Rocklin Unified Associated Student Body Training Fall 2009


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  • If any schools have open bank accounts currently that they are not sending monthly reporting to the district office they need to start immediately
  • Did everyone hear about RHS being robbed they lost $4000.00.Cash collection documents and receipt document are what the auditors will review
  • Auditors noted this the last audit.
  • Currently being processed by Sue Lain reminders will be sent in early December
  • Summary for future reference
  • Send to Diane’s attention she will take are of the board approval
  • Carry forward account balance must match prior months ending balance.Book balance bank balance.
  • Rocklin Unified Associated Student Body Training Fall 2009

    1. 1. Rocklin Unified Associated Student Body<br />Presented by:<br />Toni Edgerton<br />
    2. 2. Raise money for STUDENT activities<br />Allows students to participate in co- and extra-curricular activities<br />Learning good business practices<br />Purpose of an ASB <br />
    3. 3. Organized<br />Middle and High Schools<br />Students make decisions about <br />Fundraisers<br />Expenditures<br />Advisors and School Principals<br />Provide assistance and guidance<br />Types of ASB<br />
    4. 4. Unorganized<br />Elementary<br />Adult Ed, ROP, Continuation<br />Principals or Advisors make decisions<br />Limited student decision making<br />Types of ASB<br />
    5. 5. State of California<br />Legislature writes laws<br />CDE Develops policy regarding legislation<br />State relies on district governing boards to enforce laws<br />Who is involved?<br />
    6. 6. Governing Board <br />Ultimately responsible for everything in the district<br />Must approve formation of ASB<br />(E.C. Section 48930)<br />Superintendent<br />Ensures board policy implemented <br />Communicates<br />Board policy importance<br />Problems identified in audit<br />Investigates allegations of misappropriations immediately<br />Who is involved?<br />
    7. 7. Business Office Staff<br />General oversight<br />Resource to site staff<br />Provides training<br />Site visits<br />Review reconciled bank statements monthly<br />Report account activity summary annually<br />Work with staff to resolve audit findings<br />Who is involved?<br />
    8. 8. Elementary Principal – Unorganized ASB<br />Decision & Operations<br />Reviews and approves monthly reconciliations <br />Number of fundraisers each year<br />How funds will be spent<br />Monitor results of activities<br />Ensure laws and board polices are followed<br />Works with business office<br />Reports fraud, abuse or theft to the district office immediately<br />Who is involved?<br />
    9. 9. Secondary Principal – Organized ASB<br />Communicates and enforces policies and processes.<br />Appoints club advisors<br />Advisors must be a certificated employee<br />Supervision <br />ASB Bookkeeper<br />ASB Advisors<br />Validation of expenditures<br />Works with district business office <br />Reports fraud, abuse or theft to the district office immediately<br />Who is involved?<br />
    10. 10. ASB Bookkeeper or Designee<br />ASB funds<br />Safeguarded at school site <br />Have a secure place – limited access<br />Timely deposits with bank<br />Maintains adequate financial records <br />Reconciles bank account EACH MONTH<br />Who is involved?<br />
    11. 11. Student Council <br />Organized ASB<br />Oversees student clubs<br />Authorizes fund-raising events<br />Adopts annual budget<br />Approves expenses from student funds<br />Primary authority<br />Represents ALL Students<br />Who is involved?<br />
    12. 12. Independent Auditors<br />Annual financial review<br />Reports any audit findings in annual audit report<br />Identifies problems or weakness<br />Assists with fraud investigation<br />Who is involved?<br />
    13. 13. Food Service Department<br />Resources to ensure compliance with food regulations (wellness policy)<br />Non-competitive sales<br />Build partnerships<br />Who is involved?<br />
    14. 14. Who is NOT involved? Why NOT?<br />Booster Clubs, PTC’s, PTA’s, Foundations<br />Not legally part of school district<br />Not included with annual audit<br />Separate tax ID<br />Funds not controlled by students or principal<br />
    15. 15. Form the organization<br />Establish the bank account<br />Board and District office approval required<br />Authorized signatures <br />Select an accounting system<br />Can be manual or computerized<br />Implement internal controls<br />Operations of an ASB<br />
    16. 16. Organized only<br />Formal Application<br />Constitution<br />Bylaws<br />Establish budget<br />Maintain meeting minutes<br />Operations of an ASB<br />
    17. 17. Approval Required<br />School Board<br />District Office<br />Use district federal tax ID number<br />Any external accounts using the district tax ID must be monitored by the school’s administrator and submitted to the district office for review<br />The title must be in the name of the ASB organization<br />Example: Antelope Creek Student Fund <br />Establishing the bank account<br />
    18. 18. Only used by the ASB <br />No other activities should run through this account<br />Must have 2 signers<br />Must be district employees<br />Must NOT be the person reconciling the account<br />Establishing the bank account<br />
    19. 19. Segregating duties<br />Those who initiate or authorize transactions<br />Those who execute the transaction<br />Those responsible for the item resulting from the transaction<br />Internal controls<br />
    20. 20. Collection and deposit of money <br />Collector (Teachers/Advisors) of funds has a reconciliation of monies received<br />Cash Collection document<br />Numbered tickets<br />Cash register or receipt book<br />Gives cash or checks to ASB Bookkeeper or Designee<br />Bookkeeper does a second count of money<br />Deposits in a timely manner 2-3 days<br />Never leave money at a school over the weekend or holidays<br />Credits proper club or sub-account<br />Creates deposit receipt; gives copy to teacher or advisor<br />Reports any discrepancies<br />Internal Controls- Cash Receipts<br />
    21. 21. Do NOT allow:<br />Teachers to deposit funds collected into personal accounts<br />Teachers to collect funds without prior approval<br />Principals, advisors, bookkeepers should already be aware of the activity or reason to collect funds<br />Do NOT co-mingle funds with external accounts (PTC accounts)<br />Revenue and Expenses should be accounted for within the same account<br />Internal Controls – Cash Receipts<br />
    22. 22. Example: Tony Crane If you deposit ticket sales for the event in the ASB account, payment of expenses must come from the ASB account. If you choose to use the PTC account, then deposits and expenses should occur within the PTC account.<br />ASB or PTC’s can do the accounting function for Tony Crane, or other event’s, as long as the above guidelines are followed.<br />Internal Controls <br />
    23. 23. Paid by ASB<br />Independent Contractor<br />Disk jockey<br />Photographer<br />Entertainer (Tony Crane)<br />Fills out W9 prior to working <br />Income reported on 1099 annually <br /> ASB Consultants <br />
    24. 24. Follows the calendar year<br />Report to the district office prior to winter break<br />Cumulative total for ASB expenses paid to any consultant<br />1099 Reporting <br />
    25. 25. Do NOT comingle district funds with student funds<br />Any student fees received for curricular activities should not be deposited into the ASB account. These fees should be accounted for by the district office. All expenses should be paid from the district accounts not the ASB account.<br />These include:<br />Elective class fees, home economics, construction technology, art<br />Library fines<br />Textbook fines<br />Internal Controls<br />
    26. 26. FEES<br />Appropriate for ASB Account<br />Not Appropriate for ASB Account<br />Lost text books<br />Lost Library books<br />Damage to school property<br />Materials for fabrication of item student is keeping (must not exclude any student) for classes that occur during the regular school day<br />Field Trips<br />Admission to after school activities<br />Dance<br />Performances<br />Athletic Event<br />
    27. 27. Approval of fundraising events<br />Ed. Code 48932 allows the board to authorize fundraising<br />District Board Policy 3452 requires Principal to annually submit a list of fundraising events to Superintendent or designee.<br />Things to consider <br />Educational experience<br />Voluntary<br />Frequency/schedule<br />Student Safety<br />Allowable by insurance company<br />Fundraising<br />
    28. 28. Allowable Fundraisers<br />Athletic events<br />Concession sales<br />Entertainment and dances<br />Fundraising <br />
    29. 29. Unallowable Fundraisers<br />By Law<br />Raffles/games of chance<br />Insurance coverage due to risk <br />Mechanical or animal rides<br />Darts, arrows or other weapons<br />Objects thrown at people<br />Pie toss<br />Dunk tanks<br />Destruction of objects<br />Trampolines<br />Rental of district property<br />Fundraising<br />
    30. 30. Must be board approved<br />Not appropriate for deposit into ASB accounts and should be sent to the district office<br />Examples:<br />United Auburn Indian Grants<br />Wells Fargo Matching Gift Program<br />Target giving<br />Gifts, Grants and Donations <br />
    31. 31. Must promote the students general welfare, morale, and education experience<br />Must be outside of what the school district should provide from their general funding sources<br />Expenses <br />
    32. 32. Expenses<br />ALLOWABLE <br />UNALLOWABLE<br />Field trips/excursions<br />Extra curricular athletic costs<br />Student store products<br />Social events<br />Entertainment costs<br />Class parties<br />Faculty meeting costs<br />PTC costs<br />Gifts given to any individual <br />Gift cards or cash<br />Flowers<br />Candy<br />Gifts to a needy family<br />Donations to organizations<br />
    33. 33. Per recent audit, bank statements must be opened, reviewed, initialed and dated by Principal prior to reconciliation.<br />Must be accurate<br />After reconciliation send copies of the bank statement, ledger and bank reconciliation cover sheet to district office.<br />Any needed accounting adjustments must be made in the current month’s account records.<br />Monthly Procedures <br />
    34. 34. Deposit all receipts<br />Pay all outstanding bills for goods and services received<br />May require contacting vendors for outstanding bills<br />Post all transactions for the school year<br />Reconcile bank statements<br />Finish up year end accounting in August when you return<br />Year End Procedures<br />
    35. 35. Principal is responsible employee for ASB<br />Procedures developed for employee protection<br />Safe cash handling<br />Legal and appropriate expenditures<br />Accurate record keeping<br />Timely reconciliations<br />Business office review<br />Prevent audit findings<br />Summary of ASB<br />
    36. 36. Resources <br />Online help desk<br />$1132#anchor12345<br />
    37. 37. RUSD Board Policies... <br /><br />The public may access Rocklin Unified School District Board Policies by clicking onto the website above and typing in:<br />Username: public<br />Password: rocklin<br /> Resources <br />