NORFOLK PUBLIC SCHOOL DISTRICT FUND-RAISING ACTIVITIES Including FUND-RAISING PROJECT GUIDELINES FUND-RAISING PROJECT FINAL REPORT FORM FUND-RAISING PRECAUTIONS FUND-RAISING ACTIVITY APPLICATION FORM FALL, 2011
FUND-RAISING ACTIVITIES Fund-raising is a method for organizations to accomplish their extracurricular goals and objectives. The purpose of any school fund-raising project is for students and the enhancement of learning. The following guidelines have been instituted to protect the sponsor and the students. District staff sponsors are expected to follow these guidelines or may be held personally responsible for losses. Procedures are outlined in detail on the following pages. Fund-raising is not confined to regular school hours, but is considered an extension of the school program. When fund-raising activities are conducted in the name of the school, all funds become school funds, belonging to the school-sponsored group responsible for raising the money. Forms are available from the Building Principal or the Accounting Secretary. Parent and Booster Groups have a few school district items that may not apply and are intended for school staff such as turning money collected into the building secretary each day. The approval of fund-raisers and the application to the appropriate administrator for approval are necessary, as are final reports to the administrator. Following fund-raising precautions will be important where students are involved and would be considered good business practices for all organizations. Thank you for your assistance and your work on behalf of our schools. INCLUDED IN THIS PACKET ARE: 1. FUND-RAISING PROJECT GUIDELINES 2. APPLICATION FOR FUND-RAISING FORM 3. FUND-RAISING PROJECT FINAL REPORT FORM 4. FUND-RAISING ACTIVITIES PRECAUTIONS THESE GUIDELINES AND FORMS SUPERCEDE AND REPLACE ALL PRIOR FUND- RAISING GUIDELINES AND FORMS. NO FUND-RAISING PROJECT WILL TAKE PLACE UNTIL THE PROPER FORMS HAVE BEEN COMPLETED, APPROVED, AND FILED. 2
FUND-RAISING PROJECT GUIDELINES The following guidelines are to be observed by all organizations wishing to participate in Fund-Raising Activities, including parent or booster groups. It is the responsibility of the sponsor(s) to follow through on all requirements. 1. The organization s sponsor must submit a FUND-RAISING ACTIVITY REQUEST FORM to the Principal for approval and meet with him/her to discuss the project. Requests should be submitted at least two weeks prior to the proposed start of the fund-raising and before any items are ordered for sale. A copy of the approved FUND-RAISING ACTIVITY REQUEST FORM must be provided to the Accounting Secretary. 2. The number of fund-raising activities operating at one time will be limited. Dates will be assigned as they are requested on a time available basis. No fund-raiser will last more than three months. As a general guideline, each organization will be allowed one major fund raising activity per year. A major fund-raising activity is one in which all members will be participating (i.e., boxed candies are given to all members to sell). Minor fund-raising (no limit but principal approval is still required in order to keep the number reasonable), are those in which a small number of club members will participate (i.e., a car wash). 3. UNDER NO CIRCUMSTANCES WILL AN ORGANIZATION MAKE A VERBAL OR WRITTEN CONTRACT WITH A VENDOR PRIOR TO PROJECT APPROVAL. 4. The Principal/Administrator will approve all authorizations for purchase and all requests for payment from district accounts. All requests for payment must be accompanied by an invoice or a receipt and must be on PAYMENT AND ACCOUNTING VOUCER forms obtained from the Accounting Secretary. Payment should be made on time. DO NOT HOLD BILLS! 5. All monies collected are to be deposited with the building secretary by the end of each school day by the sponsor. MONEY IS NOT TO BE LEFT IN DESKS, CLASSROOMS, OR OFFICES OVERNIGHT. 6. Candy may not be sold in school during the lunch periods. Students selling candy should be informed about this and are expected to observe this rule. 7. Sponsors will keep an accurate account of all individual student transactions. 8. Sponsors will submit a FUND-RAISING PROJECT FINAL REPORT FORM to the Principal within two weeks after completion of the project. A copy of the approved FUND-RAISING PROJECT FINAL REPORT FORM must be retained for audit purposes. 9. SPONSORS WILL BE PRESENT AT ALL FUND-RAISING FUNCTIONS. 10. No unsupervised door-to-door sales are to be made student safety must be our principle concern. 11. Games of chance, gambling, (includes raffles and guessing games of all types) etc. are prohibited for district staff projects (Nebraska statutes 9-433, 9-511.01, 9-508, 9-513). Non-profit organizations associated with schools, such as PTAs and booster clubs, do have the authority to hold small lotteries or raffles. In order to have the power to do so, the group must be a non-profit organization organized under Section 501 of the IRS code. 3
APPLICATION FOR FUND-RAISING Name of Organization Sponsor Date Activity Start Date Activity End Date Type of Merchandise to be Sold Vendor Address Phone Salesperson Quantity Item: Cost: Selling Ordered: Price: NOTE: May attach copy of actual order placed. Reason for Fund-raising Activity: The purpose of any school fund-raising project is for students and the enhancement of learning. Anticipated Total Cost of Merchandise: Anticipated Total Sales of Merchandise: Anticipated Total Profit: $ $ $ APPROVED: Sponsor s Signature Date Principal s Signature APPROVAL DATE: 4
FUND-RAISING PROJECT FINAL REPORT Name of Organization: Fund-Raising Activity (include description): I have submitted all money collected for deposit and submitted all REQUEST FOR PAYMENT forms with invoices or receipts. For those students who have not paid their obligation, I have contacted the parents to discuss the matter and have submitted fine slips. This project is now complete. Date: Date: Signature of Sponsor: Signature of Principal: Total Amount Collected: $ Total Paid for Merchandise (-) $ Total Credits Issued by Vendor(s) (+) $ Net cost of Merchandise Sold (=) $ Other Expenditures: (-) $ TOTAL COSTS (=) $ NET PROFIT: $ OUTSTANDING STUDENT OBLIGATIONS: $ (will be added to account when collected.) 5
FUND-RAISING ACTIVITES PRECAUTIONS A number of precautionary steps can be taken to reduce a school s vulnerability to criminal activity during Fund-Raising Activities. For all of our benefit, please include these practices when doing fundraising activities. 1. Never let a student have more than fifty dollars ($50.00) worth of materials to sell at any one time. After the student has sold his/her $50 allotment, exchange the money for a new allotment. 2. When counting money, do so in a secure place with limited access and visibility. 3. Always have two people count money and sign a receipt. 4. Do not leave money in an unlocked drawer. Do not leave money in the school overnight. 5. Turn large sums of money in to the Accounting Secretary/Building Secretary immediately. 6. Post-dated checks should not be accepted from any source. 7. Teachers should collect the money before school and turn it into the Accounting Secretary/Building Secretary immediately. 8. Special precaution should be implemented when large sums of money are being collected at a fund-raising event. Request that a second person be present. 9. Neither teachers nor students should carry large sums of money to school. 6