Student Activity Accounting

1
Student Activity Accounting

• Peekskill City School District
• 2013-2014

2
Introduction

• Purpose to teach business methods
• New York State Guidelines
• Student Advisor Guidelines
• Student Advisor Forms
• The above resources can be accessed at Student
  Activity Forms and Information

3
Topics of Discussion

• Why we need controls
• What are the roles and responsibilities
• What are the purposes of the forms
• Direct supervision of students

4
Why we need controls

• Volatility of cash and inventory
• Assure goals are achieved
• School Board has ultimate responsibility

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How this helps you

• Accomplish your immediate goals
• Learn sound business practices
• Advisors gain satisfaction
• Principals advance building level programs

6
The Roles of the Participants

• Class Officers
• Class Advisors
• Bookkeepers/Treasurers
• Principals

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Reporting Requirements

• Club Charter
• Statement of goals, objectives and activities
• Location of meetings and meeting schedule
• Monthly attendance and rosters
• Dates, descriptions, student signatures
• Student evaluations to be submitted to Principals
  no later than June 2, 2014

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Reporting Requirements

• Charter to be submitted to building Principals by
  no later than Friday, November 1, 2014
• Attendance/rosters submitted to building
  Principals by the 1st of each month
• Building Principals will review and forward to
  Human Resources
• Forms can be downloaded from Student Activity
  Forms and Information

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Accounting Forms

• Purchase Order
• Required for all Purchases
• Voucher Check
• Required for all payment requests
• Payment Order
• Required for all withdrawal requests
• Receipts
• Required for all money received

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External Audit Findings

• 2012-2013 External Audit of Extraclassroom
  Financial Records resulted in key findings
• noted several disbursements which lacked the
  student officer authorization
• noted disbursements that lacked sufficient
  support
• recommend that the Central Treasurer not make
  payment for any disbursements that lack
  supporting documentation and/or authorizations

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Fundraising

• Deposit Form
• Records funds received
• Submitted with funds to GO Treasurer
• Statement of Profit Loss
• Must be completed for each fundraising activity
• Must be submitted to GO Treasurer

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Protecting Inventory

• Inventory Control Form used to
• Receive Goods
• Add to Inventory
• Release Goods
• Restock

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Items Subject to Sales Tax

• All sales of
• Soda
• Candy
• Soft drinks
• Dinners (catered or student run)
• Prepared hot food
• Yearbook sales
• Plant sales
• Apparel / jewelry sales
• Car washes

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Non-Taxable Items

• Bake sales
• Newspaper / Magazine sales
• Yearbook space advertising sales
• Prepackaged snack food sales (chips, pretzels,
  popcorn)

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Moving Forward

• Minimum student participation is necessary
• Dormant clubs will be closed
• Regular reporting of activity is required
• Proper authorizations/forms must be utilized
  including student participation

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Questions