Procedures for Fundraising Activities

Transcription

1 Procedures for Fundraising Activities AASBO May 4, 2016 Aesha King, CSFO Midfield City Jennifer Hornsby, CSFO Pike County First Step: DEFINE and APPROVE! Fundraiser Authorization Form WHO: Sponsor, Club, Class WHAT: Defines the Fundraiser WHEN: Specifies the dates. During school or after school WHERE: On school grounds, Off-Site (rental?) WHY: Purpose of proceeds Split? HOW: Define the related activities Principal must approve Filed for future reference Can be very handy later! Sample #1: Used only for approval 1

2 Sample #2: Used only for approval Sample #3: Used for approval and summary of profit or loss Types of Fundraisers School-Wide Sales Dance Yard-Sales Jump Rope for Heart American Cancer Society Donations Fall Festivals Many More Club/Activity Car wash Athletic Program Sales* Parking Fees* Concessions* Dance* Donations (jars, Sombreros in the Streets, door-to-door) Many More * Split Proceeds? 2

3 SALES (cookie dough, gift wrap, magazines, candles, candy, program sales, t-shirts ) On/Off campus: During school day OR After school hours Foods of minimal nutritional value: not during school day Elementary students: no door-to-door sales Cannot mandate participation Benefits all participants equally TICKETED EVENTS - Dance, games, movies, plays, etc. Sell pre-numbered tickets Reconciliation of tickets If day of ticket sales: Change cash 2 members at each point of sale and each point of collection Sample: Ticket Sales Report & Reconciliation 3

4 FUNDRAISING FOR CHARITY Deposit currency/coins and prepare any accountability forms (tally sheets). All funds raised in the name of the charity should be remitted to charity through a school check only. CONCESSIONS Club/Activity can purchase own product and supplies Pay facility use fee Can use school s supply (profit sharing agreement) Member operated, Sponsor oversight Change box Cash reconciliation Inventories: Beginning and ending OTHER SPLIT PROCEEDS FUNDRAISERS Sale of parking passes School General Acct has expense and gets % and club gets smaller % If gated parking, no expense! Sale of programs Athletic program expense, defined % of sales 4

5 Is it Public or Non-Public? Ways to Determine if a Fundraiser is Public or Non-Public Organization During the day vs After School On campus vs Off Campus Type of Fundraiser (i.e., vending machines, school pictures) Cash Getting it in the right hands Teachers issue appropriate receipts and remit funds daily/timely All proceeds recorded in one activity: Use transfer function to split proceeds Exception: Non-Public Activity gets % Do not use funds to cash checks Do not make payments from cash Employee cannot receive gift or cash prize from vendor Student prizes must be pre-defined and not paid with un-deposited cash Sample: Transfer To/From Transfer Authorization Form insures that all parties are aware of transferred amounts or percentages. Form to be completed after fundraiser is over and reconciled. 5

6 Reconciling Fundraising Events FUNDRAISER RECONCILIATION Used to determine whether to repeat event or not, as well as scheduling. If it is not profitable, evaluate its worth to the school. (The Ned Show Yo-Yos) Identify Ownership of fundraiser for future events Compare annually to evaluate profit/loss Used to verify deposits posted correctly in activity Sample: Reconciliation Form Fundraisers Involving Food Items CNP Guidelines No food of any type, anywhere on campus, can be sold during meal service times No foods of minimal nutritional value to be sold during the day Not sold just before meal (or immediately after) to decrease CNP participation Food items sold on campus should promote good health CNP Director approval? 6

7 The Big NO-NO: Raffles Raffles, Cow Patty Drop, Draw-Downs AG Opinion Raffles are a contest of chance Contests of chance are considered gambling Code of Alabama 1975, 13A-12-20(4) Gambling is currently illegal in State of Alabama Revenue Coding REVENUES FROM FUNDRAISERS Public XXXX XXXX Non-Public XXXX XXXX Expenditure Coding ITEMS FOR RESALE Purchased by activity or school and resold for a profit Maintain inventory count Public XXXX XXXX Non-Public XXXX XXXX

8 Expenditure Coding Multiple Fundraisers within an Activity Consider special use codes within one activities to track multiple fundraisers XXXX (Fundraiser #1 Rev) XXXX (Fundraiser #1 Exp) XXXX (Fundraiser #2 Rev) XXXX (Fundraiser #2 Exp) Expenditure Coding EVENT RENTALS Inflatable Bounce Houses are a rental item Public XXXX XXXX Non-Public XXXX XXXX Questions/Comments 8