Campus Change Fund Order/Redeposit Procedures
At various times, it may become necessary to have change available during campus events. Please plan ahead as a mandatory two-week notice is necessary for the Treasury Dept. to request needed funds from the bank.
Campus Bookkeepers are responsible for complying with the procedures and guidelines outlined here in the FIRM (Financial Information Resources Manual) and assisting campus staff as needed. Strict controls must be maintained by keeping change funds in a locked box in the school vault accessible by only the bookkeeper and the principal when not in use. Use the Activity Fund Campus Change Fund Tracking Form to manage change funds issued to sponsors.
Change funds must be returned to the bookkeeper once the event is over.
Procedures for maintenance of change funds are as follows:
To request a change fund order:
- Complete the change fund form and ensure principal signature is at the bottom
- Email completed form two weeks in advance of scheduled event
- An order confirmation will be returned to the campus secretary/bookkeeper and principal
- Order will be delivered by the armored courier
To deposit the change fund order:
- Complete Tabulation of Monies form
- Sponsor and bookkeeper verify currency and sign form
- Complete the Operating deposit slip
- Process an Invoice Entry in Munis
- Post the change fund amount 498-00-XXX-00-0000-110500
- Bookkeeper completes deposit slip and places the deposit in the armored transport bag to await pickup
Email Email Change Orders if you would like to:
- increase or decrease the change fund amount
- cancel an order