Student Activity Funds Management Overview

Activity Accounts (Campus & Student) JR. HIGH SPONSORS JR. HIGH SPONSORS JANUARY JANUARY 4, 2023 4, 2023

Table of Contents Table of Contents Roles & Responsibilities Difference between student and campus accounts Purchasing Guidelines Forms Fund-Raising Application for Activity Funds Requisition Request Form Contract for Consultant Services Transportation Request Student Travel Form Vendor Authorization/Update From Cash Management Frequently Asked Questions

Roles Roles Campus Principal Responsible for the proper collection, disbursement, and control of all activity funds. Campus Secretary/Bookkeepers Responsible for maintaining adequate fund forms, issuing cash receipts and disbursements, depositing activity funds into the bank, assist activity fund sponsors in all matters related to activity funds., etc. Sponsors- Responsible for managing their respective activity fund. Business Office Responsible for overseeing the business management activities at the campuses, reviewing all transactions to ensure all business functions are in accordance with state law, board policy, the FASRG, and District Procedures.

Responsibilities Responsibilities BUSINESS OFFICE CAMPUSES Creates and submits Requisitions Bank Reconciliations Fundraiser Forms Reviews Requisitions Fundraiser Forms Reconciliations Cash receipts Disbursements Creates and process Check request Deposits Post Cash Receipts Assists/Provide Sponsor s with information Answers sponsor questions Guides sponsors

Student Activity Overview Student Activity Overview CAMPUS ACTIVITY ACCOUNT - 461 STUDENT ACTIVITY ACCOUNT - 865 Student Activity Funds support activities that are based in student organizations. Students participate in the activities and are involved in the managing and directing of the activities. Campus Activity Funds belong to the district and are used to support its co-curricular and extra- curricular activities and are administered by the school district. Administered by sponsor Administered by student Fundraised by campus Fundraised by students No Raffles No Raffles No reimbursements No reimbursements All purchases require an approved purchase order All purchases require an approved purchase order All requisitions require an approved vendor through RFP, Cooperative, or three quotes All requisitions require an approved vendor through RFP, Cooperative, or three quotes After-the-fact PO will require the Request for Payment of a Non-Compliant Purchase form to be filled out. After-the-fact PO will require the Request for Payment of a Non-Compliant Purchase form to be filled out.

Purchasing Flowchart Purchasing Flowchart All purchase requisitions must be submitted at least 14 business days in advance.

Purchasing Requirements Purchasing Requirements 3-Quote forms may not be used for purchases over $50,000. Purchases over $50,000 require Board approval. Exceptions to these purchasing requirements will be considered on a case-by-case basis.

Purchasing Cooperatives Purchasing Cooperatives Four (4) new purchasing cooperatives: Sourcewell 1GPA TexBuy NCPA Purchasing cooperatives can be found through the following link: https://www.pi- isd.net/apps/pages/index.jsp?uR EC_ID=2227455&type=d&pREC_I D=2200288.

3 3- -Quote Forms Quote Forms 3-Quote forms: The purchaser must show that a reasonable effort was made to procure products/services from at least three (3) vendors. Must compare pricing for the same or comparable items/services. Purchases over $3,500 require a Written quote form AND the actual three (3) written quotes. If not selecting the lowest quote, a valid justification must be provided. We have always used this vendor is NOT a valid justification. The form must include shipping and any other fees charged by the vendor.

Fund Fund- -Raising Application Raising Application for Activity Funds for Activity Funds All events that will result in a deposit or disbursement of funds by the District must have an approved fundraising form prior to event. Forms must be submitted at least 14 business days prior to event. Fundraisers that involve selling food or drinks during school hours (7:00 a.m. to 4:00 p.m.) must receive approval from Child Nutrition. For additional information, please contact Child Nutrition Director, Ms. Angela Olivares, at (956) 943-0350. All vendors must be disclosed on the form, as well as vendor source (RFP #, purchasing co-op. #, or 3- Quote form). Please attach backup documentation to the form. Form cannot exceed 30 days. If fundraiser will go on for multiple months, a fundraising form must be submitted for each month. Campus/department is responsible for verifying the availability of funds. Fundraising forms for which the cost exceeds the account s available balance will be denied. Student organization must have a Donation form for any donated items to be used in a fundraiser. Donation must be disclosed on the form, and a Donation form must be attached. ALL requisitions for fundraisers must be submitted prior to event start date. All cash receipts and check requests related to fundraisers must have an approved Fundraising form attached. Requestor must provide a detailed benefit and purpose for the fundraiser. Funds can ONLY be used for the purpose stipulated on the form. Requisitions for purchases that do not fulfill said purposes will be denied.

Contract for Consultant Contract for Consultant Services Form Services Form Form required by Superintendent s Office. Approved form must be attached to the requisition. Under NO circumstances will a consultant provide services to the District without a purchase order and an approved consultant form in place. Fingerprinting and/or background check may be needed. NOTE: If consultant will not have access to the students at any point (e.g. remote work), please disclose on form. Possible attachments: Picture ID and Resume/CV For additional information, please contact Ms. Robin Ochoa at (956) 943-0005.

Requisition Requisition Request Form Request Form

Student Travel Student Travel Student Travel Forms must be completely filled out. Beyond District competitions/Play-off s must be approved by Superintendent prior to travel date. The form must include ALL costs related to the travel, such as: Lodging Meals Transportation (including District vehicles) Entry/registration fees Parking ALL receipts are due at Account Payable within five (5) business day of arrival date, along with any leftover funds. NEW: Rosters with signatures certifying that meals were distributed must be attached to travel form. Requisitions for all costs must be submitted PRIOR to travel date, including transportation using district vehicles. Sponsors are responsible for spending only up to the per diem amount per traveler. Several factors may affect the per diem amount, such as changes in departure or arrival times, changes in number of travelers, hotel-provided meals, etc. GSA lodging per diems apply to student travel. Per diems may be found through the following link: https://www.gsa.gov/travel/plan-book/per-diem-rates. The District does not pay for tips/gratuities or state/sales taxes. Any District funds used to pay for tips or taxes will have to be returned.

Student Travel Meals Student Travel Meals - -Rosters Rosters Travel with Purchase Order oRoster with signatures submitted until after travel, along with Actuals portion of travel form and receipts. Travel with Check oRoster attached to requisition. oRoster with signatures submitted until after travel, along with Actuals portion of travel form and receipts.

Student Meal Per Diems Student Meal Per Diems

Transportation Request Transportation Request Transportation Department Transportation cost need to be accounted Approval path applies

Vendor Authorization/Update Vendor Authorization/Update Form Form Forms must be completely filled out and signed to be considered valid. Incomplete or unsigned forms will be returned. The vendor s valid W-9 Form must be attached for all vendors. W-9 Forms must be signed and dated by the vendor in order to be considered valid. Contact information must at least include a phone number and email address, especially for 1099 vendors (e.g. consultants, officials, & contracted services). Requestor must verify that the remit to and order from addresses are correct. Requestor must provide a detailed justification for adding the vendor. Add to Skyward and Add to SBAA are not valid justifications.

Cash Management Cash Management Cash Collected needs to have a receipts Dual Counting Deposits need to be done in a weekly basis Overnight cash collected needs to be locked and secured

Frequently Asked Questions Frequently Asked Questions 1) Can I purchase staff/faculty incentives with a student activity account? 3) Can I purchase gift cards with my student or campus activity funds? Answer: Staff/faculty incentives can only be purchased with campus activity accounts, as long as an approved fundraiser form that proves funds were raised for this particular purpose exists. Any exceptions (e.g. Student Council wants to purchase snacks for student appreciation day) need to be stipulated on the fundraiser forms, and the student official must sign off on the Requisition Request Form. Answer: Yes, only gift cards to establishments that do not sell alcohol, drugs, or tobacco. (Walmart no ; Starbucks yes) 4) I submitted a Fundraiser Form, who should I contact for updates on the status? Answer: Sponsors should contact their Campus Secretary for updates on approved forms. If the approved form has not been received by the Campus yet, the Campus Secretary will contact the pertinent parties. 2) What happens to the student activity funds after a generation graduates? Answer: The student officials of the organization must come to a consensus regarding what to do with any remaining funds. Their decision must be documented and provided to the campus secretary for documentation purposes. 5) Can I submit paperwork for an event/purchase that will take place a long time from now? 3) Can I purchase gift cards with my student or campus activity funds? Answer: Yes, paperwork can be submitted in advance. 6) Are campus/student activity funds subject to the same purchasing guidelines as local funds? Answer: Yes, only gift cards to establishments that do not sell alcohol, drugs, or tobacco. (Walmart no ; Starbucks yes) Answer: Yes, Campus/student activity funds are subject to the same purchasing guidelines as local funds.

Thank you!