FILE: DK
STUDENT ACTIVITY FUNDS MANAGEMENT
The Sabine Parish School Board believes that student activity funds generated at the school should be used to benefit the whole student body, as much as possible, both educationally and physically. In keeping with this basic principle, student activity funds should be raised only for specific purposes, such as to provide necessities not provided by the school system, to promote the general welfare of all students, and to provide extra-curricular activities for the student body as an aid to a well rounded school program. Monies contributed to this fund should be spent to benefit those students currently in school for they are the ones who have contributed the monies.
It shall be the policy of the Sabine Parish School Board that all monies received by the school from the School Board and/or all monies collected in the name of the school for school related purposes by student, parents, school personnel, and school patrons shall be under the custody and control of the principal. The principal shall be responsible and accountable for said funds.
The treasurer and/or designated officer of student and/or school related organizations shall keep a record of said organization's account (including receipts and disbursements; however, said funds shall be deposited in the general school account and incorporated in the general accounting records maintained by the school.)
Uniform procedures shall be established throughout the parish to assure the proper accounting for, and expenditure of, all funds under the control of individual schools. School funds shall be subject to regular audit by the central office.
Implementation of the procedures as developed by the central office shall be the responsibility of the school principal or his/her designee.
The procedures shall assure:
The proper identification of monies belonging to various groups and organizations or monies raised and designated for various purposes.
Proper crediting of deposits, with receipts issued depositors.
Safeguarding of cash and prompt deposit, daily, if possible, of all monies received.
Proper authorization for purchases. All requests for purchases in amounts of more than $7,500 shall be referred to the central office and handled in line with School Board policy on obtaining price quotations and bids.
Proper authorization before payment of invoices.
Payment of bills by check, signed by group sponsors as authorized by the principal. Proper supporting documents for all expenditures.
Prompt payment of bills.
Use of standardized bookkeeping method and reporting procedures as furnished by the central office.
Proper use of pre-numbered tickets for athletic events.
Periodically reconcile concession receipts by inventory method.
The Central Office shall receive monthly reports from the individual schools of all income, expenditures, and balances in the various accounts.
Revised: October, 1998
Ref: La. Rev. Stat. Ann. ยงยง17:196, 17:414.3, 24:515, 39:1301, 39:1302, 39:1303, 39:1304, 39:1305, 39:1306, 39:1307, 39:1308, 39:1309, 39:1310, 39:1311, 39:1312, 39:1313, 39:1314, 39:1315, 51:224
Opinion No. 84-167, Commission on Ethics for Public Employees, State of Louisiana
Louisiana Handbook for School Administrators, Bulletin 741, Louisiana Department of Education
Board minutes, 1-7-99
Sabine Parish School Board