Financial Accountabilit & Field Trips
Contracted Service Report
A Contracted Services Report (Form BD07 – DPS 1099 Documentation Form) must be completed for any person who has been employed as an official for an athletic event, DJ for a dance, ANYONE who is hired to provide a service. The information requested on the BD07 is necessary for processing tax information for the IRS.
A Contracted Services Report (Form BD07 – DPS 1099 Documentation Form) must be completed for any person who has been employed as an official for an athletic event, DJ for a dance, ANYONE who is hired to provide a service. The information requested on the BD07 is necessary for processing tax information for the IRS.
FUNDRAISER PROCEDURES
Fundraising
All fundraising must receive prior approval. Prior approval includes all school, classroom, club, or booster organizations.
The sponsor must complete the Application for Fund Raising (selling) Activity Form which is available from the bookkeeper, Denise Hamlett. Submission of the form does not guarantee approval.
All system and school accounting procedures must be followed. Club advisors must complete a Summary of Fund Raising Activity form. Teachers are not allowed to sign contractual agreements with fund raising companies in the name of the school or school sponsored organization. Individuals may be held fiscally accountable for all fundraising costs and profits.
Schools may limit major school- sponsored fund-raising activities. Activities shall not exploit students in any manner or interfere with the instructional day. Funds raised by the school sponsored activities need to be available and utilized for the educational benefit of the entire student body in a manner approved by the principal. There is no selling out of a classroom.
Approval from the principal is REQUIRED prior to any fundraiser activity. A Request for Fundraising Project form should be filled out and presented to the principal. A copy of all information pertaining to the fundraiser should be attached to the form when submitted to the principal. Information should not be handed out to students until approval has been given.
Denise Hamlett needs the original copy of the request form and copies of any information sent home with the students about the fundraiser. This information should clearly indicate a beginning and an ending date for receiving money for the fundraiser.
Money should be receipted and turned into Denise Hamlett daily.
A summary of fundraising activity form should be completed and turned in with a check request form for payment to the vendor. A check for payment will not be issued until after the Summary of Fundraising Activity form is completed and turned in to Denise Hamlett.
The only exceptions to this fundraising procedure are the PTA Fall Fundraiser and pictures. We do not receipt for these funds.
Fundraising
All fundraising must receive prior approval. Prior approval includes all school, classroom, club, or booster organizations.
The sponsor must complete the Application for Fund Raising (selling) Activity Form which is available from the bookkeeper, Denise Hamlett. Submission of the form does not guarantee approval.
All system and school accounting procedures must be followed. Club advisors must complete a Summary of Fund Raising Activity form. Teachers are not allowed to sign contractual agreements with fund raising companies in the name of the school or school sponsored organization. Individuals may be held fiscally accountable for all fundraising costs and profits.
Schools may limit major school- sponsored fund-raising activities. Activities shall not exploit students in any manner or interfere with the instructional day. Funds raised by the school sponsored activities need to be available and utilized for the educational benefit of the entire student body in a manner approved by the principal. There is no selling out of a classroom.
Approval from the principal is REQUIRED prior to any fundraiser activity. A Request for Fundraising Project form should be filled out and presented to the principal. A copy of all information pertaining to the fundraiser should be attached to the form when submitted to the principal. Information should not be handed out to students until approval has been given.
Denise Hamlett needs the original copy of the request form and copies of any information sent home with the students about the fundraiser. This information should clearly indicate a beginning and an ending date for receiving money for the fundraiser.
Money should be receipted and turned into Denise Hamlett daily.
A summary of fundraising activity form should be completed and turned in with a check request form for payment to the vendor. A check for payment will not be issued until after the Summary of Fundraising Activity form is completed and turned in to Denise Hamlett.
The only exceptions to this fundraising procedure are the PTA Fall Fundraiser and pictures. We do not receipt for these funds.
Field Trips - Please review Board Policy 3050.
In addition, field trip sponsors must complete and submit the request forms for the trip and transportation to the Principal, or designee, no later than two weeks in advance of the trip. For overnight trips you will be required to submit the request no later than four weeks in advance and follow the checklist provided. Field trips must meet specific educational needs and be planned in advance. The teachers must submit the appropraite Field Trip Paperwork to Denise Hamlett to include the field trip destinations and dates. Denise Hamlett will forward this plan to Ms. Williams for approval. Requests that do not meet these requirements will not be approved.
Sponsors of field trips must provide an alphabetized list of student participants to the main office at least five school days prior to the field trip. It is also a courtesy to email the list to the Riverside faculty so that they can plan for students to miss their instruction.
Field trips should not occur:
The ____________ to respect Fall testing,
and after ___________ due to AP exams and End-of-Year testing.
To line up field trips, the sponsor needs to arrange the destination activities and transportation. Teachers may use DPS Activity buses, Yellow School buses, or DPS Approved Charter buses. If DPSSB or RHSS activity buses are to be used, see Coach Duncan for a transportation request form (Form TR-08). The principal will need to sign all contracts for services. If charter buses are to be used, arrangements must be made with the bus company.
Please review the following procedures:
o Activity Bus (white buses) - $1.95 per mile
o Bus Driver - $18.50 per hour
All field trips require parental consent forms be signed by parents. Check Requests for the destination activities and/or charter buses must be submitted to Denise Hamlett two weeks before the field trip. Invoices must be attached to check requests.
If the RHS Activity bus is used, please have the driver complete the necessary paperwork and submit it to Denise Hamlett.
In addition, field trip sponsors must complete and submit the request forms for the trip and transportation to the Principal, or designee, no later than two weeks in advance of the trip. For overnight trips you will be required to submit the request no later than four weeks in advance and follow the checklist provided. Field trips must meet specific educational needs and be planned in advance. The teachers must submit the appropraite Field Trip Paperwork to Denise Hamlett to include the field trip destinations and dates. Denise Hamlett will forward this plan to Ms. Williams for approval. Requests that do not meet these requirements will not be approved.
Sponsors of field trips must provide an alphabetized list of student participants to the main office at least five school days prior to the field trip. It is also a courtesy to email the list to the Riverside faculty so that they can plan for students to miss their instruction.
Field trips should not occur:
The ____________ to respect Fall testing,
and after ___________ due to AP exams and End-of-Year testing.
To line up field trips, the sponsor needs to arrange the destination activities and transportation. Teachers may use DPS Activity buses, Yellow School buses, or DPS Approved Charter buses. If DPSSB or RHSS activity buses are to be used, see Coach Duncan for a transportation request form (Form TR-08). The principal will need to sign all contracts for services. If charter buses are to be used, arrangements must be made with the bus company.
Please review the following procedures:
- If using the DPS or RHS buses, a transportation request form must be submitted to Robert Duncan one month prior to the scheduled trip. This allows sufficient time to obtain bus drivers if needed.
- If DPSSB (yellow school buses) are used, buses cannot leave prior to 9:35 AM and must return no later than 1:45 PM.
- The following rates apply (these rates are subject to change):
o Activity Bus (white buses) - $1.95 per mile
o Bus Driver - $18.50 per hour
All field trips require parental consent forms be signed by parents. Check Requests for the destination activities and/or charter buses must be submitted to Denise Hamlett two weeks before the field trip. Invoices must be attached to check requests.
- Two weeks before the field trip, collected money for the activity and buses will be turned in to Denise Hamlett. Notify the cafeteria manager or assistant if students will not be eating in the cafeteria.
- One week before the field trip, the sponsor should (1) check with Denise Hamlett to see if checks have been processed to make sure buses are scheduled, and (2) notify other teachers if students will be absent from their classes.
- On the day of the field trip, signed, alphabetized Parental Consent: School Trips or Athletic Events forms should be given to Denise Hamlett.
- After the field trip, sponsors should turn in a Field Trip Summary form for DPSSB (yellow buses) or “RHS Activity Bus Mileage” forms to Denise Hamlett.
If the RHS Activity bus is used, please have the driver complete the necessary paperwork and submit it to Denise Hamlett.
Purchases
Most purchases are for budgeted instructional materials, equipment, and supplies. The School Improvement Team will approve most purchases.
Under no circumstances are purchases to be made without prior approval from the principal’s office.
1. Fill out a Requisition form (located in the faculty lounge) and submit for Denise Hamlett’s review and the principal’s approval. Denise Hamlett will return the APPROVED form to the teacher.
2. The bookkeeper will key in the requisition and notify the teacher when he or she can shop for the materials.
3. Return the order form or invoice into Denise Hamlett to process the payment.
4. WHEN RECEIVING THE ORDER, NOTIFY Denise Hamlett of items received or discrepancies and turn in all paperwork received from vendor.
5. If there are requests for funds for registration and mileage, use a BD-02 form. Receipts must be attached. Turn this information in to Denise Hamlett. Payment will be mailed directly to the teacher.
Purchases greater than $2,500:
1. Fill out a Purchase Order Request form with supporting documents and submit to Denise Hamlett for review and the principal’s approval.
2. DO NOT PLACE AN ORDER; Denise Hamlett will place the order or give instructions for the next steps
To be reimbursed for a purchase made (with prior approval), attach the receipt to the Request for Check form and give it to Denise Hamlett. The reimbursement check will be prepared, and Denise Hamlett will notify the faculty member when it is ready to be picked up. Denise Hamlett will request the signature of the individual picking up the check.
Most purchases are for budgeted instructional materials, equipment, and supplies. The School Improvement Team will approve most purchases.
Under no circumstances are purchases to be made without prior approval from the principal’s office.
- PURCHASES FROM OUTSIDE VENDORS
1. Fill out a Requisition form (located in the faculty lounge) and submit for Denise Hamlett’s review and the principal’s approval. Denise Hamlett will return the APPROVED form to the teacher.
2. The bookkeeper will key in the requisition and notify the teacher when he or she can shop for the materials.
3. Return the order form or invoice into Denise Hamlett to process the payment.
4. WHEN RECEIVING THE ORDER, NOTIFY Denise Hamlett of items received or discrepancies and turn in all paperwork received from vendor.
5. If there are requests for funds for registration and mileage, use a BD-02 form. Receipts must be attached. Turn this information in to Denise Hamlett. Payment will be mailed directly to the teacher.
Purchases greater than $2,500:
1. Fill out a Purchase Order Request form with supporting documents and submit to Denise Hamlett for review and the principal’s approval.
2. DO NOT PLACE AN ORDER; Denise Hamlett will place the order or give instructions for the next steps
- PURCHASES FROM FUND 6 – WORKING FUND ACCOUNT
To be reimbursed for a purchase made (with prior approval), attach the receipt to the Request for Check form and give it to Denise Hamlett. The reimbursement check will be prepared, and Denise Hamlett will notify the faculty member when it is ready to be picked up. Denise Hamlett will request the signature of the individual picking up the check.
Receipt Procedures
All staff members who will be collecting money will be issued a DPS pre-numbered receipt book by the school bookkeeper. Another receipt book will be issued only when the first one has been completed and turned in to Denise Hamlett. All receipt books issued must be accounted for at the end of the school year.
Use a receipt book to account for all money collected. As money is collected, prepare a receipt, give the white copy to the students and retain the yellow and pink copies in the receipt book. If an error is made in writing a receipt, do not write over the incorrect amounts. Write “VOID” on the original and duplicates and retain all copies in the receipt book. If a duplicate receipt is dim or illegible, do not write over any information. Enter information above or below and initial. This will avoid the appearance that the receipt has been altered in any manner. Fill out the receipt completely. Indicate if the money collected was cash or check (if check, include the check # on the receipt). Indicate on the receipt the account to which the money is to be deposited, i.e. textbooks, athletics, etc. Use a ballpoint pen and press firmly.
Exceptions: (1) Yearbook Sales – Money collected for yearbook sales should be brought to the yearbook advisor who will write a receipt for the student and turn the money in to Denise Hamlett to be deposited. (2) PTA Fundraising Projects – The PTA will be solely responsible. Money will not be receipted by the teachers and will not be deposited into the school bank account. (3) Picture Sales – Money collected for pictures sales should not be receipted by the teachers and will not be deposited into the school bank account.
****Receipt funds only in the receipt book ISSUED to you.
All staff members who will be collecting money will be issued a DPS pre-numbered receipt book by the school bookkeeper. Another receipt book will be issued only when the first one has been completed and turned in to Denise Hamlett. All receipt books issued must be accounted for at the end of the school year.
Use a receipt book to account for all money collected. As money is collected, prepare a receipt, give the white copy to the students and retain the yellow and pink copies in the receipt book. If an error is made in writing a receipt, do not write over the incorrect amounts. Write “VOID” on the original and duplicates and retain all copies in the receipt book. If a duplicate receipt is dim or illegible, do not write over any information. Enter information above or below and initial. This will avoid the appearance that the receipt has been altered in any manner. Fill out the receipt completely. Indicate if the money collected was cash or check (if check, include the check # on the receipt). Indicate on the receipt the account to which the money is to be deposited, i.e. textbooks, athletics, etc. Use a ballpoint pen and press firmly.
Exceptions: (1) Yearbook Sales – Money collected for yearbook sales should be brought to the yearbook advisor who will write a receipt for the student and turn the money in to Denise Hamlett to be deposited. (2) PTA Fundraising Projects – The PTA will be solely responsible. Money will not be receipted by the teachers and will not be deposited into the school bank account. (3) Picture Sales – Money collected for pictures sales should not be receipted by the teachers and will not be deposited into the school bank account.
****Receipt funds only in the receipt book ISSUED to you.
Depositing Money
DPS may not maintain separate bank accounts for money received from students or patrons for any reason. All money must be properly accounted for from the time of receipt until deposited into the Individual School Account. The only exception is as follows: A faculty representative will be allowed to maintain a bank account for the purpose of depositing money collected from the staff to be used for cards, flowers, and gifts in the event of death, sickness, weddings, births, etc. (Sunshine Committee)
Teachers should turn in daily money collected during any given day to Denise Hamlett by 2:00pm. Money must not be held in a desk drawer until the next day. At the end of the day, summarize the receipts in the receipt book by account number and prove the money to be the total of the receipts. Money wrappers will be provided by Denise Hamlett. Roll coins if there is a full roll and bundle $1.00’s (all turned one way) in bundles of $50.00. Complete a Deposit Ticket. Take the money, Deposit Ticket, and the receipt book to Denise Hamlett. Collections will be processed and deposited and receipts will be stapled to the corresponding receipts in the receipt books, maintaining a perpetual audit. A written notice will be placed in the teacher’s file if these procedures are not followed.
DPS may not maintain separate bank accounts for money received from students or patrons for any reason. All money must be properly accounted for from the time of receipt until deposited into the Individual School Account. The only exception is as follows: A faculty representative will be allowed to maintain a bank account for the purpose of depositing money collected from the staff to be used for cards, flowers, and gifts in the event of death, sickness, weddings, births, etc. (Sunshine Committee)
Teachers should turn in daily money collected during any given day to Denise Hamlett by 2:00pm. Money must not be held in a desk drawer until the next day. At the end of the day, summarize the receipts in the receipt book by account number and prove the money to be the total of the receipts. Money wrappers will be provided by Denise Hamlett. Roll coins if there is a full roll and bundle $1.00’s (all turned one way) in bundles of $50.00. Complete a Deposit Ticket. Take the money, Deposit Ticket, and the receipt book to Denise Hamlett. Collections will be processed and deposited and receipts will be stapled to the corresponding receipts in the receipt books, maintaining a perpetual audit. A written notice will be placed in the teacher’s file if these procedures are not followed.