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All cash collections
received from students and others must be recorded on pre-numbered cash
receipts, tabulation of monies collected forms, or cash collection forms
provided by fundraising vendors and must be personally delivered to
the financial secretary or cashier at least weekly and daily if the
amount exceeds $100. All collections must be deposited in the
District bank account and recorded in the Activity Fund Account.
Deposits should be traceable to the sponsor’s records.
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All collections
turned in to the financial secretary or cashier shall be accompanied by
a supporting document – Tabulation of Monies Collected, a Cash Receipt
Voucher or a Miscellaneous Cash Collection.
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All money collected
shall be submitted to the financial secretary or cashier in the same
form as collected. A staff member’s
personal check may NOT be submitted for cash collections.
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Do not send a student
or other person to deliver money to the office. All collections must be
personally delivered.
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Postdated checks
shall not be accepted by the school from any source.
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Whenever possible, a
driver’s license number should be obtained when accepting a check
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Sponsors/teachers
must obtain and keep a receipt from the cashier along with a copy of the
form turned in to the cashier.
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Alternate cash
receipts books must be turned in to the secretary or cashier at the end
of each school year.
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All other sponsor
records must be kept by the sponsor and be available for audit for a
period of 5 years.
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If a sponsor leaves
the District or is no longer a sponsor of the activity, these records
must be turned in to the vice-principal in charge of fundraising.
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The sponsor is
responsible for maintaining a positive balance in the activity account.
