When teachers sponsor student activities or serve in a capacity that involves handling of monies, they are
responsible to the principal and should follow the rules and procedures that have been set forth.
General Guidelines for Money Handling
All money collected from students must be properly receipted by using a Teacher’s Receipt Book,
Payor List, or Treasurer’s Receipt Book.
All money received by the school must be receipted and recorded by the treasury clerk.
The clerk is responsible for handling all Internal Account transactions, cash, and paperwork.
All money will be deposited in the bank as soon as possible for safekeeping.
Do not turn in money at the end of the day. No money will be accepted after 12:30 pm.
Preparation of a Payor’s List
When group participation is anticipated (field trips, workbooks, etc.) a list of payor names will be accepted
in lieu of duplicate receipts. A Payor’s List is attached. Most teachers will use only a Payor’s List and not a
receipt book. The clerk must maintain the Payor List on file. Be sure to keep a copy for your records. When
a Payor List is used, the list must contain the following:
Purpose of the collection and/or the account to be credited.
Name of each student and amount collected.
Total amount collected.
Date(s) of collection.
Signature of the individual who collected the money.
Preparation of Teacher’s Receipt Book
Teacher’s Receipt Books must be prepared for all money collected by school personnel who are authorized
by the Principal to make such collections (see example).
Receipts must be prepared in ink and must show the date the money was received, the amount
received, cash/check/money order, the purpose of the collection, and the person from whom the money
was received. The person receiving the money must sign all receipts.
All receipts must be prepared in duplicate and in numerical sequence.
All money collected must be deposited daily with the clerk. The Teacher’s Receipt Book must be
presented to the clerk when deposits are made.
When it is necessary to VOID a receipt, the word VOID should be written in bold letters across the face
of the original document.
The clerk must complete the reverse side of the last duplicate receipt in the Teacher’s Receipt Book
covering those receipts to be deposited as each receipt book is presented.
Receipt books must be returned to the clerk after each activity and are to be reissued for the next
All receipt books must be returned at the end of the school year.