Extra Curricular Clubs and Activities

1. Extra Curricular Clubsand Activities Spencerport High School Opening Day, 2013

2. Club Expectations • Expectation that clubs meet at least once a month • Submit meeting schedule for the 2013-14 school year after your club’s September meeting • Club Secretary must submit meeting minutes to me via email within a week of each meeting • All financial decisions must be documented in the meeting minutes • Those minutes will be forwarded to Kris Daly for auditing purposes • Each club will keep a webpage: please include meeting calendar with locations, advisors’ names, and contact information.

3. Open House • All clubs must have a form of representation • Student volunteers • Parent volunteers • Display • September 19, 2013

4. Most Common Financial Transactions

5. Reimbursement • Total LESS than $200 • Email Mike Blackwell for approval • Make purchase, keep & copy the receipt • Turn in original receipt and approval email from Mike with your Payment Order Slip to Kristen Paolini When you might use the reimbursement transaction: -Purchasing supplies for a club’s end of year party -Last minute Homecoming decorations **When possible, avoid parents spending and expecting reimbursement.

6. Making a large purchase >$200 Step 1: Get a price quote from the vendor (can be email) Step 2: Complete a Purchase Order request form Step 3: Submit a PO request form and price quote to Kristen Paolini Step 4: Kristen forwards the signed PO request to Mike Blackwell for processing. Step 5: Mike issues a PO# for this purchase Step 6: Order the items using the PO# Step 7: Submit Payment Order with invoice from the vendor to Kristen Paolini Step 8: Kristen forwards the signed Payment Order to Mike and Mike will write a check to the vendor.

7. Making a small purchase <$200 • Email Mike Blackwell for approval of purchase • Submit approval email, invoice, and Payment Order form to Kristen Paolini • Kristen forwards the signed Payment Order to Mike Blackwell • Mike writes a check to the vendor

8. In Summary… PRIOR APPROVAL REQUIRED ≤ $200 > $200 • Email request to CT • Amt?, Where?, Why? • Receive APPROVED email • Print APPROVED email • Complete PO form • Student & advisor sign • Attach vendor quote • Submit to Administrator • (currently K. Paolini, N. Dale, or J. Pelin) APPROVED • CT writes/records check • Check/docs returned to Advisor • Advisor pays vendor • (Remember to retain copies & update club ledger!) • Complete PAYMENT ORDER • Student & advisor sign • Attach vendor ‘s INVOICE or • APPROVED email • (Reimbursements require original receipts!) • Submit to Administrator • (currently K. Paolini, N. Dale, or J. Pelin) • CT assigns PO# & signs • APPROVED PO to advisor • Advisor sends to vendor • Vendor sends INVOICE • (INVOICE must reference APPROVED PO#)

9. Things that may delay your payment • Forgetting to have your student treasurer sign the forms • Not submitting the proper documentation (i.e. no quote from vendor showing the agreed upon price) • Payment Orders for reimbursement without prior approval • Submitting a Payment Order without an approved Purchase Order for totals >$200 • Not planning ahead • Checks are cut and PO request are approved once a week, on Thursdays.

10. Fundraising

11. FUNDRAISING . . . Donations Sale of Goods (Non-Taxable) (Taxable @ 8%)

12. FUNDRAISING: Step #1—Form A (Form A is available in the HS Bookstore) “FORM A” CHECKLIST: • MUST be neat, legible, and complete! • (review w/ Central Treasurer to avoid delays) • Signatures—Advisor/Coach • Building Principal • Submit to Ms. Paolini @ HS • Approval by Central Treasurer • Receive APPROVED Form A from CT • NOW . . . Begin your fundraiser! Required for prior approval before any fundraising may take place!

13. FUNDRAISING: Step #2—Fundraise (MUST be conducted entirely within the date range specified on Form A) “FUNDRAISER” CHECKLIST: • Get a written quote for any purchased goods you intend to sell—email, fax, etc. • Contact the Central Treasurer to initiate the PURCHASE ORDER process. • (refer to the “Purchase Order Checklist” that follows) • All checks received MUST be payable to “Spencerport . . .” –EX: Spencerport HS Softball! • (the Central Treasurer will not accept for deposit any check that fails to meet this criteria) • All cash MUST be secured in a locked safe/cabinet overnight—DO NOT TAKE $$$ HOME! • Deposit funds PROMPTLY—multiple deposits for same fundraiser are OK. • Complete & submit FORM B within 10 days of concluding your fundraiser. • (refer to the “Form B Checklist” that follows)

14. EXPENSES: Purchase Orders (Purchase Order forms are available in the HS Bookstore) “P.O.” CHECKLIST: • BEFORE you can purchase “goods”, you MUST • contact the Central Treasurer for a PO# • Get a “hard copy” price quote—including • shipping costs & PO# from the vendor (seller) • Complete a Purchase Order form (MUST be neat, • complete & legible!) • Signatures required: Advisor/Coach • Activity Treasurer (student) • Submit to Ms. Paolini’s Office for approval • (Ms. Paolini’s Office will forward to Central Treasurer) • Central Treasurer approves & signs • Get price quote(s) at any time, but DO NOT • ORDER until you have an approved PO!

15. EXPENSES: Payment Orders (Payment Order forms are available in the HS Bookstore) “PAYMENT” CHECKLIST: • BEFORE you can pay a vendor, you MUST have an invoice (bill) from that vendor listing PO# • Complete a Payment Order form (see above) & attach to vendor’s original invoice • NOTE: Payment order will NOT be approved unless sufficient funds are available in your account! • Signatures required: Advisor/Coach & Activity Treasurer (student) • Submit to Ms. Paolini’s Office for approval (Ms. Paolini’s Office will forward to Central Treasurer) • Central Treasurer approves, signs& issues check • Check & invoice are returned to advisor/coach for submission to vendor (this is your responsibility!)

16. PROFITS: Depositing Receipts (Deposit receipts are available in the HS Bookstore) “DEPOSIT” CHECKLIST: • ALL checks MUST be made payable to “Spencerport . . .” • (It is yourresponsibility to monitor compliance with this requirement!) • NEVER accept checks payable to coach/advisor!!! • Record coins, currency (paper money) & checks • separately (attach a separate list of individual checks ) • Wrap/band coins & bills in appropriate amounts • (coin & bill wrappers are available in the HS Bookstore) • If you sold goods &/or services, you MUST deduct • sales tax! (total deposit ÷ 1.08 = your profit less tax) • Identify CLUB/ACTIVITY account, WHAT it is for & WHO • is depositing on the receipt. • Submit ALL deposits to Central Treasurer in a bank bag • immediately or secure overnight. DEPOSIT PROMPTLY!

17. FUNDRAISING: Step #3—Form B (Form B is available in the HS Bookstore) “FORM B” CHECKLIST: • MUST be neat, legible, and complete! • (review w/ Central Treasurer to avoid delays) • Signatures—Advisor/Coach • Activity Treasurer (student) • Submit to Central Treasurer • Reviewed & approved by Central Treasurer • Receive APPROVED Form B from CT • PROFIT/LOSS STMT may be required! Did you deposit >$500? Did your fundraiser involve yearbook, dances, magazines or dramatic productions? YES NO

18. FUNDRAISING: Step #4—Profit/Loss Statement (Profit/Loss Statement form is available in the HS Bookstore) “PROFIT/LOSS” CHECKLIST: • MUST be neat, legible, and complete! • (review w/ Central Treasurer to avoid delays) • Be sure to list eachDEPOSIT and EXPENSE • for this fundraiser separately on the form • Signatures—Advisor/Coach • Activity Treasurer (student) • Submit to Central Treasurer • Reviewed & approved by Central Treasurer • Receive APPROVED Profit/Loss Stmt from CT • CONGRATULATIONS! Your paperwork is done!

19. Recordkeeping Responsibilities for Student Treasurers & Coaches/Advisors Maintain file copies of ALL paperwork (Form A, Form B, Profit/Loss, Deposit Receipts, Purchase Orders, Payment Orders, etc.) Maintain an Activity Account ledger or check register showing ALL activity (deposits, checks, etc.) in your Extraclass Activity Account IMMEDIATELY reconcile your ledger/register with your monthly statement from the Central Treasurer and see the CT about discrepancies!