DENVER PUBLIC SCHOOLS INTERDEPARTMENTAL COMMUNICATION To: All Principals and School Activity Fund Bookkeepers From: Area Superintendent Date: March 6, 2003 Subject: Commissions The School Activity Fund Policies and Procedures regarding accounting for commissions have been revised. Please make the appropriate adjustments and set up new accounts as necessary to comply with the revised procedure. It is the intent of the District that money derived from all commissions, including Pepsi and vending commissions from machines available to the public and students, be spent for the direct benefit of the students. The schools should record the commission proceeds in two separate accounts within the School Activity Fund to ensure that commissions are properly accounted for and used for their intended purpose. Each school should set up a separate Incidental account to record the activity for all commissions, except those derived from Pepsi and vending machines only available to the faculty and staff. The principal must approve expenditures from all Incidental accounts, including the Commission account, on the basis that they are for the direct benefit of the students. Expenditures for activities, food, gifts, etc., for the faculty and staff should not be made from this account. The activity relating to commissions derived from the faculty and staff Pepsi and vending machines should be recorded in a separate Organizational account. The expenditures from these commissions may be made at the discretion of the faculty and staff and may include, but are not limited to staff activities, food, and gifts. Transactions in this account should be made in accordance with established policies and procedures and are subject to audit as are all accounts in the School Activity Fund.