INTERNAL ACCOUNTS PROCEDURES Provided by the Auditing Services

Transcription

1 INTERNAL ACCOUNTS PROCEDURES Provided by the Auditing Services IAP

2 Table of Contents Introduction... 6 There are two kinds of funds available to schools New school secretaries and bookkeepers Resources Checklist:... 6 Business News>Cash Management... 6 Secretary/Bookkeeper Backup Personnel... 8 Cash Management... 8 Bookkeeping 101 Assets = Liabilities + Revenues... 9 SBA Investments (994)...10 SBA Interest...10 Balance after posting quarterly interest SBA Withdrawal...10 Procedures for taking checks from students and parents...11 All checks accepted should include the following information:...11 NSF Checks and Debt Collections...11 Overview...11 Acronyms...11 Glossary...11 Contacts...12 Accepting and Processing Checks...12 NSF Lists...13 Returned Checks...13 NSF Reconciliation Procedures for School Internal Accounts...14 Receipting...15 MCF - Monies Collected Forms...16 Header Information - Teacher...16 Line Information- Teacher...16 Footer Information - Teacher...16 Footer Information - Bookkeeper...16 MCF - Monies Collected Form Distribution Book Fairs...18 SR - Student Receipt Books...19 Student receipt - teacher...19 Student receipt bookkeeper...19 Official Receipts...22 Bookkeeper Responsibility...22 Procedures Manual 1 Auditing Services

3 Monies Collected Form Procedure...23 Student Receipt Book Procedure...24 Other items to be officially receipted...25 Checks received in the mail...25 ACH (Direct Deposit)...25 Athletic Petty Check Reimbursement...25 Host Incentive reimbursement...26 Other district reimbursement...27 Deposits...28 Frequency...28 Procedures...28 Prepare Deposit...29 Breaking it down step by step...29 Create a deposit record...31 Log of Official Receipts Deposited...31 Verifier...32 Armored car deposit bag...33 Armored car manifest...34 Disbursements...35 Prohibited Disbursements...35 Controlled Disbursements...36 Gift Cards...36 Authorization...37 Procedure for disbursement...37 Invoices...37 Check made payable to outside vendor Check made payable to HCPS and mailed to the Cash Management Cashier Field trips...38 Check Requisition...38 Breaking it down step by step...40 Writing the checks Log of Checks Signed for Payment...40 Check distribution...41 Voided Checks...41 Stop payment...41 Payment of Services...42 Corporation and Non-School Board Individual...42 School Board Individual (Employee)...42 Procedures Manual 2 Auditing Services

4 Security for Non-Athletic Events...42 Security for Athletic Events...42 Athletic Payments - Other...43 Overtime for Custodians Non-Athletic For Vendor Services...44 Elementary School Remittance to Budget Office...45 Middle School Remittance to Budget Office...46 Senior High Remittance to Budget Office...47 Internal Transfers...48 Bank Reconciliation...49 If you still don't balance...50 Monthly Reports...51 LAWSON SAS - Checklist for Monthly Bank Reconciliation Reports...51 Monthly Reminders...52 Processing NSF Checks (995)...52 Posting NSF Activity - upon receipt of the bank statement...53 To Record Original NSF Notice on Bank Statement...53 To Record NSF Payment...53 Reconciling your NSF...53 NSF Write-offs...53 Account Structure...55 Petty Check and Petty Cash Accounts - District Levels (8xxx)...56 To Request Reimbursement...56 Postage Paid From County Budget...56 General Miscellaneous (Gen Misc.) Account (6800)...56 General Miscellaneous Budget...56 Donations (4xxx)...59 Media Center (6020)...59 Book Fair (6030)...59 Principal s Hospitality (6840)...60 School Bookstore (6500)...60 P.E. (Physical Education) Uniforms (4502)...61 T-Shirt Sales (4105)...61 Field Trips (4106-xxx)...62 Locker Rentals Secondary Schools (45xx)...63 Vending Machines Not Serviced by the Vendor (63xx)...64 Sales Tax (8400)...64 Split posting is the preferred method Procedures Manual 3 Auditing Services

5 Sales tax remittance...66 Class, club, departments and teams (3xxx)...66 Faculty/Sunshine Account (4108)...67 Band/Music Rentals (2xxx)...67 Change Funds...67 School Activities...68 Fundraising Activities...68 Planning...68 Limit per school year...68 More exceptions...69 Prohibitions...69 Conflict of Interest...70 Charitable Drives...70 Required Forms...70 Sample of Agreement for School Activity Online Request Form...72 Activity Accounting Report Samples...73 Agreement for Technical Services (ATS)...78 Suppliers...78 School Board Employees...79 Employee Travel (6830)...80 Yearbook and Memory Book Activity (3801)...81 Rental of School Facilities (6010)...82 Procedures prior to rental...82 Procedures day of rental...82 Procedures first business day after rental...82 Procedures end of the month after rental...83 Filling out the forms...83 Annual Agreement Forms...85 PTA Sponsored Carnivals or Festivals...85 PTA/PTSA Sponsored After School Program...85 Examples and exceptions...86 Agreement for the Use of School Facilities Sample Form...87 Athletic Activity Accounts...89 Athletic Petty Check (APC) Account (8230)...89 Procedures - prior to Athletic Event...89 Procedures - after Athletic Event...89 Athletic Petty Check Account Log Sample (8230-XXX)...90 Monthly Reconciliation of Sub-Accounts...91 Procedures Manual 4 Auditing Services

6 Gate Receipt Account (8240)...92 Non-Regularly Scheduled Events...93 Preseason classics (except football), and named tournaments Football Classics and Football Jamborees Tournaments (non-end of season) Extramural Athletic Game Expenses (Middle Schools)...94 Athletic Petty Check Account (8230)...94 Procedures - prior to Athletic Event...94 Procedures - after Athletic Event...94 Monthly Reconciliation of Sub-Accounts...95 Gate Receipt Account (8240)...96 Athletic Petty Check Log Sample (8230-XXX)...97 Work Orders...98 Agreement for Culinary Services Adult Education Filing System for Internal Accounts Monthly folders should be maintained for the following: Yearly folders should be maintained for the following: Keep the paperwork moving Internal Accounts Calendar Beginning of the Year Daily Monthly Mid-Year End of year Gatekeeper Role Back-to-School Internal Accounts Fiscal Reminders for Faculty and Staff Bookstore Operations Manual Establishing a Bookstore Daily and Monthly Activities Bookstore Inventory Bookstore Financial Statement Booster and PTA Organizations Appendix Lawson SAS Quick Tips Procedures Manual 5 Auditing Services

7 Cash Management Introduction There are two kinds of funds available to schools. 1. Budget/ County/ District funds Track on the cost center via Lawson. Access through requisitions via Lawson. Examples: classroom teaching supplies administrative and custodial supplies special project supplies: accountability, grants, etc. textbooks, major supplies and equipment Always spend this money first. 2. Internal accounts/ School activity funds Track on your computerized bookkeeping software; Lawson SAS. Access is via web based software for cash, receipts, checks, bank statements. Examples: picture commissions field trips, candy sales, fundraisers vending commissions faculty/sunshine social funds New school secretaries and bookkeepers. Resources Checklist: To register for Internal Accounts training courses go to First Class desktop>departments>professional Development>PDS>Professional Development Tools>Course Catalogs. The course names are Internal Accounts Procedures and Internal Accounts Software - Lawson SAS. Internal Account help line is , leave a detailed message and your call will be returned. To change the safe combination call School Security The school will be invoiced. Forms such as student receipt books, monies collected forms, check requests, deposit bags and other forms will be ordered from the Logistics Warehouse ( ); using a Lawson requisition to be charged to your administration supply budget. Business News>Cash Management To change an authorized signature on your internal bank account. Go to Business News>Cash Management>Bank Authorization. Fill out the form with all check signers names and signatures. Forward to the Cash Management Office, ROSSAC, Rt. 7. To order official receipts, checks and deposit tickets (for Wells Fargo users only). Go to Business News>Cash Management. Those schools that do not bank with Wells Fargo should contact their bank for deposit tickets and call for current printer vendor information for receipts and checks. Procedures Manual 6 Auditing Services

8 Cash Management Procedures Manual 7 Auditing Services

9 Cash Management Secretary/Bookkeeper Backup Personnel The principal should appoint a backup person at their site to handwrite receipts, checks and prepare deposits in the event the secretary/bookkeeper is out ill or on leave. Official Receipts can be handwritten during the secretary/bookkeeper s absence. Checks can be handwritten. We suggest that the backup person follow the format of a previously issued check from the computer system (which should be located in the secretary/bookkeeper s files). Deposits should be prepared as often as armored car service picks up. Go to Business News>Internal Accounts Information>INSTRUCTIONS - Internal Accounts Interim Procedures. Secretary/Bookkeepers should train a backup person on how to perform the above steps. In the event that an emergency situation occurs and a backup person has not been trained to perform the above, contact the auditing help Cash Management Funds generated or collected on school grounds by school employees or students should be maintained in the school s internal accounts. Funds derived from a schoolwide activity should be expended for the benefit of the entire student body. Funds derived from club activities should be expended for the benefit of the students who earned it (i.e. club funds=club members, schoolwide activities=school, no one group, faculty vending commission=faculty fund). Purchases shall not exceed resources by year-end. All monies remitted to the secretary/bookkeeper should be verified and recorded immediately on an official receipt, and stored in the school safe until deposit. Cashing personal checks is prohibited. Immediately report any stolen funds to the Security Department and complete a Property Loss and Damage Report (PDR 100) via FirstClass desktop>district icon>district Forms>Property Loss and Damage Report. Quick reporting increases recovery. All checks received by the school should be STAMPED immediately with a restrictive, dual deposit stamp, for deposit only endorsement, and reference the student s ID number for student service payments (i.e. field trips, lost books, etc.) on memo line. Checks received for other purposes (i.e. fundraisers, donations) shall reference purpose of check on memo line and NS (non-student). No funds should ever be accepted without issuing an official receipt. No funds of any kind should be placed in the safe to be receipted at a later date. All checks require two authorized signatures. Contracts should be Board approved. Procedures Manual 8 Auditing Services

10 Cash Management Bookkeeping 101 Assets = Liabilities + Revenues You have two types of accounts in your Internal Accounts: General Ledger Accounts (assets) and Activity Accounts (liabilities and revenues). General Ledger Accounts Assets Activity Accounts Liabilities + Revenues 992 Checking 1xxx Work Order 994 Investment Total 2xxx Music Accounts 995 NSF Checks = 3xxx Classes/Clubs/Depts. 4xxx Trust Accounts 6xxx Schoolwide Accounts 8xxx Due to School Board $ 385, $ 385, Activity Description Last Period End Balance Receipts Disbursements Transfers Current Balance 992 Checking 217, , , , , Investment 245, (60,000.00) 185, NSF Checks Total Assets 463, , , , Auto Work Order 1, , Sunshine 1, , Student Accident Insurance 1, , Registration Fee 21, , Med Director's Fee 25, , , Childcare App. 6, , Total Liabilities 190, , , , Building Improvements 8, , Equipment/Furniture , , Supplies 4, , Advertising 5, , Postage 4, , Tuition , , , , Tuition Tuition , , , , Total Revenues 273, , , , , Total Assets* 189, Total Liabilities 196, Total Revenues Total of all activity 385, accounts* Procedures Manual 9 Auditing Services

11 Cash Management SBA Investments (994) The SBA (State Board of Administrations) investment account is part of the asset group of accounts. To establish an SBA investment account, please contact the Auditing help line for instructions. When you invest funds from your internal accounts you are using funds generated by all the activity accounts. Even though you do not reduce the balance in the individual accounts you still have to keep this in mind. When you discuss using invested funds to make a large purchase such as a copier or computers, you need only look at the balance in the internal activity account you plan to make the purchase from. The funds that are invested are not additional funds; they are already reflected in the individual account balances. The only exception is the interest that you earn. This is posted to your Investment Interest account but is not there until you withdraw it and deposit it in your internal account. When you make a withdrawal from the investment the only change to the internal account ledger report will be to reduce the investment (994) and increase the checking (992) account balance by posting a bank to bank transfer. SBA Interest To record interest from the quarterly statement: 1. Go to the Cash Processing button on ZInvestment 994 SBA Investment. 2. From the Receipts pane, create a receipt using the next receipt number. 3. Receipt to activity account #6803 Investment Interest. 4. Reference Number (method of payment) - E 5. Description example - January - March 20xx Earned Interest 6. Sign original receipt. 7. Staple the original and middle copy of the receipt to the Quarterly Interest Statement. File in your yearly investment folder. 8. Continue to deposit. 9. Attach bookkeeper copy (bottom portion) of official receipt to your Lawson SAS deposit record. File in your monthly deposit folder. 10. Enter receipt number on your Log of Official Receipts Deposited. Balance after posting quarterly interest. Go to 994 activity account and run a current transaction report, compare the balance in the account to the balance recorded on the interest statement. If they don t match you need to find out why. SBA Withdrawal Use these instructions to record a withdrawal and when closing the investment account. 1. Go to School Space. 2. Click on the Cash Processing button on ZInvestment 994 SBA Investment. 3. From the All Bank Transactions tab, Click Actions and Choose Create Transfer. 4. Enter Transaction Number. 5. Description: SBA Withdrawal. 6. Enter Amount. 7. Choose appropriate bank account to which funds will be transferred from arrow in the Student Activity Bank Account field. 8. Enter Amount. 9. Click Save. 10. Click Release. Procedures Manual 10 Auditing Services

12 Cash Management Procedures for taking checks from students and parents All checks accepted should include the following information: Maker's name. Current street address. Telephone number. The memo line of check should include, student's ID number for student services (i.e. field trips, lost books, etc.) or a brief explanation regarding purpose of check and NS (non-student) for other purposes (i.e. fundraisers, donations). NSF Checks and Debt Collections Overview In a districtwide approach to collect non-sufficient fund (NSF) checks, procedures have been adopted for the processing of NSF checks. Notification of the below procedures should be communicated to all parents and employees using form letter #CFL0001 (see Business News>Internal Accounts Information>NSF Debt Collections for sample letter). They should be aware that there will be a service fee and/or potential processing fee for each NSF check written. This letter should be distributed at the beginning of each school year and be included in information packets given to new students. The vendor s sticker indicating participation in a check collection process should be prominently displayed at all schools/sites in the main office and at each cafeteria cash register. Acronyms CMO List Cash or Money Order List, AKA Flag Report HOST HCPS Out- of- School Time SNS Student Nutrition Services HCPS Hillsborough County Public Schools NSF Non-sufficient Funds ACH Automated Clearing House (direct deposit) Glossary Check maker Individual or company whose name appears on the check. Check Status Report List of all outstanding NSF checks available through Debt Collection System reports. Collection Agency Current vendor tasked with collecting NSF checks on behalf of the School District. Debt Collection System System developed by the Information Services Department to monitor and process NSF checks. Dual Stamp Stamp used to notify banks to forward any NSF checks to the collection agency after one attempt to pay. Flag Report List of individuals/companies who have two or more uncollected NSF checks. The list is a subset of the NSF Master List available through Debt Collection System reports. Guaranteed Checks These checks will be reimbursed by the collection agency regardless of their ability to collect. Non-Guaranteed Checks These checks will not be reimbursed by the collection agency unless they collect from the check maker. Non-Sufficient Funds (NSF) Funds were not available to cover the amount of the check submitted. Procedures Manual 11 Auditing Services

13 Cash Management Repayment Collection of an NSF check. Write-Off Remove the check or debt from the ledgers. Contacts Lawson SAS Pam Lucier, Budget Department Steve Brady, SNS Accounting Department Internal Auditing Helpline Accepting and Processing Checks 1. Before accepting a check, the Flag Report, located in the NSF Debt Collection agency website, should be checked to ensure the check maker is not on a Cash or Money Order Only basis with the school district. 2. The HCPS employee accepting a check is responsible for making sure the check is endorsed correctly and contains all required information as described below. a) If the check is from an individual (non-business) and does not have a local address preprinted, the local address must be written on the face of the check and verified against a picture ID, the student database, or other valid proof of address. b) If the check is from an individual (non-business) and has a post office box instead of a physical address, the street address must be written on the face of the check and verified against a picture ID, the student database, or other valid proof of address. c) Checks received from a business must be preprinted with the business name and address. Addresses with post office boxes are acceptable for business checks. 3. The memo section on the face of the check must indicate one of the following: a) Checks received for student services (i.e. lunch, field trips, books, etc.) should have the student ID number written on the front of the check. (1) Checks received for other purposes (i.e. fundraisers, donations, etc.) shall have the fundraiser or donation purpose written on the front of the check and student ID number. 4. Each school shall have a For Deposit Only stamp that is endorsed with the school s bank account information. The HCPS Bookkeeper/SNS Manager is responsible for stamping the back of each check deposited with the For Deposit Only stamp. a) The Business Division will order the initial dual deposit stamps for all sites. Replacement of dual deposit stamps will follow current stamp replacement procedures. b) Separate stamps are required for internal accounts and SNS accounts. Procedures Manual 12 Auditing Services

14 Cash Management NSF Lists/Reports 5. The debt collection agency will maintain two NSF lists: a) NSF Master List (Check Status Report) A list of all outstanding NSF checks. b) Cash or Money Order Only (CMO) List (Flag Accounts Report) List of individuals/companies who have two or more uncollected NSF checks. 6. Procedures for using the Flag Accounts report are as follows: a) The lists should not be displayed publicly. The lists should only be distributed to the site administrator, principal s secretary, bookkeeper, student nutrition manager, HCPS Outof-School Time Program (HOST) designee, or a HCPS employee designated by the site administrator. b) The lists should never be shared with students. 7. A check maker will be placed on the NSF Master List (Check Status Report) when a nonsufficient funds check has been presented to the collection agency. 8. A check maker will be placed on the CMO List (Flag Accounts Report), when the collection agency has returned two NSF checks that remain outstanding. a) The check maker will remain on the list until removed based on notification from the collection agency. b) All employee accounts will follow the same collection processes. c) Checks should not be accepted if a check maker is on the Flag Account Report (CMO Master List (Cash or Money Order Only)). d) After the NSF checks have been satisfied by the collection agency, checks may be accepted from the check maker or at the site administrator s discretion; they may remain on a cash or money order basis for the remainder of the school year. e) HOST will adopt the same procedures for NSF checks, except they do not accept cash at any time. Only money orders will be accepted from individuals on the Flag Account Report (CMO List) by the HOST program. f) If a check maker is on the CMO / Flag Account Report and writes a check, the check will not be accepted, but returned to the check maker by the school/site with form letter #CFL0003. Go to Business News>Internal Accounts Information>NSF Debt Collections to print form. Returned Checks 9. Checks returned for non-sufficient funds will be processed as follows: a) Checks will be submitted to the maker s bank only once for payment. b) If the bank returns the check as NSF, the NSF check will automatically be routed to the collection agency (the check will not be returned to the school). c) The maker of the check will not have an opportunity to pay the individual site after the NSF check has been submitted to the district bank account. (1) If check maker attempts to pay site, a CFL0002 form should be given to the maker with instructions to contact the collection agency. Go to Business News> Internal Accounts Information>NSF Debt Collections to print form. d) The collection agency will pay the face value of up to two NSF checks per check maker at any given time. These are considered Guaranteed Checks. (1) Once a check maker has presented two NSF checks, future checks are considered Non-Guaranteed until the check maker has cleared their account with the collection agency. Check makers are added to the Flag Accounts Report (CMO List) when two uncollected NSF checks have been directed to the collection agency. (2) The collection agency will attempt to collect the face amount of all NSF checks, plus a processing fee, from the check maker. Procedures Manual 13 Auditing Services

15 Cash Management e) The collection agency will ACH to the schools site s bank account repayments of guaranteed checks, and non-guaranteed checks if collected, on the 1st and 15th of each month. (1) Non-SNS repayments for site maintained accounts will appear as an ACH Credit on the site s bank statement. f) Non-Guaranteed checks (checks that do not meet the Guaranteed criteria or checks accepted by sites even though the maker was on the Flag Accounts Report / CMO List) will not be reimbursed to schools or will be charged back to departments that accepted the check if collection attempts are not successful. (1) Accounting Department will send a notice indicating the site must write-off those uncollectible non-guaranteed checks. This notice will be the sites authority to perform the NSF write-off procedure will be provided at time of notice. NSF Reconciliation Procedures for School Internal Accounts 1. The site is responsible for reconciling their bank statements and monitoring their NSF checks and collections. Monthly bank reconciliation must be completed. 2. NSF checks will not be returned to the site, but will be listed on the debt collection agency s reports. 3. If a bank advice attached with a copy of an NSF check is returned in error from the bank to the responsible site, please forward to the Accounting Department. 4. Check makers will pay the collection agency. 5. Additions During each month s bank reconciliation process, the site will identify and record the NSF activity on the bank statement for that month. Refer to your Lawson SAS Manual for instructions on recording an NSF, or to the Quick Tips located in the appendix. 6. Deletions When the site receives an ACH notification for an NSF reimbursement check, the site will record the ACH Credit at the time of the bank reconciliation process. Refer to your Lawson SAS Manual for instructions on recording an NSF, or to the Quick Tips located in the appendix. 7. Write-off When you receive a write-off notice from the Accounting Department, refer to your Lawson SAS Handbook>NSF Write-Offs. 8. The Accounting Department will notify the schools to write off these uncollected checks. a) The Accounting Department will contact the collection agency that the check write-off process is underway. The collection agency will no longer attempt to collect. 9. NSF fees should not be charged to your account if you are banking with the district s bank. a) If your bank inappropriately charges you a NSF fee, contact the Accounting Department. Procedures Manual 14 Auditing Services

16 Receipting Receipting 1. Student 5. Bank 2. Teacher 4. Armored Car 3. Bookkeeper Two ways to receipt funds collected by school employees or students on school grounds: Teacher Individual Collections $50 or less Record using a MCF - Monies Collected Form Teacher Individual Collections $50 or more Record using a SR - Student Receipt Book Bookkeeper Verify funds match recording documentation Record total collection using an OR - Official Receipt Procedures Manual 15 Auditing Services

17 Receipting MCF - Monies Collected Forms REQUIRED School personnel who collect funds must use Monies Collected Forms (Lawson # ) to record individual collections of $50 and less. All funds collected should then be remitted intact (before expenses) to the bookkeeper on a daily basis. The maximum accepted time frame is weekly. BEST PRACTICE All funds collected should be remitted intact (before expenses) to the bookkeeper by the end of the week in which they were collected. Refer to the Cash Management section for procedures when collecting checks. REQUIRED School personnel must stay with the bookkeeper while the form is checked for accuracy, amounts totaled, cash, checks, and money orders totaled, and an official receipt written and signed. Header Information - Teacher Teacher name printed. Purpose of collection. Club name and club account number. Line Information- Teacher Student name: first and last name. Type of collection: C=cash, K=check, M=money order. Amount collected. Date collected: full date xx/xx/xx. Note: the teacher may write the date of collection once and then draw a line down the column to the last entry or when the date changes. Footer Information - Teacher Total amount collected from students. Teacher signature. Footer Information - Bookkeeper Total amount collected from teacher. Official receipt number. Bookkeeper signature and date of receipt. MCF - Monies Collected Form Distribution. 1. Yellow copy to teacher with top copy of official receipt stapled to front. 2. White copy kept by bookkeeper with middle copy of official receipt stapled to front. 3. File white copy by Official Receipt date in a yearly Monies Collected Form file. Procedures Manual 16 Auditing Services

18 Receipting Sample 1 of Monies Collected form. Teacher: CMrol TeMcOer HILLSBOROUGH /OUNTY PUBLI/ S/HOOLS R9PORT OC MONI9S /OLL9/T9D Cor Individual /ollections $50 and under./lub Name: Field Trips Purpose of /ollection: IoRry Zoo 2nd grmde /lub Account #: STUD9NT (List Names Separately) 1. BoNNy Allen 2. Cindy SmiPO 3. CMrol Jones 4. ScoPP AnPOony (1) Type of /ollection (2) Amount (3) Date (4) Amount /ollected /ollected Receipted C $10 l 00 09/18/xx l K $10 l 00 09/18/xx l M $10 l 00 09/19/xx l M $10 l 00 09/20/xx $40 l 00 09/21/xx l l OR 3286 l l l l l l TOTAL $40 l 00 l (5) Official Receipt # A. Teacher should record type of collection (/=cash, K=check, M=money order) amount and date collected from each individual in /olumns (2) and (3). B. Teacher should record total amount collected in /olumn (2) before remitting to bookkeeper. /. Secretary/Bookkeeper will record total receipted in /olumn (4) and official receipt number in /olumn (5). CAROI TEACHER Signed (Teacher/Sponsor) SUSAN SECRETARK Signed (Bookkeeper/Secretary) SB (Rev. 02/2011) LAWSON # Distribution: White: Bookkeeper/Secretary Yellow: Teacher/Sponsor Sample 2 of Monies Collected form. Procedures Manual 17 Auditing Services

19 Receipting Book Fairs All funds collected should then be remitted intact (before expenses) to the bookkeeper on a daily basis. The funds should be counted by the media specialist in the presence of a second verifier and then counted by the second verifier in the presence of the media specialist before remitting to bookkeeper. Media Specialist: Using the monies collected form. 1. Fill in all header information. 2. Using the lines, list the breakdown of the total collections by denomination. Twenties Tens Fives Ones Quarters Dimes Nickels Pennies Checks and Money Orders 3. Fill in footer information. Total of collection Signature of media specialist and second verifier 4. Funds must be remitted daily to the bookkeeper and officially receipted. Bookkeeper: 1. Check form to be sure all areas have been completed. 2. With an adding machine prepare a tape by totaling the amounts on each line. Repeat this process with the cash, checks and money orders. Save this tape. 3. Create an official receipt. On description line cross reference MCF Book Fair. 4. Official Receipt has been printed and you will complete the following steps. a) Sign original receipt. b) Complete bookkeeper portion of monies collected form. c) Enter in total amount receipted. d) Enter in OR number as cross reference. e) Sign and date form. Procedures Manual 18 Auditing Services

20 Receipting SR - Student Receipt Books REQUIRED School personnel who collect funds must use a student receipt book for individual collections over $50 or when sales tax is collected and needs to be noted separately regardless of amount. (Lawson # ) All funds collected should then be remitted intact (before expenses) to the bookkeeper on a daily basis. The maximum accepted time frame is weekly. BEST PRACTICE All funds collected should be remitted intact (before expenses) to the bookkeeper by the end of the week in which they were collected. Refer to Cash Management section for procedures when collecting checks. REQUIRED PROCEDURE School personnel must stay with the bookkeeper while the form is checked for accuracy, amounts totaled, cash, checks, and money orders totaled, and an official receipt written and signed. Student receipt - teacher School name. Date in full: xx/xx/xx. Received from: first and last name. Amount: total individual collection. For: detail of the collection. Account: account name, type of collection, and number. Signature: teacher signature Distribution: white copy of receipt to student/parent/customer, yellow copy remains in book. Voided receipts must have the white copy intact or stapled back into the book. Write the word VOID across the face of the receipt. BEST PRACTICE Collections that include sales tax should be noted on the student receipt with separate amounts for the item and the sales tax. An example would be band uniform rental. Student receipt bookkeeper Verify receipt and collection total. Create OR - Official Receipt. Cross-reference the OR - Official Receipt number and amount on the last yellow copy of Student Receipt series. Staple the tape and middle copy of receipt to the facing page. Procedures Manual 19 Auditing Services

21 Receipting Procedures Manual 20 Auditing Services

22 Receipting REQUIRED The bookkeeper should maintain a log of signatures of faculty that have been assigned a student receipt book. The Log should include the date the book was issued and returned. See appendix for a sample log. BEST PRACTICE Each student receipt book cover lists some important reminders for faculty ask faculty to read the cover and sign it in your presence to help increase compliance. Also be sure all your club sponsors have been assigned books so that they don t collect funds without it. The use of one internal account per book is preferred. Reissue books to the same sponsor until fully used or until book is stickered at the time of audit. REQUIRED All student receipt books should be returned to the bookkeeper prior to the winter holiday and summer. The bookkeeper should check each book to be sure all monies collected have been officially receipted. Completed Student Receipt books are to be maintained for audit. File by labeled date of destruction. Follow district procedures for Record Retention and Destruction. Procedures Manual 21 Auditing Services

23 Receipting Official Receipts Bookkeeper Responsibility REQUIRED The bookkeeper/secretary must be available for receipting funds daily. No funds should be placed in the safe to be receipted at a later date. Funds not receipted, which are lost or stolen, cannot be replaced. Checks that are received in the mail should be receipted the same day. These items may include: Faculty Vending commissions Faculty/Student Vending Picture commissions Book Fair Proceeds Refer to Cash Management section for procedures when collecting checks. ACH payments are the result of funds being transferred to your bank account electronically. These District ACH funds must also be receipted. ACH payment notifications are generated by the Accounts Payable Department via communication to the bookkeeper. Hold this notification until you receive your bank statement and receipt at that time as part of your reconciliation. File these notifications in your current month deposit folder. Voided Official Receipts If an error is made on an Official Receipt, write "VOID" across the original and staple all copies together. Note the voided number on your deposit log. Prepare a new Official Receipt. See your Lawson SAS manual for instructions for voiding a receipt. REQUIRED PROCEDURE School personnel must stay with the bookkeeper while the form is checked for accuracy, amounts totaled, cash, checks and money orders totaled and an official receipt written and signed. Procedures Manual 22 Auditing Services

24 Receipting Monies Collected Form Procedure 1. Check form first to be sure all areas have been completed and the form has been signed. If there is missing information, return the form to the teacher for him/her to complete. 2. With an adding machine prepare a tape by totaling the amounts on each line. Repeat this process with the cash, checks and money orders. Save this tape. 3. The totals on each tape should agree before an official receipt is created. 4. Go to the computer and create an official receipt. Refer to the Lawson SAS Manual for instructions for creating an official receipt. 5. The receipt will include information like the club sponsor name or payer, the activity account where the funds will be posted, and a full description including cross reference of documentation included with funds; MCF. REQUIRED The description line should begin with the type of documentation that accompanied the funds and followed with a complete description for the purpose of the collection. Sample: Monies Collected form: MCF Field trip to MOSI, Mrs. Smith's 5th grade class Student Receipt book: SR IV Yearbook sales Check received in the mail: Ck #56685, June commission check 6. Official Receipt has been printed and you will complete the following steps. f) Sign original receipt. g) Complete bookkeeper portion of monies collected form. h) Enter in total amount receipted. i) Enter in OR number. j) Sign and date form. 7. Yellow copy to teacher with top copy of OR stapled to front of form. 8. White copy kept by bookkeeper with middle copy of OR stapled to front of form. 9. File white copy by OR date in a yearly Monies Collected Form file. 10. File bookkeeper copy (bottom portion) of official receipt in your deposit pending folder. 11. Immediately STAMP all checks with a restrictive dual deposit stamp, for deposit only endorsement. This will help prevent improper depositing of checks, either accidentally by the bank (it happens) or otherwise. Procedures Manual 23 Auditing Services

25 Receipting Student Receipt Book Procedure 1. Check student receipts first to be sure all areas have been completed and the receipt has been signed. 2. With an adding machine prepare a tape by totaling the receipt amounts beginning with the first receipt and ending with the last receipt issued by the teacher. Repeat this process with the cash, checks and money orders. Save this tape. 3. The totals on each tape should agree before an official receipt is created. 4. Go to the computer and create an official receipt. Refer to the Lawson SAS Manual for instructions to create an official receipt. REQUIRED The description line should begin with the type of documentation that accompanied the funds and followed with a complete description for the purpose of the collection. Sample: Monies Collected form: MCF Field trip to MOSI, Mrs. Smith's 5th grade class Student Receipt book: SR IV Yearbook sales Check received in the mail: Ck #56685, June commission check 5. Receipt has been printed; complete the following steps. a) Sign original receipt, and give to teacher. b) Cross-reference the OR - official receipt number, the SR range on this receipt, and the amount. Write this information on the last yellow copy of the Student Receipt series. c) Staple the machine tape and middle copy of the receipt to the facing page. d) File bookkeeper copy (bottom portion) of official receipt in your deposit pending folder. e) Immediately STAMP all checks with a restrictive dual deposit stamp, for deposit only endorsement. This will help prevent improper depositing of checks, either accidentally by the bank (it happens) or otherwise. Procedures Manual 24 Auditing Services

26 Receipting Other items to be officially receipted Checks received in the mail Receipt these items as they are received; do not hold them. Faculty Vending commissions Faculty/Student Vending Picture commissions Book Fair Proceeds 1. Go to the computer and create an official receipt. Refer to the Lawson SAS Manual for instructions for creating an official receipt. a) Sign original receipt. b) Staple the original and middle copy of the receipt to the stub of the check and any documentation that came with the check. c) File item b in the designated yearly folder. d) File bookkeeper copy (bottom portion) of official receipt in your deposit pending folder. e) Immediately STAMP all checks with a restrictive dual deposit stamp, for deposit only endorsement. This will help prevent improper depositing of checks, either accidentally by the bank (it happens) or otherwise. ACH (Direct Deposit from District) Hold these items and receipt after you have verified they are on your bank statement. This is a step in the bank reconciliation process. Athletic Petty Check reimbursement Pepsi Incentive Pepsi Commission HOST Incentive reimbursement Other district issued reimbursements (to look up information regarding the reason for this type of reimbursement go to Business News>Accounts Payable>INVOICES Invoice Research for School Payments) Athletic Petty Check Reimbursement 1. Go to the computer and create an official receipt. Refer to the Lawson SAS Manual for instructions for creating an official receipt. 2. Athletic Reimbursement - the following fields should be completed as noted: a) Date change to ACH payment date b) Reference Number (method of payment) - E c) Description - ACH payment number, sport, and event number d) Club Sponsor choose HCPS e) Activity Athletic PC Subaccount (i.e ) NEVER POST TRANSACTIONS TO THE PARENT ACCOUNT Sign original receipt. 4. Give the original receipt to your Athletic Business Manager for his/her records. 5. Staple middle copy of the receipt to the Notice of Direct Deposit Payment. File in your monthly deposit folder. 6. Attach bookkeeper copy (bottom portion) of official receipt to your Lawson SAS deposit record. File in your monthly deposit folder. Enter receipt on your Log of Official Receipts Deposited. Procedures Manual 25 Auditing Services

27 Receipting Host Incentive reimbursement 1. Go to the computer and create an official receipt. Refer to the Lawson SAS Manual for instructions for creating an official receipt. 2. Host - the following fields should be completed as noted: a) Date change to ACH payment date b) Reference Number (method of payment) - E c) Description - ACH payment number, Host Incentive d) Club Sponsor choose HCPS BEST PRACTICE Receipt Host incentive funds to 6800 General Misc; include the revenue on your budget or receipt to 6010 Facility Rental and use the funds to enhance the facility. 3. Sign original receipt. 4. Staple the top copy of the receipt to the supporting documentation that was gathered upon your research. File or give to appropriate club sponsor. 5. Staple the middle copy of the receipt to the Notice of Direct Deposit Payment. File in your yearly Host folder. 6. Attach bookkeeper copy (bottom portion) of official receipt to your Lawson SAS deposit record. File in your monthly deposit folder. 7. Write in receipt on your Log of Official Receipts Deposited. REQUIRED For each Notice of Direct Deposit Payment you will create one receipt and one deposit record. Procedures Manual 26 Auditing Services

28 Receipting Other district reimbursement 1. Go to the computer and create an official receipt. Refer to the Lawson SAS Manual for instructions for creating an official receipt. 2. Other - the following fields should be completed as noted: a) Date change to ACH payment date b) Reference Number (method of payment) - E c) Description - ACH payment number, detailed information of the reason for these funds d) Club Sponsor choose HCPS BEST PRACTICE Research the purpose of this reimbursement and receipt funds to the appropriate account. 3. Sign original receipt. 4. Staple the original and middle copy of the receipt to the Notice of Direct Deposit Payment. File in your yearly folder. 5. Attach bookkeeper copy (bottom portion) of official receipt to your Lawson SAS deposit record. File in your monthly deposit folder. 6. Write in receipt on your Log of Official Receipts Deposited. REQUIRED For each Notice of Direct Deposit Payment you will create one receipt and one deposit record. Procedures Manual 27 Auditing Services

29 Receipting Deposits Frequency Deposits should be made as follows: a) As often as armored transport service picks up. b) Always on the last working day before a weekend or holiday (mark your calendar this will help you reconcile). c) Always on the last working day of the month. d) Whenever collections are unusually large (i.e. fundraiser/yearbook receipts). Any receipts written and posted within the month should be prepared for deposit by the last working day of the month. Never combine receipts from two working months into one deposit record. (i.e. receipts dated 7/31/xx and 8/1/xx). Create a separate deposit slip and deposit record in Lawson SAS. Armored car service is provided by the district to transport funds collected at school sites to their financial institution. Pick up is usually twice per week at elementary and three times per week at secondary sites. Contact the Cash Management Department with questions or concerns, at Due to high volume collections you may require an additional pick up. Contact the Cash Management Department at , and they will arrange to have the funds picked up. Procedures Deposits should be created behind a closed door. Put a sign on your door that you will be closed until (time) and give the time you expect to be open for business. If you do not have an office there should be a place set up where you can go to complete this task. Gather the following items to create your deposit. Clear your safe of all monies collected since the last deposit. All cash, checks, money orders on hand. Your deposit pending folder, which includes all official receipts (bottom portion) written since last deposit, and includes the Log of Official Receipts form for the current month. A blank deposit slip (should be an original and copy). Armored car deposit bag. Armored car service pickup log/manifest. Adding machine with tape. Procedures Manual 28 Auditing Services

30 Receipting Prepare Deposit 1. Retrieve the money in your safe. 2. Run adding machine tape, add up receipt copies, and attach tape to this stack by paper clip. 3. Run adding machine tape, separate cash by denomination and total. Separate coin by denomination and total. 4. Run adding machine tape, add up checks and money orders, total. Do this twice. 5. Run adding machine tape; add total for cash, coin, checks/money orders and total. This total must match the total of your receipts. 6. Prepare a deposit slip. 7. In Lawson SAS create a deposit record. Refer to the Lawson SAS Manual for instructions on creating deposit record. 8. Complete the Log of Official Receipts Deposited and have it verified. 9. Prepare the armored car deposit bag and place funds in it. 10. Complete the armored car manifest. 11. Store funds in safe until your next pick up day. Breaking it down step by step Receipt copies Put receipt copies in numerical order from lowest to highest. Run tape and attach by paperclip to receipt copies. Set aside. Currency Separate by denomination, separate by strap or rubber band. Bills should be neat, all facing up and in the same direction. Run tape, enter total value of $20 s, $10 s, $5 s, and $1 s; click total. Coins Separate by denomination, place loose coin in a Ziploc style bag and write the total on the bag. Run tape, enter total value of $0.50, $0.25, $0.10, $0.05, and $0.01; click total. Do not roll coin. Checks and money orders Upon initial receipt, each check should have been endorsed, using a rubber dual deposit stamp that is endorsed with the school s and the collection agency s bank. Run two calculator tapes of the check amounts (one for the bank, one to keep), then secure to checks with a paperclip or rubber band. Make sure you balance Run tape, enter total for cash, coin, and checks; click total. This total must match the total of your receipts. If you don t balance, count the money a second time. Procedures Manual 29 Auditing Services

31 Receipting Prepare deposit ticket 1. Enter date. 8. Enter OR Official Receipt numbers included in this deposit. You may use a range per sample. 2. Enter total currency. 3. Enter total coin. 7. Enter total number of checks and money orders. 4. Enter total checks and money orders. 6. Turn deposit ticket and re-enter total amount. Run tape; Enter currency and coin then subtotal. Enter check/money order amount; click total. 5. Enter total amount of deposit. Always run a tape after you have filled in deposit ticket. This is the only way to catch an error on the ticket. Procedures Manual 30 Auditing Services

32 Receipting Create a deposit record For each deposit ticket written you should create a deposit record in Lawson SAS. Refer to the Lawson SAS Manual for instructions on creating deposit record. Log of Official Receipts Deposited Complete the Log of Official Receipts Deposited with information from your deposit ticket. List receipts in numerical order, regardless of the date of deposit. List VOIDED receipt numbers and the reason for voiding. List receipts when the coding has been corrected; principal to initial log. Procedures Manual 31 Auditing Services

33 Receipting Verifier A person other than the bookkeeper should be designated by the principal to verify deposits as follows: 1. Verify that the first receipt number in the deposit follows in sequential order the last receipt number in the prior deposit. 2. Verify that there are no missing receipts. 3. Run tape; enter amount for each receipt, click total. The total should match the amount on the deposit ticket and the amount written on the Log of Official Receipts Deposited. 4. After verifying the totals, initial the Log of Official Receipts Deposited. If there are any voided receipts you will initial next to the voided number on the bottom of the form. 5. The last official receipt included in the deposit should be the last receipt written. Note that Student Nutrition Services deposits should be prepared, verified, and bagged by your Student Nutrition Services personnel. Procedures Manual 32 Auditing Services

34 Receipting Armored car deposit bag The bag is divided in to two parts; the tear-off strip and the main bag. Tear off strip. 1. Enter the location # (this is your site #). 2. Enter today s date. 3. Enter total amount of your deposit. 4. Sign your name as Prepared by Main bag. 1. Enter your school name. 2. Enter your site #. 3. Enter today s date. 4. Sign your name as Deposit Prepared by. 5. Enter total amount of cash. 6. Enter total amount of checks/money orders. 7. Enter total amount of deposit. 8. Enter your bank name. Procedures Manual 33 Auditing Services

35 Receipting Armored car manifest Prepare armored car manifest per sample below. Use one manifest per bank. (i.e. Bank of America, SunTrust, Wells Fargo) Multiple bags may be listed on one manifest as long as the bank is the same for all. File pink copy of form in the monthly deposit folder. Store funds in safe until your next pick up day. BEST PRACTICE When you prepare a deposit, clear your safe of all monies collected since the last deposit. No funds should ever be accepted without issuing an official receipt. No funds of any kind should be placed in the safe to be receipted at a later date. Variations/exceptions: PTA/Boosters These funds should not be stored in the school vault. PTA - if hardship requires that the PTA utilize school vault space, the PTA funds should be placed in a lockbox separated from school funds. Further, for the school s protection, school staff (especially the secretary/bookkeeper) should not have access to the key or combination to that PTA lockbox. The principal should be aware of this temporary situation and give his or her approval. Penny drives coins may be taken directly to bank for counting. Pictures/vendor fundraisers most picture companies will handle collections. Procedures Manual 34 Auditing Services

36 Disbursements Disbursements Prohibited Disbursements The following are prohibited UNLESS they are approved in writing by the Area Superintendent, or are purchased from monies donated or collected for that purpose: 1. Personal items: Clothing for students or faculty members. Books, magazines, subscriptions, or personal memberships in professional organizations (permissible memberships must be in the school name using the school address). Articles for the personal use of school district employees or other persons (ex. teacher incentives). Gifts in excess of $50 to individuals, except from faculty funds. Any product having adverse effects upon the human body (tobacco products, alcoholic beverages, etc.). Gifts, loans, credit, or accommodation purchases for district employees or others. Excessive tips not more than 20%; budgetary funds will not reimburse any tips. 2. Food including meals, coffee, or refreshments, except when purchased as follows: When dues or assessments are collected for that purpose. As part of the schoolwide disciplinary incentive program. As an integral part of the instructional curriculum (ex. Family Consumer Science). From the following accounts: principal s hospitality outside donations collected specifically for food faculty/sunshine fund senior class 3. Equipment: Equipment, supplies, forms, maintenance, postage, etc., for curricular or classroom use when budgeted school district funds are available. Small equipment, supplies, and service for rooms and areas not used primarily for students; except when purchased from the following funds: Facility rental income. Faculty trust fund see Controlled Disbursements for further instruction. 4. Salaries and other compensations for school district personnel, including stipends and supplements. 5. Contributions to fund-raising drives (except when collected for that specific purpose). 6. Purchases from employees of the school district or their immediate families. 7. Advertising. 8. Buildings, permanent attachments to buildings, or other renovations or remodeling, which alters the facilities. Procedures Manual 35 Auditing Services

37 Disbursements Controlled Disbursements REQUIRED Funds for the following disbursements must be sent to the district cashier. Procurement guidelines and purchasing thresholds should be followed when making the purchase. Go to Business News>Procurement for further information. 1. Equipment, computer hardware, furniture, appliances, etc. require the use of a Lawson requisition. 2. Purchase of high dollar items require a written bid or quote. 3. All salaries or stipends paid to district employees must be processed through Payroll. 4. Professional, curricular, technical, and artistic services require a variety of forms and possible additional approval. Go to Business News>Budget>Internal Service Agreement (ISA) Funds for the following disbursements can be expended directly from your internal accounts, but require additional documentation. Gift Cards Before distributing gift cards you must create an inventory list. Using the form provided, enter type, card number, and amount. Record internal accounts check number on bottom. Print the form. When you distribute the gift cards, have each recipient sign and date the form. This form is located in Business News>Internal Accounts Information. Internal accounts check number: Procedures Manual 36 Auditing Services

38 Disbursements Authorization 1. Purchases should be made only upon authorization by the principal. A Request for Funds (services, equipment or supplies) Form is optional, and may be completed by staff members to secure approval before purchasing. 2. Purchases and staff reimbursement should not exceed the cash available in the applicable account. Exception: pre-payment to a vendor with principal s approval. 3. All checks need two authorizing signatures. a. Primary check signer - Administrator. (1) The primary check signer is the principal. The principal should sign all checks. (2) The backup administrator may sign a check when it is made payable to the principal or in an emergency situation only. All checks must be signed by at least one administrator. b. Secondary check signer Support. (1) The bookkeeper or elementary principal s secretary. (2) A backup support person assigned by the principal may sign in the absence of the bookkeeper. No signature stamps! 4. All check signers should complete the Bank Authorization Form (refer to Business News>Cash Management). 5. School check signers may not be a check signer for Booster or PTA accounts. 6. A check signer cannot sign a check that is made payable to themselves. The check must be signed by a different authorized signer. Procedure for disbursement Invoices Funds should be disbursed only upon receipt of an original, itemized invoice, receipt or cash register tape. All documentation must be signed and dated by the school personnel receiving the services or merchandise. Verify the extensions, totals, and unit prices on the invoice. DO NOT disburse funds based solely on statements or credit card slips. Invoices not paid within 30 days should be researched and documented as to why the disbursement was not made timely. No blank checks! Check made payable to outside vendor. A. Original itemized invoice. Check made payable to staff member for reimbursement. Original itemized invoice marked paid by the vendor. Original itemized cash register tape. Check made payable to student or parent for refund purposes. Original Student Receipt issued. A copy of the page of the SR - Student Receipt book. A copy of the MCF Monies Collected Form. Procedures Manual 37 Auditing Services

39 Disbursements The person receiving the refund must sign or initial the documentation upon receipt of the check. A check can be mailed at the parent s request. Check made payable to HCPS and mailed to the Cash Management Cashier. For end of the month payment of monies due the School Board, please use the following as backup. Multi Period Transactions Details Report printed from Lawson SAS. See Lawson SAS Manual for instructions. For monies being sent to cover a purchase requisition or a P-Card purchase use the following as backup. A copy of the purchase requisition and the Area Superintendent authorization (Gen-Misc Budget or memo). A copy of the P-card receipt and the Area Superintendent authorization (Gen-Misc Budget or memo) when the purchase is paid from Gen-Misc. or Facility Rental. A copy of the P-card receipt when the purchase is paid from a club or class account. Field trips Many times documentation is received after the check is written. Be sure to follow-up with the instructor for the receipt. Staple the receipt to the check requisition in your file for audit purposes. BEST PRACTICE Keep a folder named checks pending documentation as a reminder. Look through it often to keep things current. Check Requisition The purpose of the check requisition is to assist in identifying the correct account number to be charged and approval for payment of the expense for SPONSOR related accounts. The check requisition should be prepared by sponsor for each invoice or group of invoices. SPONSOR signature is required on the requisition form. For NON-SPONSOR related disbursements, such as Gen Misc and Facility, a check requisition is not required. In this case the bottom section of the three-part printed check may be used as the "check requisition" instead of the check requisition form. BEST PRACTICE Using a check requisition for non-sponsor disbursements gives you a place to write the account charged and the reason for payment. No blank checks! No blank checks! No blank checks! Procedures Manual 38 Auditing Services

40 Disbursements Procedures Manual 39 Auditing Services

41 Disbursements Breaking it down step by step Set aside two days per week to write checks (i.e. Tuesdays and Thursdays). Post this information on your door, your bulletin board, the teacher workroom, school internal . There will be times such as field trips or athletic events when a check will be needed on a different date. This should be the exception and not the rule. Set up a specific place to turn in check requisitions; a suggestion would be to have a separate in-basket inside your office. Writing the checks. Refer to the Lawson SAS Manual for software instructions. 1. Gather check requisitions. 2. Look-up the current balance for each account; write the amount on the check requisition. 3. Process check requisitions for payment using Lawson SAS software. 4. Print checks. 5. Attach check to the front of the check requisition; write check number on form. 6. Enter check numbers and date on Log of Checks Signed for Payment. 7. Place checks and check log in file folder; give to the co-signer and then principal for review and signature. (Preferably, the administrator should sign the check after the secondary signer.) 8. The two check signers should sign the check after verifying that the check, check requisition, and the invoice agree as to the amount and payee. Log of Checks Signed for Payment 1. List beginning and ending number of signed checks. List in groups as they are written not individually. 2. Account for missing checks within and between sequences. 3. List VOIDED check numbers and the reason for voiding. Procedures Manual 40 Auditing Services

42 Disbursements 4. List checks when the coding has been corrected. Check distribution 1. Tear off bottom portion of printed check. Keep check and stub intact. 2. Separate the requisition form; white and yellow copies. 3. Check with stub attached goes to vendor or sponsor. 4. Yellow copy of check requisition is returned to the sponsor. 5. Gather bottom portion of check, white copy of check requisition, and invoice, receipt or cash register tape; staple in this order and file in monthly folder. Voided Checks Refer to the Lawson SAS Manual for software instructions for voiding a disbursement. If an error is made, do not discard the check. Void the check by writing "VOID" across the face of the check and tearing the signature space off the check. Keep all three pieces of check document. Attach voided check to check requisition and file in numerical sequence in monthly folder. List voided check number on bottom of Log of Checks and reason for void. Stop payment Stop payment charges should be treated as a bank adjustment and are part of the monthly bank reconciliation process. Follow the instructions above for voided checks. Bank Statement Reconciliation The principal must verify that checks cleared on the monthly bank statement match the checks on the Log of Checks, and then sign the bottom of the log. Procedures Manual 41 Auditing Services

43 Disbursements Payment of Services These procedures are general guidelines. Remember that school board employees may not be paid directly from internal accounts for services rendered. Corporation and Non-School Board Individual To determine the correct procedure for payment go to Business News>Internal Service Agreement (ISA). You will not make payment directly to corporation or individual from your internal accounts. School Board Individual (Employee) To determine the correct procedure for payment go to Business News>Internal Service Agreement (ISA). You will not make payment directly to school board employee from your internal accounts. Security for Non-Athletic Events Non-Athletic Events Only Agencies Form Rate or Calculation School Security You will be invoiced by the budget office. For budgeting purposes you may call for the current rate of pay. Tampa Police Dept. (TPD) Officer will sign an off-duty voucher form. Ask for this from Tampa Police Dept. will bill you once a month. Match vouchers to statement and pay Hillsborough County Sheriff Florida State Trooper the Administrator on duty. Club Sponsor or Administrator to request payment using a check requisition form Club Sponsor or Administrator to request payment using a check requisition form with internal accounts check. Calculation; 1. Current off-duty rate x hours worked 2. Officer must have a Lawson vendor number 3. Pay officer directly from internal accounts 4. Report 1099 information in Lawson Calculation; 1. Current off-duty rate x hours worked 2. Officer must have a Lawson vendor number 3. Pay officer directly from internal accounts 4. Report 1099 information in Lawson Security for Athletic Events Officers are paid from Athletic Petty Check or from the District Office through Accounts Payable Department, depending on the Agency (City vs. County). Procedures Manual 42 Auditing Services

44 Disbursements Athletic Payments - Other a) Athletic custodian (school board employee) - payment is processed by the school s payroll secretary using the Offsite Overtime & NJR form in Lawson. Use the specific attendance codes for athletics. Officials may be paid through Athletic petty check, even if employees. b) Ticket takers paid through petty check UNLESS they are employees then through payroll. See instructions for Athletic Custodian above. Overtime for Custodians Non-Athletic Non-Athletic Events Only Source of Overtime Form Rate or Calculation Rental of facility SB90702 Internal Accounts Overtime Flat rate: 1. See facility usage and fee agreement for specific rental 2. Rate x hours worked = amount of check 3. Attach check to overtime form and School event SB90702 Internal Accounts Overtime send to your Area Superintendent Calculation; 1. Calculate time and one-half based on rate of pay 2. Calculate gross pay: overtime rate x hours worked 3. Calculate employer fringe using gross pay; go to Business News>Budget>Fringe Benefit Summary Detail. Use gross known tab 4. Total gross and fringe to get amount of check to be written to HCPS 5. Attach check to overtime form and send to your Area Superintendent Procedures Manual 43 Auditing Services

45 Disbursements 1099 For Vendor Services Schools must file a 1099 form for payment to individuals and non-corporation for services through internal accounts or athletic game receipts. The vendor must also register with the district as a vendor. Go to to register. The school needs to complete the Request New Vendor form. Go to Ideas>District>District Forms>Vendor Request. Contact the Accounts Payable department with questions regarding 1099 reporting. All purchases must follow the Procurement Guidelines regardless of the source of funding. Go to Business News>Procurement>Procurement Guidelines. Procedures Manual 44 Auditing Services

46 Disbursements Elementary School Remittance to Budget Office Procedures Manual 45 Auditing Services

47 Disbursements Middle School Remittance to Budget Office Procedures Manual 46 Auditing Services

48 Disbursements Senior High Remittance to Budget Office Procedures Manual 47 Auditing Services

49 Internal Transfer Internal Transfers Internal transfers are used when monies are transferred from one activity account to the other and no actual cash leaves the school. For example, the transfer of funds from General Miscellaneous to travel or hospitality requires a transfer form. Complete an Internal Transfer Form SB (Lawson # ) for each transfer. The principal s signature is always required. Signatures of sponsors are required for class, club, bookstore, or sponsor-related accounts. Internal transfers are auto-numbered when entered into the software system. Record this number on the form. Hillsborough SCHOOL DISTRICT County Public OF HILLSBOROUGH Schools, Florida COUNTY, FLORIDA INTERNAL TRANSFER FORM Transfer Amount: $ From: Account Number To: Account Number Explanation: Account Name Account Name Signatures: Posting: Directions: Principal Teacher/Sponsor (if applicable) IT # Date of Transfer A. This form is required to document the transfer of funds from one internal account to another. All transfer forms are numbered sequentially by the software, fill in the IT# with this auto-assigned number. B. All transfer forms must be signed by the Principal. Transfers from class/club funds (3xxx accounts) or sponsored accounts (bookstore) also require the sponsor signature. Transfers to cover deficit balances also require written Area Leadership Director approval. C. Post this information to your school software after signed approval. SB (Rev. 9/13) (Lawson Order # ) Distribution: White: Bookkeeper/Secretary Pink: Teacher/Sponsor (if applicable) Procedures Manual 48 Auditing Services

50 Bank Reconciliation Bank Reconciliation Bank statements must be reconciled as soon as they are received. Research and post all reconciling items before the monthly reports are run. Reconciling items include: NSF's - new NSF's - repaid ACH payments received from the district Cleared checks Cleared deposits Bank adjustments for bank error, bank service charge, deposit overage or shortage, and cleared check adjustments. With bank statement in hand you are ready to begin the process of reconciling. See Bank Reconciliation Guide in Business News>Internal Accounts Information>Lawson SAS for step by step instructions. 1. Check your statement for checks that you deposited but did not clear the bank (NSF). a) Use the Debt Collection Agency s Report to find the check makers name and check number. Go to Business News>Internal Accounts Information>Lawson SAS. See Lawson SAS Quick Tips for instructions for posting instructions. 2. Check your statement for Direct Deposits for any NSF that has been repaid. You received direct deposit payment notices from the debt collection agency. See Lawson SAS Quick Tips for posting instructions. 3. Check your statement for other Direct Deposits. Follow specific instructions found in the receipting section of this handbook. 4. Use the Lawson SAS software to create a bank statement. See Bank Reconciliation Guide for instructions. 5. Clear adjustments by clicking the blue reconcile box. Place a check mark on the bank statement as you post each miscellaneous item. 6. Clear NSF records by clicking the blue reconcile box. Place a check mark on the bank statement as you post each miscellaneous item. 7. Clear canceled checks. Place a check mark on the bank statement as you post each miscellaneous item. a) Reconcile checks that have cleared the bank. See Bank Reconciliation Guide for instructions. b) As you reconcile each check, verify that the check amount per bank equals the check amount per Lawson SAS put check marks on your bank statement to leave an audit trail. If you select a check to be reconciled in error. Click the blue box to un-reconcile. 8. Clear deposits. a) Use your Log of Official Receipts Deposited to trace all deposits to the bank statement with a check mark. Place a check mark on the bank statement as you post each miscellaneous item. You may have deposits in transit from the previous month, these should be the first deposits listed on the bank statement. When you are done, review the bank statement to be sure each item has been checked off. Procedures Manual 49 Auditing Services

51 Bank Reconciliation You know your bank statement is in balance when the difference box is empty on the bank statement pane. Close bank statement. Close period. View and print reconciliation report. Bank reconciliation report sample. If you still don't balance 1. Are you sure you have checked off all items on your bank statement? 2. You can export the reconciled items into a csv file (excel); it will make it easier to double check what you have reconciled. Do the total Credits match the statement? Do the total Debits match the statement? 3. Are all manual items posted? In the absence of the bookkeeper were checks or receipts written manually that haven't been updated in the software? 4. Was a deposit prepared on the last working day of the month? What is the create date you used in the software? If your deposit ticket reads one month but the deposit record reads the next month, then void the deposit record and re-enter it. 5. Did the first deposit of the next month include receipts from the month you are reconciling? If so, void the deposit record and create two separate deposit records. Procedures Manual 50 Auditing Services

52 Bank Reconciliation Monthly Reports LAWSON SAS - Checklist for Monthly Bank Reconciliation Reports Due to Auditing by the 20 th of each month (1) Bank Reconciliation Report *PRINT AFTER BANK STATEMENT IS CLOSED (School Space/Bank Accounts Pane/Double click on Cash Processing/Click on Bank Reconciliation Tab/Highlight current month Bank Statement/Double-click to open/click Print Reconciliation Report blue button. *Note: To Close Bank Statement in Bank Reconciliation Tab/Highlight Current Bank Statement/Click Actions/Close Bank Statement. *Note: To Close Period go to School Space /Double Click on School Name in Schools Pane/ Update School window opens Click on Blue button CLOSE PERIOD, confirmation box opens up for you to verify the correct period, click yes. (2) Bank Statement (copy, not original) (3) Unreconciled Transactions Report (Outstanding Checks/Deposits List) (School Space/Bank Accounts/Cash Processing/Bank Reconciliation tab/click on Bank Statement inquiring on/in Unreconciled Transactions Pane, click Options /Export to PDF/Use Print icon to print) (4) Period Balance Detail (Ledger Report) *PRINT AFTER PERIOD IS CLOSED (School Space/School Activity Balances Blue Button/ Activity Balances Screen will open/click on FOURTH Tab Period Balance Detail /Click on Options /Export to PDF/Selected Record with Details (Third choice on dropdown). This will display the balances for the month/period just completed. On your PRINT screen, under Page Sizing and Handling, remember to select * FIT to page, so your balances in the right margin will not be cut off. *Note: To Close Period in School Space /Click on School Name in Schools Pane/ Update School window opens with Blue button CLOSE PERIOD. (5) Check Status Report (available online at Envision Web-site Date parameters - Start Date: 07/01/2016 End Date: Default to Current Date (6) Multi-Period Transaction Details for Account 995 (NSF Reconciliation Report) (School Space/School Activities Pane/highlight 995 activity/click Related /Multi-Period Transaction Details/Enter Period range To (i.e ) and From (i.e )/Click Save icon/click Print Period Transaction Details Procedures Manual 51 Auditing Services

53 Bank Reconciliation Monthly Reminders Review accounts on the Period Balance Detail report. a) Reconcile all 8xxx Petty Check accounts and request reimbursement. b) Ensure that all Athletic Event Sub accounts balances have been remitted to the Budget Department (except Athletic petty check) based on the appropriate remittance schedule. c) Sales tax any to be remitted to Budget? d) Research any accounts with negative balances. e) 9xx cash accounts: Total of transfer column should be 0. All receipt transactions should have a status of deposited. (If not, make sure all bank deposits have a corresponding deposit record in Lawson SAS). LOOK at 992 checking is there enough funds to cover your next month s checks?? Be careful of overdrawing your bank account. f) Any unreconciled checks written by the school. Remind staff to cash reimbursements in a timely fashion. Contact outside vendors regarding receipt of your check. g) Distribute a Multi-Period Transaction Details Report to sponsors - class, club, media, bookstore, sunshine, or adult accounts upon request. Processing NSF Checks (995) 1. Checks returned for non-sufficient funds (NSF) will automatically be routed to the Debt Collections agency. a) The maker of the check will not have an opportunity to pay the school/site after the check has been forwarded to the Debt Collections agency. b) If the maker attempts to pay the school/site, a CFL0002 form ( Cannot Accept Payment ) should be given to the maker which gives the maker instructions to contact the Debt Collections agency to resolve the situation. 2. If a check maker is on the Flag Accounts Report and writes a check, the funds will not be guaranteed by the Debt Collections agency, therefore the check should not be accepted, but returned to the maker by the school/site with a CFL0003 form ( Cash/Money Order Only ) instructing the maker to contact the Debt Collections agency Systems to resolve the situation. 3. If a check maker on the Flag Accounts Report had already been issued a student receipt and/or listed on a monies collected form, in error, and the error is caught prior to funds being officially receipted, document as follows: a) Write VOID across the front of the makers check (in the event that the check may be lost and/or stolen). b) Make a copy of the check to be returned to the maker. c) Official receipt - On the receipt transaction detail line add this note: "Check returned to maker SR# xxxxx or MCF. 4. Mark on the yellow student receipt and/or MCF, VOID (in bright ink) next to the individual s name. 5. Keep the copy of the check returned to the maker with the deposit copy of the official receipt. 6. Return voided check to maker with CFL0003 form. Procedures Manual 52 Auditing Services

54 Bank Reconciliation Posting NSF Activity - upon receipt of the bank statement To Record Original NSF Notice on Bank Statement Student Activities > School Space > Bank Accounts/Cash Processing > All Bank Transactions Tab 1. Click Actions > Create NSF Record 2. Enter Transaction Number (Begin with 1 use subsequent numbers thereafter) 3. Date - will default to current date, Change to Bank Statement date 4. Description Check makers name and Check number 5. Enter $ Amount (POSITIVE entry) 6. Click Save button 7. Click Release button- NSF record appears on All Bank Transactions list and is available on Un-reconciled Transactions (A released NSF cannot be changed. It must be voided). 8. Close Update Non-Sufficient Funds To Record NSF Payment Student Activities > School Space > Bank Accounts/Cash Processing > All Bank Transactions Tab 1. Click Actions > Create NSF Record 2. Enter Transaction Number (Begin with 1 use subsequent numbers thereafter) 3. Date - will default to current date. Change to ACH payment date 4. Description Check makers name, check number and ACH payment number 5. Enter $ Amount (NEGATIVE entry) 6. Click Save button 7. Click Release button- NSF record appears on All Bank Transactions list and is available on Un-reconciled Transaction (A released NSF cannot be changed. It must be voided). 8. Close Update Non-Sufficient Funds NSF Write-offs The Accounting Department will periodically send a notice indicating the site must write-off certain uncollectible NSF checks. Only AFTER receiving the notice from the Accounting Department, clear your software records of the NSF item(s). See Lawson SAS Handbook for instructions; Use Activity Transfer to write off NSF Transaction. Maintain the write off notice in the applicable monthly folder. NSF checks should be written off from the account to which the receipt was originally posted. However, when this is not feasible (i.e., fundraising account which has been closed) then reduce the General Miscellaneous account for the amount of the check. Create a transaction for each check to be written off. Procedures Manual 53 Auditing Services

55 Accounts Account Structure Activity Accounts Acct. No. Account Name Acct. No. Account Name 1xxx CLASSES THAT USE WORK ORDERS 8xxx DUE SCHOOL BOARD 1010 Cosmetology work orders 8060 HOST 1020 Automotive work orders 8070 OT Facility Rental 2xxx MUSIC 8071 Utility Rental 2010 Recorders 8075 Pre-K ELP 2020 Band 8080 L/D Textbook 2030 Uniform Rental 8210 Jamboree 2050 Instrument Rental (Elem., Middle & Senior) 8220 Tournament series 2051 Orchestra Instrument Rental 8225 Regional Event 3xxx CLASSES, CLUBS & DEPARTMENTS 8230 Athletic Petty Check parent account 31xx Club Accounts 8230-xxx Athletic Petty Check events 35xx Class Accounts 8240 Gate Receipts 38xx Grade Level Accounts 8250 Drivers Ed. Fees 4xxx TRUST 8260 Child Care 41xx General Trusts 8290 Device Insurance 4101 PTSA 8400 Sales Tax 4102 Planners 8999 Board Change 4103 Financial Aid 4104 Box Tops General Ledger (Cash) Accounts 4105 T-Shirts Acct. No. Account Name 4106 Field Trip parent account Assets 4106-xxx Field Trips 992 Checking 4107 Donations 994 Investment 4108 Sunshine 995 NSF Checks 4109 Faculty 4248 Spirit Nights 4501 Hall Locks 4502 P.E. Uniforms 4510 Boy's P.E. Locks 4520 Girl's P.E. Locks 4530 Parking Decals 47xx Charity Drives 48xx Publications-Weekly Reader/Scholastic Revenue 6xxx GENERAL (School-Wide) 6010 Facility Rental 6020 Media Center 6030 Bookfair 6040 Magazines 6201 School-wide Fundraisers 6301 Vending 6401 Recycling projects 6500 Bookstore 6800 General Miscellaneous 6801 Student Incentives 6802 Staff Incentives 6803 Investment Interest 6806 Substitute - Kelly Services 6810 Over/Short 6830 Travel 6840 Hospitality 6999 Internal Change Fund Procedures Manual 55 Auditing Services

56 Accounts General Miscellaneous (Gen Misc.) Account (6800) General Miscellaneous Budget 1. The Organizational/Activity Budget Form (refer to Business News>Internal Accounts Information for form) must be prepared each year for your Gen Misc. account activities. 2. Each school must have a supervisory committee of at least two or more members of the faculty and/or any other additional persons appointed by the principal to serve as advisors or to assist the principal in preparing the budget. 3. The budget must be distributed and discussed with the school faculty and staff. 4. The Gen Misc. budget may be amended as needed throughout the school year. 5. The prior year ending Gen Misc. account balance (as of June 30) plus anticipated revenue from current year fundraising projects, etc. (based on past experience), equals total anticipated income. 6. Proposed expenditures are those which the budget committee has agreed upon, within the guidelines of the School Activity Fund policies, include waivers if any be detailed and have separate line items for teacher incentives (6802) and student incentives (6801). 7. The Gen Misc. budget and any amendments must be approved by the budget committee and the principal. A copy of the Gen Misc. budget must be sent to the Area Superintendent for approval, returned to the school, and kept on file. 8. An approved copy of the Gen Misc. budget should be forwarded to Bookkeeper Support. Procedures Manual 56 Auditing Services

57 Accounts Revenue Funds collected should be expended to benefit those pupils currently in school for whom the monies were accumulated (Board Policy 6610). Examples of revenue to post to this account include the following: 1. HOST Incentive (received monthly via direct deposit). 2. Donated monies for which no specific use is designated. 3. Profits from picture sales, school store sales, schoolwide fundraisers (6201), and designated PE or non-faculty vending machine accounts may be transferred into General Miscellaneous. Expenditure Expenditures from Gen Misc. should be for the benefit of all the students at the school. Examples include: The first four items will be funded annually from Gen Misc. Transfer funds into these accounts at the beginning of the year. Any balances left at year end will be transferred back to Gen Misc. prior to June 30th. 1. Schoolwide student incentives (account 6801). 2. Teacher incentives (account 6802). 3. Hospitality (account 6840). 4. Travel expenses for the current school year; registration only (account 6830). Gen Misc. travel is limited to the following % of anticipated revenue (excluding carry-over balance): Elementary/Middle Schools 25% Senior High/Other Centers 30% 5. Purchases for classroom, postage, and custodial supplies but only after budgeted funds are depleted. 6. Bank service charges. 7. Check printing charges. Banquet tickets for student or teacher related activities are normally prohibited from Gen Misc. Note: Purchase banquet tickets from the Hospitality account first. Additional banquet tickets may be purchased from general misc. with a written waiver request approved by your Area Superintendent, or you may include the waiver (be specific) on your Gen Misc. budget. The Area Superintendent may set a cap on the number of banquet tickets that can be approved for each event. Procedures Manual 57 Auditing Services

58 Accounts Procedures Manual 58 Auditing Services

59 Accounts Donations (4xxx) A. Specific purpose - monetary donations with donor-specified purpose should be maintained in a separate 4000 series trust account number and expended for that specific purpose only. The account name should reflect the trust purpose. Donated funds may not be transferred to other accounts. For balances remaining after the donation purpose is achieved: nominal balances may be transferred to the General Miscellaneous Account; significant balances require the donor s written instructions for disposition (when feasible). B. General purpose monetary donations with no designated purpose should be receipted into the General Miscellaneous Account. C. Property donations upon receipt, notify the Property Control Department via District>District Forms> Fixed Asset Acquisition-Form 120. Property Control should also be notified regarding the transfer or disposition of donated property schools generally may not sell or dispose of property (Board Policy 7320). D. All donations are subject to the rules and regulations governing internal accounts, including travel form and equipment requisition guidelines. The donor s purpose and the donation s relevance to the school s goals should be considered when accepting and using donations. E. Donations valued at greater than $250 require both an official receipt AND a written acknowledgement on school letterhead indicating amount, description, and a disclaimer that the donor did NOT receive any goods or services in exchange for the donation. Media Center (6020) The media center account is used to collect fees for book fines, lost books, school ID s and printing to name a few. The types of collections are dependent on the grade level of the school and types of activities that are part of the media centers budget. Book Fair (6030) The book fair account is used solely for the annual book fair that is sponsored by the Media Center. A book fair is part of the normal operation of the Media Center, they do not count towards the fundraiser limits and do not require the use of an Agreement for School Activities (ASA) form. This account will be used for all collections and disbursements for the book fair. Once the book fair is concluded and all vendors have been paid, the balance in the account will be transferred to the Media Center account There are instructions for the media specialist on the correct way to prepare the collection before taking the money to the bookkeeper. Please see page 18. Procedures Manual 59 Auditing Services

60 Accounts Principal s Hospitality (6840) Principal's Hospitality may not exceed the following amount per year. $850 for Elementary $1,000 for Middle $1,150 for Senior/Technical Schools Profits from the following sources may be used to fund the hospitality account: General Miscellaneous Vending Machines (non-faculty) Rental of School Facilities (not 8xxx Extended Day Care) 1. This fund is for promotion, public relations, and hospitality for business guests ON SCHOOL GROUNDS including district wide meetings. Faculty should only be incidental to a hospitality event. Meeting types can include Open House, SIT meetings or meetings that include all district personnel from a department, i.e., Area Principals meeting or all media specialists. Written Area Superintendent approval is required for off-site hospitality. 2. Check requisitions for this account should be specific in identifying who and what. Any catering done by your school cafeteria must have a numbered campus catering form invoice as backup (provided by your SNS Manager or Core Catering). 3. The account balance may not be carried forward from year to year; rather, each year the account may only be restored to its maximum of $850, $1,000, or $1,150 as applicable. 4. Included in the hospitality limit, each school may purchase up to nine banquet tickets, of any combination, approved by the principal. To include the following banquets. a) Teacher of the Year b) Instructional Support Employee of the Year c) Ida S. Baker Diversity Educator School Bookstore (6500) School bookstores may be established upon principal approval. Provided as a student service, and not a fundraiser, an average mark up of no more than 20% is allowed on bookstore items. Conversely, the bookstore should not operate at a loss. 1. A School Store Inventory Form SB (see bookstore manual on page 111) should be completed when the school opens in August, January, and in June at the close of school. Inventories should also be taken if there is a change in personnel involved with the bookstore. 2. The School Store Financial Statement Form SB (see bookstore manual on page 113) should be completed in January, June and for change in personnel. Upon completion of the financial statement, the profit earned may be transferred to the General Miscellaneous account for expenditure in accordance with the approved budget for General Miscellaneous. 3. All bills for the bookstore should be paid from this account, which can create a negative account balance if the bills are paid before the sale proceeds are collected - this is acceptable for these types of sale activities. Ultimately by mid-year, and year-end the account should show a positive balance. Procedures Manual 60 Auditing Services

61 Accounts 4. Sales tax should be paid to the vendor on all purchases made for resale items. P.E. (Physical Education) Uniforms (4502) 1. PE uniforms may be sold as part of the school bookstore or accounted for in a separate 4502 account. 2. Sales tax must be paid to the vendor. 3. PE uniform sales are considered a normal school activity and do not need an ASA unless a contract is signed with the supplying vendor. 4. A bid/quote is needed if the amount purchased will exceed $5,000. Average markup is not to exceed 20%. 5. Please refer to Business News > Procurement for proper procedures regarding approved vendors and bids. a) Profit - The PE uniform profit can be transferred periodically to a 3xxx athletic club account to be spent in accord with an approved club budget. The profit is determined via the inventory forms discussed above. b) Receipts - advance (pre-sales) of PE uniforms are recommended and should be documented individually via a student receipt so that the receipt copy may be used to exchange for the uniforms when they arrive (as proof of purchase documentation). c) Sales where the uniform is exchanged simultaneously for cash requires the use of the monies collected form. d) The inventory forms will periodically provide an assessment of PE uniform profitability. T-Shirt Sales (4105) 1. Sales tax must be paid to the vendor. 2. T-shirt sales are handled as described below: a) Sold through the bookstore with the 20% profit margin limit. b) Sold through club accounts as an accommodation to students i.e., no profit margin. Club accounts should reflect T-shirt sales on their respective approved club budgets; list the anticipated amount of collection of t-shirt funds from students as anticipated income and the anticipated purchase amount of T-shirts as a proposed expenditure. c) Sold through club accounts as a fundraiser - club accounts should reflect T-shirt sales on their respective approved club budgets; list the anticipated amount of collection of t-shirt funds from students as anticipated income and the anticipated purchase amount of T-shirts as a proposal. See Fundraising Activities page 69. d) Receipts - advance (pre-sales) of T-shirts are recommended and should be documented individually via a student receipt so that the receipt copy may be used to exchange for the T-shirts when they arrive (as proof of purchase documentation). Procedures Manual 61 Auditing Services

62 Accounts Field Trips (4106-xxx) Field trips are a visit to a place outside the regular classroom designed to achieve certain objectives. Collections should be made from participating students and chaperones to cover the cost of the trip including any entrance fees, registrations and transportation. Use the Field Trip Cost Calculator located in Business News>Field Trip Information to help determine the cost per student. In order to verify sufficient funds for the field trip, collections and disbursements should be posted to sub accounts. Small amounts of funds left over at the end of the field trip can be transferred to the parent account; 4106 or left in their subaccounts to be used for shortages and for students needing assistance next year. The preferred format for sub accounts are as follows: Example Field Trip # Field Trip #2 Example st Grade Field Trip nd Grade Field Trip Example th Cracker Country th Busch Gardens The leading zeros in example 1 will allow the list to automatically fall in numerical order. Choose from the above examples to fit your field trip needs at your school. Do not use teacher names in the description. Best Practice: Use the field trip log to track trips for collections, bus request and payments. Receipting for a field trip Field trip collection/overage/reimbursement: Create new sub account; if one does not already exist. Create receipt; choose sub activity account (i.e ). Create receipt detail. You will never post transactions to the parent account; Disbursement for field trip Create disbursement; choose sub activity account (i.e ). Create transaction detail. Create vendor invoice. You must do this otherwise no details will appear on the check stub you give the sponsor or vendor. You will never post transactions to the parent account; When invoiced remit field trip payments to HCPS. Send to Cashier, ROSSAC, Rt. 7. Procedures Manual 62 Auditing Services

63 Accounts Locker Rentals Secondary Schools (45xx) Secondary students rent the following locks; a separate account should be maintained for each. Hall locks (4501) Boys P.E. locks (4510) Girls P.E. locks (4520) If a student cannot pay for a lock, other arrangements (fee waivers) are to be documented for that student and retained for audit. Two plans are available for the collection of lock rental fees. 1. Plan A: Locker rental fees are $4, $2 of which will be refunded when the lock is returned. The refunds should be handled as follows: At school end: A check should be made payable to the assistant principal (AP) in charge of locker collections. Students who return their lock should sign on a Monies Collected Form to indicate receipt of the $2 refund. Leftover monies should be returned to the bookkeeper/secretary for receipt back into the Lock account. Monies refunded per the MCF plus the funds subsequently receipted should equal the original check issued to the AP. During the year: The AP in charge of locker collections should be issued an incidental petty cash fund. The AP can refund students returning locks and complete a petty cash voucher. The AP can then submit the vouchers to the bookkeeper for reimbursement of the petty cash fund. 2. Plan B: With written Area Superintendent approval, the school may charge a flat fee of $2, with no refund when the lock is returned. If the lock is not returned, an additional $2 will be charged to replace the lock. 3. Faculty members responsible for collecting lock fees must use either MCF, student receipt books, or other rosters to document collections, and retain for audit. Collections must be remitted timely and in full to the bookkeeper. 4. The fee collected should be used to maintain lockers and locks. Monies in the Lock accounts may be transferred to other accounts with the principal s approval. 5. Sales tax should be paid on the $2 rental portion, excluding refunds. For more information on tax, see the sales tax section. 6. For sales tax calculations see Business News>Internal Accounts Information>Sales Tax Calculator. Procedures Manual 63 Auditing Services

64 Accounts Vending Machines Not Serviced by the Vendor (63xx) Note: Full service vending commission should be receipted directly into the Sunshine (4108) account. 1. Stock should be kept in a locked secure place. 2. There should be limited access to the keys where the stock is stored except for people responsible for the stock. 3. Someone other than the bookkeeper should collect the money and restock the machine. 4. The person collecting the money should count and turn the money in to the bookkeeper and wait for a receipt. 5. Profits from the vending machine should be transferred to the Sunshine (4108) account. 6. The sponsor should prepare the Vending Machine Reconciliation Form in January, May, and August. (refer to appendix section) a) Enter the storeroom beginning balance (same as ending balance - previous reconciliation). b) Add the number of items purchased since the last reconciliation (referenced by the invoice). c) Subtract the number of items remaining in stock at the time the reconciliation is prepared. d) Beginning stock, plus purchases, less ending stock equals items sold. Items sold multiplied by machine sale price equals what should have been collected. Any considerable differences between receipts and what should have been collected should be resolved as soon as possible (recounting stock on hand, rechecking figures on the reconciliation form, verifying inventory security). Should these differences recur, contact the Auditing Office at Sales Tax (8400) 1. All schools use the district sales tax exemption number when purchasing items that are exempt from sales tax. The tax exemption certificate is posted in Business News>Procurement>Procurement Guidelines & Forms. 2. A school check must be made payable to the vendor in order to use the tax exempt number. 3. Examples of purchases EXEMPT from sales tax: a) Any purchase by the School (paid by school check made out to vendor) for school use, including field trips, educational supplies/materials, student, and faculty incentives. b) Yearbook or Memory Book. c) Pickle sales, donuts, popcorn (any general grocery item that is non-taxable at store). d) Sale of Entertainment/Coupon books. e) School plays; expenses associated with the performance. Procedures Manual 64 Auditing Services

65 Accounts 4. Examples of purchases REQUIRING payment of sales tax: a) Items purchased for resale, including school bookstore items, vending machine items, candy for fundraisers. b) School pictures (self-service only). c) Petty check reimbursements. d) Items purchased from Faculty/Sunshine account. e) Resale items purchased for Class or Club members (ex. T-shirts). f) Charges on Work Orders, including Food Service work orders (except bakery items). g) Rental fees. 5. Reimbursements to school personnel when school personnel use their personal funds to purchase items, they should ALWAYS pay sales tax. You then reimburse them the full amount, including sales tax when applicable. 6. When purchasing taxable items, whenever possible, pay sales tax directly to the vendor instead of collecting/remitting the sales tax yourself. For example candy, or PE uniforms for resale, or bookstore items. 7. Receipts - all receipts issued must separately state any sales tax included. For example, receipts for band instrument rentals or adult textbook sales should indicate fee and sales tax portion separately. See the Principal s Packet for student supply fees. A copy of the student fee section is also posted in Business News>Budget>Reference Student Supply Charges. 8. Sales Tax Payment Calculation save your calculations as backup for your check! 9. For sales tax calculations see Business News>Internal Accounts Information>Sales Tax Calculator. Split posting is the preferred method. Split-post Add the amount that has been split-posted directly into the sales tax account. Common split-posted items include facility rental fees, adult textbook sales, band rentals, and work order payments. When you split-post these items, it would be helpful to post the account source on the explanation line. Transfers Run multi-period transaction details reports for the accounts that you need to transfer sales tax from, like lockers, parking, calculator rentals, etc. Calculate tax based on the example below. Keep these reports, and notes as backup for your check. Example: Locker rental collections $1, Less refunds issued $ Taxable collections $ Divide by 1.07 $ Difference $52.34 Procedures Manual 65 Auditing Services

66 Accounts Sales tax remittance Sales tax collected by your school should be forwarded via school internal accounts check to the Budget Office by the 12 th day of the following month. 1. Run the multi-period transaction details report for account 8400 (School Space/School Activities pane/highlight 8400 activity/click related choose multi-period transaction details/enter period range to and from /click Save icon/click print period transaction details. Print this report for back up. 2. The balance in this account is the amount of the check. 3. The vendor invoice description should read Sales tax for - enter month. 4. The check skirt will provide the Budget Cashier with the information needed. No additional information should be sent. The district will file one electronic return and payment for all sites on a monthly basis. Class, club, departments and teams (3xxx) 1. A separate account should be set up for each Class, Club, Department, or Team. A transaction report can be provided for the sponsor upon request. 2. All class/club activities must be approved by the principal. The principal, sponsor, and the class/club officer should approve all expenditures. Expenditures from class/club accounts should benefit the students that participated in the generation of the revenue. See the Principal s Packet for current student supply fees like band rentals, lockers etc. (section L). A copy is also posted in Business News>Budget>Reference Student Supply Charges. 3. No class or club account should be overdrawn at the end of the school year. 4. Any funds remaining in a club which has become inactive should be closed out to the General Miscellaneous account, or appropriate corresponding account. For graduating classes, traditionally the funds revert to the upcoming class. However, with sponsor permission, remaining funds can be transferred to the General Miscellaneous account. 5. In addition to the three schoolwide fundraisers allowed, a) Each student class/club may have one fundraiser per school year. b) CTE, ESE and Enterprise Classes may have an unlimited number of fundraisers (each with principal approval and district approval via ASA form SB22800/Lawson # ). 6. The Sponsor of each class or club is responsible for adequate financial records, including: Organization Budget Form SB Check Requisitions (approved) SB 36000/Lawson # Agreement for School Activity SB /Lawson # Activity Accounting Reports Student Receipt Books Lawson # Monies Collected Form Lawson # Maintaining and returning the Student Receipt books issued to their class or club. Procedures Manual 66 Auditing Services

67 Accounts Faculty/Sunshine Account (4108) 1. The faculty/sunshine account(s) should consist of a committee of two or more members of the faculty and they should appoint a chairperson. The chairperson should receive a multi-period transaction details report each month or upon request. 2. The chairperson for the account should approve all expenditures by signing the check requisition as sponsor. Expenditures from this account should benefit the faculty that participated in the generation of the revenue. 3. Revenue Examples of revenue to post to this account(s) include the following: a) Dues assessed members (if any). b) Commission checks from vending machines located in the teacher s lounge. 4. The faculty/sunshine account(s) are not tax exempt and are not eligible to use the district s tax exemption certificate. Band/Music Rentals (2xxx) 1. Band rentals for instruments and uniforms are taxable, and the sales tax must be separately stated on the student receipts used to record collections. 2. We recommend that the rental fees and sales tax be split posted upon official receipting. See the sales tax section for monthly sales tax remittance rules. 3. Sites maintain rental fees to be spent from internal accounts for repairs. Change Funds Internal Change fund - account 6999 Internal change funds can be used for the following purpose: Yearbook pre-sales Drama productions Cosmetology classes Bookstore change Lock petty cash Book Fair To establish an account. a) Transfer funds from applicable account to Sponsor should sign internal transfer form. b) Write a check to account sponsor. Sponsor should complete and sign a check request. To close an account after need has ended. c) Sponsor should return funds intact. d) Receipt funds to account If this was a one-time need, you may transfer the funds back to the originating account. Change funds should be officially receipted back to the 6999 account when not in use or prior to the closing of the school year. Board Issued Change Fund Board change funds are issued for Student Nutrition Services (SNS) and Athletics. These funds were receipted to account 8999 when first issued by the School Board. At the beginning of the school year or athletic season, the change fund is issued. a) Write check to account sponsor from account At the end of the school year or athletic season, the change fund is returned intact. b) Receipt the funds back to account Change funds should always be officially receipted back to the 8999 account prior to the closing of the school year. Note: as of this printing the SNS change fund is not being returned at the end of the year. Procedures Manual 67 Auditing Services

68 Activities School Activities For complete information regarding school activities please go to Business News>Procurement>Agreement for School Activity. Fundraising Activities Planning Approval - All fundraising activities require three levels of approval (Board Policy 5830 and 9700). The class or sponsor The Principal The Chief Business Officer BEST PRACTICES A. Pre-sales BEST practice to ensure profit! Customers pre-order & pre-pay before product shipment. Use receipts. B. Receipts for pre-sales and pre-numbered tickets to account for admission fees. C. Ordering if not a pre-sale, carefully determine how much to order to avoid leftovers! Arrange in writing with the vendor for a FULL refund for unsold goods. Use prior sales as gauges. D. Inventory Control count all shipments, store in a secure area, and consider food needs (no heat for chocolate!) E. Student Debt - distribute small amounts to each student at one time, to be replenished upon return of proceeds. Determine which students should participate in future fundraisers. A debt list should be maintained until all outstanding debts are cleared. F. Planned expenses consider the impact of giveaways on pricing incentives to top sellers and needy children, etc. Limit per school year A. Schoolwide - Each school may have only three schoolwide fundraisers a year, including pictures. Fundraisers are limited to 3 weeks or 15 specified days. Fundraisers sponsored by the Education Foundation (i.e., sale of USF Bull tickets) are not counted towards the three schoolwide fundraiser limits, although other fundraiser rules apply to Foundation fundraisers. Exceptions to limits will be determined on a yearly basis and communicated through Auditing Services. B. Charitable Drive - Each school may also have one charitable drive (i.e., collections for Red Cross). Charitable drives should not exceed two weeks or ten specified days. C. Clubs - each school club may have one fundraiser, and one charitable drive. D. Waiver of limits additional fundraisers and charitable drives require Area Superintendent Approval. E. Exceptions to limits The following may have unlimited fundraisers with school administration approval. Career and Technical Student Organizations (CTSO s) Elementary enterprise economic classes Curricular activities for exceptional classes (ESE) Plays that charge admission are unlimited, as plays are curricular in nature. Adult-only activities and Adult sites (sites where the students are not K-12) are also unlimited Procedures Manual 68 Auditing Services

69 Activities More exceptions The following activities are considered curricular in nature and are not considered fundraisers. They do not count towards the fundraiser limits and do not require the use of an Agreement for School Activities (ASA) form. Book fairs Bookstores School newspapers Yearbook or memory book sales Recycling projects Student handbooks PE uniforms Student identification cards F. A Procurement Department bid process awards school pictures, so no ASA is needed. However, pictures do count as a schoolwide fundraiser. G. When the PTA donates money to the school, no ASA is needed. However, if a PTA activity is accounted for in the school s internal accounts, then an ASA form is needed and internal accounts procedures apply to the use of these funds. BEST PRACTICE Pay tax to the vendor. Tax is calculated on the purchase price of the items and not the selling price. If you don t pay the vendor then you will calculate the sales tax due the state based on the total amount of sales. Remit the sales tax to the Budget Office monthly. Each schoolwide fundraiser should be accounted for in a separate account set up for that purpose. Only receipts and expenditures of the fundraising activity should be recorded in this account. Prohibitions The following is a partial list of activities that are not acceptable at school functions or as part of fundraising. Raffle sales to minors Door to door sales Admission charges during school hours Dunk Tank Jousting Rock Climbing Bungee Jumping Boxing Programs involving any form of gambling, illegal activity, private teaching, programs in violation of Florida Statutes or School Board policies, and fundraising activities by political groups are prohibited. A list of prohibited activities is available in IDEAS>Departments>Safety and Risk Management>Resources>Inflatables>Special Event or Activity Information. Fundraisers involving food or drink sales are limited (see United States Department of Agriculture (USDA) regulations). Procedures Manual 69 Auditing Services

70 Activities Conflict of Interest The School Board shall not enter into a contract knowingly with any supplier of materials, supplies, and services to this district that any Board member or the Superintendent has any material interest. Board Policy Contact the Procurement Office for conflict of interest approval procedures. Charitable Drives 1. Schoolwide charitable drives, one per school. a) Relay for Life (American Cancer Society) b) Jump Rope for Heart (American Heart Association) c) Pennies for Pasta (Leukemia Foundation) Remit money directly to the charity. The sponsor for the event is responsible for the money, not the school or the bookkeeper. Sponsor will ask for a receipt from the charity, please keep this receipt on file. No Agreement for School Activity (ASA) is necessary. This will count as the one charitable drive for the school. 2. Class or club charitable drives, one per year. a) List as a line item on their budget. b) Complete an Agreement for School Activity c) Remit money directly to the charity and ask for a receipt. d) Complete the Activity Account Report for other type fundraisers Required Forms Agreement for School Activity (SB22800 On-line request form) The Chief Business Officer for the Business Division approves the Agreement for School Activity Online Request Form (ASA). ASA s must be received by the Procurement Department at least one month prior to the week of the activity. A letter of acknowledgement from your Area Superintendent must be attached to the ASA if retroactive processing is necessary. Requests for extended activity time must have prior Area Superintendent s approval (attached to the ASA when received by the Procurement Department). Career and Technical Student Organizations (CTSO), and Exceptional Student Education (ESE) activities do not require the Area Superintendent s approval for extended time. The Procurement Department shall make the determination as to whether a vendor contract or purchase order is required. Attach a copy of all the vendor contracts and/or invoices with your ASA form; anyone providing goods and/or services related to this activity requiring the school to sign any type of vendor contract. Any activity where a vendor has access to students on school grounds must be Jessica Lunsford Act approved. Procedures Manual 70 Auditing Services

71 Activities Certificate of Liability Insurance from vendors must be attached to the ASA when required. For questions concerning Certificate of Liability Insurance coverage amounts or if you need a copy of the Hillsborough County Public Schools Certificate of Liability Insurance, please contact the Safety and Risk Management at (813) , extension 221. Users may download the ASA in IDEAS/District/Business News/Procurement/Agreement for School Activity (ASA) folder. Print the ASA, obtain signatures, attach all necessary documents and send originals to the Contract Support Team, ROSSAC Building, Procurement Department, Route 7, (813) SPECIAL NOTE: For more information, see additional documents in IDEAS>District>BusinessNews>Procurement>Agreement for School Activity (ASA) folder. Agreement for School Activity Online Request Form Information Checklist for School Activity Online Request Form Activity Accounting Report (AAR) form must be completed immediately after fundraiser. See sample reports beginning on page 73. Forms are also available in Business News>Internal Accounts Information. Property Loss & Damage Report (PDR100) form is used to report any items and/or funds lost or stolen. Go to Ideas>District>District Forms. PTA or Booster fundraising activity should be reported on the Agreement for the Use of School Facilities Agreement form. A blanket form listing all activities should be filed each school year. See the Rental of School Facilities for more information. Procedures Manual 71 Auditing Services

72 Activities Sample of Agreement for School Activity Online Request Form Procedures Manual 72 Auditing Services

73 Activities Activity Accounting Report Samples ACTIVITY ACCOUNTING REPORT for sales - type fundraisers School Hillsborough District County of Hillsborough Public Schools, County, Florida School: Class/Club: Date: Type of Merchandise: Sales tax paid to vendor? A. Overall Profit / Loss: 1. Total collections (per account ledger) 2. Less Total Cost (per invoice) 3. Overall Profit/Loss B. Receipts Over/Short: 4. Number of Individual Items Purchased 5. Less Number of Items Returned for Credit < > 6. Total Number of Items Available for Sale = 7. Selling Price Per Item X 8. What Should have been Collected = (Multiply line 6 by line 7) 9 Less collections (per account ledger) < > 10. Equals Short / (Over) C. Jusify Short / (Over) : 11. Incentives Given Away (Items x Selling Price) 12. Stolen/Lost (Total Amount shown on PDR100) 13. Amount on Debt List (Total Amount) 14. Remaining on Hand (Items x Selling Price) 15. Other (Including Unaccountable Items) 16. TOTAL (Should equal line 10) Sponsor Signature Principal Signature SB (Rev. 2/99) Procedures Manual 73 Auditing Services

74 Activities ACTIVITY ACCOUNTING REPORT for sales - type School: Hillsborough Sample County Public Schools, Florida School District of Hillsborough County, Class/Club: Student Date: Sept 97 Type of Candy sale Sales tax paid to yes A. Overall Profit / 1. Total collections (per account $ Less Total Cost (per $ Overall $ B. Receipts 4. Number of Individual Items 1, Less Number of Items Returned for < - > 6. Total Number of Items Available for = 1, Selling Price Per X $ What Should have been = (Multiply line 6 by line 7 ) $1, Less collections (per account < $ > 10. Equals Short / < $ > C. Jusify Short / (Over) 11. Incentives Given Away (Items x Selling $ Stolen/Lost (Total Amount shown on $ Amount on Debt List (Total $ Remaining on Hand (Items x Selling $ Other (Including Unaccountable 16. TOTAL (Should equal line $ Sponsor Principal Procedures Manual 74 Auditing Services

75 Activities ACTIVITY ACCOUNTING REPORT for ticket - type fundraisers School: School Hillsborough District County of Hillsborough Public Schools, County, Florida Florida Class/Club: Type of Program: Date: Tickets Issued 1. Ending Ticket Number 2. Less Beginning Ticket Number < > 3. Sub-Total 4. Add 1 to line EQUALS TOTAL TICKETS ISSUED Reconcile Tickets Sold 6. Total Money Collected (per ledger) 7. Divided By Selling Price Per Ticket 8. Equals Total Tickets Sold 9. Plus Total Tickets Returned 10. EQUALS TOTAL TICKETS ACCOUNTED (Should equal line 5) Profit/Loss 11. Total Money Collected (per ledger) 12. Itemized expense description: Amount: 13. Total expenses (sum of line 12) < > 14. Profit/Loss (line 11 less line 13) Sponsor Signature Principal Signature Form SB 22600b Procedures Manual 75 Auditing Services

76 Activities ACTIVITY ACCOUNTING REPORT for other type fundraisers School: School Hillsborough District County of Hillsborough Public Schools, County, Florida Florida Class/Club: Type of Project: Date: 1. Total collections (per account ledger) 2. Itemized expenditure description: Amount: 3. Total expenditures (sum of line 2, agrees to invoices) 4. Overall Profit/Loss (line 1 less line 3) Sponsor Signature Principal Signature Procedures Manual 76 Auditing Services

77 Activities School: School Hillsborough District County of Hillsborough Public County, Schools, Florida Complete the applicable for all 3xxx Classes and Clubs: Agree- Activity Acct no. Club Name Budget? ment? Report?Vendor Dates Activity 3010 Anchor Club Y Y Y World's Finest 10/21-10/31/98 Candy Fundraiser Procedures Manual 77 Auditing Services

78 Activities Agreement for Technical Services (ATS) BEST PRACTICE The ATS process should be initiated by first reviewing the guidelines and instructions found in Business News>Budget>Internal Service Agreement (ISA). Agreement for Technical Services (ATS) and Internal Service Agreement (ISA) Definition Agreements for Technical Services (ATS) should be utilized for educational, professional, technical, artistic, and personnel services when the services are exempt from the bidding process and the services provided pertain to the definition below. ATS includes, but is not limited to the following: academic or educational consultants, tutors, mentors, technical assistance providers, trainers, academic assessment providers, test administrators, motivational speakers, lecturers, educational workshop providers, creators of tests, and/or curriculum. ATS includes professional development/learning, as the process of continuous development for educators and other education personnel, has as its core purpose improving student achievement. Technical services are those services relating to academic and/or educational projects/programs that require assistance in formulating, identifying, implementing, or promoting projects and are not necessarily related to information technology. Artistic services means the rendering by a contractor of the time and effort to create or perform an artistic work in the fields of music, dance, drama, folk art, creative writing, painting, sculpture, photography, graphic arts, craft arts, industrial design, costume design, fashion design, motion pictures, television, radio, or tape and sound recording. Suppliers providing Professional Development, Technical Services or Artistic Services: Charge Agreement to the site receiving the service. Submit Agreement for approval to the appropriate Area Superintendent (schools) or assistant superintendent (district sites). Follow Procedures and Guidelines for payment in Business News>Procurement>Agreement Technical Services (ATS). ATS must be received and approved before services are provided. Procedures Manual 78 Auditing Services

79 Activities School Board Employees providing Professional Development or Technical Services: Internal Service Agreements are utilized for professional development and technical services when they are provided by a school board employee and the services are not part of their normal job duties. Charge Agreement to the site receiving the service. The total cost must include fringe benefits (rate subject to change twice a year). Follow Procedures and Guidelines for payment in Business News>Internal Service Agreement (ISA). ISA must be received and approved before services are provided. School Board Employees providing Artistic Services: NJR is utilized for artistic services when they are provided by a school board employee and the services are not part of their normal job duties. NJR is entered in the payroll system. Funds should be received/allocated before services are provided and must include fringe benefits (rate subject to change twice a year). Follow Procedures and Guidelines for NJR payment in the Payroll End User Manual located in IDEAS>District>L9>Manuals. Procedures Manual 79 Auditing Services

80 Activities Employee Travel (6830) Registration costs are the only approved travel expense paid from your General Miscellaneous account. 1. An approved Lawson Travel Authorization Form (SB00077) is ALWAYS required for travel outside Hillsborough County in order to obtain permission for travel, regardless of whether reimbursement is requested (except for approved field trips with no reimbursement requested). 2. Processing a Lawson Travel Authorization Form (SB00077 Travel Request) is accomplished on-line. See Lawson handbook for specific instructions. 3. Any travel expenses REIMBURSED to an employee requires an approved Lawson Travel Authorization Form (SB00077). If the travel expenses are for in-county parking, mileage, and tolls ONLY, an In County (Vicinity) Travel Form (SB00076) may be used. Any other in-county travel expenses, such as registration, must be reimbursed using an approved Lawson Travel Authorization Form (SB00077), as this is the only form with a place to report registration, etc. Any travel expenses incurred outside Hillsborough County must be reimbursed using an approved Lawson Travel Authorization Form (SB00077). 4. Registration may be paid directly to the vendor via a school check or district issued P- Card. In such cases, these expenses would not be reimbursed to the employee. Report on the SB00077 Travel Authorization Form. 5. Prohibitions: Travel expenses should NOT be reimbursed through petty check. Overnight travel in-county must have Area Superintendent approval. 6. Checks written for travel reimbursement should be supported by the following documentation. A copy of an approved Lawson Travel Authorization Form. Original, itemized receipts for all costs except mileage (and meals, see below). Any conference brochure or any proof of attendance. 7. ACTUAL meal costs are NOT reimbursed. Out of county meals are reimbursed at a MAXIMUM rate per the guidelines shown on the Lawson Travel Authorization Form (SB00077). 8. A guideline has been established to limit travel from internal accounts General Miscellaneous Budget to: Elementary/Middle Schools = 25% Senior High/Other Centers = 30% 9. Travel Examples Example A: Mrs. Apple goes to a workshop in Orlando. Because the travel is outside Hillsborough county, an approved Lawson Travel Authorization Form (SB00077) is required (even if no expenses are incurred). Example B: Mrs. Apple goes to a free workshop at USF, but incurs mileage expenses for which she requests reimbursement. A Vicinity (In County) Travel Form (SB00076) is required to reimburse Mrs. Apple for the mileage expense. Example C: Mrs. Apple goes to a workshop at USF, pays the registration herself, and requests reimbursement. An approved Lawson Travel Authorization Form (SB00077) is required to reimburse Mrs. Apple for both the registration and mileage (a Travel Authorization Form is needed because there would be no place to report registration on an in-county travel form). Procedures Manual 80 Auditing Services

81 Activities Yearbook and Memory Book Activity (3801) 1. Yearbook/Memory book sales are considered normal school services, and should not be operated by the PTA without Area Superintendent approval. As normal school services, yearbook and memory book sales do not count towards the three schoolwide fundraiser limits. 2. Bids: Please refer to Business News > Procurement for proper procedures regarding approved vendors and bids. 3. Tax exempt: Sales of yearbooks/memory books are exempt from sales tax. Schools should not charge sales tax or pay sales tax to vendors. 4. Presales: Begin soliciting orders and collecting money for book sales at the beginning of the school year. A separate activity account should be used to record all transactions. Use student receipt books to document collections, and remit funds timely. Student receipts should indicate the student's name, date, price and number of books purchased. Separate student receipt books should be used for ads or sponsor contributions. 5. Planning: The quantity of yearbooks ordered and price charged should reflect last year's sales experience. Careful planning will prevent excessive unsold books on hand. Plan and record the number of complimentary books to be given away. 6. Control: Books should be counted as soon as the shipment arrives, and exceptions noted on the delivery ticket, which should be signed and dated. Store books in a secured place. 7. Distribution: Students should be required to present their copy of the student receipt and furnish identification to claim a book. Schools should maintain a computerized alphabetic listing of prepaid sales. A hard copy of the alpha list should be run and students should sign this when books are picked up. Procedures Manual 81 Auditing Services

82 Activities Rental of School Facilities (6010) Board Policy 7510 Note: These procedures are NOT necessary when one Hillsborough County school utilizes another Hillsborough County school site. Purpose Since 1975, the School Board has required that when school district facilities are utilized by non-district organizations (i.e., PTA, Boosters, Little League teams, Youth Football teams, Boys & Girls Clubs, churches, businesses, etc.), informational forms must be filed with the School Board. For liability purposes, a Certificate of Liability Insurance is required as well. Procedures prior to rental Complete all information on the following forms and forward to your Area Superintendent three weeks prior to the start of the activity. No agreement is valid until properly approved. Go to Business News>Procurement>Agreement for Use of Facilities. Agreement for the Use of School Facilities Facilities Usage and Rental Fee Worksheet Certificate of Liability Insurance A deposit should be collected prior to scheduled use of the facilities in the amount of the estimated total charges for the use of the facilities. BEST PRACTICE Collect deposit from the organization when the paperwork is turned in. Split post official receipt as follows: 6010 Facility Rental 8070 Personnel Overtime 8071 Utility Rental 8072 Field Preparation and Marking 8400 Sales Tax* * Sales tax is due on rental fee unless a copy of the renter s sales tax exemption certificate is provided (keep this on file). Forms returned A copy of approved forms will be returned to the school The school should maintain one copy for the school s files and provide copy for the requesting party. Procedures day of rental Collect balance due for rental if any. Procedures first business day after rental Complete the Internal Accounts Overtime form for all school personnel who worked the rental. Do not pay school board employees directly. Fill out form SB (Lawson # ) Overtime Paid from Internal Accounts. You will fill in the number of hours worked times the rate of pay collected on the facility rental form; and write a check for the total. You will find additional instructions for Overtime paid from internal accounts under the link: Business New/Internal Accounts Information/INSTRUCTIONS-Overtime paid from internal accounts. Procedures Manual 82 Auditing Services

83 Activities School Personnel who work overtime for rentals are paid through the Payroll Dept. do not pay them directly from internal accounts. You are not required to enter anything into Lawson for this overtime. Personnel who work overtime have a reasonable expectation of being paid in a timely manner so please turn in their hours accordingly. Write a separate internal accounts check for each form. Attach your check to the appropriate form(s) and mail to your Area Superintendent for approval. That office will forward the check and forms to the Payroll Department for processing with the next pay cycle. Rates - Note that the fees listed in the Personnel Fees section are not the actual pay rate that the employee will receive. The fee charged on the lease is not the rate the employee will receive. The school should remit the fee collected when completing the appropriate payroll forms. However, the district will then pay the employee an amount based upon their ACTUAL pay rate for support personnel and a board approved flat rate for administrators. The district will absorb any difference between the employee s actual payment and the fee collected. Officers who work security for rentals should be paid in the same manner that they are paid when working an athletic event or other off-duty event. Depending on what branch of law enforcement they work for, each one is paid differently. TPD Tampa Police Department: purchase order. HCS Hillsborough County Sheriff: individual officer paid directly. (1099 Required) FHP Florida Highway Patrol: individual officer paid directly. (1099 Required) School Security: school is invoiced by the Budget Office. Procedures end of the month after rental Write an internal account check made payable to HCPS for the balance in the following accounts Utility Rental 8072 Field Preparation and Marking 8400 Sales Tax Filling out the forms 1. Forms Complete and sign the appropriate forms and forward to your Area Superintendent: a) Agreement for the Use of School Facilities Always access online at Business News>Procurement>Agreement for Use of Facilities. b) Facilities Usage and Rental Fee Worksheet Always access online at Business News>Procurement>Agreement for Use of Facilities. When fees are charged, a deposit of the estimated fee should be collected before the rental. When rental fees are being requested for waive approval, fee rates should be listed and check the waived box in the rental section. Questions regarding rental fees, waivers, employee pay etc. should be directed to your Area Superintendent. Procedures Manual 83 Auditing Services

84 Activities c) A Certificate of Liability Insurance The Organization shall provide the School Board with proof of liability insurance to cover all of its activities at this location. The insurance will name the School Board and its officials and employees as additional insureds. The Hillsborough County Public Schools name is required to be listed in the certificate holder box. Refer to Business News>Agreement for Use of Facilities for Liability rates per accident and per occurrence. The Description of Operations section must indicate that Hillsborough County Public Schools is an Additional Insured. Umbrella and Homeowner insurance are not accepted. Departments under the jurisdiction of Federal, State, County, and City Government are covered by the respective government s insurance; therefore, proof of insurance is NOT required. Proof of the responsible governmental agency they are affiliated with must be provided and clearly listed on the Agreement for the Use of School Facilities (i.e. Hillsborough County (Engineering Dept.), City of Tampa (Recreation Dept.), and Hillsborough Community College (Music Dept.). Note: Youth and Adult Athletic Leagues must provide proof of insurance even though they are affiliated with Parks and Recreation. Questions regarding the Certificate of Liability Insurance should be directed to Safety and Risk Management at d) Sales Tax Exemption When the renter is a tax exempt entity they must provide a tax exemption certificate. 2. Organization name The organization name is described as the legal entity (i.e. corporation or LLC). Use the organization name and or doing business as (dba). The name that appears in the insured section of the Certificate of Liability Insurance must be in agreement with the name on the Agreement for the Use of School Facilities and the tax exemption certificate (when applicable). The company and/or group actually using the facility must also enter their appropriate signature on the forms. Organizations working with an organization of a different name must be clearly identified. Procedures Manual 84 Auditing Services

85 Activities Annual Agreement Forms School-connected organizations such as PTA, PTSA, Boosters and Alumni may file one agreement to start on the insurance begin date and end on the insurance end date. PTA, PTSA, Booster and Alumni Sponsored Carnivals or Festivals These activities are not covered by the annual agreement on file for your PTA/PTSA, Booster and Alumni. The following items are to be completed and approved prior to the activity. Follow the use of facilities guidelines. Agreement for the Use of School Facilities Facilities Usage and Rental Fee Worksheet Certificate of Liability Insurance PTA/PTSA Sponsored After School Program These activities are not covered by the annual agreement on file for your PTA/PTSA. The following items are to be completed and approved prior to the activity. Follow the use of facilities guidelines. Agreement for the Use of School Facilities Facilities Usage and Rental Fee Worksheet Certificate of Liability Insurance from PTA/PTSA Agreement For The Use Of School Classroom Facilities by PTA Organization For Student After-School Programs Timeliness - Paperwork is not valid until approved by the Superintendent. The rental packet must be submitted to your Area Superintendent at least 30 days prior to the planned use of the facility. Paperwork not submitted timely or not meeting the above requirements will be returned. Returned or untimely packets may be resubmitted with an attached memo stating the reason it was not submitted timely. The Area Superintendent will acknowledge the memo and forward the packets to the Procurement Dept. Area Superintendent must forward to the Procurement Department the Agreement for the Use of School Facilities and Facilities Use and Rental Fee worksheet along with the Certificate of Liability Insurance seven days prior to date of use. To request for approval of fees to be waived, please submit to your Area Superintendent the Agreement for the Use of School Facilities and Facilities Use and Rental Fee worksheet (fee rates to be waived should be listed) along with the Certificate of Liability Insurance 30 days prior to date of use. Submittal of request is not an approval. School sites will be notified of waiver approvals. Procedures Manual 85 Auditing Services

86 Activities Examples and exceptions School level PTA s and Booster Clubs - are required to submit all the forms each year. The only exception is provided for those groups that do not use the school campus for any reason. If the group chooses not to conduct any fundraisers or any activities on campus, they are not required to submit paperwork. Hillsborough County PTA/PTSA Council - has blanket approval to use our schools. No further action is needed. Note that this coverage is only for the Hillsborough County Council, not the individual school PTA s. Individual school level PTA s are required to submit all forms each year. City of Tampa Elections Division - has blanket approval to use our schools as election poll sites. No further action is needed. However, the School Board does NOT have an approved agreement with the City of Tampa Elections Division to use our schools for training people to conduct polling. Therefore, all forms must be completed for the training function. Scouts the Gulf Ridge Boy Scout Council and the Suncoast Girl Scout Council both have a blanket Certificate of Liability Insurance on file. Further, all rental fees are waived. Therefore, these organizations need only to contact the administrator for permission. School is responsible for keeping track of the troop and/or pack number, leader s name and phone number where they can be reached and notifying their Area Superintendent by memo. Fee waivers other entities may be granted fee waivers (contact your Area Superintendent), but the forms described are still required. Specific agencies with Cooperative Agreements The agencies listed below are not required to submit a Certificate of Liability Insurance nor do they comply with the Hold Harmless section of the Agreement for the Use of School Facilities. The current COOP Agreements on file are as follows: Federal and State Agencies, including the Department of Transportation University of South Florida City of Tampa, for public meetings* and Parks & Recreation Hillsborough County Government, for public meetings* and Parks & Recreation *Please keep the dates of use posted to the school calendar. The Community Relations department will send or fax you a letter of confirmation. Have the principal sign the letter, make two copies, keep one for your files, send one to your Area Superintendent and return original to the City of Tampa or Hillsborough County Government office from which the request came. Procedures Manual 86 Auditing Services

87 Activities Agreement for the Use of School Facilities Sample Form Procedures Manual 87 Auditing Services

88 Activities Procedures Manual 88 Auditing Services

89 Activities Athletic Activity Accounts All regularly schedule events and end of the season tournaments are assigned a sequential event number, example Event #1, Event #2, Event #3, etc, by the athletic business manager (ABM). For posting purposes, there are three main athletic accounts: Athletic petty check posted to sub accounts, event number on description line. Gate receipts event number on the description line. Named tournaments and jamborees event number on the description line. Athletic Petty Check (APC) Account (8230) This account is used to record the funds that were advanced by the board. Do not post to this account. An event number is assigned to all events. Game advances and HCPS reimbursements for all regularly scheduled events and end of the season tournaments are posted to an APC subaccount. This account may have a deficit balance until all HCPS reimbursements are received. The sub account number matches the event number with the addition of leading zeros which allow the list to automatically fall in numerical order Event # Event # Event #3 Using event numbers as the sub account number will help you reconcile. Procedures - prior to Athletic Event Advances - Each time the bookkeeper advances game expenses to the ABM, a check from the Athletic Petty Check sub-account (8230-0xx) should be drawn for the ABM's estimate of game expenses. Reference the event number and sport in the description field of the vendor invoice. Never post to the parent account of Procedures - after Athletic Event Returned funds The ABM may return to the bookkeeper unused funds from an event advance. Post the funds to the matching sub-account (8230-0xx) as Event # returned funds. Additional funds The ABM may need to request additional funds for an event. Post the disbursement to the matching sub-account (8230-0xx) as Event # additional funds. Request for reimbursement - The ABM prepares and submits the Petty Check Reimbursement form, including a game report and petty cash vouchers. They also forward a report of tickets issued and sold to the District Auditing Office, and payroll forms to Payroll. Reimbursement funds After the event the ABM will request reimbursement from the School Board for the total amount spent for each event; the advance amount. Reimbursement comes to the school in the form of a direct deposit (ACH). The bookkeeper should ensure that the reimbursement amount agrees with what was advanced to the ABM less any returned funds. Procedures Manual 89 Auditing Services

90 Activities Athletic Petty Check Account Log Sample (8230-XXX) Athletic Petty Check Account Log (8230-XXX) to be prepared by the Bus. Manager and/or bookkeeper School: Hillsborough County Public Schools A B C D E F G Advance Check Return on advance Additional Check Balance ACH from HCPS This amount should Unused game Additional monies to equal expense Verify HCPS School Check received Indicate expenses. Cash Mgr to cover amount on game reimbursement received from bookkeeper for J=Jamboree returned to unexpected expenses report and amount is equal to amount game expenses Event T=Tournament bookkeeper. for same event. requested from requested Number M=Meals HCPS Example $ $ $ $ Example $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ - Procedures Manual 90 Auditing Services

91 Activities Monthly Reconciliation of Sub-Accounts Run a multi-period transaction detail report for each sub-account with a negative or positive balance. From the School Activities pane highlight the activity account. Click related, choose multi-period transaction details, enter period from and to, click save; print report. BEST PRACTICE Monthly Log - A manual Athletic Petty Check Account Log should be maintained by the ABM and the bookkeeper, indicating each athletic event by event number, funds advanced to the ABM, event expenditures, reimbursement by the school board, and reimbursement to or from the ABM. Monthly Log reconciliation every month, the athletic petty check sub accounts should be reconciled to the athletic petty check log. This is accomplished by comparing the monthly report to the log entries. As you compare, check off the entries on both the log and the Period Transactions Detail Report. Then research any unchecked items or items you cannot locate in the report. Most often, these will be items posted to the incorrect account. Also note that jamboree and named tournament events will be on your Log, but should not be posted to the athletic petty check sub account. Payments for services Generally payment is made through the Athletic Petty Check sub accounts. 1. Athletic Security Officers Paid depending on what branch of law enforcement they work. TPD Tampa Police Department: purchase order. HCS Hillsborough County Sheriff: individual officer paid directly. (1099 Required) FHP Florida Highway Patrol: individual officer paid directly. (1099 Required) School Security: the officer submits his overtime to his payroll clerk and the appropriate athletic budget account is charged. 2. Athletic Custodian (School Board employee) Paid through payroll using the Lawson NJR screen. 3. Officials Paid through Athletic Petty Check, even School Board employees. Earnings are reported on the Lawson Form 1099 School Paid Invoice AP Ticket takers/sellers School Board Employee Paid through payroll using the Lawson NJR screen. Non- Employee - Paid through Athletic Petty Check. Procedures Manual 91 Auditing Services

92 Activities Gate Receipt Account (8240) Gate receipts from all regularly scheduled events should be receipted or deposited on the next business day following the event. There are two approved plans for receipting and depositing gate receipts. Choose the plan that works best for your school. Stay with the same plan throughout the school year. Plan 1 ABM deposits gate receipts directly with bank. The ABM will provide the bookkeeper with the following: Copy of the game report. Copy ticket report. The bank validated deposit ticket. The bank receipt for deposit. The bookkeeper should also verify the actual deposit amount to the information shown on the ticket sold report. The bookkeeper will officially Receipt the amount of the deposit. The description line will show the event number, sport and name of school played. (I.e. Event #1 Football vs Wharton HS). The official receipt number should then be written on the game/ticket reports. This information should be maintained in a file chronologically. Plan 2 ABM brings the gate receipts directly to the bookkeeper. The ABM will provide the bookkeeper with the following: Copy of the game report. Copy ticket report. The bookkeeper will count the money and then verify amount to the information shown on the ticket sold report In the presence of the ABM. The bookkeeper will officially Receipt the amount of the gate receipts. The description line will show the event number, sport and name of school played. (I.e. Event #1 Football vs Wharton HS). Give the original receipt to the ABM. Attached the copy (middle) receipt to the Reports. The official receipt number should then be written on the game/ticket reports. This information should be maintained in a file chronologically. Each event must be receipted separately. Monthly, remit a check to the School Board for balances in the Gate Receipt account. At the close of the school year, all balances must be remitted to the Budget Cashier. Procedures Manual 92 Auditing Services

93 Activities Non-Regularly Scheduled Events Preseason events such as jamborees, classics, and named tournaments are not regularly scheduled events. The Athletic Petty Cash and Gate Receipt accounts should not be used. A SEPARATE account should be established for these activities. Do not use sub accounts. Preseason classics (except football), and named tournaments. Create and use the 42xx trust account series. All transactions associated with the event will be posted to that account as listed below. Losses on these events will be the responsibility of the host school. Sanctioning fees Advance money for event Gate receipts Football Classics and Football Jamborees 8210 Create and use the 8210 Jamboree Trust account. All transactions associated with the event will be posted to this account as listed below. The athletics director should be contacted regarding the distribution of any profits or losses from these events. Sanctioning fees Advance money for event Gate receipts Tournaments (non-end of season) 8220 This category includes onetime events, holiday tournaments, or preseason tournaments. Create and use the 8220 Tournament account. All transactions associated with the event will be posted to this account as listed below. Sanctioning fees Advance money for event Gate receipts At the end of the event transfer profits to the 8240 Gate Receipt account. BEST PRACTICE Do not use sub accounts with these activity accounts. However, it is a best practice to start your note/description line with the event number that the ABM assigned. Example A Disbursement description line = Event #2 Jamboree vs Middleton petty check. Example B Receipt note line = Event #2 Jamboree vs Middleton gate receipts. Procedures Manual 93 Auditing Services

94 Activities Extramural Athletic Game Expenses (Middle Schools) All regularly schedule events and end of the season tournaments are assigned a sequential event number, example Event #1, Event #2, Event #3, etc., by the Athletic Business Manager (ABM). For posting purposes, there are two main athletic accounts: Athletic petty check posted to sub accounts, event number on description line. Gate receipts event number on the description line. Athletic Petty Check Account (8230) This account is used to record the funds that were advanced by the board. Do not post to this account. An event number is assigned to all events. Game advances and HCPS reimbursements for all regularly scheduled events and end of the season tournaments are posted to an APC subaccounts. This account may have a deficit balance until all HCPS reimbursements are received. All events are posted to a sub-account of your Athletic Petty Check Account (8230). The sub account number matches the event number with the addition of leading zeros which allow the list to automatically fall in alphabetical order Event # Event # Event #3 Using event numbers as the sub account number will help you reconcile. Procedures - prior to Athletic Event Advances - Each time the bookkeeper advances game expenses to the ABM, a check from the Athletic Petty Check sub-account (8230-0xx) should be drawn for the ABM's estimate of game expenses. When writing checks reference the event number and sport in the description field of the vendor invoice. Never post to the parent account of Procedures - after Athletic Event The ABM is responsible for: Returned funds The ABM may return to the bookkeeper unused funds from an event advance. Post the funds to the matching sub-account (8230-0xx) as Event # returned funds. Additional funds The ABM may need to request additional funds for an event. Post the disbursement to the matching sub-account (8230-0xx) as Event # additional funds. Game and ticket reports The ABM will prepare the game report and report of tickets issue and sold. Turn in forms The ABM will give the bookkeeper all of the forms; game report, petty cash vouchers and report of tickets issued and sold. and petty cash vouchers. They also forward a report of tickets issued and sold to the District Auditing Office, and payroll forms to Payroll. Procedures Manual 94 Auditing Services

95 Activities The Bookkeeper is responsible for: Request for reimbursement - The Bookkeeper prepares and submits the petty check reimbursement and postage request. The bookkeeper should ensure that the reimbursement request total matches what was paid out from the advance; look at the game report and petty cash vouchers. Enter 1099 The Bookkeeper reports earnings for game officials paid through athletic petty check, even board employees. Report earnings for all non-employees paid for working the event. Mail reports - forward a copy of report of tickets issued and sold to the District Auditing Office. Monthly Reconciliation of Sub-Accounts Run a multi-period transaction detail report for each sub-account with a negative or positive balance. From the School Activities pane highlight the activity account. Click related, choose multi-period transaction details, enter period from and to, click save; print report. BEST PRACTICE Monthly Log - A manual Athletic Petty Check Account Log should be maintained by the ABM and the bookkeeper, indicating each athletic event by event number, funds advanced to the ABM, event expenditures, reimbursement by the school board, and reimbursement to or from the ABM. See page 97. Monthly Log reconciliation every month, the athletic petty check sub accounts should be reconciled to the athletic log. This is accomplished by comparing the monthly report to the log entries. As you compare, check off the entries on both the log and the Period Transactions Detail Report. Then research any unchecked items or items you cannot locate in the report. Most often, these will be items posted to the incorrect account. Procedures Manual 95 Auditing Services

96 Activities Gate Receipt Account (8240) Gate receipts from all regularly scheduled events should be receipted or deposited on the next business day following the event. ABM brings the gate receipts directly to the bookkeeper. The ABM will provide the bookkeeper with the following: The game report. The ticket report. The bookkeeper will count the money and then verify amount to the information shown on the ticket sold report in the presence of the ABM. The bookkeeper will officially receipt the amount of the gate receipts. The description line will show the event number, sport and name of school played. (I.e. Event #1 Football vs Wharton HS). Give the original receipt to the ABM. Attached the copy (middle) receipt to the reports. The official receipt number should then be written on the game/ticket reports. This information should be maintained in a file chronologically. Each event must be receipted separately. Monthly, remit a check to the school board for balances in the Gate Receipt account. At the close of the school year, all balances must be remitted to the Budget Cashier. Procedures Manual 96 Auditing Services

97 Activities Athletic Petty Check Log Sample (8230-XXX) Athletic Petty Check Account Log (8230-XXX) to be prepared by the Bus. Manager and/or bookkeeper School: Hillsborough County Public Schools A B C D E F G Advance Check Return on advance Additional Check Balance ACH from HCPS This amount should Unused game Additional monies to equal expense Verify HCPS School Check received Indicate expenses. Cash Mgr to cover amount on game reimbursement received from bookkeeper for J=Jamboree returned to unexpected expenses report and amount is equal to amount game expenses Event T=Tournament bookkeeper. for same event. requested from requested Number M=Meals HCPS Example $ $ $ $ Example $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ - Procedures Manual 97 Auditing Services

98 Activities Work Orders Work orders are used by various Career & Technical Education (CTE) classes for Cosmetology, Family & Consumer Science (FCS), Culinary, Automotive Repair, Industrial Arts, etc. Log Work orders are inventoried and audited by the District Auditing Office. To track the prenumbered books, you must keep a log of work order book assignments. This log may be similar to the Student Receipt book log; refer to appendix section. Accounts All work order types (cosmetology, auto, FCS, etc.) must be maintained in a separate 1xxx account. You may also want to have a separate account for each teacher. Copies Work orders should be completed by the student and signed by the teacher. Work orders are generally printed with four copies for distribution as follows: 1. Original white work order copy, and the funds collected should be remitted to the bookkeeper by the teacher. 2. 2nd copy (usually yellow or blue) should be given to the customer. 3. 3rd copy should remain in the work order book intact and be maintained by the teacher. 4. 4th copy is usually for the student. Remittance of funds - 1. The transfer of funds requires the counting of the funds in the presence of both parties to verify the amount transferred. Credit is not to be extended. The teacher should have run a tape on the amounts listed on the work orders. The bookkeeper must run a second tape to verify the work order amounts. 2. The bookkeeper should then issue an Official Receipt as verification of transfer of funds. The Official Receipt should reference the work order numbers included in the Official Receipt amount, and the middle copy of the Official Receipt should be stapled to the bookkeeper s copies of the work orders. 3. The transfer of funds to the bookkeeper should be timely (daily or weekly as appropriate). 4. The work orders should be remitted by the teacher for receipting in sequential order (if possible). 5. Voided work order tickets should be remitted in sequential order to the bookkeeper. The teacher should write "VOID" across the face of the ticket, and remit ALL copies of the work order. Sales tax post the sales tax portion directly to the sales tax account A. Food Production, FCS, Culinary taxable (except bakery items) B. Automotive taxable (except when charged only Shop Fee) C. Cosmetology Services are non-taxable Supplies are taxable Filing of the white copies The bookkeeper should maintain a separate annual file for each type of work order. Within each file, contents should be grouped and filed by the Official Receipt number. Completed books completed work order books should be maintained for audit. Procedures Manual 98 Auditing Services

99 Activities Sample work order form. Hillsborough County Public Schools, Florida A Log work orders Work Order Part and Supplies Description of Work Customer Signature Parts Shop Fee Instructor Signature Deposit Tax Due on parts fee 2. Split post tax portion post tax to 8400 Date Completed Total 3. Post other proceeds to 1xxx work order account Receipt Number 4. Cross-reference receipt # Procedures Manual 99 Auditing Services

100 Activities Agreement for Culinary Services The Agreement for Culinary Services (ACS) (Lawson # ) is used in addition to the standard work order form (Lawson # ). The culinary chef/instructor is required to be on site with the Culinary Operations students for the after hour s events. This agreement is for compensation to the culinary chef/instructor. Both the client and chef/instructor will sign this agreement prior to the services being performed. The ACS form will be attached to the matching work order when funds are presented for receipting. Please follow these steps. 1. Instructor presents work orders and funds for receipting. When needed, an Agreement for Culinary Services may be attached to the work order. 2. Bookkeeper will verify that the funds match the total due including funds for additional hours. As the form states, the fee you are collecting is $25 per hour which includes fringes. The instructor will receive $18.89 per hour (which will be processed through payroll). 3. Make note of your official receipt number and the date on the ACS form. 4. Write an internal account check made payable to the SDHC in the amount of the additional funds collected on this form. Note on your check skirt that this is in payment of ACS additional hours and include a copy of the form; mail to the Budget Cashier, ROSSAC, Rt Make a second copy of this form and present it to the principal s secretary who will process the additional hours on the next pay cycle. a) Use the Onsite Time Entry form to report this overtime. b) Choose or enter attendance code OY. c) Enter hours worked for each date. The bookkeeper is the gate keeper. The additional hours must not be submitted for processing unless the funds have been collected and mailed to the Budget Dept. A sample of the form can be found in the appendix section. Please order a supply from the Logistics Warehouse, Lawson # This form is numbered and will be audited with the work order forms. Procedures Manual 100 Auditing Services

101 Activities Adult Education Adult tuition collections must be remitted to the School Board on a monthly basis. Daily receipts Daily, the Adult personnel will count the collections, verify the count, officially receipt and prepare and seal a deposit bag. The day school bookkeeper should accept the sealed deposit bag, and ensure its transfer to the armored car service. The funds are NOT re-counted by the day school bookkeeper. The day school bookkeeper should verify the deposit bag seal number and sign the Adult Log of Official Receipts under the far right column headed Verification of Seal #. NO Official Receipt is needed, just as no receipt is issued for SNS deposit bags. The Adult personnel will issue receipts using account numbers in the 9xxx series. Please only open accounts for programs at your school. Be sure to include the program number in your account name for easy reference. Remit monthly The adult secretary should remit the Night School tuition to the School Board monthly. To expedite the check, the adult administrator should sign the check requisition. Send ONLY the following with the check to the Budget Cashier: A multi-detail check (with one line for each account number). One Adult Remittance Advice. This form is available on Business News>Cash Management. Indicate on the Remittance Advice the amount remitted by program number, as per your Multi- Period Transaction Detail report by account. Do NOT remit the reconciliation report by account pages or the check requisition to Budget, but DO file these in your check file along with a copy of the Adult Remittance Advice. Other monthly Adult secretary tasks Copies of ALL Adult Multi-Period Transaction Detail reports by account (9xxx and 5xxx accounts) should be given to the Adult administrator. The bank account must be reconciled monthly. Any deposits that are over/short should be posted to the Adult Over/Short account number Any over/short should be netted with the 9xxx tuition series when preparing the next Remittance Advice (to keep the accounts in balance). 5% textbook return - The adult secretary should receipt the 5% textbook return to account Adult Miscellaneous, to be used as a general miscellaneous account for the Adult Program. Adult Vocational Supply monies - should be receipted into a 5000 Instructional Aids account number. These monies will remain at the school site to be expended for classroom supplies. The Adult textbook sales are taxable - The appropriate portion of adult textbook sales should be receipted into the 8400 Trust account, and remitted monthly to the School Board with other 8xxx funds. Refunds- The adult administrator should sign the check requisition for the adult secretary to prepare a refund check for each student. A copy of the original payment information (student receipt or monies collected, etc.). The refund checks may then be distributed from the Adult office, with each student signing for the refund checks. If funds to be refunded have already been sent to the Budget Office, contact the Adult Education Office in reference to requesting a refund for the student, from the Budget account which the funds were remitted to. Always make sure you have enough funds in your 992 Checking account prior to processing an internal account refund check. All Adult personnel should order their receipt books using their Adult site number. Procedures Manual 101 Auditing Services

102 Activities Procedures Manual 102 Auditing Services

103 Internal Transfer Filing System for Internal Accounts Monthly folders should be maintained for the following: 1. Official Receipt & Deposit information staple together deposit slip, and all official receipts included in deposit. File in deposit date order, with official receipts filed numerically. a) Log of Official Receipts Deposited (monthly) include voids. b) Bank statement for that month. c) All reports sent to the Auditing Office monthly. d) School District (SBA) Investment Interest Statement. e) Deposit slips in receipt number order. 2. Check information: a) Completed check log (monthly) include voids. b) Check copies in check number order. Check requisitions and supporting invoices attached. c) Any old check write-off approvals. Yearly folders should be maintained for the following: 1. Internal transfers filed numerically. 2. Monies collected forms file as officially receipted, not by type of collection. 3. Athletic Petty check a) Maintain a Pending Athletic Petty Check reimbursement file b) Maintain an Athletic Petty Check Completed file. c) First, file copies of athletic petty check requests in the pending file. After reimbursement has been received, move copies to the athletic petty check completed file, and attach the district warrant stub, along with the middle portion of your official receipt. d) Keep your monthly Athletic petty check reconciliation sheet and/or sub account reports in the petty check completed file. 4. Activities/Clubs - a) All approved budgets should be filed in one file by account number. b) All approved Agreements for School Activity should be filed in one file by account number.. c) Activity Accounting Reports should be stapled to the back of the approved Agreement for School Activity. 5. Student Receipt books maintain a Log of books issued. 6. CTE Class Work Orders (such as cosmetology, FCS, auto mechanics) - maintain a Log of work orders issued, as well as a file for receipted work orders. Each type of work order (cosmetology, auto mechanics, etc.) should have its own file. 7. Form 1099 s maintain forms in a file. 8. Inventories a) School Store Inventories and School Store Financial Statements. b) Vending Machine Reconciliation if applicable. 9. Rental Of School Facilities forms Procedures Manual 103 Auditing Services

104 Filing System Keep the paperwork moving. In this diagram we are talking about daily activity with your internal accounts. We have created file folder labels for your convenience. Go to Business News>Internal Accounts Information>Setting Up Your Files. Check Request =checks to be written Make folder called: Checks to be signed Monthly check log can be stapled to inside front. File in monthly checks folder. To include check copy, check request, supporting document (invoice, receipt, etc.) Additional items to file in monthly folders Monies turned in for receipt 1. Total collection form and money - do they match? 2. Write receipt 3. Stamp back of checks Hold for deposit 1. White copy (or bottom) of receipt 2. Money in order by denomination 3. Checks Make folder called: Deposit to be verified Monthly receipt log can be stapled to inside front. Items to file in yearly folders Internal Account Budgets General Misc. Club Budgets Internal Transfer Monies Collected NSF Agreement for School Activity Agreement for the Use of School Facilities Pepsi Other Vending School Store Student Receipt Book Log 1099 (screen print from Lawson) P-card signature reports with all receipts attached. File in monthly receipts folder. Items specific to Middle and High School Athletic Petty Check Reimbursement Work Order forms for the CTE classes. Procedures Manual 104 Auditing Services

105 Internal Accounts Calendar Procedures Manual 105 Auditing Services

106 Internal Accounts Calendar Internal Accounts Calendar Beginning of the Year 1. Pay outstanding June and July invoices and other open items. 2. Prepare the General Miscellaneous Budget Form. Forward to Area Superintendent and copy Bookkeeper Support. 3. Have any classes/clubs prepare budgets for principal approval. 4. School Store sponsor should prepare beginning school store inventory. 5. Prepare Agreements for School Activity for typical annual contracts/ fundraisers. 6. Distribute Faculty Fiscal reminder sheet. 7. Appoint deposit verifier and backup to handwrite checks, receipts, and prepare deposits. Daily 1. Issue receipts for all funds. 2. Prepare deposits timely. 3. Issue checks with proper documentation. Monthly 1. Reconcile bank statement monthly and review account balances. Forward copies of monthly reports to the District Auditing Office, Area 5, Route Prepare month-end deposit (no commingling of receipts from one month to the next). 3. Reconcile all Petty Check accounts, and request reimbursement if necessary. 4. Remit all non-petty check 8xxx account balances to the Budget Cashier. 5. Distribute account information to sponsors on request. 6. Review accounts with negative balances. 7. Review status of outstanding checks for those over six months old. 8. Remit any Sales Tax collected to the Budget Cashier by the 12th of the following month. Mid-Year 1. School Store forms (for principal signature). 2. All student receipts books should be returned to the bookkeeper prior to the winter holiday and summer. The bookkeeper should check each book to be sure all monies documented therein have been receipted. End of year Forms to be completed and detailed instructions regarding year-end reports will be mailed to each site prior to year-end. Some reminders about year end are as follows: 1. Year-end Reports must be accurate as it is included in the district financial statements. 2. Remit certain balances in the 8000 School Board Trust accounts to the Budget Cashier, including ALL balances in Athletic Game Receipts, Tuition, HOST, Lost and Damaged Textbooks, etc. 3. Please mail the completed forms to the District Auditing Office ASAP. 4. Please include your school name on ALL reports submitted!! 5. Please also mail your May and June bank reconciliations (as complete as you can)!! 6. All student receipts books should be returned to the bookkeeper prior to the winter holiday and summer. The bookkeeper should check each book to be sure all monies documented therein have been receipted. 7. All Change Funds (Athletic, Cosmetology, etc.) should be Officially Receipted before the end of the school year (prior to the change fund custodian s last day). Gatekeeper Role 1. Support and communicate with your faculty this includes training, reminders and tips! 2. Monitor activity report to your principal, use the system! 3. Document training problems in writing - Use , copy your principal. 4. Have principal require Request for Funds Form if faculty purchasing is unauthorized. 5. Do NOT do the sponsors work do NOT handle the bookstore or fundraisers, distribute merchandise, maintain debt list, etc. Procedures Manual 106 Auditing Services

107 Bookstore Manuel Back-to-School Internal Accounts Fiscal Reminders for Faculty and Staff Collections 1. All funds collected on school grounds by school employees should be remitted INTACT to the secretary/bookkeeper DAILY. The maximum accepted time frame is weekly. Funds should be verified and submitted to the secretary/bookkeeper in an orderly fashion as to expedite the receipting process. 2. Use Student Receipt Books to record individual collections of $50 or more, or Monies Collected Forms to record individual collections of $50 or less. 3. Receipts and Monies Collected Forms should be completed with all relevant information, including date of collection. All checks accepted should indicate the student's ID number or NS (non-student) and purpose of check (i.e. donations, fundraiser, etc.) on note line of check. 4. Complete receipts in ink. Do not alter written amounts. If necessary, write void across receipt, keep the original white copy in the Student Receipt book, and issue a new receipt. Student Receipt Books are controlled items and should always be returned to the secretary/bookkeeper. 5. School personnel must stay with the bookkeeper while the form is checked for accuracy, amounts totaled, cash, checks, and money orders totaled, and an official receipt written and signed. Purchases 1. All purchases should be made with prior principal authorization. 2. All reimbursement requests require an original, itemized invoice, signed and dated by the person receiving the items. Credit card slips or vendor statements only are not adequate documentation. All reimbursement requests should be made within 30 days of the purchase. 3. Purchases made with personal funds require the payment of sales tax, and will be reimbursed the full amount. 4. Purchases of computer hardware/software, equipment, furniture or appliances must be made using a purchase requisition. 5. Staff Travel - All travel expense reimbursements require an approved travel form. Out of county travel not involving students may need prior approval please see your secretary/bookkeeper. Class, Club, Department, Team and Fundraising Activities 1. Each Class/Club should have its own internal account where your secretary/bookkeeper records all fiscal activity. Monthly reports can be provided upon request. 2. The Sponsor is responsible for completing adequate financial records, including: Organization Budget Form - to report the school year plans to the principal Agreement for School Activity - to obtain Board approval for fundraisers, etc. Activity Accounting Reports - to report fundraiser results to the principal Check Requisition - to authorize all expenditures 3. A student debt list should be maintained until all outstanding debts are cleared. 4. Sales tax should be paid on most fundraising merchandise. 5. No door-to-door sales, no student raffles, no food sales in competition with Student Nutrition Services, and no conflict of interest (purchases from district employees or their immediate families-board Policy ) without proper authorization from the district. Procedures Manual 107 Auditing Services

108 Bookstore Manuel Bookstore Operations Manual Establishing a Bookstore 1. Principal approval is required prior to opening a Bookstore. The principal should also approve the type of merchandise offered for sale. The merchandise offered in a Bookstore should enhance the instructional program. Examples of items that may be sold in a Bookstore are: Paper, Pencils, Pens, Rulers, Erasers, Index Cards, Notebooks, Folders, and T-shirts. Examples of items not to be sold in a Bookstore: Food or beverage items (prohibited by Federal food service regulations) 2. The principal should designate a Bookstore sponsor. 3. Locate a secure salesroom easily accessible to students. 4. Research possible suppliers and secure shipment. If necessary, obtain cash register from OMR. 5. The Sponsor should determine selling prices for all merchandise offered for sale. Note: The maximum average markup allowed is 20%. Prices may be set to cover costs only (including shipping and sales tax paid to the vendor), but the Bookstore should not operate at a loss. Slightly more than 20% may be charged on a few items as long as the total profit does not exceed 20%. Rounding items to the nearest $.05 may be necessary to avoid maintaining pennies for change. Examples: Item Cost Profit Suggested Rounded Off + Sales Tax- x Margin = Selling Price Selling Price 7.00% $ $ x 120% = $ 0.32 $ 0.30 $ $ x 120% = $ 0.05 $ The Sponsor should obtain a small change fund from the secretary/bookkeeper. The amount of the change fund should coincide with the amount of business anticipated. This amount can be increased or decreased as necessary. (Example: a small elementary operation may only need $10, but a larger senior high would probably need $50). 7. Determine and post hours of operation. Procedures Manual 108 Auditing Services

109 Bookstore Manual Notes: 1. Sales tax must be paid on all Bookstore supplies. We recommend that tax be paid directly to the vendor on product cost. Transferring sales tax on gross sales is a more costly method. 2. The Bookstore account may run in the negative until profit is realized. The Bookstore is a service provided through internal accounts. Monies provided by the budget office for classroom supplies may not be used. 3. Bookstore activities are considered a normal school function and should be recorded in the school s internal accounts. An outside organization, such as PTA, may assist in operating the Bookstore as long as the receipts and expenses (and profits) are recorded in internal accounts. 4. No items may be required for the student to purchase without the full consent of the principal and approval of the School Board. 5. Principal and Area Superintendent approval is required to close the Bookstore and to approve the method for dispersing unsold items. 6. Donated items should not be distributed through the Bookstore. These items should be given to the principal for distribution. Items given away (purchased through the bookstore) should be documented and approved by the principal. Items sold below cost should also be documented and approved by the principal. These items will adversely affect your profit/loss unless tracked effectively (i.e. rung into the cash register using a separate key). 7. If ID cards are made and sold through the Bookstore, they may be rung through the cash register after adding a separately programmed cash register key. Further, all ID card sales should be posted into a separate internal account specifically for ID card sales (not bookstore). The use of a remittance advice, similar to the Adult program, should be prepared by the bookstore sponsor to assist the bookkeeper with correct account posting. Additionally, all purchases for the ID program should be made from the ID account. ID cards would then not be included on the bookstore inventory. 8. When collecting for other events, such as Prom, a table may be placed outside the bookstore for convenience and student receipt books used to document collections. Such funds would NOT be receipted into the bookstore account; but rather, would go to the separate account established for that purpose. 9. We recommend that cash registers be used in the larger bookstore operations. When a cash register is used, a copy of the summary tape should be remitted to the bookkeeper/secretary along with the correlating deposit. Procedures Manual 109 Auditing Services

110 Bookstore Manual Daily and Monthly Activities Daily 1. Obtain and secure change fund from bookkeeper/secretary. 2. Add sales receipts for the day, remembering to remove change fund first. If a cash register is used, a copy of the summary tape should be remitted to the bookkeeper/secretary along with the correlating deposit. 3. Present cash to bookkeeper/secretary each day for official receipting. Both parties should be present when cash is counted by the bookkeeper/secretary so that the amount transferred is verified. The Bookstore manager should then receive an official receipt as verification of transfer of funds. Request the bookkeeper/secretary to place change fund in the vault before leaving for the day. Monthly or as often as necessary 1. Check inventory on hand and place order for supplies. 2. Verify sales and purchases against account ledger page obtained from bookkeeper/secretary. In January, End and Beginning of School Year, Personnel change involving bookstore 1. Take inventory count. Complete BOOKSTORE INVENTORY, page 111. Note: You must use cost (last invoice price including sales tax and any freight charges) to calculate the value of the inventory on hand. 2. Complete BOOKSTORE FINANCIAL STATEMENT, page 113. Note: Review item H on Form SB22500 to ensure that the average markup was 20% or less (but not a loss). If markup was not within the 0% - 20%, research to determine why. If Bookstore is showing a loss or a profit greater than 20%, adjust sales prices accordingly. End of August (during first days of new school year) 3. Verify beginning inventory is the same as the ending inventory at end of school year. Procedures Manual 110 Auditing Services

111 Bookstore Manual Bookstore Inventory The following instructions should assist the Sponsor in completing the Bookstore Inventory (SB22400): DESCRIPTION OF ITEM: Enter a brief description of the item counted. Examples of items not to be sold in a Bookstore: Food or beverage items (prohibited by Federal food service regulations) SALES PRICE OF ITEM: This is the price you set to sell to the students. The maximum average markup allowed is 20%. Prices may be set to cover costs only (including sales tax), but the Bookstore should not operate at a loss. Slightly more than 20% may be charged on a few items as long as the total profit does not exceed 20%. Rounding items to the nearest $.05 may be necessary to avoid maintaining pennies for change. NAME OF LAST VENDOR: Enter the name of the vendor you last purchased this particular supply from. LAST INVOICE PRICE (1): This amount is obtained by taking the item amount from the most recent invoice, making sure you have prorated the tax and related freight charges appropriately. QUANTITY ON HAND (2): Enter the amount of item on hand. VALUE OF ITEMS ON HAND (1*2): Multiply the last invoice price (1) times the quantity on hand (2). TOTAL THIS PAGE: Add all amounts on current and enter the amount here. TOTAL OF ALL PAGES: Add individual page totals to arrive at a summary total and enter that amount here. Procedures Manual 111 Auditing Services

112 Bookstore Manual Hillsborough County Public Schools, Florida Procedures Manual 112 Auditing Services

113 Bookstore Manual Bookstore Financial Statement The following instructions should assist the Sponsor in completing the Bookstore Financial Statement (SB22500): DATE FROM: Enter the date from the prior Bookstore Inventory DATE TO: Enter the date from the current Bookstore Inventory (A) TOTAL RECEIPTS OF BOOKSTORE: Obtain this amount from ledger pages obtained from bookkeeper/secretary. Calculate all receipts and appropriate Transfers In/Out for the time period indicated. DO NOT INCLUDE the beginning balance of the Bookstore account. (B) STOCK VALUE ON HAND AT BEGINNING OF PERIOD: Total of all pages from prior Bookstore Inventory (C) PLUS STOCK BOUGHT THIS PERIOD (FROM BELOW): See (I) Detail of Stock Purchased. The number entered in C would be the total shown in (I). Include appropriate transfers in/out. (D) TOTAL STOCK AVAILABLE FOR SALE (B + C): Add B + C and enter the total here. (E) LESS STOCK VALUE ON HAND AT END OF PERIOD: Total of all pages from current Bookstore Inventory (F) COST OF GOODS SOLD TO DATE (D MINUS E): Subtract E from D and enter the total here. (G) PROFIT OR (LOSS) (A MINUS F) on bookstore operations: Subtract F from A and enter the total here. (H) AVERAGE MARKUP PERCENTAGE: Divide Profit (G) by Cost (F) and enter the total here. NOTE: Markup percentage should be from 0-20%. Note that all losses should be documented as to the cause of the loss (items sold at a reduced price or incentive giveaways) and substantiated by a memo approved by the principal or Area Superintendent. (I) DETAIL OF STOCK PURCHASED: Obtain a period balance detail report from the secretary/bookkeeper and verify your copies of invoices to the report. Enter each check in the space provided for the time period indicated. Also include appropriate Transfers In/Out for the time period indicated. Procedures Manual 113 Auditing Services

114 Bookstore Manual Hillsborough County Public Schools, Florida Procedures Manual 114 Auditing Services

115 Booster & PTA Organizations Booster and PTA Organizations 1. Purpose - Booster/PTA activity should contribute to, and not conflict with, regular school activities. The Booster/PTA organization should not receipt monies that traditionally belong in the school s internal accounts i.e., student activities, club monies, or work order proceeds. 2. In order to create a separate entity from the school, PTA / Booster organizations must have PARENT and/or community representation. Teachers and school personnel are permitted to be members, but are encouraged to play a subordinate role to the parents. That is, the Board, Officers and primary control (check signing, decision making) should be maintained by parents. Without parent involvement, the organization s activities must be recorded in the school s internal accounts. 3. Where to keep the money? a) PTA organizations have their own separate bank accounts. b) Most Booster organizations utilize a separate bank account, outside of the school s internal accounts. A check signer on these Booster/PTA accounts may not also be a check signer for the school s internal accounts (i.e., the principal may not sign for both accounts). We recommend that two parents have primary check writing authority, with two alternates, and that all checks have two signatures authorizing payment. Advantages of a bank account separate from the school account include: A separate account allows more liberty regarding expenditures - including paying district employees directly (such as to operate the concession stand). Minimal regulation (generally no audit unless problems arise). 4. Tax id - If the Booster/PTA organization operates through its own bank account, they must have a separate tax identification number. They may not use the school s tax identification number. 5. Form - Annually, the Booster/PTA organization must fill out a blanket Agreement for the Use of School Facilities form to denote their fundraisers and various activities for the entire year and provide insurance information. 6. Oversight function - Even though principals cannot be a Booster check signer, they should still exercise some oversight over the Booster/PTA organization, as that group is using the school s name. As such, the school may be asked to be accountable for Booster debts if proper separation has not been achieved. Examples of oversight might include the following: a) Reports - request monthly receipt and expense reports and the bank statement/cancelled checks. Look for odd bank charges, corrections, NSF activity. b) Fundraising - Approve all fundraising efforts and timelines to avoid conflicts with other school activities. c) Double up - two signatures for each check, two people involved with collections, deposits, etc. d) Ensure the check signer is not remitting checks to him/herself (have a second authorized check signer for those checks). e) Use pre-numbered receipts and checks. f) Enlist a non-officer parent to conduct an annual audit of records. Procedures Manual 115 Auditing Services

116 Appendix HILLSBOROUGH COUNTY PUBLIC SCHOOLS, FLORIDA ORGANIZATION / ACTIVITY BUDGET Appendix SCHOOL YEAR SCHOOL NAME NAME OF ORGANIZATION PRINCIPAL'S APPROVAL CHAIRMAN, FINANCE COM. TREASURER SPONSOR GENERAL COMMENTS AND EXPLANATION FOR BUDGET AMENDMENTS: BUDGET AMENDMENT NO: CURRENT ORGANIZATION/ BUDGET APPROVAL DATE: ACTIVITY REQUEST ADJUSTED BUDGET INC OR (Dec) BUDGET ANTICIPATED INCOME: CARRY-OVER BALANCE: 7/1/ FUNDRAISING PROJECTS: TOTAL ANTICIPATED INCOME PROPOSED EXPENDITURES: TOTAL PR0POSED EXPENDITURES ANTICIPATED CARRY OVER (Income Less Expenditures) SB Procedures Manual 116 Auditing Services

117 Appendix VENDING MACHINE RECONCILIATION Hillsborough School County District Public of Hillsborough Schools, Florida County, Florida School: Date: Machine Location: A. Storeroom Beginning Balance (Same as Storeroom Ending Balance from previous form) B. Purchases During Period (Use attachment, listing check number + & cans received) C. Storeroom Ending Balance < > (Must physically count) D. Sales During Period = (A plus B minus C) E. Selling Price each can $ F. Value of Quantity Sold ("D" times "E") G. Total Amount Receipted During Period (Total receipts for period per ledger - < > Specify receipts used on attachment) H. <Over>/Under Receipted ("F" minus "G") I. Percentage (H divided by F) Completed By Date Principal Instructions: Date Complete each January, May (school end) and August (school begin) for all self-service vending machines. SB (Rev. 2/99) Procedures Manual 117 Auditing Services

118 SCHOOL INTERNAL ACCOUNTS Student Receipt Book Check Out LOG Appendix School name: SR Book Number FINAL DATE Staff DATE Staff checked Staff Name initial returned initial out Procedures Manual 118 Auditing Services

119 Appendix The field trip log can be found in Business News>Internal Accounts Information>Form. Procedures Manual 119 Auditing Services

120 Appendix The gift card inventory form can be found in Business News>Internal Accounts Information>Form. Procedures Manual 120 Auditing Services

121 Appendix School Name Voided Receipt # LOG OF OFFICIAL RECEIPTS DEPOSITED Complete every time a deposit is made. Retain for audit. Month/Year: VOIDS - Voided receipts should be listed seperately in the space provided below. The person verifying the log should also verify that these Official Receipts are marked as "VOID" and that all copies of the voided receipt are maintained intact and filed with deposits. Reason for Void Initials of Verifier Correct Posting - When an error is discovered on the account coding of a receipt it should be corrected using the correct posting function of the software. The correction should be listed in the space provided below. Print a copy of the corrected receipt on plain paper and attach to your copy in the file for audit. Check # Original Account Posted to: Corrected Account Posted to: Date Corrected Initials of Principal Deposits- Prepare a deposit at least as often as the armored car service picks up and on the last working day of each month. Log the prepared deposit in the space provided below and post in SAS. Ther person verifying this log should verify that all receipts listed are included and they total the amount listed. Do not combine deposit for receipts for two different months. Receipts included in this deposit Beginning # Ending # $ ACH Deposits- Receipts and deposits should be prepared for any Direct Deposits (ACH) listed on your bank statement. After the receipt and deposit have been posted in SAS they should be listed in the space provided below. Print the receipt and attach the ACH notice to your copy. File with deposits. ACH Receipt # $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Total of Offical Receipts and Deposit Date of Deposit Initials of Verifier Entered In SAS Total of ACH deposit Date of ACH Deposit Entered in SAS $ Distribution: Retain original at site for auditing purposes. SB90516 (Rev. 12/15/14) Page 1 of 1 Procedures Manual 121 Auditing Services

122 Appendix School Name: Month/Year: VOIDS - Voided checks should be inspected to ensure they are marked VOID with the signature space torn off. The Principal shoud verify that all checks are accounted for and listed seperately in the space provided below. All copies of the voided check are maintained intact and filed numerically with checks. Voided Check # LOG OF CHECKS SIGNED FOR PAYMENT Complete every time checks are written. Retain for audit. Reason for Void Principal's Initials Correct Posting - When an error is discovered on the account coding of a check it should be corrected using the correct posting function of the software. The correction should be listed in the space provided below. Print a copy of the corrected check on plain paper and attach to your original copy in the file for audit. Check # Original Account Posted to: Corrected Account Posted to: Date Corrected Initials of Principal Checks issued -To be completed by the Principal every time checks are signed. Maintain a log for each month checks are issued. All logs should be maintained for audit in the monthly file of invoices associated with these checks. The Principal should verify that all checks are accounted for sequentially and documentation matches check issued. No self check signing is permitted. To be completed by the secretary/bookkeeper: Check Numbers To be completed by the check signers: Principal's Co-Signer's Date Initials Initials Check No. Check No. Check No. Check No. Check No. Check No. Check No. Check No. Check No. Check No. Check No. Check No. Check No. Check No. Check No. thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru Principal's Signature (Principal's Signature required for Bank Reconcilation) Distribution: Retain original at site for auditing purposes. SB90517 (Rev. 12/15/14) Page 1 of 1 Procedures Manual 122 Auditing Services

123 Appendix Procedures Manual 123 Auditing Services