Miscellaneous Activity Fund Guidelines

Account Balance

Due to Finance reporting requirements, campuses /departments are required to cover Activity Fund negatives by the 5th of every month.

Alcoholic Beverages

The purchase of alcoholic beverages with school funds is strictly prohibited.

Babysitting Services

Babysitting Services are prohibited on Round Rock ISD premises. This type of service (whether provided by students or parents) is outside of the District’s liability insurance because it is not part of the District’s regular activities. In addition, this activity does not fall under the District’s immunity from liability under Texas Law.

Benevolence/Social Funds

Social funds are defined as funds generated or contributed solely by school personnel to be utilized and expended at the school’s discretion. All expenditures for hospitality, condolence, or any other purpose for the sole benefit of the school personnel shall be paid out of social funds.

Expenses explicitly prohibited are the following:

  • Cash or Gift Cards
  • Contributions to organizations in lieu of flowers (American Cancer Society, etc.)

Benevolence Using Campus/Principal’s Funds

There are specific criteria that must be adhered to when using these funds. Principals may at his/her discretion use funds from the campus/principal’s account to purchase flowers in the event of a campus employee’s or campus student’s death.

At no time should club activity funds or budgeted monies be used for this purpose. Specific requirements are listed below:

  • Must be death of a campus employee, former employee, campus student or former student (expenditures for spouses, children, siblings, parents or other relatives or any other purpose shall be paid out of social funds)
  • Must be limited to purchases of flowers, plants or other similar expression of sympathy
  • Purchase should be limited to $80

Expenses explicitly prohibited are the following:

  • Cash or Gift Cards
  • Food
  • Contributions to organizations in lieu of flowers (American Cancer Society, etc.)

Cafeteria Deposits

On a daily basis, the cafeteria manager and cashier will bring the daily lunchroom deposit to the campus office. This deposit must be in a tamper evident bank bag in order to be accepted by the business agent. The deposit will be stored in the vault for safekeeping until it is picked up by the armored car courier.

Cash Loss

The student activity funds sponsor will be held responsible for any student activity fund entrusted to them. The sponsor will reimburse the student organization for any money which is lost due to carelessness, theft, fraud, or failure to follow established procedures. In the event of a cash loss/theft notify the:

  • Campus Principal
  • Internal Auditor
  • General Accountant

Community Service

In accordance with Board Policy FJ (Regulation), proposals for any fund-raising activity must be submitted in accordance with the procedures outlined in the Financial Resource Manual.

The Board realizes that community service is an integral part of the instructional process. An established student organization may adopt a community project with an entity qualified under federal tax law to receive donations for charitable purchases. These organizations must file a copy of their approved 501(c)(3) status with the Financial Services Department prior to the start of the fundraising activity. Adopted projects shall not benefit an individual or an organization without a 501(c)(3) status.

View listing of approved 501(c)(3) organizations

Faculty Expenditures Using Campus/Principal’s Funds

Campus activity funds are generated by the school for the general operation of the school. Expenditures should provide a direct or indirect benefit to students. As such, expenditures for the faculty (refreshments, t-shirts, etc.) should be limited. Principals may purchase one t-shirt annually for each staff member in an effort to generate school spirit and for security purposes. Budgeted funds may not be used for this purpose.

The principal may, at his/her discretion, provide refreshments for a faculty meeting and may assist with the expenditures for a faculty or year-end gathering, a maximum of two times per school year and a cost not to exceed $10.00 per person. In lieu of a faculty gathering, principals may purchase appreciation gifts for faculty at a cost not to exceed $10 per person. Appreciation gifts must be items that can be used in the workplace to assist in completing job responsibilities (examples of acceptable gifts: notepads, writing utensils, magnets, lanyards, tote bags, etc.). Purchasing gifts that are of a personal nature are prohibited. At no time should budgeted monies be used for this purpose.

Watercraft rentals are not covered under the District’s liability insurance and are therefore prohibited.  Rentals cannot be rented under the District’s name. If decided to still rent the watercraft, whoever is signing the contract will be the one liable if and when something happens.

Fundraisers

Under no circumstances should campuses or organizations participate in door-to-door solicitation, donation campaigns of any kind (examples: formal solicitations, letter campaigns, “can shakes”, etc.) nor enter into agreements with solicitation firms. Campuses are not allowed under Texas Law to conduct raffles, bingo, and other games of chance. Campus specific donation campaigns will be considered on a case-by-case basis.

Gifts, Awards and Incentives

Gifts to Individuals (students, staff, volunteers)
Gifts to individuals that are of a personal nature are considered gifts of public funds and are prohibited. (See Benevolence/Social Funds below)

Employee Appreciation Gifts

Purchasing gifts that are of a personal nature are prohibited. At no time should budgeted monies be used for this purpose.  The principal may, at his/her discretion, provide refreshments for a faculty meeting and may assist with the expenditures for a faculty or year-end gathering, a maximum of two times per school year and a cost not to exceed $10.00 per person. In lieu of a faculty gathering, principals may purchase appreciation gifts for faculty at a cost not to exceed $10 per person. Appreciation gifts must be items that can be used in the workplace to assist in completing job responsibilities (examples of acceptable gifts: notepads, writing utensils, magnets, lanyards, tote bags, etc.).  Purchasing Gift cards are prohibited.

Student Awards

At certain times during the school year it may be necessary to reward a student or group of students for their achievements (honor roll, perfect attendance, etc.) not to exceed $10. The principal of a school should exercise caution when rewarding students for an activity that could be associated with the UIL to ensure compliance with UIL rules and regulations.  Examples of appropriate student awards: trophies, ribbons, certificates, plagues, desk accessories, food. Students participating in fundraising activities may be awarded at a cost not to exceed $25 for top sales. Purchasing gift cards and giving cash awards are prohibited.

Employee Achievement/Retirement Recognition

Achievement Awards
Employee achievement awards, shall be presented to an employee as part of a meaningful presentation, i.e., end-of-the year employee recognition, Teacher/Staff of Year recognition.

  • Must be a campus employee
  • Must limit purchases to flowers, plants, plaques
  • Purchases should be limited to $25

Expenses explicitly prohibited are the following:

  • Cash or Gift Cards
  • Contributions to an organization in the employee’s name (American Cancer Society, etc.)

Retirement Recognition

There are specific criteria that must be adhered to when using these funds. Principals may at his/her discretion use funds from the campus/principal’s account to purchase retirement recognition items for a campus employee.

Specific requirements are listed below:

  • Must be a campus employee
  • Must limit purchases to flowers, plants, plaques
  • Purchase should be limited to $25

Expenses explicitly prohibited are the following:

  • Cash or Gift Cards
  • Contributions to an organization in the employee’s name (American Cancer Society, etc.)

At no time should budgeted monies be used for this purpose.

High School Graduating Classes (High Schools Only)

Long-standing traditions have been developed over the years for each class as they enter high school. Typically, during the freshman and sophomore years, a variety of fundraisers take place to generate funds for prom and senior projects.

Funds should be set aside to assist students who wish to attend prom, but are unable to pay the full price of admission due to financial hardship. The campus principal shall have the authority to determine a student’s hardship status based upon their qualification for free/reduced lunch.

It is customary for the senior class to present a gift to the school on behalf of the class based on a vote of the class membership. The gift should benefit the campus as a whole. Suggested items include campus beautification projects, improved signage, etc. If desired, the class may also assist with graduation awards & expenes and Project Graduation. Remaining funds should be devoted to assist the incoming freshman class with startup funds.

Expenses for meals, memberships, and floral arrangements are prohibited from senior class funds, except as associated with the prom.

Principal’s Account Balance

A minimum of three months operating expenditures should be maintained in the principal’s activity account at all times. How to Calculate Minimum Balance

Payments to Employees

Payments and gifts to employees are not permitted from the student activity fund. Purchase of gifts for special occasions, e.g. baby showers, retirements, birthdays, should be purchased using the Benevolence/Social Funds.

Personal Check Cashing

Employee personal checks may not be cashed or substituted for cash collections.

Refunds

All refunds for students under eighteen (18) years of age for tuition, textbooks, etc., must be generated on a school check payable to the student’s parent or legal guardian. Cash refunds from the petty cash account or previously receipted monies are not allowed.

Scholarships

If a club wishes to donate a portion of their ending balance to the scholarship fund, the officers and sponsors of the organization must submit a signed request to the principal. The funds will then be transferred to the scholarship account. A committee of faculty members will evaluate the scholarship applicants and will make a recommendation of recipients and award amounts.

School Store

An accurate inventory of school store supplies must be maintained at all times. This inventory should reflect those items which are given to individuals as a goodwill gesture.

1099 Requirements

In order to ensure that Round Rock ISD properly reports all payments to the IRS, a Contract Services Agreement (CSA) and a W-9 form must be received by the Purchasing Department for all contracted services performed by a private individual (non-employee) or company. The Contract Services Agreement must be completed and clearly indicate the vendor’s name, tax identification number, as well as a description of the service conducted. Both the vendor and campus principal must approve and sign the CSA form. All vendors are required to submit a W-9 in order for payment to be processed. The W-9 form completed should be the most recent version published by the IRS and signed by the vendor. The campus may contact the Purchasing Department for clarification.

Safekeeping of Support Organization’s Funds

Support organizations (PTAs, PTSAs, Project Graduation, and Booster Clubs) shall not store funds on District property. Organizations are expected to have representatives on campus to collect funds during fundraising events. Employees are not authorized to assist outside organizations in their collections.

In rare instances when employees do accept funds meant for the outside organization, the funds will be deposited in the organization’s drop-slot safe or drop-slot locked box for safekeeping until retrieval by an organization representative. Employees are not authorized to have access to locked receptacles. The organization is responsible for purchasing a drop-slot safe or a drop-slot locked box that can be secured to the counter, wall, or floor. The unit should be placed in a location that is agreed upon by the campus administration and the organization whereas it’s accessible to the organization without interrupting the duties of the bookkeeper or office staff.

The organization must agree in writing to assume all liability and hold harmless and indemnify Round Rock ISD, its Trustees, employees, and agents, for any loss or damages arising out of the organization’s use of District facilities for safekeeping of the funds. The Waiver of Responsibilities form must be signed annually in September by campus representatives and official representatives of the organization. In the event representatives for either party change, a new Waiver of Responsibility form must be completed. Waivers should be submitted by the campus to the Financial Services Department in October.

Spouse’s Expenses

Payments for expenses incurred by spouses are considered illegal gifts of public funds unless the spouse is representing the school district in an official capacity. Reimbursement for spouse expenditures must be received within 30 days.