JEFFERSON COUNTY SCHOOL BOARD



JEFFERSON K-12: A SOMERSET SCHOOL

BOOKKEEPER’S OFFICE

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INTERNAL ACCOUNT PROCEDURES

1. FUNDRAISING ACTIVITIES. Before any money is collected on behalf of Somerset, there will need to be a Fundraising Form on file. Forms are available in Mrs. Whitty’s office. The Activities Coordinator/Principal will need to sign off on the form (Athletic Coaches your Athletic Director will need to initial the fundraiser form prior to going to the Principal’s Signature). Upon acquiring signatures, the Original form will need to be turned into Mrs. Roberts. Upon completion of your Activity you must complete and turn in a Closing Report to the Treasurer’s office.

2. RECEIPTING MONEY. The responsibility of collecting, recording, receipting and delivering money to the treasurer rests with the sponsor for the activity. Financial liability rests with the teacher/sponsor for monies collected and not turned into the office. Before collecting funds, see treasurer to obtain a receipt book. If you are collecting $15.00 or more you must give a receipt. Receipt books must be turned in at the completion of that activity/trip etc., unless you have an ongoing activity in which the receipt book must be turned in at the end of school year. The white copy of the receipt should be given to the person the money was received from, the yellow copy is to be turned in with the green RECAP form, the pink copy stays in the book. If there is a mistake receipting, please VOID receipt but turn in the white and yellow copy with the monies collected sheet. If you skip a receipt, please DO NOT go back and fill in the receipt (unless it’s the same day)- follow the VOID procedure.

3. TURN IN MONEY COLLECTED DAILY. Two people MUST Count and Certify unverifiable funds such as concession sales the RECAP Form will need to be filled out and SIGNED BY BOTH PEOPLE. The monies collected form will need to be completely intact upon turning into Mrs. Roberts (Treasurer). Any forms needed may be obtained from the Bookkeeper’s Office (Admin Bldg Room-115).

4. ** FLORIDA DOE REDBOOK GUIDELINES CHAPTER SEVEN:

(FREQUENT CONCERNS)

We are required to pay sales tax on all items for resale such as concession items. Internal Funds shall not be used to compensate employees of Somerset for additional services, such as to work athletic events (internal funds may be processed through the payroll department). Raffles and other activities of chance shall not be conducted for school connected activities. Fundraising activities for which students are charged an admission shall not be presented during school hours. Internal Audit Guidelines also prohibit cashing individual checks from school funds.

5. Please plan ahead and allow two days for the processing of checks or purchase order requests. Before purchasing anything you must have PREAPPROVAL. goods/services and receive reimbursement from your account or it allows you the flexibility of requesting an internal PO for goods/services. The proper procedure for paying bills is to fill out a check requisition with attached invoice/quote or other documentation to the requisition. NO PAPER WORK – NO CHECK! Occasionally it is necessary to write a check in advance for field trips, etc. However, some form of documentation will be required before a check will be printed. (If absolutely necessary, documentation can be a letter stating the purpose of the check.) In this case, a receipt will be required to be turned in to the Bookkeeper immediately upon receiving it.

6. Sponsors are responsible for keeping records for each club, class, etc. It is the sponsor’s responsibility to inform the class, group or team of finances..

7. All requests for Internal Purchase Orders must have prior approved by the Athletic Director (Coaches ONLY) and Principal or Principal’s Designee. The requester is responsible for finding out information needed to complete the purchase order such as the supplies, goods or services needed, vendor name, address, email address or fax number, and the shipping costs.

8. PAYMENT FOR ALL MECHANDISE ORDERED WITHOUT FOLLOWING THE CORRECT PROCEDURE AND/OR SECURING A PURCHASE ORDER WILL BE THE RESPONSIBLITY OF THE PERSON PLACING THE ORDER.

ADDITIONALLY ALL Purchases made with personal funds will not be reimbursed without prior authorization.

IF YOU ARE NOT SURE ABOUT SOMETHING PLEASE ASK-

Stephanie Roberts, Treasurer

Office: 850. 997.3555 ext:106

sroberts@

Nancy Whitty, Activities Director

Office: 850.997.3555 ext. 501

nwhitty@

JEFFERSON K-12: A SOMERSET SCHOOL

50 DAVID ROAD

MONTICELLO, FL 32344

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I ____________________ understand the policies and procedures of the internal account. I will adhere to these expectations, set forth. If I have a concern, I will contact the appropriate personnel before accepting money, making a purchase or placing an order. I accept the sole responsibility of all financial obligations that may occur if I do NOT adhere to these procedures.

Signature: ______________________________ Date: _____________________

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JEFFERSON K-12: a Somerset School

APPLICATION FOR FUNDRAISING ACTIVITY

Application Date: Activity Number: _______________

On behalf of , I respectfully request authorization from the school administration to sell the following item(s) on school grounds:

ITEM: PRICE:

ITEM: PRICE:

ITEM: PRICE:

ITEM: PRICE:

ITEM: PRICE:

ITEM: PRICE:

The sale of such item(s) will take place: ____________ (LOCATION)

from to _______________

Fundraiser Closing Report Due: ________________________________________________________________

Date

The purpose of this fundraiser is: _______________________________________________________________

Profits from this fundraiser will be used for:_______________________________________________________

Tickets requested for this activity _______ ________ # requested_____________

YES NO

Requested by:

________________________________

Organization’s Sponsor Date

Administrators Approval: _______________________________________________________Date:____________________

Activities Director Signature: ___________________________________________________ Date : ___________________

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JEFFERSON K-12: a SOMERSET SCHOOL

Must Use Green R E C A P S H E E T

See Mrs. Roberts/Treasurer

Date: ____________________________________

______________________________________________

Account Name

SOURCE AND EXPLANATION OF COLLECTIONS:_______________________________________________________________

|Student Name |Cash |Check/Check# |Receipt # |$ Amount $ |

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Total: $ ____________

_____________________________________________ _________________________________________

**Printed Name of Originator/ Sponsor** **Signature of Originator/ Sponsor**

* * * * Treasurer OFFICe Use Only * * * *

Received by: _____

TREASURER

Total(s): _______________ _________________ __________ Revised June 2019 NW

Cash Coins Checks

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Name of Club

Date & Time

Date & Time

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