fundraising for Athletic Uniforms This type of fundraiser must be reviewed and approved in advance by the Athletic Department and the Equity & Diversity Program Office. Any fundraiser for athletic uniforms must have provisions to provide uniforms for both boy s and girl s teams before it can be approved. Fundraising for Charitable Purposes At each school, written recipient selection criteria for charitable purposes must be established by the Principal, ASB Advisor, and Student Council and must be approved by the Finance Department s administrator. No charitable fundraiser will be allowed to proceed without the written recipient selection criteria on file at school and at the Finance Department. Prior to fundraising, notice shall be given identifying the intended use of the proceeds. The notice shall also state the proceeds are nonassociated student body funds to be held in trust by the school district exclusively for the intended purpose. R:\ASB\FUNDRAISE.doc SECTION 5.1 1

2 Types of Fundraising Examples of allowable fundraisers include: 1. Sales of goods 2. Bake sale 3. Car wash 4. Walkathon 5. Dinner 6. Penny drives Please contact the Finance Office if you are unsure whether a fundraiser you would like to do is allowable. PROCEDURES The following procedures are necessary to ensure accounting controls and good internal control system for all fundraisers. Note: Please use the fundraiser checklist when conducting fundraisers. Prior to Fundraising Activity 1. Obtain copies of the fundraiser procedures from Office Coordinator. 2. Get training on fundrais (including cash handling) from Office Coordinator, ASB Advisor or Finance Office staff. 3. An Expenditure/Activity Request and ASB Approval Form must be submitted to Student Council for approval. All fundraising must be approved by the student council, ASB Advisor and school principal or assistant principal(s). The fundraiser must be of a type approved by the School Board in Policy No Obtain parent permission to participate in fundraising activities. 5. A timetable shall be established for the starting and ending dates of the fundraiser (no longer than two weeks). 6. A selling price shall be established for the merchandise or services. 7. A purchase order shall be issued to the vendor, prior to receipt of goods and placement of order, with a copy sent to the school that has ordered from the vendor. a. A written agreement should be made with the vendor to ensure that untold merchandise can be returned for credit. b. Consideration should be given to whether bid laws apply. If the purchase amount is $15,000 or more, please check with the Purchasing Department for more details regarding bid laws. R:\ASB\FUNDRAISE.doc SECTION 5.1 2

3 8. At the time merchandise is received from the vendor, it shall be counted, signed for and secured until it is checked out to the students. The quantity received shall be checked against the quantity billed from the vendor. 9. Students are responsible for all merchandise checked out to them. a. Students who do not return unsold merchandise will be billed for the cost of merchandise. b. Students who do not return monies received from the sales or services will not be issued the transcript until the amount is paid in full. 10. A timetable must be established with the Office Coordinator or secretary for turning money into the school office each day. NOTE: PURCHASES OF MERCHANDISE FOR ASB FUNDRAISERS ARE EXEMPT FROM SALES TAX. PLEASE USE THE FOLLOWING UBI NUMBER WHEN APPLYING FOR A RESALE CERTIFICATE (UBI# ). During the Fundraising Activity 1. All merchandise must be stored in a secure area throughout the sale. The club advisor or adult designee is responsible for securing the merchandise and for checking all merchandise in and out. For fundraisers exceeding one month, monthly inventory counts and reconciliations will be performed. 2. Individual student record sheets shall be maintained. a. The student must sign the Merchandise CheckOut Sheet each time he/she receives merchandise. b. The student must sign the Merchandise CheckOut Sheet each time he/she turns in money for merchandise sold. The individual responsible for the fundraiser must do an immediate reconciliation between what the student signed for and what he/she is returning. The use of prenumbered receipt books with either the district or school name is required so that the students will receive an individual receipt for the money turned in. c. A student will not be allowed to check out any additional merchandise if he/she has not successfully reconciled his/her previous sales money. 3. The advisor in charge of the fundraiser shall not keep money in the classroom or at home. The money is to be turned in to the Office Coordinator or secretary each day. The Office Coordinator or secretary will issue a prenumbered or cash register receipt to the advisor each time money is turned in. R:\ASB\FUNDRAISE.doc SECTION 5.1 3

4 After the Fundraising Activity 1. The Merchandise CheckOut Sheet will be verified for accuracy by the advisor in charge of the fundraiser each time a student turns in money or merchandise and after the fundraiser has ended. a. If students have not turned in merchandise, the advisor will prepare a schedule listing the names of the students, the quantity and the amount due from each student. b. Submit this list of students to the Office Coordinator or secretary for collection. 2. All unsold merchandise is to be counted and placed in a secure location. The unsold merchandise is to be returned to the vendor for credit or sold to the student store for resale, or kept in inventory for next fundraiser. 3. A file shall be kept on each fundraising activity. The file must include: a. Copies of all vendor invoices, district purchase order(s), receipts, student record sheets and any other backup documents. b. A record of the physical inventory of any unsold merchandise. c. A copy of the vendor s credit memo for any returned merchandise. d. A copy of the ASB interactivity transfer for any unsold merchandise transferred to the student store. e. A final reconciliation of the fundraiser is required. 4. All invoices received by the activity advisor shall be reconciled to the file copy purchase order(s) and then given to the ASB bookkeeper or secretary for payment. 5. Total revenue, less the value of merchandise not sold, should be compared to projected revenue and the amount deposited with the district. 6. Student Council or Principal/Assistant Principal must approve the final reconciliation for fundraisers. R:\ASB\FUNDRAISE.doc SECTION 5.1 4

5 FUNDRAISER CHECKLIST BEFORE FUNDRAISER: Person responsible for fundraiser must: DATE 1. Obtain copies of fundraiser procedures from Office Coordinator. 2. Receive fundraiser training from Office Coordinator, ASB Advisor or Finance Office staff. 3. Have student council, ASB Advisor, and Principal/Assistant Principal approve the "Expenditure/Activity Request and ASB Approval Form." 4. File a copy of the "Expenditure/Activity Request and ASB Approval Form" with the Office Coordinator. 5. Obtain parent permission for each student participating in the fundraiser. DURING FUNDRAISER: 1. Inventory merchandise items received and store them in a secure area. 2. Use "Merchandise CheckOut Sheet" to control the movement of merchandise. 3. Checks and/or cash must be remitted intact to the Office Coordinator DAILY. 4. Payments to vendors must be done by purchase orders or procurement cards (if less than $999.00). YOU MAY NOT PAY VENDORS WITH SALES PROCEEDS. AFTER FUNDRAISER: 1. Verify all Merchandise CheckOut Sheets for accuracy. 2. Unsold merchandise must be counted and stored in a secure area. 3. Prepare a "Fundraiser Final Reconciliation." Request a deposit report from the Office Coordinator and attach it to the Final Reconciliation. 4. Have the final reconciliation approved by student council or the principal. Give copies to the Office Coordinator and ASB Advisor.* *NOTE: The proceeds from your fundraiser will not released until the Final Fundraiser Reconciliation is turned in. Further, you may not hold any future fundraisers until the final reconciliation is on file with the Office Coordinator and ASB Advisor. R:\ASB\Fundraiser Checklist.xls SECTION 5.1 5

6 FUNDRAISER TRAINING SCHOOL: I have received the training on fundraisers (including cash handling) and copies of the Tacoma School District policies and procedures. Signed: Title Date NOTE: This form should be kept on file at the main office of each individual school. R:\ASB\Fundraiser Training Form.xls SECTION 5.1 6

7 Expenditure/Activity Request and ASB Approval Form (All requests must be approved before expenditures are made) School: Request #: Request for (Check One) Activity/Event Purchase Order/Requisition Expenditure Transfer of Funds from to Fundraiser Beg. Procurement Card End Requestor: Requested Amount Not to Exceed: $ Group/Class/Club: Advisor: Account #: Purpose of Request: Funding Option: Will be paid by Account #: Will be reimbursed by Account #: Cost will be shared by: Amount: Item # Vendor s Name and Address Amount ASB USE ONLY Moved to Accept (ASB Council Member) Seconded (ASB Council Member) Minutes of: Passed: Failed: Tabled: REQUIRED SIGNATURES: ASB President ASB Advisor Principal ROUTING: Original to ASB; Copies to Office Coordinator and Originator R:\ASB ASB APPROVAL FORM.doc 1 SECTION 5.1 7

8 PARENTAL PERMISSION FOR FUNDRAISING School: Dear Parent: The Club is planning to sell as a fundraiser to support activities. Certain guidelines are necessary and I ask that you read this carefully and review it with your son or daughter before the sale begins. 1. Your student will have total responsibility for the product. If it is lost or stolen, he or she will be obligated to pay that amount. 2. Merchandise should never be left in lockers or unattended in classrooms. 3. It is not necessary for a student to carry boxes of merchandise with them during the school day. It is suggested that students pick up the product from me toward to the end of the school day. 4. It is also recommended that the student carefully count all merchandise that is checked out to them prior to signing for the product. 5. Full credit will be given to the student for any unopened merchandise returned to me by completion of the sale. 6. Either merchandise checked out to the student or the appropriate amount of money must be returned to me by the end of the sale. 7. Money collected should be turned in exactly as collected. Please do not deposit to a personal account and write a check for the total amount. Sincerely, Club Advisor I have read the above sale guidelines and agree to allow my son/daughter to participate in the fundraiser. Parent Signature Student Signature Date R:\ASB\Parent Permission.doc SECTION 5.1 8

9 ASSOCIATED STUDENT BODY FUND MERCHANDISE CHECKOUT SHEET SCHOOL: Student/Staff Name Type of Issue Returned Signature Money Student/Staff Signature Merchandise Date Quantity Date Quantity Sold Quantity Returned Quantity Unaccounted Returned TurnedIn T O T A L Advisor/Teacher's Signature: R:\ASB\FRAISER.XLS SECTION 5.1 9

10 ASSOCIATED STUDENT BODY FUND MERCHANDISE CHECKOUT SHEET SAMPLE SCHOOL: Student/Staff Name Type of Issue Returned Signature Money Student/Staff Signature Merchandise Date Quantity Issued Date Quantity Sold Quantity Returned Quantity Unaccounted Returned TurnedIn John Doe Candy 1/5/ /10/ $ Jane Smith Candy 1/5/ /12/ $ Ron Richardson Candy 1/5/ /15/ $ T O T A L $ Advisor/Teacher's Signature: R:\ASB\FRAISER.XLS SECTION

11 FUNDRAISER FINAL RECONCILIATION A. MERCHANDISE PURCHASED SCHOOL: Total Cost (1) B. MERCHANDISE SOLD Description of Item Quantity Unit Sale Total Sold (2) Total Deposits Cash Over/(Short) C. MERCHANDISE UNSOLD Total Unsold (3) D. MERCHANDISE NOT RETURNED/UNACCOUNTED E. PROFIT/(LOSS) Total Losses (4) $ Total Sold (2) above + Total Cost (1) above Total Unsold (3) above + Cash Over/(Short) +/() NET PROFIT/(LOSS) Prepared by: Reviewed and Approved by: 11 R:\ASB\Fundraiser.xls SECTION 5.1

12 FUNDRAISER FINAL RECONCILIATION SAMPLE: Candy Sales SCHOOL: A. MERCHANDISE PURCHASED Candy 7,520 $ 0.50 $ 3, Total Cost (1) $ 3, B. MERCHANDISE SOLD Description of Item Quantity Unit Sale Candy 6,240 $ 1.00 $ 6, Candy 13 $ 0.50 $ 6.50 C. MERCHANDISE UNSOLD Total Sold (2) $ 6, Total Deposits $ 6, Cash Over/(Short) $ (53.00) Candy 257 $ 0.50 $ Total Unsold (3) $ D. MERCHANDISE NOT RETURNED/UNACCOUNTED Candy 1,010 $ 0.50 $ E. PROFIT/(LOSS) Total Losses (4) $ Total Sold (2) above + $ 6, Total Cost (1) above $ (3,760.00) Total Unsold (3) above + $ Cash Over/(Short) +/() $ (53.00) NET PROFIT/(LOSS) Prepared by: Reviewed and Approved by: 12 R:\ASB\Fundraiser.xls SECTION 5.1

13 FUNDRAISER FINAL RECONCILIATION SAMPLE: TShirt Sales SCHOOL: A. MERCHANDISE PURCHASED TShirts 20 $ $ Sweatshirts 25 $ $ Polo 35 $ $ Total Cost (1) $ 1, B. MERCHANDISE SOLD Description of Item Quantity Unit Sale TShirts 15 $ $ Sweatshirts 20 $ $ Polo 35 $ $ C. MERCHANDISE UNSOLD Total Sold (2) $ 1, Total Deposits $ 1, Cash Over/(Short) $ TShirts 4 $ $ Sweatshirts 5 $ $ Total Unsold (3) $ D. MERCHANDISE NOT RETURNED/UNACCOUNTED TShirts 1 $ $ E. PROFIT/(LOSS) Total Losses (4) $ Total Sold (2) above + $ 1, Total Cost (1) above $ (1,170.00) Total Unsold (3) above + $ Cash Over/(Short) +/() $ NET PROFIT/(LOSS) Prepared by: Reviewed and Approved by: 13 R:\ASB\Fundraiser.xls SECTION 5.1

14 FUNDRAISER FINAL RECONCILIATION SAMPLE: PreSales SCHOOL: A. MERCHANDISE PURCHASED Total Cost (1) $ B. MERCHANDISE SOLD Description of Item Quantity Unit Sale Magazines (see Details attached) 50 Various $ Entertainment Books 20 $ $ 1, C. MERCHANDISE UNSOLD Total Sold (2) $ 1, Total Deposits $ 1, Cash Over/(Short) $ (5.00) $ $ Total Unsold (3) $ D. MERCHANDISE NOT RETURNED/UNACCOUNTED $ Total Losses (4) $ E. PROFIT/(LOSS) Total Sold (2) above + $ 1, Total Cost (1) above $ Total Unsold (3) above + $ Cash Over/(Short) +/() $ (5.00) NET PROFIT/(LOSS) Prepared by: Reviewed and Approved by: 14 R:\ASB\Fundraiser.xls SECTION 5.1

15 CHARITABLE FUNDRAISER DECLARATION 1. ASB intends to raise money for the School Name Organization Name, a Charitable Private NonProfit Organization. 2. Recipients of this donation will be the. Organization Name 3. Our campaign is titled (examples include Hoops for Hearts, Jump Rope for Hearts, Tragedy Relief, Fire Survivor, etc ) 4. Proceeds are nonassociated student body funds to be held in trust (600 account in the Associated Student Body Fund) solely by the school district exclusively for the intended purpose. All funds shall be collected and deposited in the district s bank account by the individual school (No exceptions will be granted). 5. A Fundraiser Approval Form shall be submitted and remain on file at the individual school location. The current student council/principal/asb advisor shall approve the fundraiser before it begins. 6. All funds will be handled in a manner consistent with ASB Fundraising Policy & Regulation No Principal Date ASB President Date ASB Advisor Date Finance Administrator Date R:\ASB\CHARFUNDDEC.doc SECTION