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Cash Procedures
MONIES RECEIVED
A record must be made of
all monies received by the school. These monies are deposited into the
school Activity Fund
A. LOST OR DAMAGED assessments:
1. When taking in funds for lost or damaged books, a receipt should be issued.
2. The following information must be furnished on the receipt.
a. The name of the individual paying the school the money.
b. The date the money was received.
c. The amount of the money received.
d. The explanation of the receipt of money. The specific club or activity involved in generating the receipt of monies (lost book or damaged book)
e. The signature of the staff member signing the form and the initials of the patron (student or parent).
f. For large sums it is preferable to send students to the office secretary.
g. If #6 is not possible on the campus, always issue receipts in numerical order. In the event that receipts are used out of order by mistake, make a note on the receipts in that sequence that are in order.
h. Receipts and Tabulation forms (see "Fines" below for Tabulation of Monies form) must be forwarded to the Office at least weekly; secondary schools are encouraged to do it more often, if not daily.
3. Use one receipt book for all lost or damaged books or other media.
If a receipt needs to be voided, send the original and second copy of the receipt, clearly marked void to the Office.
4. Bound receipt copies must
be retained by the campus for audit purposes FOR three (3) years and must be
legible.
B. For FINES:
1. Tabulation of Monies form must be completed when funds are received Even if there is also a receipt).
2. This form must be completed in duplicate and signed by the students and initialed by the receiving staff member.
3. The entire Tabulation form must be sent to the Office at least weekly. The name of the individual paying the school the money.
4. Included the following information:
a. The date the money was received.
b. The amount of the money received.
c. The explanation of the receipt of money. The specific club or activity involved in generating the receipt of monies (as simple as writing "FINES" on the tabulation form)
d. The signature of the person signing the form (preferably the student) and the initials of the witness (staff member).
e. The Activity Fund budget code to deposit the money into.
5. A minimum of change should be keep on hand - $10.00 -15.00
6. District policy prohibits office
employees cashing checks for individuals.
C. SALES TAX
1. Public schools and school-related organizations must collect the sales tax on materials when the end product becomes a possession of the student, such as Visiting Author books or Storyteller tapes.
2. The following examples are items exempt from sales tax:
a. Food products, including candy and soft drinks.
3. C-FBISD will not have a tax-free day.