ACTIVITY+FUND+POLICY+AND+PROCEDURE

=BUDGET PROCESS=


 * A.** Each activity sponsor shall develop the budget with the aid of student participants where feasible. The budget should be compiled using the list of board-approved expenditures and fund-raisers listed.


 * B.** The activity sponsor for each sub-account will then add the beginning cash balance (Part I) plus the estimated revenues (Part II) to determine the total estimated cash available for expenditures (Part III)


 * C.** The activity sponsor for each sub-account will list all expenditures and estimated amounts for the school year in Part IV of the budget form.


 * D.** The activity sponsor for each sub-account will determine ending cash balance Part V (Total cash available, (Part III), less total expenditures, (Part IV).


 * E.** Once the activity sponsor has completed the budget and signed it, the budget is then remitted to the financial secretary. **BUDGETS ARE DUE TO THE FINANCIAL SECRETARY ON OR BEFORE AUGUST 31, 2001.**


 * NOTE*
 * WHEN DEVELOPING THE BUDGET KEEP IN MIND THAT CERTAIN FUND-RAISERS AND EXPENDITURES ARE NOT ALLOWED BY THE OKLAHOMA LAW AND BOARD POLICY. THESE INCLUDE BUT ARE NOT LIMITED TO ANY GAME OF CHANCE, POLITICAL CONTRIBUTIONS, AND PAYMENT FOR INDIVIDUAL MEMBERSHIPS. ALL SUB-ACCOUNTS, FUND-RAISERS, AND EXPENDITURES WITHIN THE SCHOOL ACTIVITY FUND __MUST__ BE IN COMPLIANCE WITH STATE LAW, BOARD POLICY AND ADMINISTRATIVE REGULATIONS.**

PERMISSION TO HAVE SCHOOL

 * ACTIVITY FUND-RAISER**


 * A.** **The activity sponsor must first determine the following before a fundraiser can begin:**
 * 1.** **Is the fundraiser board approved?**
 * 2.** **Is the fundraiser listed on the sub-account budget?**


 * B.** **If the answers to the above questions are yes, then the sponsor must complete and submit the “Permission To Have An Activity Fundraiser” form to the financial secretary for approval.**


 * C.** **The following documentation must be attached to the permission form for the principals approval:**
 * 1.** **The fundraising agreement or order form. (The fundraiser must be approved before this can be sent to the vendor).**
 * 2.** **Approved permission to make School Activity Fund Purchase form. (If purchase exceeds $500.)**
 * 3.** **Completed school activity fund requisition.**


 * D.** **After the principal’s review and approval, then the fundraiser can began.**


 * E.** **The activity sponsor will comply with all school activity fund budget, receipt and disbursement procedures for the fundraiser.**


 * F.** **Any unsold fundraising items will be returned to the vendor before the fundraising invoice can be paid.**


 * G.** **THE FUNDRAISING BILL __MUST__ BE PAID FIRST BEFORE THE PROFITS CAN BE SPENT.**

RECEIPT AND DEPOSIT PROCESS

 * A.** **When activity sponsors receive or receipt monies from students, students must be present and receive a pre-numbered receipt for monies remitted to that activity sponsor. Students should verify dollar amount, receipt date and activity sponsor’s signature.**
 * 1.** **Use only OKC Public Schools’ receipt book, which has been assigned to you by the financial secretary.**
 * 2.** **Count money received from students.**
 * 3.** **Complete the receipt:**
 * a.** **List student’s complete name**
 * b.** **List brief but specific reason for receiving money**
 * c.** **Date the receipt**
 * d.** **List amount of money remitted**
 * e.** **Sign receipt(Sponsors signature __ONLY__)**
 * 4.** **Give original copy (white) of receipt to the student or person remitting the monies.**
 * 5.** **Remit monies to the financial secretary by 1:30 PM __DAILY__**
 * 6.** **THE SPONSOR __MUST__ BE PRESENT WHEN MONIES ARE COUNTED BY THE FINANCIAL SECRETARY.**


 * B.** **Whenever a receipt is voided, for any reason, the white copy of the receipt __must__ remain in the receipt book. The word “VOID” must be clearly written across the face of the receipt.**


 * C.** **All receipts under $2.00 need to be placed on a “Teacher/Sponsor Receipt List” and the list and monies are remitted to the financial secretary __DAILY__ by the 1:30 PM deadline.**


 * D.** **Any monies lost or stolen due to negligence or noncompliance shall be repaid by the person(s) who had care, custody, and control of the funds at the time the funds were lost or stolen.**


 * E.** **CASH ON HAND IS NOT PERMITTED. __ALL__ MONIES RAISED WILL BE RECEIPTED AND DEPOSITED ON A __DAILY__ BASIS.**

DISBURSEMENT PROCESS

 * WHEN INITIATING EXPENDITURES, THE FOLLOWING PROCESS MUST BE FOLLOWED:**
 * A.** **The initiator obtains and completes an activity fund requisition from the financial secretary.**
 * B.** **A “Permission to Make School Activity Fund Purchase” form (purchases greater than $500.00) must be remitted for approval before the purchase can be made.**
 * C.** **The completed school activity fund requisition and other documentation (quotes, estimated, etc.) must be remitted to the financial secretary for further processing.**
 * D.** **PURCHASES MADE PRIOR TO APPROVAL BY THE PRINCIPAL THROUGH THE REQUISITION PROCESS WILL RESULT IN THE INDIVIDUAL BEING LIABLE FOR PAYING SAID BILL.**


 * NOTE*
 * Make sure the purchase is listed on your activity fund approved budget before asking the financial secretary for a School Activity Fund Requisition.**