FUNDRAISER GUIDELINES ROCKDALE INDEPENDENT SCHOOL DISTRICT 8/10/18

Transcription

1 FUNDRAISER GUIDELINES ROCKDALE INDEPENDENT SCHOOL DISTRICT 1

2 Fundraiser Steps The following steps serve as a guide in holding a fundraiser: 1. Read the fundraiser guidelines. 2. Carefully consider the type and number of Fundraising activities that will be held during the year. Be sure the type of fundraiser you are considering is an approved fundraiser program. Also consider sales tax implications, work involved, and anticipated profit. 3. Determine which vendor to use for the fundraiser. If you are holding a catalog fundraiser that includes taxable products, sales tax must be collected and remitted to the vendor. Recommend that the catalog prices include sales tax. The catalogs must indicate that sales tax is included in the price. 4. To request approval for a fundraiser, the Fundraiser Request Form must be completed and submitted to the principal or designee. The principal or designee must submit the Fundraiser Request Form to Central Office for approval. Central Office must review the fundraiser to insure it is legal and follows district policy. No fundraiser may commence until reviewed and approved by Central Office. 5. For money received from the fundraiser, document the amount received from each student by issuing a receipt or using a log. Money must be turned in daily for deposit to the secretary/bookkeeper. Funds collected must always be turned in, a sponsor should never take any cash to pay or buy anything. If orders are being received, require that money be collected at the time orders are placed. If any returned checks are received, product can be held until the money is received for the returned checks. 6. The Operating Report section and the pertinent Attachment, if applicable, of the Fundraising Activity Report should be completed and submitted to the secretary/bookkeeper no later than one week subsequent to the projected completion date stated on the Fundraiser Request Form. The secretary/bookkeeper will verify the information on the Operating Report and then provide it to the Principal for review and approval. A final copy must be submitted to the Business Office. Reminders Students cannot be required to participate in a fundraiser and cannot be required to raise a certain amount or sell a certain number of items. All money raised must be used to benefit all students of the group or school. 2

3 FUNDRAISER GUIDELINES The Rockdale Independent School District (RISD) recognizes the importance and value of a positive fundraiser program. In order to provide fundraiser assistance and protection to district campuses or organizations, the following guidelines are intended to address a few of the issues the district faces. As your campus or organization prepares to conduct a fundraiser, please use these guidelines to assist in planning. I. General Guidelines The school principal or designee shall approve all fundraiser programs. In determining whether to approve a fundraiser, consider the type of fundraisers to be held and when they are scheduled. Fundraisers must be submitted to Central Office for final review/approval. Careful consideration should be given to limiting the number of major Fundraising activities involving students. All such activities require the approval of the designated sponsor and the principal. To request approval for a fundraiser, the Fundraiser Request Form must be completed and submitted to the principal or designee. If the type of fundraiser to be held changes or if an additional fundraiser is needed, a revised Fundraiser Request Form must be submitted to the principal or designee for approval at least thirty days prior to the fundraiser. In addition, Revised must be stated in bold lettering on the form and the reason for the change or the need for the additional fundraiser must be provided. The Operating Report of the Fundraising Activity Report must be completed within one week of the projected end date of the fundraiser and submitted to the secretary/bookkeeper for verification. A campus/organization should only use those fundraiser vendors that have been carefully reviewed and meet the district requirements. No fundraiser program may require/promote students going door to door. Students are allowed to receive approved nominal incentives (prizes) for participating in a fundraiser program. It is the responsibility of the principal or designee to monitor and approve any incentive program to ensure the appropriateness for RISD students. Students may not receive financial incentives that are more than $20.00 in the form of cash/currency. Any financial incentive greater than $20.00 must be presented to the student in the form of a check, gift-card or other forms of non-cash/currency. Fundraiser incentives that include the transporting of students and staff must follow these guidelines: High school must submit a field trip request to the Principal before scheduling an off campus fundraiser incentive trip. High school may not spend more than two hours away from instruction. (Please consider the end of day to maximize instructional time.) 3

4 Funds raised by all students of the campus/club/organization should be combined towards the particular event or expenditures for which the funds were raised. These funds should then be used to benefit all students of the campus/club/organization. For instance, you may not reduce a student s trip expense or provide free or reduced priced tickets to those that raised funds or raised a certain amount of funds. Students of the campus/club/organization must authorize the expenditure of funds raised. A meeting must be held by the organization, expenditures discussed and approved by majority vote of the members and documented in the minutes of the meeting. Funds raised by student organizations cannot be expended without the above process being followed. Students cannot be required to participate in a fundraiser program. Students cannot be required to sell a certain amount or make a donation in lieu of Fundraising. In addition, a student cannot be punished in any way for not participating in a fundraiser program. The school principal or designee should keep a central calendar and log of all fundraisers to be held by their campus clubs and departments. The secretary/bookkeeper should also have access to the calendar and log to know when a fundraiser is being held and when the Operating Report of the Fundraising Activity Report is due. The calendar and log of fundraisers will help to prevent too many fundraisers from being held at the same time and will help prevent various groups from holding the same or similar types of fundraisers within a short time period. By preventing these situations, the fundraiser customers may be more willing to participate. The calendar and log will also assist the school and the secretary/bookkeeper in knowing when money is being collected. II. Approved Fundraiser Vendors The District requires documents from all vendors doing business with the district. If a vendor is not currently in the district s vendor database, please contact the Business office to request vendor setup. III. Non-approved Fundraiser Activities Gambling games, such as bingo, are not allowed. Any service, product, activity or program provided by a vendor who is not approved by Business Office. Any service, product, activity or program deemed inappropriate by the RISD administration. Raffles. (The definition of a raffle is the award of one or more prizes by chance at a single occasion among a single pool or group of persons who have paid or promised a thing of value for a ticket that represents a chance to win a prize.) Schools are not allowed, by State law, to hold raffles. Raffle tickets may not be sold on any RISD school campus. Raffles may be advertised on any school site with the permission of that buildings administration. IV. Food Item Requirements Milam County Non-profit organizations are not required to obtain a permit to prepare, handle and deliver 4

5 food. However, all guidelines must be followed, including access to facilities for washing utensils/hands. Contact: Milam County Health and Human Services Department V. Miscellaneous Issues Law prohibits possession and/or consumption of alcoholic beverages by any individual(s) on school district property. Alcohol may not be consumed off school property while students are present at any activity. Law prohibits smoking, possession, and/or use of any tobacco product by an individual(s) on school district property. Sales tax. Each campus and organization (any bona fide chapter within the district or the school) is entitled to two one-day, tax free sales days per calendar year. Student groups are those recognized by the school and organized by electing officers, holdingmeetings and conducting business. See additional information in the Activity Funds Procedures Manual. Please contact the Business Office if you have questions on tax free fundraising. VI. Facility Use Fees for Fundraisers When a facility is used for a fundraiser on a non-school day, you will be invoiced for any costs incurred as a result of the event including custodial overtime. Custodial overtime is $18 per hour per custodian, with a 4-hour minimum. The District is very interested in your efforts to raise funds for our children, and we are available to support you in any way possible. Please feel free to contact the individuals below if you have questions or concerns. Director of Finance - Business Office

6 PURCHASING GUIDELINES SECTION A: FUNDRAISER VENDOR INFORMATION GUIDELINES FOR SELECTING A VENDOR a. Request written documentation of commissions offered. b. Request written documentation detailing program and delivery timeline prior to the start of sale. c. Be cautious if dealing with a new vendor. d. Ask for references of previous successful sales and call these references. e. Do not send money prior to receipt of product. f. Be cautious about selling food items (expiration dates, refrigeration, etc.) g. If a program sounds too good to be true then it probably is! SECTION B: SPENDING FUNDRAISER MONEY All projects and purchases must be approved by the school principal. Items such as computer equipment, audio visual equipment and playground equipment are wonderful opportunities to enhance the instructional setting. It is ultimately the District's responsibility to maintain the equipment beyond the original purchase and it is in the District's best interest to purchase equipment that is compatible with the District's current standards and specifications. The following items are an attempt to answer the most commonly asked questions related to fundraising/pto purchases. 1. COMPUTER EQUIPMENT The District has set a minimum standard for the type of computer equipment that is purchased. The type of equipment must be compatible with District-owned software and it is the District's responsibility to install all software and keep the equipment in good working condition. Because of the District's responsibility after the initial purchase, it is requested that ALL computer and computer related purchases originate with a request to the Technology Department. This request for pricing and/or purchase can be made by contacting the following staff member: Director of Technology, OUTDOOR EQUIPMENT The District has set a minimum standard for the quality of playground equipment that is both safe for the children and maintainable by the District's Maintenance Department. ALL outdoor equipment purchases (playground equipment, benches, tables, trash cans, etc.) shall be approved by the Superintendent and reviewed by the Maintenance Director. It is imperative that the purchase and installation be coordinated thru the Maintenance Department to ensure a safe installation that does not cross District utility lines and a proper fall surface is installed. Contact the following staff member: Director of Maintenance, AUDIO VISUAL EQUIPMENT Requests for the purchase of audio visual equipment such as televisions, DVD/CD players, jam boxes, etc. may be made by contacting the following staff member: Director of Technology,

7 4. CONSTRUCTION PROJECTS If a school organization is interested in funding a project that requires construction on a campus, the principal must contact the Director of Maintenance for review and approval. Examples of construction projects requiring review/approval: Marquee Irrigation System Running Tracks Appliances (dishwashers, ice machines, garbage disposals and other appliances requiring gas, electrical or water hook-ups) When the project is approved, the Director of Maintenance will contact the principal and begin the process of arranging for the project to begin. Information for this type of project can be made to: Director of Maintenance OTHER PURCHASES For all other capital purchases, contact Director of Finance Business Office

8 Rockdale Independent School District Fundraising Activity Report Operating Report Organization Fundraiser Total Collections from Fundraiser: Receipt # Description Amount $ Per Attached List (if needed) Total Collections $ Total Disbursements for Merchandise, Advertising, Prizes, etc. for Fundraiser: PO# Payee/Vendor Amount $ Per Attached List (if needed) Total Disbursements $ Profit (Net Proceeds) from Fundraiser: Total Collections Total Disbursements $ Sponsor/Person Responsible for Fundraiser / /

9 ROCKDALE ISD FUNDRAISER REQUEST FORM NAME OF ORGANIZATION: Explain the nature of the fund raising: What will the funds be used for? How will the expenses be covered? How will you cover debt if expenses exceed revenues? s of fund raising activity: Will sales tax be collected? (Check Activity Funds Manual to determine whether or not sales tax collection is necessary): I certify that the above information is true to the best of my knowledge. Club Sponsor Principal Approval Director Superintendent/Assistant Superintendent (If applicable)