ACTIVITY FUND FORMS. Appendix A

Transcription

1 Appendix A ACTIVITY FUND FORMS Form AF-1 Cash Distribution Form Form AF-2 Fund-Raiser Application Form Form AF-2A Fund-Raiser Student/Parent Permission Form English Form AF-2B Fund-Raiser Student/Parent Permission Form Spanish Form AF-3 Fund-Raiser Revenue and Expense Form Form AF-4 Tabulation of Monies Collected From Students Form Form AF-5 Check Request Form Form AF-6 Agreement for Consultant/Contracted Services Form IRS Form W-9 Form AF-7 Transfer Request Form Form AF-8 Request for Advance Form Form AF-9 Student/Sponsor Meal Allowance Form Form AF-11 Individual Inventory Release Form Form AF-12 Club Information Form AF-13 Garage Sale Receipt Sample Form Additional District Forms Donation Form MISD Fixed Assets Inventory/Add/Transfer/Disposal Form Texas Hotel Occupancy Tax Exemption Certificate Texas Sales & Use Tax Exemption Certificate

2 AF-1 CASH DISTRIBUTION FORM SAMPLE original available through District Print Shop Department

3 AF-2 FUND-RAISER APPLICATION FORM Complete prior to commencing fund-raiser. Club/organization: Type of sale: Name of sponsor: Vendor: Beginning date: Ending date: Date merchandise ordered: Delivery Date: Purpose of fund-raiser: Location of fund-raiser: This is the 1 st 2 nd fund raising activity this year for this club. (Clubs are limited to only two fund-raisers per year. The Principal must approve all exceptions). Anticipated profit: $ Have parents been notified in writing? Yes No Student Accounts Only: Incentive available? Yes No I understand that students must personally sign for all merchandise issued to them for sale. I also understand that all monies received or merchandise returned must be acknowledged by a receipt signed by the sponsor. Daily deposits must be made on all funds collected. I am familiar with the school and district policies regarding the sale of merchandise at school and in the community. I accept responsibility for the sales tax collection and cash collections involved. Club Sponsor Signature Date Student Officer Signature Date Approved Denied Principal Signature Date

4 FUND-RAISER STUDENT/PARENT PERMISSION FORM AF-2A School: As a member of the (organization/club) I, am participating in a fund-raising effort (name of student) sponsored by this organization. I understand that I am responsible for the fundraising materials I have received and moneys I have collected. I know I am required to turn in all monies and/or materials to my sponsor. Student Signature Date I have read and understand the above information and I am giving permission for my son/daughter) to participate in the fund-raiser. I further understand that by giving my permission I am accepting responsibility to see that all moneys collected and/or products received are delivered to the sponsor. In the event that all funds collected and/or products received by my (son/daughter) are not delivered to the sponsor, I hereby agree to be financially responsible for those moneys and/or materials and hereby agree to reimburse the organization, or, if applicable, the McAllen Independent School District, for the full value of such moneys and/or materials. Parent Signature Date Signature of Sponsor for final approval Date

5 AF-2B CONSENTIMIENTO DEL ESTUDIANTE/PADRE PARA RECAUDACIÓN DE FONDOS Escuela: Como miembro de Yo, (nombre del estudiante) (organización/club) estoy participando en una campaña para recaudar fondos patrocinado por esta organización. Entiendo que soy responsable por los materiales de la recaudación que haya recibido y el dinero que haya recogido. Sé que debo entregar todo el dinero y/o materiales a mi patrocinador. Firma del Estudiante Fecha He leído y entiendo la información anterior y doy mi consentimiento para que mi hijo(a) participe en la recaudación de fondos. Además, entiendo que al dar mi consentimiento estoy aceptando la responsabilidad de asegurarme que todo el dinero recaudado y/o los productos recibidos sean entregados al patrocinador. En caso de que los fondos recaudados o productos recibidos por mi hijo(a) no sean entregados al patrocinador, por este medio estoy de acuerdo en ser financieramente responsable por el dinero y/o los materiales, y aquí acuerdo en reembolsar a la organización, o, si es aplicable, al Distrito Escolar Independiente de McAllen, por el valor total de dicho dinero y/o materiales. Firma del Padre de Familia Fecha

6 Firma del Patrocinador para aprobación final Fecha AF-3 FUND-RAISER REVENUE AND EXPENSE FORM Club/organization: Fund raiser: Deposits Date Amount Date Amount Total amount deposited $ Less Expenses Date Vendor Check # Total expenses: Net Profit: $ $ $ $ $ $ $ Tax Exempt Date (if applicable): Club Sponsor Signature Date Student Officer Signature Date Principal Signature Date Bookkeeper Signature Date

7 Upon completion of this fund-raiser the sponsor should complete this form and submit to the bookkeeper along with AF-2. NO CASH TRANSACTIONS MUST BE MADE. AF-4 TABULATION OF MONIES COLLECTED FROM STUDENTS Name of club/organization: Activity involving receipt of money: Receipt # issued: Date: Date: This form shall list contributors and their contributions and be kept with the Campus Bookkeeper Activity Fund Club file. Name Amount Name Amount Total amount collected: $

8 Club Sponsor Signature Date Student Officer Signature Date

9 AF-5 CHECK REQUEST FORM Date: Account# Payee: Amount: $ PO # issued: Payment in full: Yes No Is this disbursement for a Grant? Yes No If yes, Grant Title Items purchased: Purpose: Original receipts or vendor s invoice must be attached to this request prior to obtaining Principal s approval. Club Sponsor Signature Date Student Officer Signature (secondary campus only) Date Comments: ADMINISTRATIVE USE ONLY Is payee a contracted/consultant service vendor (1099)? Yes No Approved Denied Principal Signature Date Bookkeeper Signature Date

10 AGREEMENT FOR CONSULTANT/CONTRACTED SERVICES AF N. 23rd Street Phone Number (956) McAllen, Texas Fax Number (956) Campus District Employee: Yes No Date: Name: Address: City: State: Zip: Phone: Tax ID or Social Security Number: Contracted/Consultant Service Provided: Date(s): Time(s): Consultant hereby agrees: Fee: $ To provide consultant services stated above To provide master copies of all hand-outs for duplication in advance To submit the following information once available, if applicable: Original detailed receipt for hotel room(s) not to exceed $85.00 plus applicable allowable taxes per day Original detailed receipt for airfare (Coach fare). Original detailed receipt for an economy rental car. (Prior approval required) Mileage, reimbursed at.50 cents per mile (If residence or domicile exceeds 55 miles from the presentation site) Original detailed receipts for taxis to/from airport to hotel only or airport parking To comply with the Per Diem meal allowance which begins on the first date of the contract through the ending time that services are rendered (contract date) as follows: Breakfast---$8.00 Lunch---$11.00 Dinner---$17.00 To return this signed form to Campus Staff

11 AGREEMENT FOR CONSULTANT/CONTRACTED SERVICES (Cont d) Please indicate below the AV equipment needed for your session: Additionally, Signature of Consultant/Contracted Agent Date A copy of this completed form and IRS Form W-9 must be forwarded to the Business Office.

12 AF-7 TRANSFER REQUEST FORM Date: Amount $: From Account: Student s Account Principal s Account To Account: Student s Account Principal s Account Transfer #: Purpose of Transfer: Transfer must have prior signatures from the following: Club Sponsor Signature Date Student Officer Signature Date Approved Denied Principal Signature Date Bookkeeper Signature Date

13 AF-8 REQUEST FOR ADVANCE FORM (Student Activity Club) Date: Amount $ Payee: Purchase Order # Purchase Requisition# Purpose of Advance: Expenses Advance Actual Difference (Itemized) (+) (-) (=) $ $ $ $ $ $ $ Total. $ I, understand that all original invoices, sales slips, participant s list, etc., supporting the actual expenses related to this advance must be submitted to the Campus Bookkeeper upon my return. I will also remit any unexpended funds. Should expenses exceed this advance, I understand I will be reimbursed. Original receipt(s)/invoice(s) must be attached to the completed form upon completion of advance. Reimbursements will not be made without receipts. If Advance is greater than Actual amount -- Residual funds are re-deposited: Deposit Set ID #: Date: Amount: $ This form MUST be attached to Check Request Form (AF-5) for approvals and processing.

14 AF-9 STUDENT/SPONSOR MEAL ALLOWANCE FORM Departure Date: Departure Time: Return Date: Return Time: Destination: STUDENT NAME BREAKFAST LUNCH DINNER TOTAL STUDENT SIGNATURE AMOUNT ALLOWABLE $ $ SPONSOR NAME AMOUNT ALLOWABLE BREAKFAST $ LUNCH $ DINNER $ TOTAL $ *SPONSOR SIGNATURE *I certify my meal reimbursement request is for actual amounts spent up to the maximum allowable. *If necessary, Campus Bookkeeper is authorized to make adjustments Total for Students: $ Total for Sponsors: $

15 AF-10 SALES TAX REPORT FORM This report is for the month ending (check one): July 31, 2010 January 31, 2011 August 31, 2010 February 28, 2011 September 30, 2010 March 31, 2011 October 31, 2010 April 30, 2011 November 30, 2010 May 31, 2011 December 31, 2010 June 30, 2011 Please submit your sales tax report to the Accounting Department for the appropriate month on or before the 3rd working day of the following month. (Report for month ending July 31, 2010 is due in the Accounting Office on or before June 6, 2010). Please attach check for taxes due. STATE SALES TAX - DOLLARS AND CENTS Gross Sales: = $ CITY SALES TAX - DOLLARS AND CENTS Gross Sales: = $ TOTAL SALES TAX DUE = $ Please indicate here if there is no Sales Tax to report. Principal/Director Date School/Department Send information to: Accounting Office Attention: Director of Accounting Updated Activity 08/31/10 Fund Forms

16 INDIVIDUAL INVENTORY RELEASE FORM AF-11 Student Name: Club Name: Club Sponsor: Type of sale: DATE ISSUED MERCHANDISE DESCRIPTION RETAIL VALUE AMOUNT COLLECTED CASH CHECK BALANCE OWED STUDENT SIGNATURE COMMENTS SPONSOR SIGNATURE

17 AF-12 STUDENT CLUB CHARTER SCHOOL YEAR: Club Name: Sponsor: Purpose: (attach a copy of the bylaws/constitution) Requirements for membership Dues (amount and frequency: Meetings (time & place) Club Officers (attach a list with printed names and signatures) Is this club new this year or renewal from last year? A summary of planned fund-raising requests must be attached to this form. This form and any attachments must be completed and approved/rejected within the first six weeks of the school year and filed in the Activity Fund files. Approved Rejected Principal Signature Date

18 SAMPLE FORM AF-13 Date: Purchaser's Name: Club Name: Sellers's Name: Seller's Phone Number: Item(s) Purchased Total of Items Purchased: