Get documents about "Booster Club Spreadsheet Associated
Description
Booster Club Spreadsheet document sample
Document Sample
Associated Student Body (ASB)
Elementary
Accounting Department
Christeen Betz- Assistant Director
Tim Peck- Accounting Manager
1
ASB Topics of Concern
• What is an ASB?
• Why are there so many problems with ASB
• Embezzlement
• ASB Tasks
1. Collect and manage cash
2. Fundraisers and events
3. Purchases
4. Prepare for audit
• Miscellaneous Information
1. Business Services and ASB
2. Gifts and Donations
3. Capital Expenditures
4. Web Viewer
• Year End Tasks
• ASB Forms
• Contacts
2
What is an ASB?
• Group of Students Who Raise Money for
Student Activities
• Enhances Educational Experience
• Authorized by Ed. Code and School Board
• Oversight by School Employees and
District Office
3
Why Are There So Many Issues in
ASB?
• There are many people involved
• No bookkeeper on site
• There are a lot of cash transactions
• Insufficient internal controls
• Little guidance
• Very sensitive area involving multiple
individuals and cash
• The are many areas that are easy audit traps
4
People Involved
• Principal
• Office Manager/Clerk
• District Office
5
Principal’s Responsibility
• Make sure all guidelines are followed
• Oversight of all ASB activities
• Must approve all fundraisers and purchases
• Must train all staff on ASB
• Person that is ultimately responsible for
oversight
6
Office Manager/Clerk Responsibilities
• Make sure cash deposits are turned in on time and kept track of
• Creating purchase orders and obtaining approvals
• Purchasing items and providing backup to district for payments
• Turning in “Fund-raiser Authorizations, Event Calendars, and
Revenue Projections
• Preparing for year end close
7
District Responsibilities
• Make sure guidelines are followed
• Provide school sites with correct balances
• Pay vendors in a timely manner
• Provide Reports
• Assist in any other complex issues
8
Embezzlement
• Parents have entrusted the school district to safeguard and be
the custodian of ASB funds. Funds to be used to improve the
students’ educational experience
• “Easy access to money, whether it is cash collected at a school
event, money turned in to a school secretary or simply check-
writing privileges in a school club, can be an irresistible
temptation, especially to someone who is financially strapped.
The rationalization is “I didn’t mean to steal the money, I was
just borrowing it. I intended to repay the money before anyone
found out.” (Linda A. Estep 2008 CASBO)
9
Examples of Embezzlement
• In San Bernardino County, a woman is arrested for embezzling $5,000
from an elementary school booster club over a period of six months
because she had fallen on hard times. She is charged and booked into
the local jail.
• In Stanislaus County a booster is arrested after it is discovered she
has been dipping into the accounts of two different children’s booster
clubs and one business. She is treasurer of both children’s support
organizations. Before her activity is detected, as much as $40,000 has
been drained from the two organizations’ treasuries
• A quick search on the Internet for “school club embezzlements”
brings up pages of references to similar stories nationwide.
Temptation to steal transcends borders. It happens when no one is
watching and a bond of trust is assumed
10
ASB Tasks
• Collect and manage cash
• Fundraisers and events
• Purchases
• Prepare for audit
11
Collect and Manage Cash
There are two ways money is collected
1. An individual student gives the teacher money
2. Collecting money from many students
Collecting Money from an Individual Student:
Use four-part receipt book to track any monies the student turns in.
When the teacher receives money, should log it into the receipt
book and distribute the four parts as follows:
• Original goes to the person giving you the money
• Pink and Yellow goes to the office manager/clerk
• Yellow copy then goes to the district along with money
• Green copy stays in the receipt book for your copy
• If you need a receipt book please let Pat and Jules know
12
Collect and Manage Cash
Collecting money from many student
• Teachers need to log on a spreadsheet the names of the
students along with the amount of money each student turned
in with the date
• At the end of the day, the teachers need to turn in the cash to
the office manager/clerk along with a copy of the log
• The office manager/clerk needs to count the cash as soon as
he/she is handed the money with the teacher present
13
Collect and Manage Cash
1. All monies collected need to be safely locked up in the
school safe
2. Once you are ready to send in your deposit you must include
the Deposit Advice and Coins, Bills, and Checks form
3. There should never be any money in the safe over the
weekends or during the breaks (summer, spring, winter).
Every Friday, the office manager/clerk needs to send all the
monies to the district. On Thursday you need to contact Pat
Frock or Jules Letona so that they can set up an armored
pick up for your school site
4. At any point in time, if your school site has more then
$500.00 you must call the district (Pat and Jules) to set up a
pick up. This rule applies regardless of the day of the week
14
Internal Controls
1. Protect those who handle cash, when counting
the money do it somewhere safe and secure
2. Make sure two people count the cash, this is for
accuracy reasons
3. You must turn the monies in as specified. Do not
wait two weeks and turn in multiple deposits.
This was an audit finding
4. Keep a good record of all the money received
15
Fundraisers and Events
• There are many steps to ensure a
successful fundraiser or event
1. Get proper authorization and turn in your
“Request for Fund-raiser Approval” form
2. Turn in your monthly events calendar.
3. Make sure your “Revenue Projection” forms are
completed accurately and in a timely manner
before the fundraiser or event
16
Request for Fund-raiser Approval
• The Request for Fund-raiser Approval form makes sure
the fund-raiser is an allowable event and helps
coordinate the dates of the fund-raisers so that school
sites do not compete
1. The Request for Fund-raiser Approval form must be
completed and signed before the event has occurred, notice
the name of the form!
2. This form is also mandatory along with the Revenue
Projection form and you can read more about it in the ASB
Accounting manual in chapter 8
17
Events Calendar
• Helps prevent audit findings associated with the “Revenue
Projection” and “Request for Fund-raiser Approval” forms
1. Event Calendars are due one week before the month that
they are for. Example: May’s calendar is due by April 24th
2. District Accountants will make sure all Event Calendars have
been turned in. If you have not turned in your events
calendar they will contact you
3. Every week the District Accountants will review the Event
Calendars and make sure that your Revenue Projection and
Fund-raiser Approval forms have been turned in
18
Events Calendar
4. The Event Calendar is very easy to fill out. We have
provided all of you with the calendar and will be posting it on
the Accounting page of the School Districts website
5. Title the calendar with your school sites name and the month
6. On each day that you will be holding an event simply type
the name of the event and a brief description. Example:
“Greece”- 5th grade play
19
Revenue Projection
The Revenue Projection form is designed to help you estimate the amount of
money each fund-raiser will raise
1. Once you have completed the form you can decide if you want to hold
the event. You may find out that you will raise little or no money and
cancel the event
20
Revenue Projection
2. You must have a “Revenue Projection” form completed and
turned into the District Accountants before the event occurs.
This is a mandatory form that must be turned in. For more
information on the form you can go to the FCMAT ASB
Accounting Manual chapter 8 page 49
21
Why So Many Forms
• Because the auditors check for them
• To protect ourselves and our staff
1. As employees of the district, we are obligated to keep the
money the students raise safe
2. To protect our employees and or other individuals who
comes in contact w/ ASB funds from the temptation.
3. The forms we have explained above helps us manage the
students funds
22
Ready to Spend Some Money?
• ASB’s are a great way for the students to raise
money for things the district does not pay for
• It also gives students the chance to feel proud that
they accomplished something by themselves, as
young as they may be
• There are many guidelines that MUST be followed
when spending ASB monies
23
ASB Purchase Process and Guidelines
Steps on how to purchase or spend ASB monies
1. You must first create a purchase order (PO)
2. You must have the principal sign the PO
3. Only after the PO has been created and signed by the principal may you place an
order
4. Check your files when you go back to your school sites, are the PO dates before
the invoice dates? Do you want an audit finding this year?
24
ASB Purchase Process and Guidelines
5. Many sites have received audit findings for not following this simple step.
Make sure when you create the PO, it is dated before the invoice date
6. After receiving the proper signature on the PO you must send the original
and a copy to Pat or Jules (the District Accountants)
7. When you receive the items you must get a packing slip. This has also
been an audit finding
25
ASB Purchase Process and Guidelines
8. Check the packing slip against the PO. If they match up and are
accurate to what you have received, send them to Pat or Jules
9. They will confirm the PO to the invoice and the packing slip and cut
the vendor a check
10. At the end of the month Pat and Jules will send you the copies of the
PO’s with the check stub’s and a report showing all of the payments
that have been issued from your school site funds
26
Allowable Purchases
• Field trips/excursions and outdoor education and
science camps
• Magazine and newspaper subscriptions for
student use
• Costs for student social events
• Supplemental equipment not provided by the
school district
27
Unallowable Purchases
• Gift cards or charitable gifts
• Salaries/supplies of district responsibility
• Repair and maintenance of district equipment or facilities
• Items for employee’s personal use
• Faculty group meetings
• Large gifts and awards
• Donations – gift of public funds
• Scholarships
• Cash awards
• Staff luncheons
28
Miscellaneous Information
• Business Services and ASB
• Gifts and Donations
• Capital Expenditures
• Web Viewer
29
Business Services and ASB
• Business Services is here to support the students and the school site
administrators
• Our goal is to provide accurate and timely information to all of the schools
• Some of the services we provide are-
1. Deposits and vendor payments
2. Accurate cash balances
3. A report showing where your money was spent
4. Guidance on other complex issues
30
Gifts and Donations
• Determine if the donation is for the student body or the school district
1. If it is for a specific program make sure
you note that on the donation
2. Textbooks and library books must go to
district accounts
• Make sure you keep an accurate record of all the donations on a
spreadsheet
• If the donation is over $500.00 complete a gifts form and the district will
send an acknowledgement letter
• For donations under $500.00 the school site must send an
acknowledgement letter
31
Purchases over $1,000.00
• Items over $1,000 must be approved by Districts’ Accounting
Management
1. The District may be able to get you items at a discounted rate
due to the volume pricing we receive
2. Item must be donated back to the district for insurance and
proper accounting
32
Web Viewer
• Web Viewer is used to show you your account balances and payments
• The benefits of Web Viewer are
1. User friendly
2. Easy to read
Questions in regards to Web Viewer should be addressed to the district ASB
Accountant.
• Link to Web Viewer
http://accountingsvr.sausd.us/
33
Forms Used for ASB
• The following pages are samples of the forms we discussed
today
• There will be a link to all of the forms on the SAUSD
Accounting website
• If you need additional help filling out any of these forms we
will be happy to assist you
1. Request for Fund-raiser Approval Form
2. Events Calendar
3. Revenue Projection Form
34
Year End Tasks
• July 1st to June 30th
• Deposit all Cash and make sure all cash records are accurate
• Pay all Bills (may need to contact vendors at end of year for
outstanding invoices.)
• Check to make sure all of your fund-raisers have Revenue
Projection and Approval for Fund-raiser forms
• Make sure all of your purchases have PO’s with dates before
the invoice date with the principals signature. Make sure you
have a packing slip and an invoice for your purchases that
matches to the PO
35
Contact and Links
Jules Letona Accounting Technician (714) 558-5650 or x 75650
Tim Peck Accounting Manager (714) 558-5695 or x 75695
Christeen Betz Assistant Dir Fiscal Svc Acc (714) 558-5623 or x 75623
FCMAT Link
http://www.fcmat.org
FCMAT Accounting Manual Link
http://www.fcmat.org/stories/storyReader$911
Web Viewer
http://accountingsvr.sausd.us/
36
Should you have an ASB?
• ASB’s are a lot of work on district staff
• You must keep good records and follow many rules
• Some school sites may benefit more with a PTA/PTO instead
• To close your ASB account you must have a zero balance in
your account
37
PTO and PTA
• PTA- Parent Teacher Association
• PTO- Parent Teacher Organization
Both are a good alternative for ASB
38
PTA
PTA is a not-for-profit organization and the nation’s original and
premier parent involvement group in schools
Pro’s Con’s
• You belong to a much greater network
• You belong to a much greater
network
• Better Recognition
• Support from State and Federal PTA • You must pay dues
• The PTA national office also provides • Greater Oversight
resources, workshops, and materials
to support
1. Back-to-School • Many rules like an ASB
2. After-school programs
3. Student achievement
4. Child nutrition and wellness
5. Prevention of violence and
bullying
39
PTO
Is a non-profit organization completely independent that’s created for the benefit
of the students
Pro’s Con’s
• Less Rules then PTA/ASB • You are not part of an
• No dues or membership organization
fees • No insurance available
• Easy to start • More susceptible to
embezzlement
40
To start a PTA/PTO
If you are interested in starting a PTA or
PTO please contact Tim or Christeen for
step by step instructions
41
42
