WHITE SETTLEMENT ISD
ACTIVITY FUND PROCEDURES
- Whenever a
sponsor/teacher collects money from a student, a receipt must be written and
given to that student. Only receipt books that are provided by the Business
office are to be used.
- Sponsor/teacher is to
turn in any money collected to campus secretary/designee on a daily basis.
Money is to be counted and placed in an orderly fashion before turning in. A
Tabulation of Monies form should be filled out.
secretary/designee counts the money in the presence of the sponsor/teacher.
After totals are confirmed the campus secretary/designee writes the
sponsor/teacher a receipt. Only receipt books that are provided by the
Business office are to be used. The money is then locked in safe location
until it can be deposited in the bank.
- In the event that the
campus secretary/designee and/or sponsor/teacher does not have time to count
the money, it is to be placed in a plastic tamper-evident deposit bag. Bag is
signed by both parties and locked in a safe location until they can return to
count the money together.
- When secretary/designee
has collected over $100 in any given day, then a deposit must be made. Copy
of deposit slip with correct account code written on it is sent to the
Activity Accounts Clerk. Deposit slip books will be provided by the Business
- When a purchase is to be
made with activity funds, an Activity Funds Request form must be filled out.
All purchases should be made by purchase order. If the vendor will not accept
purchase orders, then a request for a check can be made for the exact amount
- When completing the
Activity Funds Request form, use ink only and print legibly. After completing
the form, it is to be submitted to the principal for approval.
- Once the principal
checks the availability of funds and approves the funds request, the Activity
Funds Request form is forwarded to the Activity Accounts Clerk in the Business
- Upon receipt, the
Activity Accounts Clerk will process the funds request and issue a purchase
order or check, whichever was requested. It will then be sent to the
- Once the purchase has
been made, all receipts must be sent to the Activity Accounts Clerk for
filing within two business days.
For more information see the
WSISD Online Handbook.