ELEMENTARY ACCOUNTING PROCEDURES

Table of Contents
GENERAL APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Auditing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Internal Audits by the District . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
External Audits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
School Internal Audits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
District Audit Committee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Banking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
District Approval to Change Banks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Banks Approved by the District . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Banking Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Banking Supplies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
School Banking Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Regular Transferring of Funds to Increase Interest for Schools . . . . . . . . . . . . . 6
Recording Interest from Savings or District Investments . . . . . . . . . . . . . . . . . . . 7
Bank Checking and Savings Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Monthly Reconciliations and Financial Reports. . . . . . . . . . . . . . . . . . . . . . . . . 8
Principal’s Responsibility for Monthly Financial Reports . . . . . . . . . . . . . . . . . . . . . . . 8
Monthly Financial Check-List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Bank Reconciliation Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Review of Actual Bank Statement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Principal’s Signature Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Password Protection for Financial Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Safes in Schools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
School Accounts May Not Have Negative Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Un-claimed Property . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Payment of the “School Books Receivable” Account . . . . . . . . . . . . . . . . . . . . . . . . . . 12
District Overage Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Vending Machines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

GENERAL SCHOOL CASH PROCEDURES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Accountability. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Donations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Notifications to Patrons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Teacher Classroom Donations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Patrons Donation to the Foundation for a Specific Teacher . . . . . . . . . . . . . . . . . . . . . . 15
Patrons /Businesses Donating Directly to the School . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Teacher Specific Grants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Student Books Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Teacher-in-Kind Contributions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Teacher Purchases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Teacher Reimbursements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Students Handling Cash. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Pre-school Teachers and Cash. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
School Donations to Outside Charitable Organizations or Individuals in Need. . . . . . . 19
International Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Individuals in Need . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Updated 5/26/2011
Prompt and Systematic Recording of Cash . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Receipting Money . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Separation of Duties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Bank Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Three Day Bank Deposit Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Fund Raisers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Petty Cash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Change Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Accepting Checks from Patrons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Cashing Faculty Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Documentation/Substantiation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Faculty/Sunshine Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Non Sufficient Funds Checks –Checknet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

TEACHER’S STATE LEGISLATIVE MONEY

State Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Distribution of Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Other Provisions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
District Procedures per State Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Purchasing Guidelines for Spending Legislative Money . . . . . . . . . . . . . . . . . . . . . . . 29
Unused Legislative Money for Current School Year . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Deadlines for Spending Legislative Money. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

ALPINE FOUNDATION – RECEIVING AND EXPENDING MONEY

Teacher/Employee Payroll Donations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Patron Donations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Business Partnerships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Purchasing Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Teacher Reimbursement Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Unused Teacher Foundation Money . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Teacher Foundation Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

FUND RAISING – GENERAL

Approvals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Fund Raiser Activity Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Recording Inventory (Product) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Money Received. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Payments for Fund Raisers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Penny Wars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
PTA Sponsored Fund Raisers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Raffles or Lotteries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

PURCHASED SERVICES FROM PATRONS OR OUTSIDE CONTRACTORS

Contracts/Written Agreements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
IRS 1099 Income Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Boy Scout Service Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
PRINCIPAL’S SIGNATURE STAMP
Used under Extreme Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Security precautions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

JOURNAL ENTRIES
Approvals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

DEVELOPING A WORKING SCHOOL MONEY BUDGET

Principal’s Should Have Goals or Focus for School. . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Teachers and Media Specialist Should Submit a Budget . . . . . . . . . . . . . . . . . . . . . . . 38
Financial Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Communications with Patrons and Businesses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

BUDGET PROCESS FOR SCHOOL MONEY

Review TES Current Years Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Update Current Year’s Budget Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Project (Create) Next Year’s Budgets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Provide Budget Data to the District . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Fall Review of Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

PRINCIPAL’S DISCRETIONARY MONEY

How to Determine Actual Discretionary Money. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
What are Considered Discretionary Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Recommend Discretionary/Fund Balance Amounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
How to Increase School Fund Balance/Discretionary Money . . . . . . . . . . . . . . . . . . . . 43

BEST FINANCIAL PRACTICES

Daily . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Weekly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
First – Fifteenth of the Month . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Twenty-First to the End of the Month . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

DISTRICT BUDGETS
Instructions on how to reconcile budget on Excel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
General Budgets that Wash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Updated 6/13/2011
 ELEMENTARY ACCOUNTING PROCEDURES

The school has a fiduciary responsibility to the public to spend funds for the purpose for which
they were collected. The school must be able to demonstrate this fiscal responsibility upon
request. All revenues and expenditures within the school need to be recorded in the schools’
financial books. As much as possible, student donations, or fees for after school programs,
should be expended to benefit those pupils who have contributed to the accumulation of such
funds. They should be expended on students during the same school year that they were
received. Money received for the student body as a whole, must benefit the student body as a
whole. The school is responsible to ensure that adequate financial safeguards are in place to
protect employees, students and the district.

The following procedures will help school and district personnel have standardized guidelines to
meet their fiduciary responsibilities.

I. GENERAL APPLICATIONS
A. Auditing
1. Internal Audits by the District
a. Periodic audits are performed by the district internal auditor.
b. Schools will be notified prior to the audit regarding what is to be
audited. However, the district reserves the right to conduct un-
announced audits.
c. Internal audits are intended to be educational, as well as a review
of internal controls of the school or department.
d. At the conclusion of the audit, the auditor will have an exit audit
with the administrator and others involved in the finances for the
school.
1- Material weakness and infractions will be reviewed.
2- Basic recommendations will be made and educational
information given regarding how the issues may be
remedied or resolved.
e. Within a reasonable amount of time, and under the direction of the
business administrator, the auditor will write up the districts
response to the audit and send to the school or department. The
district response contains policies and procedures that is
currently in place and used as a financial standard for the district.
f. The administrator over the school/department will need to respond
to the audit exceptions and district response with a corrective
action plan of how they will meet the recommendations.
1- The response should be on school letterhead and include
the principal’s signature.
2- School responses may be e-mailed to the business
administrator.
g. School/department administrator will have fifteen school days to
provide the business administrator with their corrective action
plan.
h. Internal audits, district responses as well school responses will be
given to the district audit committee.

Updated 5/25/2011

Acctg. Elem - 1
 2. External Audits
The purpose of having an external audit is to provide additional tools and
experience to assure that the districts assets are safe and that the district
does comply with the laws and procedures of the state. They take an
independent look at the finances. Each year they look at different areas
to make sure they have a broad view of the financial internal workings of
the district.
a. On a three –year rotating basis, schools/departments will be
audited by an external auditing company.
1- Items reviewed by the auditors are:
a) Finances
b) Student membership
c) Fixed assets
d) State and federal grants
b. Membership audits at the schools are done on October 1st or the
Monday following.
c. Other audits listed above are generally reviewed in April.
d. Unannounced external audits are conducted when applicable.
e. Those schools/departments being audited are contacted in the fall
of the school year they are to be audited.
f. Principals leaving or retiring from the district will have an audit
before they leave.
1- Financial secretaries do not receive an external audit before
they leave the district unless requested by the principal or
district office.
2- Principals or financial secretaries moving within the district
are generally not audited unless a special request has been
made.
g. The external auditors work from a list of areas to be reviewed
called test papers or field review. The same information is
reviewed at each school/department being audited.
h. Helpful information when being audited:
1- During the audit be honest and truthful.
2- Be organized and be able to provide the information
requested.
3- Don’t be defensive- be careful not to overstate your
position.
h. At the conclusion of the audit an exit audit is held with the
financial secretary and administrator.
1- The administrator is encouraged to attend the exit audit but
a designee may attend in their place.
2- The auditors will discuss with school personnel problems,
and infractions found during their test work.
3- It is appropriate to discuss with auditors if there is a
difference of opinion, or if additional information needs to
be provided to clarify an issue.
4- Unless a fraud investigation is taking place the secretary
should not take the audit personally. This is a great
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Acctg. Elem - 2
 opportunity to find out if corrections need to be made and
corrective actions made by incorporating them into day-to-
day financial activities.
i. Within a reasonable amount of time, and under the direction of the
business administrator, district personnel will send a response
to the audit to the school or department. The district response
contains policies and procedures that is currently in place and used
as a financial standard for the district.
j. The administrator over the school/department will need to respond
to the audit exceptions and district response with a corrective
action plan of how they will meet the recommendations.
1- The response should be on school letterhead and include
the principal’s signature.
2- Address each item listed as an audit concern.
3- Make responses to the audit items short, stating action that
will be taken to resolve the problem.
4- If exposure or problem is minor, state so with facts and a
statement of a commitment to improve.
5- Show or demonstrate you are in control.
6- School responses may be e-mailed to the business
administrator.
k. School/department administrator will have fifteen school days to
provide the business administrator with their corrective action
plan.
l. External audit test papers, district responses as well school
responses from the school/department are be given to the district
audit committee.
m. Schools/departments not making needed corrections may receive
disciplinary actions from their supervisors.
3. School Internal Audits
From time-to-time the principal, or their designee, is encouraged to
perform an in-house audit to make sure that the secretary and faculty are
following district policies and procedures. More fraud is uncovered by
these types of audits than the other types of audits being done in our
schools.
a. Administration should perform periodic and unscheduled audits for
all cash activity.
1- It is important to check to make sure that money is being
receipted regularly and sent to the bank.
2- It is a concern if little stashes or piles of money are being
left in the safe or other areas for more than three
days.
3- Request to Purchase forms is signed.
4- Petty cash or change box is reviewed.

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Acctg. Elem - 3
 5- Because of the large sums of money collected during a fund
raiser the money should be receipted and banked on a daily
basis. If this isn’t possible on a particular day it should be
deposited in the next day’s bank deposit. Exception to the
rule would be to send the money to the bank and create the
TES receipt and deposit the next day.
4. District Audit Committee
The district audit committee was organized at the request of the board of
education. The audit committee is comprised of two board of education
members, the superintendent, the business administrator, the director of
accounting, one elementary school principal and one secondary school
principal. The external auditors and district administrators are invited to
attend when applicable. The responsibilities of the audit committee are as
follows:
a. The audit committee’s main functions focus on various aspects
of financial reporting and compliance with significant applicable
legal, ethical, and regulatory requirements.
b. The audit committee assists with oversight on the integrity of the
district’s financial statements.
c. Hiring of the external auditors including their qualifications,
experience and independence in reporting.
d. Performance of the district’s internal audit functions.
e. Financial complaints that come to the board or the office are
brought before the committee to determine what needs to be
done.
B. Banking
1. Schools must have district approval before choosing or changing
banks.
a. Safety and traffic concerns for the delivery drivers make limiting
the number of banks schools may bank with necessary.
2. Current banks approved by the district are:
a. The Bank of American Fork
b. Central Bank & Trust
c. J.P. Morgan Chase Bank
d. Wells Fargo Bank
e. Zions Bank
f. Rocky Canyon Bank (formerly Western Community). Check with
the accounting department before choosing this bank.
3. Banking Requirements
a. Three check signers need to be on the bank signature card.
b. Two signers are required on each check.
c. Generally money is receipted and sent to the bank daily but
at least a minimum of every three school days.
d. Do not fill the bank bags so full of cash and coin that the
delivery driver cannot put the bag in the vans safe depository
opening.
1- If more than one bag is used write on each bag one of two
or two of three, etc.

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Acctg. Elem - 4
 2- Put the deposit slip in bag one. Write on deposit slip the
number of bags being sent.
e. Deposits must be secured prior to being picked up by the district
mail person.
f. If the deposit is missed by the delivery person it may be locked in
the school safe until the next day unless there is a large amount
of cash in the deposit. In this case the principal/secretary should
take the deposit to the bank.
g. Banking “School Disposable Bag Transaction Record” form
sometimes called the Manifest should be filled out by the person
preparing the deposit and signed by the mail delivery person.
h. If within three school days there is no money to deposit make a
note on the “School Disposable Bag Transaction Record,”/
Manifest that there was no money to deposit.
4. Banking Supplies
a. Deposit slips/Deposit Only stamps are purchased from the
banking entity.
c. Checks must meet the specifications of the TES template.
1- Currently new checks are ordered from Evergreen
Business Solutions in Orem. Their phone number is:
801 225-331.
2- Checks require two signature lines
3- The statement “Check is void 1 year from date” must be
on all checks.
4- Contact the accounting department for vendor information
when checks need to be re-ordered.
d. Window envelopes for checks may be purchased from the
warehouse.
e. Disposable bank bags may be obtained from mail delivery
drivers.
1- For schools banking with Chase Bank - when current
bank bags are used from the warehouse Chase Bank wants
the schools to use the two pouch bank bags. These bags
separate checks in one pouch and cash and rolled coin in
another pouch.
2- The Warehouse will continue to stock disposable bags for
other banks as well.
3- Please write the number of the disposable bank bag on the
deposit slip.
f. Copies of the “School Disposable Bag Transaction Record,”
sometimes called the Manifest may be printed off from the
District website under financial forms.
C. School Banking Balances
The board of education requires that no school keep more than one month’s
financial resources in their bank checking account. Additional money should be
transferred to Chase Bank savings, where applicable, or with the district’s
State Treasurer’s Pool. School administration has a financial stewardship to
make sure school money is safeguarded and that the best interest rate is given on
the accounts.
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Acctg. Elem - 5
 1. Regular transferring of funds to increase interest for schools
a. Schools banking with Chase Bank are required to look at their on-
line account at least weekly and transfer excess funds from their
checking account into their savings account.
b. Schools who have their surplus cash in district investments
should review their cash-in-bank at least monthly when the
financial reports are created.
c. All schools should only draw down enough money from their
savings/district investment account to cover check runs and
immediate needs.
d. When doing a check run schools should review their TES=Assets
Cash-in-Bank to determine if there is enough money in the bank
checking account to cover the check run.
e. Double check actual bank information against TES =Asset Cash-
in-Bank to make sure there is money to cover checks during the
summer. Our bank personnel have a difficult time contacting
authorized people to transfer money into their schools’ checking
accounts.
f. Wire transfers between checking and investment/savings accounts
to move money from investments/savings into the checking
account requires the school to make arrangements to have the
money transferred and recording the transaction in the TES
accounting system.
1- Chase Bank transfers between checking and savings may
be done at anytime. The actual transfer takes place at
midnight of the day the transfer is made.
2- District investment transfers have a 48 hour turn-around
time. It is recommended that requests for transfers be
made by 9:00 a.m.
a) E-mail Charlie Lamb in Accounts Payable to
request the wire transfer.
3- Substantiation for transfer of funds request should be kept
on file with other monthly financial information.
a) A copy of the transaction record from is
acceptable.
b) A copy of the e-mail requesting a banking transfer
is also acceptable substantiation.
c) Journal entries in TES to record transactions may
be printed for principal’s signature.
4- Journal entries to record savings/investments and checking
transactions.
a) These types of journal entries are “Transfer”
journal entries. (These funds are current funds
being moved from one account to another. They
make no effect on the total asset figure of the
school.)
b) Remember that when dealing with two asset
accounts the account you want to increase is a debit
and the account you want to decrease is a credit.
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Acctg. Elem - 6
 c) Please DO NOT request a wire transfer between
checking and savings/investments during the dates
of June 25 – July 2. It could affect your year-end
closing of the schools financial books.
d) Examples of transfer journal entries:

Increase amount of money in checking

Transfer journal entry – Enter brief comment
$1,000 Asset= Cash-in-Bank Debit
$1,000 Asset= Savings/Invest. Credit

Increase amount of money in savings/investments

Transfer journal entry – Enter brief comment
$5,000 Asset= Savings/Invest. Debit
$5,000 Asset= Cash-in-Bank Credit

2. Recording interest from savings/investment account

a. Monthly bank savings interest
1- Do an income journal entry to record Chase Bank savings
interest.
2- DO NOT record Chase Bank savings interest in to
ASSET= Cash in Bank. (This money is not added to your
checking account and misstates your bank reconciliation.)
3- Example of recording Chase savings interest into TES.

I = Income journal entry - TAB - Comment: Month of interest

$25.00 ASSET= Chase Savings Debit

$25.00 ADM = Interest Income Credit

4- Print copy of journal entry and keep with other monthly

financial bank reconciliation materials.
b. District quarterly interest comes to the schools in the form of a
check.
1- Receipt check into the ADM=Interest income account.
3. Bank checking and savings statements
a. These documents may be obtained by printing them from on-line
banking services, where possible.
b. Principal/designee will review sign and date bank statements at
month end financial meetings.
c. Imaged/photo copied transactions (checks/deposits slips/additional
charge slips) will be kept with the monthly financial statements.
d. Actual cleared checks should be kept numerically in a separate file
box.
1- TES accounting will show the month the check cleared the
bank.
e. Voided or skipped checks that have not left the school should be
filed with the monthly bank reconciliation information.
1- Write across the check that it is voided or skipped.
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Acctg. Elem - 7
 2- It may also be kept separately in a file folder for future
reference. Be consistent in how you want to file these
types of things.
f. Errors in reconciling the bank statement need to be researched.
What may seem like a small error may in fact, be a large error
when all parts of the puzzle are put together.
1- Bank errors for $1.00 or less may be written off during the
reconciliation process by the secretary. Errors in excess of
$1.00 the district accounting department needs to be
contacted for help.
4. Monthly reconciliations and financial reports
a. All schools are required to reconcile the school books (TES
accounting program) against the bank statement.
1- The reconciliations need to be sent to the district by the
15th of each month.
b. Additional financial information must accompany bank
reconciliation
1- Monthly check-list of financial information
2- Check register with purchases of $1,000 or more
highlighted.
3- Bid sheets and authorizations for purchases of $1,000 or
more.
4- A copy of the journal entry register signed by principal.
5- Copy of actual bank checking and savings statements
6- Signed purchase card summary and distribution pages.
7- A copy of the “Test System Balance” sheet.
D. Principal’s Responsibility for Monthly Financial Reports
The principal has the fiduciary responsibility to review financial information
monthly and determine, to the best of their ability, that the required checks and
balances have been in place for the schools’ finances and that no fraud or
misappropriations of funds has occurred during the month. The State Office of
Education has advised the district that the monthly financial statements are not
valid until the principal has reviewed, signed and dated the information.
Principals should review the following items for potential problems:
1. Monthly financial check-list
a. Verify that the amount of money available in the TES ASSET=
Cash-in-bank account matches the reconciled computer bank
statement’s ending cash balance.
b. Are bank deposit amounts reasonable?
c. If there are un-paid invoices, ask the question why they are unpaid.
d. Are their problems with any of the non-sufficient funds checks,
often called NSF or ISF checks?
e. If there are un-paid amounts owed to the District, why are they
unpaid?
f. The teachers/faculty should have access to their account balance
information for their various Legislative, Foundation, grants and
class donations? Are teachers aware of deadlines?
g. Have you reviewed the district budget reports? Are you aware of
your ending balances in the various accounts?
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 When the principal signs the monthly check list they are stating that
they have asked the secretary the above questions and feel that the
answers are true and appropriate.
2. Bank reconciliation report
a. Is the period reconciled on the report the previous month’s
information? If the report is showing for the current month or
more than one previous month’s period ask why the reconciliation
is for the wrong period. Example: January is period 7 and is the
month to be reconciled. The information you are looking at is for
period 6 (December). This means that the secretary is one month
behind on reconciling the bank statement.
b. Principal’s should review cleared bank deposits and checks as well
as corrections on the actual bank statement. Do the amounts
appear to be consistent with the activities of the school during
the month? Are you aware of what the re-occurring charges
are which appear on the bank statement?
c. Review outstanding deposits and checks on the computer
reconciliation report.
1- There should only be outstanding deposits showing that
were made on the last day of the month. These are called
“Deposits in transit.” If there are other deposits why didn’t
they get to the bank to be deposited?
2- Outstanding checks that are six months old or more should
be written off. An attempt should be made to contact the
person/company and re-issue the check, if not it should be
voided and the dollar amount sent to the district as
unclaimed property.
3- Review cleared checks to make sure that no check has been
written to a faculty member for a dollar amount that you
have not authorized.
4- When finished sign and date the bank statement and
computer generated reconciliation.
3. Principal’s should review the Chase Bank savings statement, where
applicable.
a. Do the beginning and ending balances appear correct?
b. Does the ending balance match with the TES balance sheet for the
Chase savings account?
c. Has monthly interest been recorded in Chase savings and ADM –
Interest income?
d. Date and sign savings statement where applicable.
e. Review the computer generated TES balance sheet.
1- Does the ASSET – Cash-in-bank balance match with the
Ending TES balance on the bank reconciliation?
2- If there are accounts with negative balances are you aware
of why they are in the hole?
3- Review of purchase card reconciliations
a) Principals are required to review and approve each
purchase card statement to see that purchases meet
education criteria, or other approved expenditures.
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Acctg. Elem - 9
 b) Principals should have signed applicable “Request
to Purchase” forms in advance of the purchase
cards being used.
c) The “Account Distribution Summary” form should
be signed by the principal noting that they have
approved any change in account numbers that have
been made.
4. Principals signature requirements
Per state guidelines financial information is not considered complete until
the principal has reviewed, signed and dated various financial documents.
Listed below are documents that should consistently be signed by the
principal.
a. “Requests to Purchase” forms should be signed prior to purchases
being made.
b. Invoices or letters requesting reimbursement.
c. Ninety-nine per cent of the time the principal should be one of the
signers on the school checks.
d. Actual bank statements
e. Journal entries
f. Purchase card reconciliation information
E. Password Protection for Financial Programs
Security precautions should be in place for the school’s financial programs.
1. Passwords should be changed on the computer used for the school
finances as the secretary changes.
2. In case of an emergency, the principal should know what the secretary’s
various passwords are.
3. Who to call for changing passwords.
a. Google e-mail accounts contact the technology department.
b. AS 400 for district finance and payroll call data services.
c. TES accounting program call the accounting department.
F. Safes in Schools
Adequate precaution should be taken to secure cash and provide for the safety of
the personnel handling cash within the school.
1. Safe combinations and keys should be changed as personnel changes.
2. Principals are responsible to limit the number of people who have access
to the combinations, or keys of the safe.
3. Principals need to determine if the safe they have meets the school needs.
a. Adequate sized safes should be at each of the schools.
b. If the safe is a portable one it should be bolted to the floor.
c. Safes should only be open to add and take money the rest of the
time the safe should be locked.
G. School Accounts May Not Have a Negative Balance
1. As a general rule, no school account should end the fiscal year (June 30th)
with a negative balance.
2. All “Accounts” within an “Activity” will be used to bring a particular
account with a negative balance to a zero balance.
a. Teacher Activity accounts will be used before using the
administrators accounts to pay for a deficit balance.

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Acctg. Elem - 10
 3. Teacher’s should not make purchases after the last day of school, or before
the school books have been closed for the new year from their Foundation
money.
a. Teachers need to request a reimbursement from the Foundation for
any monies that have been used in the school but the funds are still
at the Foundation.
H. Unclaimed Property
The Utah State Tax Commission requires that school districts follow state
guidelines in the reporting of checks that have been written at the school but have
not been cashed. In complying with state guidelines the district requires the
following procedures:
1. Unclaimed student/teacher/vendor checks
a. Checks that have not been cashed within 90 days are considered to
be stale checks.
b. The school secretary should follow up on un-cashed checks when
they are 90 days old, or at least every six months.
2. Checks may be reissued to a student/teacher/vendor once.
a. Contact the individual/company and follow up on the check.
b. When talking with vendors ask only if the schools’ has any
outstanding invoices with the company.
1- There is a good possibility that the invoice was paid with a
purchase card.
c. When a replacement check is issued the recipient needs to sign a
paper that they will cash the check with 30 days or consider the
check a donation to the school.
d. Every attempt should be made to contact the individual and make
sure the mailing address is correct.
e. If it is necessary to put a stop payment on the check the recipient of
the check should pay for the banks service charge.
1- If there is a bank charge it is taken out of the amount of the
re-issued check.
3. When to issue a stop payment on a check
a. When the bank service fee for a stop payment is greater than the
amount of the check, schools are not required to put a stop
payment on that check.
4. Unclaimed checks need to be written of the school books and sent to the
district for the State Tax Commission’s yearly report.
a. When the check cannot be reissued write the check off from the
school books. (See example below)
1- Current school year just void the check.
2- Checks written in a previous school year require an
expenditure journal entry.
a) Debit the Asset = Cash-in-bank account the amount
of the check.
b) Credit the account(s) the check was written on.
This information may be found on the check stub.
b. Issue a check to Alpine School District for the total dollar amount
of all of the voided checks.

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 1- Take the various dollar amounts from the accounts
originally charged when issuing the check.
2- Prepare an information sheet stating who should receive the
money, last known address and telephone number and the
dollar amount and send to the accounts payable
department.
5. Record Keeping
a. A central file should be maintained for all unclaimed property for
six years.
b. Copies of voided checks, invoices, letters and follow- up materials.
Include a copy of the unclaimed property information sent to the
district.
c. If a statement has been signed regarding the money being a
donation to the school include this as well.
I. Payment of the “School Books receivable” (8100.007.0000.10.xxx) Account
Monthly the district pays for various items in behalf of the school. In the
following month each school is expected to reimburse the district for payments
they have made in their behalf.
1. Types of charges shown on the 8100.007 report
a. Accounts payable charges
b. Purchase cards
c. Maintenance and technology work orders
d. Additional salary items
2. Reimbursement checks from the school must be posted to a district
account by the last school day of the month.
a. Checks should be sent to the district at least two days before the
end of the month to be recorded before the due date.
3. Schools are required to send a copy of their “8100 Reconciliation Report”
with their checks.
a. This information will become the reference document for the next
month’s payment.
J. Payments from Schools for District Overages
1. When schools spend more than their budgeted amount in the Programs
0000, 0500 and Trust Lands they are required to reimburse the school
from their own school funds.
2. The charge for the overage appears on the schools “School Books
Receivable” (8100.007.0000.10.xxx) reporting the following school
year, usually in August.
3. Schools are expected to pay the overage within 30 days of the charge
showing on their “School Books Receivable” (8100.007.0000.10.xxx)
report.
4. It is not possible to use next year’s district money to pay for current year’s
overage.
a. District budgets are given to schools to be used by current year’s
students.

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K. Vending Machines
There are two types of vending machines used in the schools. Each type of
vending needs to follow procedures in the recording of income and paying for
product.
1. Faculty vending
a. Faculty vending is generally not considered profit making unless
the faculty has decided to use the vending as a source of income to
pay for faculty expenditures.
b. Faculty vending at a minimum needs to be self supporting.
1- Periodically review to see that money taken in is covering
the product that is being purchased.
2- The principal may choose to open a pop machine for a
faculty meeting. If this is done the principal needs to
reimburse the vending income from one of their accounts.
c. If school personnel are taking the money from a vending machine
or goodie box it must be receipted through the school books into
the vending income account.
1- Money collected should not be used to buy product.
d. Sales tax should be paid when school personnel purchase vending
products.
e. No money should be left in a vending machine (food box) over
the weekend or a school holiday.
2. Student vending
a. Vending machines should support the use of the machine.
b. Vending companies should contract with the school to stock
machines and send monthly commission checks.
1- Vendors will pay the sales tax.
c. Profits should be recorded through the school books.
1- Staff should not remove products to give to students for
rewards or recognition.
2- This type of recognition should be purchased and given
separately.
3- Students should not empty vending machines.
4- No money should be left in a vending machine over
the weekend or a school holiday.
d. Student vending profits should be used for students.

Acctg. Elem - 13
II. GENERAL SCHOOL CASH PROCEDURES
The school has a fiduciary responsibility to the public to spend funds for the purpose for
which they were collected. The school must be able to demonstrate this fiscal
responsibility upon request. All revenues and expenditures within the school need to be
recorded in the schools’ financial books. As much as possible, student donations, or fees
for after school programs, should be expended to benefit those pupils who have
contributed to the accumulation of such funds. They should be expended on students
during the same school year that they were received. Money received for the student
body as a whole, must benefit the student body as a whole. The school is responsible to
ensure that adequate financial safeguards are in place to protect employees, students and
the district.
The purpose of cash controls are to:
 Safeguard cash which is entrusted to the school
 Protect those that handle cash
 Discourage theft
 Teach participants responsibility and accountability

A. Accountability – involves reporting back to someone

1. The responsibility of handling cash should never be given without the
accountability being outlined.
2. Written procedures and training should be made available to those who
handle cash.
3. Two people should verify all money coming into the school.
a. The teacher will fill out a “Cash Tally Sheet” as the first person
looking at money.
b. The lead secretary should be the second reviewer of cash.
c. When the teacher or lead secretary cannot verify cash the hourly
secretary should be the second person.
d. Each person reviewing the money should sign and date the “Cash
Tally Sheet.”
1- If there is a difference between the two reviewers another
office person should double check the money. They should
also initial and date the receipt.
2- If there is a difference on a “Cash Tally Sheet” the other
person should be told of the change at a convenient time.
e. If it isn’t possible to receipt and deposit the money as it is received
the checks should be stamped with the schools’ bank stamp and all
money and checks should be locked in a safe place until the
secretary is ready to create the deposit.
1- If money comes in to the office after the deposit has been
made it should be locked in the school safe until the next
days deposit.
2- If a significant amount of cash money comes into the
school after the deposit has been picked up the principal or
secretary should prepare a deposit and take the money to
the bank.

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 B. DONATIONS
Patrons should be made aware that in an elementary setting all money sent to the
school is considered a donation and will be used to provide enrichment
experiences for their students first and then the school in general.
1. Notifications to patrons
a. Teachers must itemize for patrons what the donations to their class
will be.
b. The principal must approve donations requests by teachers for their
class prior to patrons being contacted.
c. School letters, disclosure documents and newsletters are an
approved way of requesting money from patrons.

2. Teacher classroom donations

a. Checks should be made out to the school and not the teacher.
1- Teacher’s should not accept post dated checks from
patrons.
b. Teachers may add an additional, minimal, amount of money to
a classroom donation request to cover the costs for students whose
parents may not be able to donate.
1- All students in the classroom are able to participate in each
activity.
c. Teachers should make every effort to provide the activities
outlined.
1- If for some reason a particular activity is cancelled the
teacher should try and find a replacement activity for the
student for those funds that were collected.
2- If it is not possible to use the money for the classroom
students during the current year those excess funds should
be transferred into the principal’s activity to be used to
provide enrichment opportunities for all students.
3- Unused teacher classroom donations which were collected
by grade level and not used should be transferred to the
next grade level.
4- Teachers should not deliberately build a fund balance for
their classroom funds.
5- The principal will make the determination of whether or
not a teacher may carry classroom funds over to another
year as a fund balance.
d. Refunds for class donations are only made at the request of a
patron.
e. Most class donations will be for consumable items; however, if
equipment, bookshelves, digital camera are purchased they should
remain with the classroom or school if a teacher retires or moves to
another school.
3. Patrons donating to the Alpine Foundation in behalf of the teacher
a. Patrons may make a general donation, in any amount of money, to
a teacher or their classroom.

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Acctg. Elem - 15
 b. The check should be made out to the Alpine Foundation and not
the school.
1- If checks are received at the school they are sent directly to
the Foundation and not recorded in the schools books.
a) As soon as the school is contacted that the teacher
has received the money the teacher should write a
note of thanks to the patron.
2- At least quarterly teachers should be made aware of
Foundation donations.
3- Patrons wishes should be followed when donations are
given for a specific purpose.
c. Patrons may not donate to the Foundation to pay for their student’s
registration for participation in a class, project or specific event.
4. Patrons/businesses donating directly to the school
a. There may be times when a patron/business wants to donate to the
school directly and not go through the Alpine Foundation.
b. Depending upon what the donation is for will determine what type
of a financial account will be created.
1- If patron is giving in general to the school or for the
teachers the money is recorded in the administrator’s
donation income account and funds are transferred to
others.
2- If the donation is given directly to the school for a specific
thing a separate activity should be created. The activity
should include at least a fund balance, income and
expenditure accounts. An example of this would be to pay
for an artist in residence.
c. A note of appreciation and a cash receipt will serve as a record for
a charitable donation for the patron’s records.
d. Financial information should be readily available if donator
requests the information.
5. Teacher specific grants
a. Accounting for all grants needs to be under the direction of the
school and district.
1- Federal and state grant information must be given to the
district and reported on the district’s Comprehensive
Annual Financial Report.
2- The district needs the financial information of the grant so
that they can follow state and federal guidelines.
a) An example of this would be a teacher writing a
technology grant for $40,000 and using the district
federal I.D. number.
b. Grants are recorded in the school books as income accounts.
c. If the grant revenue is given to the district first, the teacher
receives the grant money in the form of an expenditure line item on
a district budget report.
d. Checks for grants should be made out to the school and not the
individual teacher.

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Acctg. Elem - 16
 1- If a teacher receives grant money personally they should
endorse the check and sign over to the school to be used for
said grant.
e. Grants should be used for stated purposes only
1- A copy of the grant, including financial requirements
should be on file in the office.
2- The name of a contact person for the grant should also be
on file.
f. Money is left in a grant account at the completion of the
project the contact person of the grant should be contacted to see
what they want the teacher to do with the balance.
g. Items purchased from grant money given specifically to a teacher
and not the school becomes the personal property of the teacher
and may be taken with the teacher as they retire or move to another
school.
h. A school grant written by a teacher may have the teacher purchase
and use items for the grant but anything purchased should stay at
the school if the teacher leaves.
6. Teacher’s responsibility for receiving money
a. Teacher’s are not required to keep lists of which students have
given donations to their classroom.
b. Teacher’s are responsible for filling out a Cash Tally Sheet each
day they receive money and bring to the office within the first two
hours of school.
1- It is important that the Cash Tally Sheet be filled out
completely, including the name of the teacher and the date
the money is received.
2- Teacher’s are required to keep money received in a secure
place until brought to the office.
c. The teacher should receive a school computer generated receipt
within three days of bringing the money to the office.
1- Teachers should verify that the cash receipt is the same
dollar amount that was sent to the office.
2- If there is a problem with the receipt the teacher should
contact the secretary as soon as possible.
d. If for some reason the money received is not sent to the office on a
timely basis and it is discovered later, it is the teacher’s
responsibility to contact the patron to make sure that the check is
still good and it is acceptable to cash the check.
1- It is our experience that often this type of check ends up as
a non-sufficient funds check and does not clear the patron’s
bank causing additional charges and stress because the
check was not turned in sooner.
e. Teachers may never take cash received and use it to make
purchases for their classroom.
1- Doing this would be considered theft by the District.
7. Teacher’s receiving money for book orders
a. Teachers should ask patrons to write the book order checks to the
vendor and not the teacher or the school.
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 1- Checks will be collected and put in an envelope marked as
a book order and brought to the office within the first two
hours of school to be held in the school safe.
2- These checks are not recorded through the school books.
b. All cash for book orders, or checks made out to the school, should
be sent to the office with the information recorded on a Cash Tally
Sheet.
1- The funds will be recorded into the teachers class donation
account.
2- Teacher’s should not write personal checks from their own
account for cash being turned in for a book order.
c. When the teacher is ready to send the book order off to the vendor
the school secretary will create one check to the vendor that
includes all cash and checks that were made out to the school
instead of the vendor.
1- The check to the vendor will be charged to the teachers’
class donation expense account.
2- There should be a definite cut-off day for collecting money
for a book order.
d. Teachers are allowed to keep the books they receive as gifts from
vendors.
8. Teacher-in-kind Contributions
a. Teachers may receive a receipt for personal tax purposes for in-
kind contributions of equipment and supplies which are donated to
classrooms of schools within the District.
b. Teachers should keep receipts for their purchases and they should
be retained in an envelope available through the Foundation, or in
the District’s Teacher Learning Center.
c. The date, description of items purchased, and amount should be
registered on the front of the envelope.
9. Teacher purchases
a. All purchase must have the prior approval of the principal before
purchases are made. A “Request to Purchase” form filled out and
signed by the principal/or designee.
b. The school purchase card or a purchase order should be used for
purchases up to $1,000.
c. Where applicable any purchase of $1,000 must be accompanied by
an authorized bid sheet.
d. Purchases for class funds should meet stated purposes. Other
items should meet education criteria.
10. Teacher reimbursements
a. Teachers must use the school purchase card or a purchase order to
make purchases from their various accounts with the
school/district.
b. Teachers may be reimbursed for small purchase ($50 or less) from
their State Legislative or Alpine Foundation money.
1- This is the exception not the rule.
c. Teacher’s are required pay for school items separately from
personal items.
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 d. Per principal’s approval of the reimbursement the teacher should
prepare a document showing what was purchased and a total dollar
amount. The various sales slips should be attached to the
document. The principal will sign and date the document for
actual approval of a reimbursement check.
e. Sales tax is not reimbursable.
f. Teachers will not be reimbursed by the district for purchases
made using their personal funds and needing to be charged to
a district account.
11. Students handling cash
a. Students should always be supervised by a teacher or administrator
when they are working with cash.
b. Students should not be held responsible for cash.
c. In the educational environment where students are learning about
marketing, business or dealing with money, checks and balances
should be put into place to help students learn proper methods of
handling money.
d. For the school store, or other economic projects the teacher should
ask two students who are closely supervised by a teacher to count
money and fill out a reconciliation report. Both students will
sign the reconciliation report. The teacher will fill out the daily
Cash Tally Sheet completely and bring to the office as soon as the
activity is over for the day.
e. Goals and objectives should be in place to teach students correct
principles on how to keep track of inventory (product) and count
and receipt money.
f. Students should not bring teacher money to the office.
12. Pre-school teachers and cash
From time-to-time patrons write checks to the district to pay for their
students’ monthly pre-school fee and the check does not clear the bank.
The following standardized information will help you meet district
procedures for the payment of pre-school fees:
a. All special needs pre-school monthly fees should be turned into
Special Education as soon as possible, but not later than every
three school days.
b. Checks received are receipted and deposited into the district’s bank
account on the day they are received.
c. If a check that was deposited does not clear the bank it is
automatically sent to Checknet Collections.
d. When Checknet Collections receives the check and enters the data
from the check into their computer there is an automatic $25
service fee added to the check which the patron must pay.
e. Checknet mails an acknowledgement that they have received the
check and what the service charge will be within 24 hours of
receiving the check.
f. Pre-school teachers will be made aware that a check bounced and
may determine if they will accept future checks, or just cash only,
from the patron that a particular student.

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 g. Never discuss financial problems with a student or in front of a
student so that they could hear what is being said.
f. Students may not attend pre-school without being current on
their fees.
h. Currently it is the policy of the district that non-sufficient funds are
turned over for legal action.
13. Donations to Charitable Organizations or Individuals in Need
When considering school/student fund raisers for a charitable
organization encourage donations to the Alpine Foundation. There are
many needs among students in our own district and funds will be put to
good use in a variety of ways. (Consider Foundation requests in Other
section.
a. Share with your faculty, who generally encourage these types of
fund raisers that in recent years extenuating problems have arisen
when schools have collected money to give to an international
group.
1- It is recommended that schools/students not raise money
for international groups like the children of Afghanistan,
Ghana, etc. We have found that checks sent to these
international groups are often not cashed and the good
intentions of the school/students are not able to be met.
2- Common community fund raisers like Quarters for
Christmas, Primary Children’s Medical, etc. should be
considered carefully. When schools donate to the
Foundation for these types of things the new shoes or other
types of help goes directly to students within our school
boundaries.
b. Sub for Santa community fund raisers
1- Check with families personally before doing a sub for
Santa for them to see what they need and are able to accept.
2- Medicaid eligibility may be affected if money is given
directly to a family.
3- Schools are prohibited from paying a person’s rent, utility
or medical bills.
c. Charitable donations for the death of the student/faculty member
1- Information asking for a donation should state clearly what
the money will be used for. The information should also
include what will be done with excess money collected.
2- Excess money may be donated to the recipient’s family if
stated in the information requesting the donation.
C. Prompt and Systematic Recording of Cash
All money received in the school should be recorded through the school books.
Generally cash should be handled as little as possible. The exposure to risk
increases as the number of people handling the same funds multiplies and the
deposit time expands. Where possible, money should be counted away from the
general public. Secretaries should not mix personal money and school funds.

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 1. Receipting money – School funds should be kept secured in a locked box
or drawer until receipted and sent to the bank. The three day banking rule
must be followed.
a. If it isn’t possible to make the deposit that day make sure that all
checks have the schools’ bank stamp (For Deposit Only) on the
back of the check.
b. Money received from teachers, fund raisers, book fairs, and other
major projects must be accompanied with a Cash Tally Sheet.
1- The first person receiving the money should fill out the
Cash Tally Sheet. The sheet needs to be filled out
completely including the date the first person received the
money as well as their name.
2- As receipts are prepared the secretary should confirm the
money received compared to the Cash Tally Sheet. The
secretary will also enter the date she received the money
and initial the sheet confirming that the information is
correct.
3- If there is a difference in the dollar amount the secretary
should ask a third person to verify the amount of money
received.
4- The issuer of the Cash Tally Sheet will be contacted at a
convenient time regarding the difference in the dollar
amount.
c. Substantiation materials received should accompany a copy of the
cash receipts.
1- It is recommended that substantiation be filed away in a
monthly financial folder, by date.
2- The following items should be included with the
substantiation.

 Cash Tally Sheets, check vouchers and miscellaneous

materials.
 At least one copy of the receipts
 A copy of the Preview Deposit Report
 Photo copies of checks and cash
 An adding machine tape of all transactions
 One copy of the bank deposit slip
 The end tab from the bank bag
d. After money has been receipted the “Preview Deposit Report”
should be printed and placed on top of other substantiation.
e. Money received after the bank deposit has been made, or an
evening activity, such as a school play should be locked in the
school safe and receipted the next day.
2. Separation of duties
a. Whenever possible, no one person should be responsible for all
aspects of a cash transaction.
b. The authorization, custodianship, recording and responsibility for
the use of funds should be different individuals.

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 c. When this is not possible the principal should do periodic,
unannounced audits of cash and cash procedures within the
school.
3. Bank deposits – The bank deposit should be prepared each time money is
receipted and not wait for another day. All money for the current month
should be receipted and deposited and sent to the bank before the last day
of the month.
a. Two adding machine tapes should be run for checks and then again
separately for currency and cash. One copy of the adding machine
tape for checks should be included with the deposit slip to the
bank.
b. Two copies of the deposit slip are required. One copy for the bank
and the other copy should be attached to the cash substantiation
materials.
1- Write the bank bag number on the bank deposit slip.
2- Use the bank stamp and apply to all loose coin envelopes.
3- It is recommended that the currency be fanned so that each
dollar amount is shown and photo copied. (Currency serial
numbers do not need to be shown). Also put rolled coin
and loose coin on copier and photo copy. This is a good
tool for differences with the bank.
c. The deposit bag number and amount should be recorded on the
Transaction Log.
1- Additional bank bags may be obtained from the district
mail person.
2- Additional bank deposit slips will be ordered from the
schools’ bank. The bank will debit the schools’ checking
account for the charge.
d. The bank deposit should be kept is a safe secure place away from
the public, but with enough access for the mail delivery person to
quickly pick up the bag. Once the delivery person signs for the
bank bag they become responsible for the funds.
e. Before closing the month in TES makes sure all receipts have been
recorded and the bank deposits have been posted.
4. Three -day banking rule – Utah State law requires that all government
agencies receipt and deposit any money received daily. Elementary
schools do not have money every day and the district requires that schools
receipt and deposit money daily, where possible, but at least a minimum of
every three school days. Money should not be left in the school over
weekends or holidays.
The external auditors always review cash and if it meets the three day
banking rule when doing their test work.
a. The exception to the three day banking rule is if a school has less
than $50. If the school has a small amount of money they may hold
money over until they have $50, or the last day of school for the
week.
b. Monthly bank statements are reviewed by internal and external
auditors to determine if deposits meet the three day rule.

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 c. When applicable write on the Transaction Log that there is no
money to deposit for the day.
5. Fund raisers – Because of the large sums of money received during a
fund raiser the money should be receipted daily and deposited into the
bank.
a. Do NOT wait until the end of the fund raiser to receipt the money
and send to the bank.
b. Encourage all money received from fund raisers to be brought to
the office within the first two hours of school.
c. Two office people should count all fund raiser cash. The secretary
will be considered the first person receiving the money and fill out
the Cash Tally Sheet. The hourly office aide or designee will be
the second verifier of the cash. They will also date and initial the
Cash Tally Sheet.
d. One Cash Tally Sheet will be receipted for each day of the fund
raiser.
1- It is not necessary to create an individual receipt for each
person making a purchase.
2- Photo copying the checks will provide the individual
substantiation needed.
3- The name on the receipt will be “Miscellaneous.” And the
comment line will identify the type of fund raiser you are
collecting money for, i.e. Sally Foster.
e. If the school is held accountable for how many products are sold
an inventory should be created showing how many items are
received, sold and returned to the company.
f. NSF/ISF Checks (bounced checks) When contacted by the bank
that a fund raiser check has bounced do a journal entry and write
off the check.
1- This is an income journal entry and you will debit the fund
raiser income account and debit asset – cash-in-bank
account. What you are doing is reducing the total income
received from the fund raiser.
2- When money is received for bounced check receipt the
money for the bounced check into the fund raiser account,
and any service fee reimbursement into the ADM=
Checknet receivable account.
6. Petty cash – For the most part, elementary schools have done away with a
petty cash box because of the easy access to a purchase card. If you have
a petty cash box it must be shown on the balance sheet and a monthly
reconciliation should be made of the funds.
a. The petty cash fund should have no more than $50 in it.
b. To open a petty cash fund a transfer journal entry is done.
1- A debit is done to the ASSET=petty cash account and a
credit to ASSET= cash- in-bank account.
c. Voucher forms are made available for those using the petty cash
funds.

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 1- The voucher should include the purpose of the
purchase/use, the dollar amount and the account that will be
charged when the petty cash fund is replenished.
2- The voucher needs to be signed by the steward of the fund
which is usually the financial secretary or the principal.
3- A monthly reconciliation sheet is filled out shown
purchases and actual remaining cash. There will be a total
of $50 by vouchers and cash. If there is difference they
should be noted and the principal will sign off on the
difference.
4- The petty cash box will remain locked in a safe place until
needed.
7. Change box – Some schools have a small amount of change that is kept in
the office to make change for vending items and other very small
purchase items, such as the purchase of a postage stamp. Schools may not
have more than $10 in a change box.
a. The change box should be kept separate from other money such as
a petty cash box.
b. The money should be counted at least monthly and if there is more
than $10 the excess should be receipted into ADM= miscellaneous
income.
8. Accepting checks from patrons –
a. Patrons should write checks out to the school and not the teacher.
1- If a check is written to the teacher or other faculty member
have them endorse the back of the check and the school
will put their bank stamp on it.
b. School personnel should not accept post dated checks.
c. Non-sufficient funds checks from patrons – Accepting checks from
patrons are a convenience for the patron. The school does not have
to accept checks from individuals who have written non-sufficient
funds check previously, or who have shown financial
responsibility.
1- Schools should have posted, in an obvious place, a
statement that states that non-sufficient fund checks are
sent directly from the schools’ bank to Checknet Collection
Agency.
2- School Checknet Customer Service Number is:
801 223-9989
3- Patron Checknet Customer Service Number is:
801 223-9996
d. Calling back a non-sufficient funds check from Checknet
1- Even though the check goes directly to Checknet the school
still has a say in what will be done regarding collections.
2- It is against the law for two entities to try and collect on the
same debt.
3- For whatever reason the school may ask Checknet to cancel
the service on a particular check and send the check to the
school.

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 a) If the school has signed a legal document called a
C-2, allowing the check to be taken to court the
school must pay the Checknet incurred fees. The
amount is around $250.00.
4- If the patron contacts you of the error, and is willing to
bring in the funds before the collection information is
entered into Checknet’s computer it is possible to call the
check back to your school and have any fees pertaining to
the check cancelled.
9. Cashing Faculty Checks
a. The finance office is discouraged from cashing checks for faculty
members.
b. An insufficient funds check from a faculty member becomes
awkward for the school to collect on.
c. The finance office should not cash two-party checks.
10. Documentation – All cash activity, receipts and disbursements, should be
substantiated by supporting backup documents.
a. Documents should be available and demonstrate that proper cash
controls are in place.
b. Required documentation for receipts:
1- Cash Tally Sheet – filled out, signed and dated
2- Supporting documents from checks received such as copies
of invoices and the voucher part of a check.
3- A copy of the Print items to Deposit report. This shows
receipts that have been created for a particular batch of
receipts.
4- Copy of the bank deposit slip.
5- Where possible, photocopies of checks, cash and coin
should be kept with the daily records.
c. Required documentation for disbursements (checks)
1- A signed Request to Purchase form
2- Copy of invoice signed and dated by the principal
3- Where applicable sales slips, internet sales slips, fax sheets
etc.
4- Copy of the purchase card statement
5- Bid sheets for purchases $1,000 and more
6- A copy of the Preview Check Run
7- Voucher from school check stapled in front of other
documentation.
d. School checks
1- School checks should be kept in a safe and secure location.
They should not be left out in a central location.
2- Checks must be pre-numbered by the school accounting
program, and used in sequence.
3- Stale checks should be reviewed and action taken every six
months.
4- Voided or skipped checks that have not left the school are
defaced and filed in a central place.

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 5- Cleared bank checks are filed with other monthly bank
reconciliation information.
6- None of the signers on the check should be made out
personally to them.
11. Faculty Funds – Sunshine
Most schools have a faculty fund which generates money through annual
donations paid by each faculty member. This account is generally used for
flowers, gifts, or cards for marriages, births and deaths. This account will
also pay for the faculty portions of meals, spouse meals for school socials
and various types of school clothing.
a. The faculty should determine on a yearly basis how much each
person will donate to the fund.
b. It is suggested that the faculty will determine spending limits for
the various events. (See Sunshine Fund Guidelines in Other
section of this book.)
c. If faculty vending is part of the money that will be used to support
the fund the vending checks should be receipted into the faculty
fund.
d. When faculty members pay for food or clothing it should be run
through the Sunshine account.
e. If the faculty fund is run through the schools books, it is necessary
that district procedures be followed.
1- Prior approval of the principal for purchases
2- A purchase card should be used where possible
3- Gift cards to a faculty member must be $25 or less.
a) If the gift card exceeds the $25 it is recorded as
earned income.
4- An approved bid sheet filled out for purchases over $1,000.
5- Sales tax WILL be paid on these types of purchases
because a teacher will benefit from the purchase and not a
student.
6- The Sunshine fund should never be in a deficit situation.
a) It may be necessary to ask teachers to donate an
additional amount of money because of needs being
greater than funds received.
f. Faculty members may designate a teacher to be responsible for this
account.
The teacher will set up a separate checking account for the faculty
funds.
1- The bank reconciliation should be reconciled on a monthly
basis.
2- An end-of-the year financial report should be given by the
steward of the Sunshine funds to the faculty members.
3- Sales tax will be paid on these types of purchases.

When you have read the entire accounting section

call Greg Holbrook for a candy bar!

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Acctg. Elem - 26
III. TEACHER’S STATE LEGISLATIVE MONEY
Yearly the Utah State Legislature determines if they will appropriate a portion of their
budget for teacher supplies and materials. Generally by March the District knows if
teachers will receive Legislative money for the following school year. The funds are not
distributed to the schools until the state has verified the final teacher FTE (Full-Time
Equivalency) with the district. The money is given to the district on the October state
allotment memo and a check is issued to the various schools the end of October or the
first part of November. Listed below are the state and district guidelines for spending this
money.

Effective on July 1, 2005

State Regulations: R277-459-1. Definitions
A. “Board” means the Utah State Board of Education.
B. “Classroom teacher” means a permanent teacher position filled by one or more
teachers employed by a school district, the Utah Schools for the Deaf and the
Blind, the Edith Bowen Laboratory School, and charter schools and paid on the
teachers’ salary schedule or a charter school salary schedule. Teaches shall be
employed for an entire contract period and shall provide instructional services to
students.
C. “Field trip” means a district, or school authorized excursion for educational
purposes.
D. “Teaching supplies and materials” means both expendable and non expendable
items that are used for educational purposes by teachers in classroom activities
and may include such items as:
1. Paper, pencils, workbooks, notebooks, supplementary books and
resources;
2. Laboratory supplies, e.g. photography materials, chemicals, paints, bulbs
(both light and flower), thread, needles, bobbins, wood, glue, sandpaper,
nails and automobile parts;
3. Laminating supplies, chart paper, art supplies, and mounting or framing
materials;
4. This definition should be broadly construed in so far as the materials are
used by the teacher for instructional purposes in classrooms, lab setting or
in conjunction with field trips.
E. “USOE” means the Utah State Office of Education.

Authority and Purpose R277-459-2.

A. This rule is authorized under Utah Constitution Article X, Section 3 which gives
general control and supervision of the public school system to the Board, by
Section 53A-1-401 (1)(b) which directs the Board to establish rules and minimum
standards for school programs, and by state legislation which provides a
designated appropriation for teacher classroom supplies and materials.
B. The purpose of this rule is to distribute money through school districts to
classroom teachers for school materials and supplies and field trips.
Distribution of Funds R277-459-3.
A. Each school district, the Utah Schools for the Deaf and the Blinds, the Edith
Bowen Laboratory School, and charter schools, shall provide the USEO with a
teacher count of full-time classroom teachers, as defined above, as of October 1 of
each year.
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 B. The USOE shall distribute funds through each school district proportionally per
eligible position to the extent of the appropriation.
C. Individual teachers shall designate the uses for their allocations with the criteria of
this rule. Districts and other eligible schools shall develop procedures and time
lines to facilitate the intent of the appropriation.
D. Each school district shall ensure that each eligible individual had the opportunity
to receive the proportionate share of the appropriation.
E. If a teacher has not spent, or committed to spend the individual allocation by
April 1, the school or district may make the excess funds available to other
teachers or may reserve the money for use by teachers the following years.
F. These funds are to supplement, not supplant, existing funds for these purposes.
G. These funds are to be accounted for by the district or eligible school using state or
district procurement and accounting policies.
Other Provisions R277-459-4.
A. Districts shall allow, but not require, teachers to jointly use their allocation.
B. Districts shall allow part-time or job-sharing teachers a proportionate allocation.

Date of Enactment or Last Substantive Amendment

August 1, 2002
District Procedures per State Rule R377-459-3. (G)
A. Teacher’s Legislative Money Considered to be used for Materials and Supplies.
1. Materials and supplies, for the most part, should be used in the classroom.
2. Money may also be used to benefit the learning process for things such as
field trips or entrance fees.
3. The district uses the state criteria for spending funds as listed below:
a. “Teaching supplies and materials” means both expendable and non
expendable items that are used for educational purposes by
teachers in classroom activities and may include such items as:
1- Paper, pencils, workbooks, notebooks, supplementary
books and resources;
2- Laboratory supplies, e.g. photography materials, chemicals,
paints, bulbs (both light and flower), thread, needles,
bobbins, wood, glue, sandpaper, nails and automobile parts;
3- Laminating supplies, chart paper, art supplies, and
mounting or framing materials;
4- This definition should be broadly construed in so far as the
materials are used by the teacher for instructional purposes
in classrooms, lab setting or in conjunction with field trips.
b. Legislative money may not be used to benefit the teacher
personally. Some items that are not acceptable are listed below:
1- Professional magazine
2- Pay a registration or a conference, or gas, etc. to attend
conference.
c. Purchasing “treats” with Legislative money
1- “Treats” should only be purchased with Legislative money
when it provides an incentive to the students for some type
of achievement.
2- A year-end class party would be an appropriate expenditure
of Legislative money.
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 B. Purchasing Guidelines for Spending Legislative Money
1. All purchase must have the prior approval of the principal/designee before
purchases are made.
2. The school purchase card should be used.
3. Teachers may be reimbursed for small purchase ($50 or less) from
their State Legislative or Alpine Foundation money.
a. This is the exception not the rule.
b. Teacher’s are required pay for school items separately from
personal items.
c. Per principal’s approval of the reimbursement the teacher should
prepare a document showing what was purchased and a total dollar
amount. The various sales slips should be attached to the
document. The principal will sign and date the document for
actual approval of a reimbursement check.
d. Sales tax is not reimbursable.
e. Teachers will not be reimbursed by the district for purchases
made using their personal funds and needing to be charged to
a district account.
f. If for some reason the teacher leaves the school and moves to
another school the Legislative money will travel with the teacher.
1- A check will be issued to the school the teacher will be
moving to from their Legislative money.
2- The new school will create an Activity for the new teacher
and the Legislative money will be one of the accounts.
3- If the replacement teacher is from another school they will
bring their remaining Legislative money.
4- If the replacement teacher is new to the district they do
NOT have Legislative money that year unless the previous
teacher’s leaves money or the principal chooses to give the
new teacher some money.
5- Teachers may not purchase technology items from
Legislative funds without the approval of the Technology
or Purchasing Departments.
6- If a teacher retires/leaves the district during the school year
the new teacher should have first access to items in the
classroom that the teacher purchased or remaining money
from their Legislative account.
C. Unused Legislative money in the current year
1. Principal’s have the discretion of unused Legislative money
a. On a case by case basis the principal may allow a teacher’s
Legislative money to be carried over from one year to another.
1- A teacher may want to save their money to purchase a
larger item and it will take two years to accomplish this.
b. Unused Legislative money should be returned to the
Legislative/General account.
c. Unused Legislative money should be used to pay for any teacher
who may have a negative balance in their individual Legislative
account.

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 d. The principal may choose to re-allocate current year funds if
desired.
e. Unused money may also be allowed to build-up and be allocated
by the principal for teachers in the following ways:
1- Increase all teachers Legislative amount in the next year.
2- Given to interns to help purchase needed teaching items.
3- An additional allotment may be given to teachers who will
be teaching a different grade.
4- Teachers teaching specialty classes
5- Teachers coming in new to the school may need additional
funds.
2. Teachers may collectively purchase items with Legislative money.
a. Teachers may request unused Legislative money be used to
purchase items that will be beneficial to the school in the various
classrooms or for something educational for the student body in
general.
D. Deadlines for Spending Legislative Money
1. The district’s suggested deadline for spending Legislative money is
April 15th.
2. At the principal’s discretion another deadline may be set for the teachers
to use their money.
3. At the principal’s discretion teachers may save some of their Legislative
money to pay for an end-of-the-year field trip or a class party.
4. Teacher’s should not be allowed to use the school purchase card, for
Legislative purchases after the last day of school, or before the school has
started the new-year’s financial books.

IV. ALPINE FOUNDATION – RECEIVING AND EXPENDING MONEY

The Alpine Foundation is a non-profit fund raising organization of the District. They are
a great resource for the schools. Teachers, employees, patrons, PTA’s and others should
be encouraged to donate to the Foundation. The following are financial guidelines for
schools and teachers in donating to, and requesting funds from the Alpine Foundation.
A. Teacher/Employee Payroll Donations
Payroll deductions are a great benefit to schools, classrooms, grants, programs,
etc. Also, those donating to the Foundation benefit by having a payroll deduction
that allows for a tax deduction on your income tax as well as reduce out-of-pocket
expenses you may have for your classroom or worksite.
1. Sign-up for payroll deductions at the payroll department of the district
offices. It is not necessary to re-sign up each year unless there is a change
in the dollar amount to be withheld from the check.
2. Once an employee has signed up for a payroll deduction those funds
become the property of Alpine School District and the Alpine Foundation.
These funds no longer belong to the employee who donated them.
3. A mutual agreement has been reached with the district and those donating
to the Foundation that the individual with have the opportunity to use the
funds for educational purposes.
4. Funds are accessed by the employee by using a school/district purchase
card for educational items and then asking the Foundation to reimburse the

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 school or department with the funds being added back into the
teacher/employees Foundation account.
a. Only twenty ($20) dollars is allowed to carry-over from year to
year in an individual Foundation account at the school/district.
5. Participants must come to the district payroll office and fill out a
cancellation form.
B. Patron Donations
1. Patrons may make a general donation, in any amount of money, to
a teacher or their classroom.
a. The check should be made out to the Alpine Foundation and not
the school.
1- If checks are received at the school they are sent directly to
the Foundation and not recorded in the schools books.
a) As soon as the school is contacted that the teacher
has received the money the teacher should write a
note of thanks to the patron.
2- At least quarterly teachers should be made aware of
Foundation donations.
3- Patrons wishes should be followed when donations are
given for a specific purpose.
4- Funds should be used for students and not teachers
personally.
b. Patrons may not donate to the Foundation to pay for their student’s
registration for participation in a class, project or specific event.
C. Business Partnerships
1. Business partnership checks should be made out to the Foundation. (This
will take care of any tax problems and help increase positive public
relations with the community.
2. To access the business partnership money do the following:
a. A liability account needs to be created for the school or teachers
using any part of the money.
b. The money has already been recorded as income at the Foundation
so the liability account at the school is appropriate.
c. Teachers/school will spend the money first and then ask for a
reimbursement from the Foundation.
d. Alpine Foundation reimbursement checks will be receipted into the
various users partnership account.
e. Where possible let the business partnership know of the things that
were achieved through their donation.
D. Purchasing Guidelines
1. All purchase must have the prior approval of the principal before
purchases are made. A “Request to Purchase” form filled out and
signed by the principal/or designee.
2. The school purchase card or a purchase order should be used.
3. Where applicable any purchase of $1,000 must be accompanied by
an authorized bid sheet.
4. Purchases from Foundation funds should meet education criteria.

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 5. “Teaching supplies and materials” means both expendable and non
expendable items that are used for educational purposes by
teachers in classroom activities and may include such items as:
a. Paper, pencils, workbooks, notebooks, supplementary
books and resources;
b Laboratory supplies, e.g. photography materials, chemicals,
paints, bulbs (both light and flower), thread, needles,
bobbins, wood, glue, sandpaper, nails and automobile parts;
c. Laminating supplies, chart paper, art supplies, and
mounting or framing materials.
d. This definition should be broadly construed in so far as the
materials are used by the teacher for instructional purposes
in classrooms, lab setting or in conjunction with field trips.
e. Technology items may not be purchased with Foundation money
without the prior authorization of Kay Healy, in the purchasing
department or the technology department.
f. Foundation money may not be used to benefit the teacher
personally. Some items that are not acceptable are listed
below:
1- Professional magazine, a conference, gas, meals.
E. Reimbursement Requests
1. Those requesting a reimbursement from the Foundation need to fill out the
“Request for Alpine Foundation Funds” form.
a. The form must be signed by the teacher and the principal if the
money is coming from a teachers account.
b. The school secretary should not fill out the form in behalf of the
teacher.
c. It is recommended that a copy of the form be kept on file in the
office for future reference if needed.
d. The Foundation does not reimburse sales tax.
2. All requests for funds needs to be submitted to the Alpine Foundation
before the last school day of the year.
3. No school Foundation account should be left with a negative balance at
the end of the school year.
4. Teachers transferring to another school or retiring from the district need to
contact the Foundation and tell them what they want to have happen to
unused money in their account.
F. Unused Teacher Foundation Money
1. It is the teacher’s responsibility to make their wishes known to the
Foundation of any unused money they have in their account.
2. If the teacher leaves the district, the funds will revert back to the school’s
scholarship fund account.
3. Money donated by a patron to a teacher to be used for a specific class
must remain at the school.
4. Purchases made with a patron donation to a class should remain in the
class and not transfer with the teacher to another school or retirement.

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 G. Teacher Foundation Reports
1. At least quarterly teachers should receive a written report showing how
much Foundation money they have in their school and Foundation
account.

V. FUND RAISING – GENERAL

Fund raisers involve student participation with the intent of providing a service or a
product to raise money for a class or school activity. Consequently, the environment
from one fund raiser to another can vary greatly. Schools are being encouraged to choose
fund raisers that will maximize the revenue coming to the school.
A. Approvals
1. Fund raisers must have the prior approval of the administrator.
2. Elementary schools are allowed one school sponsored fund raiser besides
the fund raiser sponsored by the Alpine Foundation.
3. If the invoice for the product purchased for the fund raiser will be $10,000
or more, a district purchase order must be generated through the
purchasing department.
4. If the company for the fund raiser is not on the district’s “Sole Source” list
the purchasing director needs to be contacted prior to the fund raiser.
a. The director will know if the company is legitimate, or if there
may be problems that the school may not be aware of.
b. Just because a school has used the same vendor many times for a
certain type of fund raiser does not necessarily mean that the
vendor provides the best quality product with the best profit
margin for the school. Check with the purchasing director to make
sure of vendor.
B. Fund Raiser Activity Sheet
1. Schools should use a “Fund Raiser Activity Sheet” each time they
participate in a fund raiser.
2. Items to be included on the sheet are:
a. The purpose and description of the activity
b. The date(s) the activity will occur
c. Contact person (sponsor) in charge of the activity
d. A description of the fund raiser
e. Written agreement with the vendor
3. Reconciliation of the fund raiser:
a. Include total inventory received from vendor
b. Include total inventory sold
c. Money received (broken down by checks and cash)
1- Does the total of money received match the total number of
inventory sold?
d. Total inventory returned to vendor.
4. Signatures
a. The administrator, person accepting responsibility for the fund
raiser (the sponsor) and a vendor or sales person should all sign the
activity sheet.
C. Recording Inventory (Product)
1. Someone should be assigned to verify an actual count of product when it
is delivered to the school.
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 a. The number verified should be shown on the “Fund Raiser Activity
Sheet.”
2. A record should be kept of each student participating in the fund raiser and
how much product they have.
a. An accounting should be made to make sure that money or product
each student has is returned to the school.
D. Money Received
1. Daily a “Cash Tally Sheet” should be filled out by the person responsible
for the fund raiser.
a. The sponsor should count the money and fill out the “Cash Tally
Sheet” and turn into the financial office as soon as possible.
b. The money should be turned into the office within the first two
hours of school. This allows the secretary time to receipt the
money and make a bank deposit.
1- Two people should always count and verify the money.
2- Both individuals will sign the “Cash Tally Sheet.”
c. The sponsor should not wait until the completion of the activity
to turn the money into the office. It must be turned in daily.
d. If the school does not keep a record of the product students have
and how much money they have returned to school the school must
photo copy the checks and money for the fund raiser to provide an
actual record of activity.
e. All substantiation involving the fund raiser should be included as
back up materials for the daily deposit.
2. Money is receipted into the ADM= Fund raiser income account.
a. Even if the profits of the fund raiser are to be used by other
budgeted accounts the initial fund raiser income and expenditures
should be paid from the appropriate account.
1- A budget line item is created to show how the profits will
be spent.
E. Payments for Fund Raisers
1. Invoices should be provided by the vendor to pay for the product/services
of a fund raiser.
a. If the invoice is for $10,000 or more it needs to be paid by the
district.
b. Never pay a vendor using cash received from the fund raiser.
c. All invoices, grade or student incentives will be paid from the
ADM= Fund raiser expense account.
2. Vendor cash machines are sometimes used as an incentive for students
participating in the fund raiser. The District recommends that the vendor
be responsible for providing the cash that will go into the machine and the
school paying the vendor with a check as part of the product sold.
However, if the school chooses to do this use the following procedures
should be used:
a. A “Request to Purchase” form filled out for the amount of cash
needed for the money machine and signed by the principal/or
designee.
b. A check will be made out to the person who will go to the bank
and receive the cash.
1- The check will be charged to the ADM= Fund raiser
expense account.

Acctg. Elem - 34
 2- After the check has printed hand write on the check at the
end of the person’s name FPO Petty Cash (for the purpose
of petty cash).
3- If there is unused cash it will be receipted into the ADM =
Fund raiser expense account and sent back to the bank.
3. Purchases for equipment or other stated purposes of the fund raiser should
never be taken out of the ADM = Fund raiser expense account. They
should be paid for from the appropriate expenditure account.
F. Penny Wars
Schools may sponsor a penny war if security and safety issues are adhered to.
1. Money received should be taken to the bank daily and have them count the
coin and give the school a receipt for the funds.
a. If money is not taken daily to the bank it will be put in the school
safe for one day and taken to the bank the next day.
b. District delivery personnel do not have the time to carry large
amounts of coin into the bank; consequently school personnel
should take the funds to the bank.
G. PTA Sponsored Fund Raisers
1. PTA’s who sponsor the school fund raiser should be responsible for all
areas of the event.
a. They should count the inventory, receipt the money into
their PTA bank account and pay any and all invoices for
the event.
2. PTA donations to the school need to be recorded in one of the following
three ways:
a. The PTA makes a financial donation to the school to be used in
any way to help the school or faculty. This money is receipted into
an ADM or teacher donation income account.
b. If the PTA makes a donation for specific things such as
technology equipment, a computer lab or playground equipment a
separate activity account needs to be created that has income,
expenditure and fund balance accounts in it and the funds will be
recorded in the income account.
c. The PTA requests that some of its funds are put into an account to
pay for printing or other things done at the school or district.
These types of items will be receipted into the PTA liability
account and expenditures will come from the same account.
1- The PTA liability may not have a negative balance in their
account at the end of the fiscal year.
H. Raffles or Lotteries
Under Utah law, it is illegal to operate a scheme where a person gives
something of value in order to obtain a chance to win something of value.
(Utah Criminal Code 76-10-1101,76-10-1102).
1. Inappropriate use
a. A raffle or lottery which requires the purchase of a ticket to obtain
a chance to win something of value.
b. Additional tickets sold for more chances to win a prize.
2. An appropriate use is door prizes as long as the tickets are the price of
admission to the event.
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VI. PURCHASED SERVICES FROM PATRONS OR OUTSIDE CONTRACTORS
From time to time schools may consider purchasing merchandise, or services from a
patron or an outside contractor within our district. To protect the school the following
procedures are in place.
A. Contract/Written Agreement
1. A written agreement (contract) should be entered into before any services
are performed, or merchandise is delivered to the school.
2. A definite date for completion of services, or merchandise being delivered
should be included in the contract.
3. Contracts should include signatures of school administrator and person or
company providing the merchandise or services.
B. Payments
1. The district does not give vendors “money up front” to buy materials.
2. Payment for services, or merchandise, is only made after items have been
received, or work has been completed to the satisfaction of the
administrator per contract agreement.
a. Payments to vendors require an invoice including the persons’
name, address, phone number and their social security number.
b. The individual should be set up in the TES accounting program as
an IRS 1099 vendor. (See below)
c. The individuals’ information will be submitted to accounts payable
for their 1099 report. (See below)
C. IRS 1099 Income Tax Information
1. Any individual who is not an employee of the district and who provides
merchandise or services to the school/district in the amount of $600 or
more receives an IRS 1099 form from the district for their personal
taxes.
2. Because individuals provide services for many schools or locations, it is
necessary to submit the 1099 information to the district even if you have
only paid the individual $1.
3. Generate the report for the district:
a. In TES click on File – End of Calendar Year (1099) – Print
Export 1099 Report.
b. Complete the information requested on the 1099 screen.
c. Enter the calendar year that is being reported and a minimum
payment of $1.
d. Check the box that says, “Show Detail.”
e. Check the box that says, “Alpine.”
f. Enter c:\your three digit school location number, i.e.103 Alpine
and click on the “Step- 1 prepare 1099’s” button.
1- A value error will probably appear that says, “The value of
Record Type must be in the list: ‘Student,’ ‘Vendor,’
‘Other,” if so click OK.
g. TES verifies that the 1099 vendor information is complete and will
notify you of any errors found.
1- Any errors found must be corrected in the vendor master
file.

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 2- Go to Master File/Enter/Edit and fix information before
proceeding to the next step.
h. After correcting errors go back and re-do Step 1. If no errors are
found, click on the “Step-2 Print 1099/Create Disk” button.
i. After reviewing and verifying the information please attach the c:
XXX (your three digit school location number) file to an email and
send it to rboyer@alpine.k12.ut.us.
j. Print the 1099 vendor report and send a copy to Robert Boyer in
District mail.
C. Boy Scout Service Projects
1. If an administrator agrees to have a Boy Scout do a service project at their
school they should have a written agreement in place before the project
starts.
a. A definite date for completion of services should be included in the
agreement.
b. If the school is to provide the materials for the project, school
personnel will purchase the materials and not the Boy Scout.

VII. PRINCIPAL’S SIGNATURE STAMP

It is important to have checks and balances in place by having two authorized
individuals’ review and sign important financial documents. The use of a principal’s
signature stamp should be limited to a few exceptions. The following are guidelines for
using the stamp:
A. Used Under Extreme Exceptions
1. The principal’s signature stamp may be used when the principal or third
check signer may be away from school for an extended absence – two
weeks or more.
B. Security Precautions
1. The signature stamp must be kept locked up except when in use.
2. The principal should have the only key.
3. The financial secretary may use the key in the absence of the principal for
extreme exceptions.
4. A log should be kept with the stamp recording the dates the stamp was
used and who used it as well as the check sequence.

VIII. JOURNAL ENTRIES

A. Approvals
1. Administrator must review and sign all journal entries.
a. Signatures may be done individually on each journal entry
or collectively on the monthly journal entry registers that is
provided with the schools financial information.
b. The principal’s signature on the document provides the
checks and balances needed for all accounting purposes.
B. Documentation
1. Journal entries need some type of documentation to initiate the request.
a. Substantiation documentation should be kept on file behind the
printed journal entry or the journal entry register.

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IX. DEVELOP A WORKING SCHOOL MONEY BUDGET
Developing a working budget for school money is important for three reasons. First it
will identify the types of income received in the school and a series of expenditure
accounts to use those funds. It meets the criteria of having school money be transparent
for patrons and others to see projected sources of income and the expenditures that will
be made from those funds. It also provides a resource to stay on-track with school
financial goals and build a safety net for unknown future emergencies. If you fail to
develop an accurate working budget, you plan to overspend monies received for students.

Each year the principal should have a goal or a focus of what they would like to have
happen with their discretionary money. The following information will help you create a
positive financial picture for the faculty and patrons of your school. A collaboration of
the members of your school community will help principal’s achieve their goals.
A. Principal’s should Have a Goal or Focus for the School
1. The principal should write down a goal or focus that they would like to
have students or the school in general accomplish during the next school
year.
2. Initially the principal should not think of money but rather the various
goals to be achieved.
3. Once the goals have been determined it is recommend that the principal
share their goals and focus with a budget team of resource people.
B. Teacher/Media School Budgets
1. All individual in the school who has a TES Activity series of accounts
should submit their goals and financial needs to the new school year to the
principal.
a. Spring of the current school year should be the deadline for
submitting next year’s financial needs.
2. Class donations
It is recommended that instead of teacher’s asking for class donations to
support the enrichment activities planned for their students the school will
receive donations in general and the principal will allocate what is needed
by each teacher for the year.
C. Create a Budget Team
1. Within the school community the principal has many resources to call
upon in developing a budget. The principal should consider inviting the
PTA president, the community council, grade level team leaders, and the
school secretary to participate in the budget process.
2. The budget team should review the goals and requests for funds and make
recommendations of how much money needs to be raised.
3. With school community support there is a greater opportunity to raise the
needed funds.

Acctg. Elem - 38
 D. Financial Resources
All too often the school principal thinks of the standard fund raisers to accomplish
financial goals. Listed below are other possible financial resources.
1. Grants
2. Grants from the Alpine Foundation
3. Writing letters to patrons explaining goals and focus for the year and
asking for donations in any amount.
4. Box Tops for Education
5. Patron participation at various stores that provide schools a donation
6. Emphasis on recycling
7. Fund raisers that 99% of the proceeds come to the school
E. Communications with Patrons and Businesses
The more we communicate with patrons and businesses all of the positive things
that are being accomplished at the school the more people want to participate. It
is when these groups do not know or see what happens to the money sent to
school that involvement is reduced. The following are some ways to
communicate the financial success of school goals.
1. Information on the schools website
2. Thank you letters from students, teachers and principal
3. School newsletters and other publications
4. The school marquee
5. An open house to show things that were accomplished during the year.

X. BUDGET PROCESS FOR SCHOOL MONEY

The District is required to include school activity money in their funds which are reported
to the State Office of Education and the Utah State Treasurer’s Office. The school
budget information must be compatible with District accounts and a basic account
structure was developed for the schools so that the District could include the schools
budget information.
In order for this process to work accurately it is necessary that the schools report true
income and expenditures to the District. Also, when building a budget for next year the
school needs to know how much money has been received in an account and how much
has been spent so that you can project next year’s budget. The following information will
help you complete the process.
A. Review TES Current Year’s Actual Transactions
1. Print the “Principal’s” and “Sponsors Reports” for ADMIN, MEDIA, and
any teacher that may have received more than $100.
a. Review the “Principal’s Report” to see how close the actual
income and expenditures came to the budgets created.
b. Look at the “Sponsor’s Report” to see if actual income and
expenditures seem reasonable.
c. Have entries been put into the correct account? (Example:
Miscellaneous Income is $2,950. Miscellaneous income should be
around $500 at the most so there are probably receipts that have
been created here that belong in Donation Income or Fund
Raisers.)

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 1- For detail of charges go to the TES account of that Activity
on the “Sponsor’s Report.”
2. Correct the Accounts
a. On the “Sponsor’s Report” you will see the actual cash receipt,
check number or PC invoice number, where applicable.
b. Go into the actual receipt by going into the Enter/Edit menu and
double click on the entry.
c. Void the line that has the incorrect account.
d. Insert the correct account number and post the information.
e. Do this for both receipts and expenditures where applicable.
1- Re-print the Principal’s Report to see if changes have
occurred.
3. Re-print the TES Principal’s Report for any activities where changes were
made and make sure that the corrections are recorded right.
B. Update Current Year’s Budget Information
This step gives you the opportunity to review all of your budgets and amend them
to be realistic amounts. The changes you make will be submitted to the
USOE as part of all district budget information. The following steps will help
you accomplish this process:
1. Go to TES/File/Budget Preparation/Budget Amendment/Amend Budget
2. To begin sort the income and expenditures by going to T=Type and
pressing at the top of the screen with the mouse to sort. You will note that
all of the income accounts are shown followed by the expenditure
accounts.
3. Begin at the first account located on the left of the screen. If necessary
change this year’s budget to a reasonable amount. The actual cash
received or spent is shown in the first column.
a. Highlight the account to be amended and press the CHANGE
button located at the bottom of the screen, or just double click in
that cell.
b. Enter the new dollar amount.
c. If you want to zero out the budget press the ZERO button located
at the bottom right of the screen.
d. Once a new budgeted amount is entered in the New Budget it
moves to the Amended column.
e. Press the down arrow to move to the next account.
f. If you hit the enter key the computer may take you down more
than one cell.
g. If you have a budget in an income account you will want to have
money in the associated expenditure column as well.
h. When you finish with each Activities accounts move to the next
group. Complete this process for each account that received money
this year.
C. Project (Create) Next Year’s Budgets
Actual financial information will not be known until the next fall but schools are
required to review their accounts and project or create budgets for the next year.
School personnel will review the budgets created in the spring around November
to see if they are still viable and make necessary changes.

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 Principal’s need to create budgets for any Activity/account that they anticipate
will receive $50 or more in the next school year. The following information will
provide a step-by-step process to follow:
1. Go to TES/File/Budget Preparation/Load Prior Year’s Budget
Information
a. Doing this process loads three years of data into the budget screen
to help you develop your budget.
2. Print a budget worksheet for Activities that have several accounts in them.
a. Inside of the Budget Preparation menu go to/Print Budget
Worksheet/Print for Single Fund/Fund to Print enter a 10.
b. Each Activity will be available to print but only print ADMIN,
MEDIA and other teacher activities that have several accounts in
them.
c. Using the spreadsheet work with your principal to develop a
budget. These amounts will be good guesses, because you won’t
know how much money you have until sometime next year.
3. Enter numbers for next year’s budget – In the Budget Preparation
menu chose Enter/Edit Budget. Start with the first activity and
build a financial NET Budget by estimating next year’s Fund
Balance, what income will be received and what will be purchased
from the Activity. When you have finished with one Activity go to
the next one.
a. Press the INSERT button if you need to create a new income or
expenditure account.
1- Besides giving the new account a name it will need an
appropriate account number. Look on the approved TES
chart of account for these numbers.
b. Begin by entering an estimated Fund Balance.
c. Go through each income account and enter a budget number.
d. Go through each expenditure account and enter a budget number.
e. You will note that as you enter each amount the total of fund
balance, income, are increased. When an expenditure amount is
entered it reduces the net balance.
f. When finished compare the NET BUDGET to make sure that you
have a POSITIVE NET BUDGET amount. Meaning that with
fund balance and income you have more money than you have
budgeted to spend.
g. It is not necessary to budget to spend all monies received in an
account. Some reserve is encouraged.

(continued)

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 D. Provide the Budget Data to the District
The budget information from each school is combined into basic district budget
categories and submitted to the USOE in total. The following steps will allow
your administrator to review your budget and provide the necessary TES
accounting back up information to the District for their report.
a. Print the proposed ADMIN budget to send to the District
b. Choose Print Budget Report by Object.
c. Change the SORT order to Program 2, Object 1, and Function 3
d. Print budget by checking the Single Fund/ Fund 10 –Type the ADM
activity to print.
e. Print the report and have principal sign and date the document.
f. Complete a back-up for the District the same way as you always do.
g. Bring a copy of the proposed 2011-12 budget to the Budget meeting with
your supervisor.
E. Fall Review of Budgets
Generally at the end of October or November the principal will have a good feel
for how much money the school will have to work with during the school year. It
is recommended that at least the ADM account be reviewed to see if budget
information created in the spring is still viable. Follow the steps listed in section
B.

X. PRINCIPAL’S DISCRETIONARY MONEY

In the TES accounting system each major category of accounts is called an Activity. The
principal has a group of income, expenditure and fund balance accounts that make up the
ADM Activity.
A. How to Determine what is the Actual Principal’s Discretionary Money
1. Money received in the various principal income accounts that have been
committed for specific purposes must be used accordingly.
2. Expenditure accounts are created to purchase services and goods for the
income collected.
3. At the end of the school year unused income plus any previous fund
balance become the principal’s discretionary money for the next year.
a. The definition of the discretionary money would be: “Funds that
are available to use at the principal’s discretion or judgment.
Funds should be used responsibly as needed.”
4. When budgets are created the money in the fund balance account is often
used by principals as their source of money for discretionary items.
B. Discretionary Items
1. The principals’ discretionary money is used to fund the following items at
school:
a. Faculty items including food and registration to a conference.
b. School assemblies

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 c. Building and grounds improvements
d. Conference travel for the principal
e. Technology/other equipment needs
f. General school student body expenses
g. Various salary expenses
h. Additional office expenses
C. Recommended Discretionary/Fund Balance Amounts
In difficult economic times the schools may need to have higher amounts of
money in their fund balance account to cover shortfalls that may happen. The
following are recommended amounts of money that principals should have
available for emergencies.
1. Schools with less than700 students should have a fund
balance/discretionary money in the range of $10,000 - $20,000.
2. Schools with a student body of 700-950 students should have a fund
balance in the range of $15,000 - $20,000.
3. Schools in excess of 950 students should have a fund balance in the range
of $20,000 - $30,000.
D. Increase the School Fund Balance/Principal’s Discretionary Money
There are three ways to increase the fund balance/principal’s discretionary money
at the school. Bring in more money, spend less or a combination of both.
Recognize that it may take a few years of conscientious efforts to bring the fund
balance to a healthy level. Continued low fund balances indicate to
administration that the principal has little concern for the finances of the school.
1. Develop realistic budgets and look at the information frequently to stay
within budget.
2. Each year make a conscientious effort to spend at least 2-5 percent less
than is received.
3. After the majority of funds have been received in the school amend the
budgets according to what is actually available.
4. Become familiar with school and district accounts and charge the
appropriate account initially.
5. Limit what is spent on the faculty.
a. Elementary administration suggested that $1,800 be the maximum
amount of money that would be spent on faculty related items.
6. Where appropriate use district budget money first.
a. District budgets should be used to pay for the day-to-day
operations of the school, even if they may be used in the office.
b. Maintenance agreement and repairs should be paid for from district
budgeted money.

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XI. BEST PRACTICES FOR ELEMENTARY FINANCIAL SECRETARIES
We are always looking for ways and procedures to provide efficiency and reduce the time
spent by our secretaries to complete their many responsibilities. Listed below are several
recommendations that will help you accomplish this objective.
A. Daily
1. Receipt money, be sure to make the computer deposit and prepare the
bank deposit before the district mail delivery person arrives.
a. File the following information with the daily receipt register:
1- Copy of cash receipts
2- Copy of the “Preview Deposit” Report
3- Run two copies of checks and cash on the adding machine
and attach one with the deposit information.
4- Vendor’s check vouchers (Usually the lower portion of the
check.
5- All Cash Tally Sheets and other substantiation received.
6- Where possible photo copy checks, cash and coin and put
copy with the deposit batch.
7- A copy of the bank deposit slip
8- The strip torn off from the tamper proof bank bag
b. Make certain that you post each batch in the Make Deposit menu
of the computer.
2. Purchase cards
a. “Requests to Purchase” must have an authorized signer before the
card is given out.
1- Encourage teachers to sign in and out the purchase card.
b. The information from the sales slip and request to purchase should
be entered into the purchase card temporary log on the AS400 as
soon as possible after the sales slip and the card are returned to the
office.
c. Purchase card substantiation should be kept separate per card.
Each card should have its own envelop or binder.
1- File receipts by card by date.
d. As the sales slips, etc. are brought to the office immediately check
to see that no tax has been paid and put a check where the sales tax
would have been.
3. Back up the TES Accounting program each day your work in it.

B. Weekly
1. Process various payroll functions
a. Process and edit time cards weekly
b. Enter time and attendance information weekly
2. Schools banking with Chase Bank should review their checking and
savings account information weekly.

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C. Bi-Monthly
1. Pay invoices
a. Have a “Pending” file for school purchases and another one for
district purchases for the school to keep invoices and other
documents that need to be paid.
b. Pay invoices in the AP Invoice/No PO option of the TES
accounting program.
c. Each time a check run is completed check the Chart of
Accounts/Assets=Cash-in-bank to make sure there is enough
money to cover the checks.
1- If necessary transfer Chase savings into the checking.

D. Between 1st and 15th of the month

1. Reconcile the bank statement
2. Send financial information to District by 15th of the month
3. Pay District School Books Receivable account (8100.7.0.xxx)
4. Print Principals Report (choose one-line summary)

E. Between 22nd of month and the last day of the month

1. Reconcile school purchase cards
a. Make necessary changes on the AS400 purchase reconciliation
b. Review transactions before posting and printing reports.
c. Post and print reports
d. Send the report with the appropriate month’s financial information.
2. File reconciled reports and substantiation away by month.

F. Good Suggestions:
1. Use Warehouse on-line ordering for as many supplies as possible
2. Use Office Depot’s on-line ordering program.
3. Have enough purchase cards in the school to meet the needs of teachers.
a. Neither the Principal nor secretaries should loan out their purchase
cards.
b. Have at least one card with the education supply account number
as the default number on the purchase card.
(1000.0610.0500.10.xxx)
4. Reconcile district budget information monthly
5. Provide teachers with a “Principal’s Report” at least quarterly.
6. Encourage teachers to spend their money by April 15th.
7. Do not allow teachers to use the purchase card after the last day of school.
8. Get your appointment for the “Warehouse – Summer Supply Order) early.
9. Have the Purchasing Department make purchases for your school that are
$1,000 or more.
10. As soon as you know a problem exists let the accounting department know
so that they can get the problem fixed.

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INSTRUCTIONS FOR RECONCILING DISTRICT BUDGETS – EXCEL

Yearly, the District provides each school a per pupil allocation for the day-to-day
materials needed to educate our students. When the financial secretary reconciles the
district budget information monthly, and makes that information available to those who
need to know it allows the school to spend and not lose their allotted monies.

1. The actual budgets for each school are determined by the certified Fall Enrollment
Count, sometimes called the “warm body count.”
2. If the Excel District Budget sheet is already on your computer just save the
document by a different name and delete the budget, expenditures off from the
first sheet.
a) If there are PENDING items showing on the first sheet you must go to that
worksheet and delete the information from there. If you delete this
information on the first sheet you also delete the link that gives you the
PENDING information.
2. Using the most current “School Budget Report” and the “School Budget
Allotment” page provided to the schools from the Budget Department enter the
current school years budget information.
a) Start with the General Education Programs and work your way down the
sheet to the Title II-A Teacher Quality.
b) When finished add the total budget from the General Education Program
and the Program 0500 together. This dollar amount should match to total
Budgets that Wash budget.
c) Once the budgets that wash match continue on down the page and enter
budget information for each of the accounts shown.
What do I do if I don’t have one of the accounts shown on my report?
3. Creating a new line item account from the budget
a) Within the Excel spreadsheet go to the left side of the screen. Using the
mouse right click to INSERT a new row.
b) Start with the title of the account and using the TAB key move fill in the
information.
1- If you are creating a series of accounts called a program you will
need to insert the number of accounts that you need plus one more
account for the totals.
2- In areas that have a formula copy the formula of the line above
(except on the total line).
3- The formatting the cells for the totals may be done in several ways,
but let’s keep it uniform so use the following formula. For
example in the budget column we are adding a new line item at
C35 and want to add the information from there to C38. Write the
formula as follows:
@sum(C35..c38) = the total budget amount for that program.
Next copy that cell and paste special the formula in the other two
cells.

Acctg. Elem - 46
 3- (Continued)
Whenever you create a new account you will want to create its own
spreadsheet to keep track of the pending information.
a. Go to the worksheets and decide where the new sheet will
fit in.
b. Using the mouse right click and choose move or copy
sheet.
c. Press the copy this sheet box and scroll down until you
decide where you want the sheet to appear.
d. The new sheet will show at the bottom of the screen with a
number 2 behind it. Right click with the mouse and rename
the sheet. Go to the top of the sheet and rename it there as
well.
4- Link the pending cell on the first sheet with the new sheet you
have just created.
a. Go to the new cell and press the plus sign on your
keyboard.
b. Using the mouse scroll to the tab of the new worksheet you
created along the bottom of the screen.
c. Go into the worksheet and go to the total column located at
the bottom of the screen and press the enter key. The cell
has now been linked.

Monthly Reconciliation
1. Using the “Actual Activity” report go through each transaction shown in the
various programs and find that entry on your individual worksheet for that
account. Move the pending charge to the running total column.

2. When all pending charges have been resolved go to the first sheet called the
“Budget Report.” Start with the first expenditure account and change the amount
to the current year-to-date- amount from the District Summary report. When
through compare the total with the report.

3. Review the budget information to make sure that it hasn’t changed.

4. When finished print two copies of the first sheet and give one to the principal and
keep another on file for your records.

5. Write on the actual green bar report the date that it was reconciled.
a) Include information regarding any journal entries or changes that the
District needs to make.

6. File monthly green bar reports away in a binder, or they may also be included
with other monthly cash financial information.

Acctg. Elem - 47
 ELEMENTARY SCHOOL - DISTRICT BUDGETS THAT WASH THROUGH EACH OTHER

Account Name Description Account Number

Extracurricular Addenda
*General Teachers Aides
Playground Supervision
Activity Field Trips
Textbooks (Budget Only)
Education Materials & Supplies
Health Supplies
Media Materials & Supplies
Media Books
Media Subscriptions
Media Audio-Visual
Hourly Office Assistant
Administrative Office Supplies
Custodial Supplies
Equipment Repair
Telephone Service
Professional Development
Instructional Equipment
Teacher only stipened for activity 1000.0134.0000.10.xxx
Hourly aides used in the school 1000.0162.0000.10.xxx
Hourly aides used on the playground 3100.0164.0000.10.xxx
Field trips and entrance fees 1000.0571.0500.10.xxx
Budgeted here but spent in liability 1000.0641.0500.10.xxx
Applicable to teach students 1000.0610.0500.10.xxx
Bandaids, etc. used in health room 2130.0610.0500.10.xxx
Supplies used in the Media 2220.0610.0500.10.xxx
Various books used in the Media 2220.0644.0500.10.xxx
Subscriptions to various magazines 2220.0650.0500.10.xxx
Audio, CD's and DVD's for Media 2220.0660.0500.10.xxx
Office help per pupil amt +size allotment 2410.0157.0500.10.xxx
Materials used by principal and secretary 2410.0610.0500.10.xxx
Materials to clean building +sanitary products 2610.0610.0500.10.xxx
Repair various machines, copiers, printers, 2650.0440.0500.10.xxx
Long distance only 2612.0530.0500.10.xxx
Conference, classes, in-service for teachers 2834.0581.0500.10.xxx
Equipment in the school to educate students 4600.0732.0500.30.xxx

It is possible to over spend one budgeted amount and under-spend another. As long as the total budget
is not exceeded the school is not considered to be over their budget.

* School’s may received additional aide time for an hourly aide to be committed to a teacher's class that
has a large membership. The amount of aide money committed to specific teachers does not carry-over at
the end of the year, nor does any unused aide money for that teacher wash through other program
accounts.

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