Collections
All athletic collections received must be deposited twice per week. All funds must be supported by some type of record documenting the source and amount of funds (tabulation of monies collected form, cash receipt form, ticket sales record, etc.)
The accuracy of the records and money must be immediately verified by counting all currency and coins and running an adding machine tape of any checks submitted. The totals should be compared to the totals reflected on the supporting documentation and any differences calculated.
Money collected should not be kept overnight in a desk or file cabinet, nor should it be taken home by any employee. If, for some reason, all records cannot be completed and recorded before the end of the day, the funds should be locked in a locking bank bag or a tamper-evident bag and stored in the campus safe or vault. Funds should remain secured in the campus safe until the secretary and the sponsor can verify the funds and complete the deposit . (See Accepting Checks)
Personal check cashing by employees is prohibited by District policy. Likewise, cash should not be removed from Athletic collections and replaced with a personal check. In addition, cash collections may not be used to purchase supplies, refreshments or for any other purpose. Athletic collections must be deposited intact, in the same manner in which they were received.
View the links below for additional information.
- Accounting for Fund Raising Activities
- Before your next fundraiser, read this…
- Miscellaneous Activity Fund Guidelines
- Do you have all the facts about student funds?
- Sales Tax Collections
- Are you collecting tax properly?
- Faculty and Staff Supplement
- What all sponsors should know.
Disbursement of Funds
Disbursement vouchers and fundraiser applications must be signed by the campus athletic coordinator and principal.