District Resource Guide - Polk County School District
District Resource Guide - Polk County School District
District Resource Guide - Polk County School District
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a. If all copies of the voided document are not destroyed, the same<br />
thing can happen as mentioned above. (There is the one exception<br />
on Official Receipts where only the white original and blue copies<br />
must be turned in. We have this exception because the Official<br />
Receipts are issued in booklets, so the original is not perforated and<br />
would be difficult to tear out and us.)<br />
b. It is in the financial secretary’s best interest to keep a log of all<br />
RMC’s used, issued to teachers, voided, etc. If the financial<br />
secretary does not keep a log of the activity she can’t keep up with<br />
all the RMC’s she has issued during the year.<br />
3. Fund Raisers<br />
a. Approval of the fundraiser occurring after the start of the fundraiser,<br />
or not at all.<br />
b. Financial report for fundraiser not submitted, not submitted timely<br />
or not signed.<br />
What can go wrong?<br />
a. If the Fundraising Activity Approval (Form 828) is not presented to<br />
the principal for his/her approval, then the principal may not be<br />
aware of this event and cannot exercise control over the activity.<br />
b. The information collected on Form 828 is often helpful when there<br />
are discrepancies over who is in charge, where the money is to be<br />
deposited, how the money is to be spent, etc. These completed<br />
forms should be retained for audit purposes, as well as for historic<br />
data.<br />
c. If the Financial Report for Fund Raising Activity (Form 829) is not<br />
completed, the principal may not know that there was a loss on the<br />
event. This could cause a deficit in that Internal Account, which must<br />
be explained in writing, by the principal at year-end. Getting this<br />
form timely, reviewing it and discussing any losses with the sponsor<br />
at that time, can prevent “surprises” at year-end.<br />
4. Outside Organizations<br />
Be sure you know what they can and can’t do.<br />
a. Dues & Fees- look at the approved list. Any money collected on any<br />
of these items MUST go into Internal Accounts.<br />
b. Be sure there is proper segregation between outside organizations’<br />
activities and the school’s activities. If it is a booster group’s
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