This form must be filled out in detail for any conferences/seminars that you will be attending. This form is generally completely with a field trip packet. Please note that any travel arrangements, i.e. airfare, registration fees, hotel fees must be prior approved (60 days before event) and then arrangements are made from the district office liaison in charge of using the Pcard for travel. (See Dawn Davis for travel arrangements) You must also let Ms. Davis know what funding will pay for this. After arrangements have been made and if team budget or student funds are being used you must provide the secretary handling your financial budget with the exact amounts to be deducted. (Copy of Pcard form from Ms. Davis should be given)
Any reimbursements (green numbered sheet) submitted with mileage must have this worksheet filled in as well as a Mapquest directions attached indicating mileage to and from destination.
Fundraising activities are defined as any activity where funds are collected from students, parents, or the community; whether or not profit is expected to be realized. All Fundraising activities must have prior approval from the building administrator, Director of Business Operations, and the Superintendent at least 4 weeks prior to the date of the activity. Details of the activity, intended use of the funds, an accounting plan for the funds collected, and anticipated expenses must be included with request. All fundraising requests must be submitted via the current fundraising form. A copy of any media must be submitted with the form for approval. No advertisement of an activity may occur without all the requisite approvals. Only the Superintendent is authorized to grant a waiver to this requirement. Any waiver request must be submitted in writing to the Superintendent for approval. All buildings must retain copies of all documentation concerning fundraising requests. All monies collected and deposited must have a legible receipt associated with it and must have either cash or check marked on the receipt. Two copies of this form plus two copies of any checks must be attached with the Deposit request form. Deposits/Payments must be made through the secretary handling your financial budget. Please do not leave any money/checks in the secretary's mailbox or on the desk. If unavailable, please ask another secretary to secure and lock in the safe.
Prior to traveling on a trip, a field trip packet must be completed and signed by the principal (in-state trips). If such trip is to be out of state, the superintendents signature is also needed prior to any planning, collection of funds or attending. You are required to have this packet completed and turned into the secretary handling field trip requests (4 weeks) prior to any trip. Each school has a sub account designated specifically for field trips. Funds received from students for trips are deposited into this account, the purpose of which is to pay for the students' costs (i.e., transportation, entrance fee, etc.). The money collected is to be expended for the specific trip, with a minimal or zero balance remaining after all related costs have been paid. The trip coordinator is responsible for ascertaining all costs associated with the trip in order to collect the appropriate amount from each student to cover expenses. No student is to be denied participation in activities sponsored by the school district due to an inability to pay. Students unable to pay should be identified to a building administrator for determination of other funding sources. All monies collected and deposited must have a receipt associated with it. All receipts are turned in with each deposit. Two copies of the field trip form plus two copies of any checks must be attached with the Deposit request form. Deposits/Payments must be made through the secretary handling your financial budget. Please do not leave any money/checks in the secretary's mailbox or on the desk. If unavailable, please ask another secretary to secure and lock in the safe.
Prior to purchasing any items for student funds/team budget/509/Perkins/Curriculum Buy, a principal's requisition must be completed. It must be approved by the team leader, principal and turned into the secretary handling financial matters. After approval, the items will be ordered. Once the order is received please turn in the packing slip and any invoice you may receive for payment to the secretary handling your order. Once an invoice is received, if it is for student funds then a payment request form needs to be completed as well, payment will be submitted. For team budget money/509/Perkins/Curriculum Buy nothing further is needed for payment but the invoice. Please note that items purchased with your own money is discouraged. Please do not order products on your own, you must have an approved requisition prior for any order. We have state vendors that we use and all orders must come through the secretary handling your financial budgets. Team/district meetings are scheduled at the beginning of each year to go over these procedures. It is encouraged you attend.
***Please note: This is just a brief synopsis of what is needed for any of the above.
For more detailed information please refer to the District Accounting Manual.***