REDBOOK REFERENCE GUIDE FOR SCHOOLS FINANCIAL SERVICES SCHOOL ACCOUNTING
THIS IS THE REDBOOK You can access a copy on the FCPS Website under Financial Services/School Activity Funds, Kentucky Department of Education s Website or Request a copy from IAKSS Department Support Staff
REFERENCE FOR: Receiving Cash for Fees, Field Trips, Fundraisers, Athletics, Concessions, Donations, Afterschool Program funds, and Other. Purchasing Fundraising Receiving Donations Contracts for Services Rendered Fees Charged to Students Booster/PTA Requirements Reporting Requirements
THERE S ALWAYS A FORM TO COMPLETE SCHOOL ACTIVITY FUNDS (SAF) FORMS ARE FOUND ON THE FCPS WEBSITE UNDER FINANCIAL SERVICES FORMS, PROVIDED BY THE FCPS PRINTING DEPARTMENT, OR SUPPLIED BY YOUR SCHOOL BOOKKEEPER.
WHEN FUNDS ARE RECEIVED COMPLETE THE MULTIPLE RECEIPT FORM (F-SA-6) COMPLETE A CASH TABULATION FORM IF YOUR SCHOOL REQUIRES ONE ALWAYS FILL OUT FORMS IN COMPLETION. STUDENTS 3RD GRADE AND ABOVE MUST SIGN THEIR OWN NAMES. TEACHERS/SPONSORS MUST SIGN AND DATE THE FORM ONCE FULLY COMPLETED. SUBMIT FUNDS TO THE BOOKKEEPER DAILY WHEN RECEIVED.
PURCHASING PRINCIPAL MUST APPROVE REQUEST BEFORE PURCHASE IS MADE! COMPLETE A PO REQUEST FORM IMPORTANT!! MAKE SURE THE VENDOR YOU WANT TO USE IS AN APPROVED FCPS VENDOR! A PURCHASE ORDER REQUEST MUST BE COMPLETED AND APPROVED PRIOR TO INITIATING A PURCHASE ALWAYS! A PURCHASE ORDER MUST BE PROVIDED BY THE BOOKKEEPER BEFORE YOUR PURCHASE IS MADE, SERVICES ARE RENDERED, OR ATTENDANCE OF THE EVENT.
FUNDRAISING COMPLETE FUNDRAISER APPROVAL FORM (F-SA-2A) BEFORE STARTING THE FUNDRAISING ACTIVTY *SCHOOLWIDE FUNDRAISERS MUST RECEIVE BOARD APPROVAL VISIT YOUR SCHOOL BOOKKEEPER FOR DETAILS AND DIRECTION PRINCIPAL MUST APPROVE THE ACTIVITY BEFORE FUNDS ARE RAISED! SPONSORS MUST COMPLETE FUNDRAISER WORKSHEET (F-SA-2B) WITHIN ONE WEEK OF FUNDRAISER COMPLETION
RECEIVING DONATIONS COMPLETE A DONATION FORM (F-SA-18) ALL DONATIONS, EXCLUDING SNACK ITEMS, MUST BE APPROVED BY THE SUPERINTENDENT S DESIGNEE BEFORE YOU CAN ACCEPT. *Please be advised, once a donation is approved and accepted by the school/district it becomes FCPS property and falls under the auspices of Board and Redbook policies. COMPLETE THE DONATION FORM, SUBMIT (EMAIL) FORM TO FINANCIAL SERVICES FOR CONSIDERATION ANY SUBSEQUENT PROCESSING OF THANK YOU LETTERS TO DONORS FOR TAX PURPOSES.
WHAT IF A VENDOR REQUIRES A CONTRACT AGREEMENT BE SIGNED IN THE FORM OF PAPER OR ELECTRONICALLY? SCHOOL STAFF CANNOT SIGN AND APPROVE CONTRACTS ALL CONTRACTS MUST BE REVIEWED BY IAKSS LEGAL AND APPROVED BY THE SUPERINTENDENT BEFORE YOU ENTER INTO, OR PAY A VENDOR. CONTRACTS MUST BE SUBMITTED TO YOUR DIRECTOR S OFFICE FOR CONSIDERATION AND SUBSEQUENTLY REVIEWED AND APPROVED/NOT APPROVED. NEVER SIGN YOUR NAME TO ACCEPT THE TERMS OF A CONTRACT, ONLY THE SUPERINTENDENT, OR DESIGNEE, CAN SIGN AND APPROVE CONTRACTS. APPROVAL MUST BE PRIOR TO SERVICES RENDERED!
FEE CHARGES TO STUDENTS REDBOOK AND FCPS (9.15) POLICIES STATE: ALL STUDENT FEES & CHARGES, INCLUDING ACTIVITY FEES OR MEMBERSHIP DUES, AND ANY CHARGES BY EXTERNAL BOOSTERS/PTAs MUST BE BOARD APPROVED
BOOSTER SUPPORT REQUIREMENT ALL BOOSTER/PTA SUPPORT GROUPS WISHING TO ESTABLISH, LEND SUPPORT, SEEK ASSISTANCE, OR FUNDRAISE IN THE NAME OF THE DISTRICT, SCHOOL, STUDENTS, OR A DISTRICT OR SCHOOL PROGRAM ARE REQUIRED TO COMPLETE THE BOOSTER CLUB AGREEMENT (9.33 AP.2) AND RECEIVE BOARD APPROVAL.
BOOSTER/PTA REQUIREMENTS Must complete an FCPS Board Approved Agreement (9.33 AP.2) Must obtain its own Federal Employer Identification Number (FEIN), shall not use the school/district number. Must obtain its own State tax exempt number, shall not use the school/district number. Must submit the FEIN and names of the Booster officers to the principal at the beginning of the school year or within thirty days of their first transaction. Must receive Board approval of all school-wide fundraisers and Principal s approval of ALL fundraisers. Must submit an annual Budget to the Principal within the first thirty days of the school year or within thirty days of their first transaction. Must submit an annual financial report for the fiscal year ending June 30 to the principal by July 15.
BOOSTER/PTA DONATIONS & GIFTS Any gift presented to a District employee for the use of the school system must have the prior approval of the Superintendent or designee (Form F- SA-18). Any gift so approved and accepted on behalf of the school becomes the property of the Board of Education. Gifts and donations made to the District shall be reported annually to the Board. When boosters and other individuals and organizations wish to donate funds, equipment, supplies, and other items of benefit (such as, but not limited to, uniforms, meals, trips, awards) to an athletic program or District athletes, the teacher, sponsor or coach shall notify the Superintendent/ designee. Donated snack items are not subject to this policy. The Superintendent, in concert with the Title IX Coordinator, shall review the proposal and determine whether acceptance of the proposed gift will violate equity requirements and if the District or school will accept the gift.
CHECK WITH YOUR BOOKKEEPER ON OTHER FORMS YOU MAY NEED TO COMPLETE There may be other forms necessary for you to complete If you are participating in activities such as athletic games, drama productions, bookstore sales, concession sales, book fairs, school pictures, or need to refund/disburse funds to students, check with your school bookkeeper to direct you on the proper form to use. There may be other required forms you must use and is dependent on the activity. See the other form examples on the following pages. You can also refer to a copy of the Redbook for direction.
OTHER ACTIVITIES NEEDING FORMS TICKET SALES FORM (F-SA-1). YOU MUST USE TICKETS AND FULLY COMPLETE THE FORM WHEN CHARGING ADMISSION AT THE GATE OR DOOR UPON ENTRY TO THE EVENT. FORM FOR CONCESSIONS, BOOKFAIRS, PICTURES, AND BOOKSTORES (F-SA-17)
OTHER ACTIVITIES NEEDING FORMS PAYING REFEREES, OFFICIALS, AND OTHER VENDORS FOR SERVICES IMPORTANT - MAKE SURE THE VENDOR YOU RE PAYING PROVIDES YOU A COMPLETED IRS W-9 FORM BEFORE YOU PAY THEM! SCHOOLS MUST HAVE A CURRENT YEAR W-9 FORM ON FILE FOR ALL 1099 VENDORS PAID AND A COPY SENT TO THE SCHOOL ACCOUNTING OFFICE. *IMPORTANT FCPS EMPLOYEES CANNOT BE PAID DIRECTLY FROM SCHOOL ACTIVITY FUNDS FOR SERVICES RENDERED AND MUST BE PAID THROUGH THE DISTRICT S PAYROLL PROCESS.
OTHER ACTIVITIES NEEDING A FORM FORM TO USE WHEN REIMBURSING OR DISBURSING FUNDS TO STUDENTS (F-SA-14) WHEN RECEIVING FUNDS, STUDENTS 3RD GRADE AND ABOVE MUST SIGN THEIR OWN NAMES TO VERYIFY THEY RECEIVED FUNDS! TEACHERS/SPONSORS MUST SIGN AND DATE THE FORM ONCE FULLY COMPLETED AND ALL SIGNATURES ARE RETRIEVED.
FINANCIAL REPORTING & BUDGETS THE SCHOOL PRINCIPAL AND BOOKKEEPER ARE REQUIRED TO SUBMIT AN ACTIVITY FUNDS MONTHLY AND JUNE 30 TH ANNUAL FINANCIAL REPORT TO FINANCIAL SERVICES SCHOOL ACCOUNTING OFFICE BY THE 15 TH OF EACH MONTH THE SCHOOL PRINCIPAL AND BOOKKEEPER ARE REQUIRED TO SUBMIT AN ACTIVITY FUNDS TENTATIVE BUDGET ON OR BY MAY 1 AND A FINAL BUDGET ON OR BY SEPTEMBER 15 EVERY YEAR. EACH ACCOUNT SPONSOR SHALL PREPARE AN INDIVIDUAL BUDGET WORKSHEET (F-SA-4) FOR THE TENTATIVE BUDGET AND SUBMIT TO THE PRINCIPAL AND BOOKKEEPER BY APRIL 15. FINAL BUDGET WORKSHEETS WILL BE PROVIDED BY THE BOOKKEEPER FOR SIGNATURES AND SEPTEMBER 15 SUBMISSION
QUESTIONS???? VISIT YOUR SCHOOL BOOKKEEPER, OR CONTACT FCPS FINANCIAL SERVICES SCHOOL ACCOUNTING OFFICE AT: 859-381-4126, 4155, or 4133 SCHOOL ACTIVITY FUNDS (SAF) FORMS ARE FOUND ON THE FCPS WEBSITE UNDER FORMS FOR FINANCIAL SERVICES, PROVIDED BY THE FCPS PRINTING DEPARTMENT AT THE FCPS RUSSELL CAVE WAREHOUSE, AND CAN BE SUPPLIED BY YOUR SCHOOL BOOKKEEPER. REMEMBER, ALL TRANSACTIONS ARE SUPPORTED BY A SPECIFIC FORM
FINANCIAL SERVICES STAFF CONTACTS FOR ACTIVITY FUNDS MANAGEMENT Rodney Jackson, Director 381-4141 Tiffany Davis Williams, Associate Director 381-4133 School Accounting Division: Sherese Ellison, Trainer 381-4126 Brenda Carter, SAF Analyst 381-4155