School Accounting
Presentation
∗ This form must be completed BEFORE any expenditures have been incurred. ∗ Reminders:
∗ An amount must be written in the “Prior Approval Not to Exceed”
∗ Any changes to this amount should only be initialed by the Principal.
∗ Every Request for Withdrawal (RFW) must have the Account Name and
Number listed. This information must match the Chart of Accounts. For Transfers the Account Number and Name must be listed on the “Transfers Funds To”
∗ Detail Explanation or Purpose of Payment must be specific and the words
“ETC” are not acceptable. Field Trips should include place and date of the trip. Please note that if specific items are listed that is the only items that were approved to be purchased. The words “Such As” allows a little more flexibility with purchases.
∗ Any changes must be initialed by the person making the change.
Exception: “The Prior Approval Not To Exceed” (Principal’s initials only)
∗ Signature for Account Sponsor must match the name listed on the Chart of
Accounts for that specific account.
∗ The ONLY exception is when the Principal is listed as the Account Sponsor
his/her name must remain on the Chart of Accounts as Account Sponsor. The Assistant Principal would sign as Account Sponsor on the Request for
Withdrawal.
∗ The Principal’s signature should be dated.
∗ A proper receipt/invoice must be attached to the RFW. For receipts for Donuts
or Pizza if the receipt is not detailed the person purchasing the items would write on the receipt how many items were purchased. Example “ 4 large Cheese Pizzas”
∗ All transfers must have supporting documentation.
∗ Check Posting information must be completed for both Checks and Transfers.
When paying one check for Multiple RFWs the total amount of the check would be listed on each RFW. Example: Total amount of the check was $250; 1st RFW
∗ All checks should be signed by an authorized signor. If a check is payable to the
Principal the Assistant Principal must sign the check.
∗ Billy Guidry & Matt Dugas should be added to all Bank Accounts.
∗ SAF Form 2-A Receipt of Payment for Non-Employee Contract Services must be
completed and kept on file with the RFW.
∗ A W-9 must be kept on file for all individuals that perform services that are not
employees of the Lafayette Parish School System.
∗ Example: Security, Officials, DJs, and Caters. All raffle winners must complete a W-9
∗ The word “VOID” should be written on the face of all voided checks.
∗ The signature blank must be removed on ALL Voided Checks. Even if a report is
printed on the check the signature line should be removed.
∗ The check should be voided properly in the EPES System by using the “VOID this
Check” feature in EPES. If the check was handwritten and voided it still needs to be entered into EPES with amount of the check and voided properly.
∗ The system generated number must be provided on the School Deposit Receipt (SDR). This
should be done before the “Yellow Copy” is returned to the Account Sponsor.
∗ The person completing the SDR must sign as Depositor. The Secretary/Bookkeeper should
never complete a SDR.
∗ The Secretary/Bookkeeper signature must be provided on the SDR.
∗ Source of Funds/Explanation of Deposit should be specific to the collection of funds and
provided for every SDR. Example “Field Trip to Zoo of Acadiana on 9/12”; “PTO T-Shirt Fundraiser”; “Crawfish Boil Fundraiser”; “Re-Deposit Start-up Ck 1234 for Football vs AHS.”
∗ The listing for individuals must include at minimum the Student’s First Initial, Last Name.
For the exceptions where there are no individual names provided the following would be used as the listing:
∗ Gate Collection ∗ Concessions
∗ Pencil Sales: # of pencils sold x price ∗ Start-up
∗ Book Fair Sales
∗ All SDRs must be check for accuracy. The Total Currency, Coins, and Checks must match the
listing provided by the depositor.
∗ Every SDR must have the Account Name and Number listed. This information must match
the Chart of Accounts.
∗ Any changes must be initialed by the person making the change.
∗ All Bank Deposit Slips must be attached to the SDRs. In the case where the bank does not
provided this information please contact School Accounting.
∗ All funds should be deposited in a timely manner. No funds should be held in a classroom
overnight.
∗ Donations for both check and cash should have a letter from the Donor stating what the
funds are to be used for. A copy of the letter should be attached to the SDR and the Account Sponsor should also maintain a copy for their files. If the letter is not attached it could result in a transfer from the account to the School’s General Account. Exception: Fundraiser donations: if someone give money in lieu of items a letter is not needed.
∗ SAF Form #12 Class Fee Collection Approval Form must be completed in detail
listing the items that are needed. This form should be completed for all Class and Club Fees. Prior written approval must be obtained before ANY fees are collected.
∗ A letter should be sent home to the parents notifying them of the amount and
detailed use of the fee being collected. (The items listed on SAF#12 and this letter must be the same)
∗ Teachers are required to keep a current log of all students who have paid and
have not paid their class fees.
∗ Supply money should be spent for classroom supplies and materials and not
used for permanent equipment.
∗ Yellow copies of both the RFW and SDR must be maintained with the teacher’s
files.
∗ If receipt books are used, it should be pre-numbered and at minimum duplicate
copy.
∗ A copy of the receipt should remain intact in the receipt book.
∗ Description of the payment should be listed on the receipt. Examples would
be “Class fee”, “T-Shirt Sale”, “4-H Club Fee”, “Cookie Dough Fundraiser”.
∗ Funds should be turned into the office daily.
∗ RFW with Prior Written Approval with an amount not to exceed must be
completed for all disbursements for these accounts.
∗ The Assistant Principal should always sign the RFW as Account Sponsor and the
Principal should always sign as Principal on All RFW for theseaccounts.
∗ SAF 2-B Employee Appreciation Event Notification Form: must be completed
and submitted to School Accounting prior to any incurred expenses. School Accounting verifies that each expenditure is in compliance with LPSS Policies. There should only be one form on file for each School Year.
∗ As a reminder each school’s employee appreciation account is limited to:
∗ 5 Meal Events not to exceed $15 per person ∗ 3 Gift Events not to exceed $20 per person
Employee Appreciation & Courtesy
Accounts
∗ A list of Employees that receive a meal or allowable gift must be attached to ALL
RFW out of the Employee Appreciation Account.
∗ For fundraisers that give a percent to the Employee Appreciation Account the
promotional material must be kept with SAF Form 6 School Fundraiser Approval Form .
∗ All gifts, meals, and/or treats for Employees can only come out either the
Employee Appreciation Account or Courtesy Account. The only exception are Business meals. Each school can use the school’s general fund for 2 meals. The meal cannot exceed $10 per employee. School Accounting should be sent the meeting’s agenda (agenda must indicate a working lunch or an abbreviated lunch break), copy of sign-in sheet, and details of the meal’s expenses
∗ SAF Form 6 Fundraiser Approval Form must:
∗ Receive prior written approval from the principal
∗ Provide a detail explanation of what the profits will be used for
∗ Provide the promotional material if a percent is for Employee Appreciation ∗ Have the Account Sponsor signature on the form. This acknowledges that
the Account Sponsor understands at minimum what documentation is required.
∗ Notify School Accounting prior to the start of the fundraiser
Fundraisers
∗ The Account Sponsor of the fundraiser must maintain the following:
∗ Completed and signed SAF Form#6 with promotional material if applicable ∗ Accurately complete a reconciliation of the fundraiser 2 weeks after the
completion.
∗ SAF 6-A Inventory should be used for items sales such as Candy Bars,
T-Shirts, Y Ties
∗ SAF 6-B Catalog should be used for catalog sales such as cookie dough
and wrapping paper
∗ SAF 6-C Book Fair should only be used for Book Fair Fundraisers. ∗ The name of each student/fundraiser participant
∗ The amount/number of items issued to each student/fundraiser participant ∗ The amount of funds collected by each student/fundraiser participant.
∗ An explanation of any discrepancies in the amount of funds and/or items ∗ All copies of invoices/expenses of the fundraiser
∗ Unsold/unused tickets (Raffles, Poboy Sales, BBQ)
∗ The sponsor of the club/organization conducting the fundraisers will
SAF Form 6
Ticket Sales Report Should include the following:
∗ Home School including Sport ∗ Opponent
∗ Date (Date of Game) ∗ Ticket Seller
∗ Gate Change (Start-up)
∗ Tickets Issued to Ticket Seller (this is the range of tickets given BEFORE the
event to sell)
∗ Tickets Remaining AFTER Event (this is the range of tickets returned unsold
after the event)
∗ Tickets Issued during the event is the difference between the first ticket
remaining and the first ticket sold.
The new audit rating was performed on 19 Schools. The scale is as follows: 92 -100 Excellent
83 – 91 Good 74 – 82 Fair
65 – 73 Unacceptable 0 - 64 Non-compliance 3 schools received a “Good” Rating 6 schools received a “Fair” Rating
4 schools received an “Unacceptable” Rating 6 schools received a “Non-compliance” Rating
∗ Average Overall Rating: 68% Unacceptable ∗ Disbursement Rating: 80% Good
∗ Voided Checks Rating: 94% Excellent ∗ Receipts Rating: 88% Good
∗ Class Fee Rating: 33% Non-compliance
∗ Employee Appreciation & Courtesy Rating: 66% Unacceptable ∗ Fundraiser Rating: 44% Non-compliance
∗ Athletics Rating: 72% Unacceptable
∗ The following forms are needed at the beginning of each School Year. Copies
should be forwarded to School Accounting:
∗ SAF Form 8 Principal/Assistant Principal/Secretary Bookkeepers
∗ SAF Form 9 Sponsor’s/Teacher’s Responsibilities for Financial Activities ∗ Chart of Accounts initialed by each sponsor and signed by the principal ∗ The Note Section in the EPES System should be utilized. If used properly this
can reduce the number of calls or emails from School Accounting in regards to various activities.
∗ Monthly Financial Reports:
∗ Are due the 20thof each month. If the deadline is missed an email should be
sent to School Accounting notifying that more time is needed and provide an expected completion date.
∗ A monthly breakdown of the NSF Account must be included
∗ Any donation to the Employee Appreciation account should provide the
donation letter from the donor
