09/15/15 1

EXTRA CLASS BOOKKEEPING

Mrs. Barb Krazmien, Central Treasurer

Updated 8/2015

OVERVIEW

Each club has a mailbox and ledger book located in the business office. Please check your

mailbox frequently. Forms and coin wrappers are also available in the business office.

The treasurer position, as with all leadership positions, should be a learning experience for the

students. The student treasurer should be a responsible student as they are to submit deposits, post entries

in the book, submit reports, etc. It is advisable that an assistant treasurer be appointed, possibly the vice

president, to be familiar with the procedures in the event that the treasurer is unable to fulfill the duties as

necessary. Advisors are to assist the treasurer and are not to be doing the work.

Clubs are to take minutes at all meetings. The minutes should include notes on discussions

regarding fund-raisers and expenditures. ALL fund-raisers and expenditures are to be the decision of the

club members.

Anyone needing assistance with the bookkeeping, please see me! I’m at school every day from

7:30 to 3:00.

PLEASE NOTE--EXTRA CLASS ACTIVITIES ARE SUBJECT TO SALES TAX even

though it is a school related activity. Please advise vendors of this when making purchases for club

use (not resale). Remember to include sales tax in selling prices. Tax on clothing is now 4%.

MEETING MINUTES

1. Meeting minutes must include:

a. Date of the meeting

b. Members present

c. Items discussed, including motions, seconds, and vote results

-Fundraisers: what, when, the possible vendor(s) being used, est. income and expenses

-Payments: to whom, for what and the amount

d. Signed by the secretary

e. See Appendix A for sample minutes format and sample motions

FUNDRAISING

1. Fund-raisers and other income-generating activities must be decided upon by the group

members.

2. Must adhere to District Policy #7450 – Fundraising by Students

a. This policy is applicable to ALL student organizations and athletic teams

b. Fundraisers are to have a designated purpose clearly defined on the request form with

the educational experience included

c. Must be granted approval by Student Council and building principal prior to any activity

d. A Request for Fund Raising (Appendix B) must be submitted at least 1 month prior to

the event

e. Social Engagement activities (dances, fun night, movie night etc) are given priority

09/15/15 2

f. A club is generally limited to 1 sales activity per year

3. Must have an estimated budget established

4. A purchase order must be requested prior to placement of any orders for products or services

5. Raffles, 50/50 drawings, Chinese Auctions and other similar activities that are considered

games of chance are not allowed (per NYS law)

6. No sales of candy or other non-nutritional foods/ beverages are to be conducted in school prior

to the end of the last lunch period (per NYS law)

7. A Ticket Sale Reconciliation (Appendix C) or roster must be maintained for any event where

there is a charge per person (dinners, dances, trips, etc)

a. Pre-numbered tickets must be used (available in the business office)

b. Use different numbering sets or colors for different pricing

c. Record sales on the reconciliation sheet.

-Be sure the person who collects the money for the tickets on a sheet signs as the seller.

d. DO NOT complete this sheet from receipts. However, the total MUST agree with the

total ticket receipts for the event.

e. This sheet is to be turned in to the Central Treasurer with the receipts and unused

tickets.

8. A Sales Reconciliation (Appendix D) must be completed for all products sold speculatively

(without taking prior orders). ie: candy bars or concessions

a. This is available on the website under staff forms “Extraclass Reconciliation Form”

9. Pre-numbered receipt books are issued to each club.

a. Receipts are to be prepared for each individual/ business from which money is received

and the reason must be stated on the receipt (Appendix E).

b. One receipt may be recorded for each ticket reconciliation sheet.

c. Events where individual receipts cannot be tracked, such as the penny race or dress

down days, issue one receipt for the daily collection.

d. The top copy is for the customer

-For 3-part receipts the 2nd

copy is to be turned in with the deposit

e. The Receipt book is to be turned in at the end of the year for auditing

10. Documentation (copy of master order form, etc) must be provided showing grand total of

orders taken for fundraisers. Please turn this in with your Request Order.

11. Be sure to keep track of fundraiser income and expenses for completing the profit and loss

form

PURCHASING

1. Purchases must be made using an EXTRACLASS PURCHASE ORDER form. DO NOT

place phone or internet orders until a purchase order is received. Payments cannot be made if

there is no purchase order.

2. Purchasing procedure is as follows:

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a. Club members approve all expenditures, in advance, from available funds. This should

be noted in the meeting minutes and include to whom, for what and how much.

b. Expenditures of $1,000 or more for trips, equipment, etc. must include 3 quotes.

-fundraisers and prom do not need quotes

-attach quotes to request order

c. Check with the vendor to see if they will accept a school purchase order and issue an

invoice to the club. Below are a few of the vendors that will invoice clubs. Purchases

from these vendors will NOT be reimbursed.

-Alexander Deli

-J Dubs Pizza

-Attica Hardware (hardware and building supplies)

-Batavia Restaurant Supply

-Mugs & More (clothing & other screen printing)

-Bloomz Florist

-Olivers Candy

-Wal-Mart (store card is required. Please use for all grocery items as well as general

merchandise)

-For trophies and engraving services: Imagination Inc. (Brandon Lewis)

d. Prepare request form. (use the on-line Extraclass Requisition form – Appendix F) Be

sure it states the club and activity.

-vendor address is required

-attach any items (order forms, etc) that must be sent to the vendor. Also include any

special instructions, such as fax, pick-up, etc.

-a copy of club minutes approving the purchase must be attached

- treasurer, advisor, and principal signatures are required

-turn in to Central Treasurer – BEFORE PLACING THE ORDER

e. A purchase order is prepared by the Central Treasurer and encumbered (indicating that

the funds are expended) for amount of order

f. The purchase order is sent to the vendor, with the approval copy to activity advisor

g. When the merchandise or service and invoice are received, the activity advisor and

treasurer are to check for accuracy against purchase order.

-Items on the packing list are to be checked off as received

-The purchase order and packing list are to be signed and dated. (Appendix G)

-If there is no packing list, the invoice must be checked off, signed and dated and noted

that there was no packing list.

-The invoice must not be dated prior to the purchase order.

h. Prepare a pay order form(Appendix H) and submit with original invoice, approval

copy of the purchase order, and packing list, to central treasurer for payment

-Balance verification information must also be completed

3. Items purchased for resale (ie: tee shirts, candy bars) should be purchased tax-exempt with a

resale certificate sent to the vendor. Sales tax must be charged on the selling price of the item

a. Example: Tee shirts are purchased from vendor for $5 each and sold for $10 each.

Sales tax of 4% ($ .40) would be added to the selling price of the shirt for a total of

$10.40. Or sales tax can be calculated to be included in the $10 use the formula below.

b. Formula for calculating sales tax

Dep amt / 1.04 or 1.08= taxable amount

taxable amount X 4% or 8%= sales tax amount

09/15/15 4

4. Gift cards as prizes or gratuities may be purchased following the above procedures. In

addition, a signature from the recipient is required to verify their receipt of the card. This may

be done on a separate sheet noting receipt of the gift card, or on the approval copy of the

purchase order.

5. Reimbursements are discouraged. However, there are times when a reimbursable expenditure

is necessary. Reimbursement expenditures must:

a. Not be for purchasing convenience.

b. Be pre-approved by the club and must be documented in minutes including: to whom,

for what, and the maximum amount

c. Have a request order prepared indicating the person to reimburse as the vendor

d. Have a purchase order issued to the person to be reimbursed prior to the

purchase.

e. the original, itemized receipt(s) and approval copy of the purchase order with the pay

order form or a check will not be issued

-Receipts must only contain items purchased for the club use

DEPOSITS

1. Money (cash or checks) is to be deposited on a daily basis. DO NOT HOLD money until a

fundraiser is complete!!

a. According to District Policy 5530 Petty Cash and Cash in School Buildings:

-not more than $250 shall be held

-money shall not be left in classrooms or desks

-The District will not be responsible for unprotected funds

b. Money can be put in the business office safe.

-put money in an envelope or ziplock bag and label with amount and activity

-only business office personnel are to enter the safe

2. Keep a record of checks received so they can be traced if returned by the bank for NSF (record

check information on the receipt)

3. Deposit moneys for different activities separately or include a breakdown of the activities on

the deposit slip. Some things are taxable, others are not.

4. Submit money for deposit by counting

a. Sort bills by denomination and have face up

-bundle $1’s in $50 bundles

b. Roll large quantities of coins

-quarters can be in $5 rolls

-bill and coin wrappers are available in the business office

c. Fill out deposit slip (Appendix I) and turn in with money, secure deposit slip to the

outside of the envelope if your deposit is in one

-a second representative of the club must verify and sign the deposit slip

-include an accurate event/activity name (i.e.: “fundraiser” is not descriptive enough)

-include a copy of the pre-numbered receipt(s) that make up the deposit

5. A receipt (Appendix J) will be prepared and issued with central treasurer’s initials. The receipt

will be placed in your mailbox.

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6. Post the receipt to the club book

PAYMENTS

1. Prior to being incurred, expenditures must be approved by the club members and documented

in the minutes

2. Pay Order forms must be submitted with appropriate documentation as noted above

a. Expenditures such as donations or awards that will not have an invoice must have the

minutes indicating the name of the recipient, reason for the expenditure, and the amount.

b. Pay orders must have student treasurer, advisor, and principal’s signatures before a

check will be issued

3. Checks will be cut on the 15th and 30th

of each month. Checks will be released (mailed or

distributed) after approval by the District Claims Auditor. Be sure to plan ahead and get the

paperwork submitted early!!!

4. Keep a copy of the invoice for your records

TRANSFERS

1. Club to club transfers are to be done using the transfer form (Appendix K) and are to be treated

as any other expenditure/ receipt

a. The club transferring funds out must submit the form with the required expenditure

documentation (pay order, minutes, and memorandum) and signatures to the central

treasurer

-when the transfer is completed by central treasurer, copies will be placed in both clubs’

mailboxes

b. The receiving club must record the receipt in the receipt book and club ledger book

2. Interest in excess of $50 will be distributed semi-annually and will be on your January and June

statements

3. Any sales tax transfers will appear on your statement

POSTING

1. Periodically check your mailbox for receipts and completed pay orders. This will vary

depending upon how active your club is.

2. Record receipts, checks, and transfers in your book.

a. Record in numerical and chronological order

b. For receipts subject to sales tax, record “net” receipt amount -- that is how it appears on

your reconciliation statement

c. There is a calculator on the counter if you need to use it. Please keep it in the business

office.

d. Books can be taken to study hall or the advisor’s room to work on them, but they must

be returned to the business office when done for the day.

e. Books on computer. You may keep your books on an excel spreadsheet that I have set

up. It looks much like the paper page, but it’s much neater and does the math for you. I

will meet with treasurer & advisor on an individual basis if you want to use this format.

09/15/15 6

-I will periodically request that you email your file to me to verify it is current and

accurate

-The file is required to be emailed to the Central Treasurer at the end of the year to be

verified, printed and placed with the club book

RECONCILIATION

1. A monthly account transaction statement will be put in your mailbox (usually between the 10th

and 15th of the month)

2. Compare the statement with your books. Be sure all transactions are posted and the balances

agree. Remember to post any transfers.

3. Once the balances agree, initial the book balance and sign and return the statement to the

Central Treasurer. Do not return the statement until your book agrees!

Hint: Reconciling your book is a lot quicker and easier when posting and reconciling are

done promptly and completely.

START-UP CHANGE

When start-up change is required for an event, please do the following:

1. During a meeting discussion regarding the event, include a motion that $ X start-up change is

needed and that __(advisor)___ is to secure it.

2. Make out a pay order to the advisor in the amount approved in the minutes.

a. Be sure to have all 3 signatures

b. Attach a copy of the minutes approving the expenditure.

c. Please have this documentation to the Business Office at least 3 days prior to

requiring the change.

3. A check will be made out to the advisor who will cash it for the appropriate denominations.

4. Upon completion of the event, the amount of the start-up cash is to be re-deposited using

“start up change for _____________” as the deposit description.

MISCELLANEOUS AND HELPFUL HINTS

1. Profit/ Loss statement (Appendix L) is required for each money-generating activity-Paper or

Excel versions

a. Fill out, print (if using excel), sign and return as soon as all your information is

available

-itemize receipts and checks issued

b. Remember to include sales tax as an expense

c. Treasurer and advisor signatures are required

2. Please keep your copies of receipts, pay orders, etc. The advisor should designate a spot where

these can be kept for the current and past year. Please do not keep these in the book or mailbox.

3. Individual student accounts are the responsibility of the club.

a. Be sure enough funds are designated to cover general club expenses before allocating

funds to individual accounts.

b. Periodically, especially at the beginning of the year, reconcile the individual accounts

with the club balance. The individual account total must not exceed the club balance.

09/15/15 7

4. Should an inter-club loan become necessary to overcome a temporary cash deficit, a Promissory

Note is required. Both clubs must have the loan documented in its minutes. The minutes and

Note must include:

a. The borrower and the lender

b. The amount borrowed and repayment amount

c. Repayment terms, i.e.: due date

THE FOLLOWING PAGES CONTAIN EXAMPLES OF THE FORMS TO BE USED AND SALES

TAX INFORMATION

09/15/15 8

Appendix A

Extracurricular Club

Sample Meeting Minutes & Motions

Minutes

Remember to include: Date, Time, Place, Members Present & Members Absent

Summarize major discussions, especially those pertaining to financial matters.

Secretary to sign the minutes

Motion - General Purchases

Discussion will include the event that the purchase if for, what is being purchased, where it is

being purchased from, and the budgeted amount.

Motion by _______________, seconded by ________________ to purchase

___________________________ from __________________ not to exceed $_________. All in

favor _____, opposed _____. Motion carried (denied).

Fundraiser discussion/ approval:

_________________________fundraiser was discussed. It was determined to use -

___________________________ as the vendor. On a selling price of _____ we will earn

approximately ____________ ($ or %). (if applicable: ____% of the profit will be credited to

each seller’ s individual account).

Also include in the discussion notes such items as if orders are being taken, if the vendor will provide any order forms, etc.

Motion by ________________________, seconded by ______________________ to hold a

_____________________________ in/on ____________ (date). All in favor _________, opposed

______. Motion carried (denied).

09/15/15 9

Appendix A (cont)

Reimbursement discussion/ approval

The purchase of ____________________ for ___________________ was discussed. Because the

vendor accepts only credit cards/ will not bill the school PO, _______________________ will

make the purchase and will be reimbursed not more than $____________.

Motion by _________________________, second by ________________________. To reimburse

__________________ up to $ _________________ for _____________________. All in favor

________, opposed ________. Motion carried (denied).

Misc. expenditures (scholarships, donations, etc.)

Your minutes are the only documentation for these types of expenditures. Please record the

details thoroughly

Documentation of discussion will include why the club is spending this money

To whom it is being paid

The amount being paid

Any other necessary details (how a selection is or will be made)

Motion by _________________________, second by ________________________. To give

__________________ $ _________________ for _____________________. All in favor ________,

opposed ________. Motion carried (denied).

Appcard-ixA --

Student Council MeetingMinutes Worksheet (Sample)

Studcnt Govcrnence

Date and Time of Meeting.

Purpose of Meeting:

Location of Meeting:

Time:Called to Order by:

Role CaIlPresent:Absent:

Agenda Adoption Moved by:

A.pproval of Prior Mnutes Moved by:

Reports:PresidentTreasurer (inctuding Financial Statements)SecretaryOther Officers

Approval of Council Reports Moved by:

Club and Class Reports:

Other Action Taken:

Seconded by:

Seconded by:

Seconded bv:

Approved/Denied:Moved./Seconded:

Other Action Taken:

Approved/Denied:Moved,/Seconded:

Adjournment Moved by: Seconded by:

Time Adjoumed: Prepared by:

l^ApperPly 5

DATEOFREQUEST:

Organization:

Description of Project Desired:

Proposed Dates of Project:

Outside Company Involved:

Profit to be Used for:

toMonth

Name

Day Month Day

Address

School or Other Facilities to be Used:

Cost of Fund Raiser:Initial Cost to OrganizationBuyer's Cost Per ItemPercent of Profit per Item

Projected Profits (approximately)

Number of Members in GroupCurrent Treasury as of Date of Request

$

$

o/o to% F{dsr B5Ca i{ P LEIE bAs Bcb6€T

$

$

Treasurer of Organization:Chaperone of Project:

Signature ofAdvisor:Senior High Student Council Approval? Yes _No Date:If no, reason:

Signature ofSenior High Student Council President:Signature of Senior High Student Council Advisor:Secondary School Principal's Approval?

-.

yes _No Date:If no. reason:

-.Yes _No Date:

Returned to Group Advisor: Date

*x*+*************ti*lt****+**i**********+*******************+****tf*********x*t**tf*****i*****+**x**

Secondary School Principal's Sigrrature:Event Placed on Calendar:

By

White: Secondary Office Yellow: Business Office fip[: Organization

Appendix C

TICKET SALES RECONCILIATION

CLUB:

DATE:

EVENT:

START NO.

END NO.

# SOLD

PRICE EA.

TOTAL $

BLUE TICKETS GRAY TICKETS

SELLER:

VERIFIED:

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Alexander Central SchoolExtraclassroom Account

3314 Butfalo StreetAlexander, NY 14005Tel: (585) 591-1551

Alexander CentralGeneral Fund

Appendir 6

40.00

Acct. Code: ZYRB

Cenkal Treasurer

Approval: I have verified that the above items have been received in good condition

PURCHASE ORDER #2009-232

Date: August 13,2008

Ship To:Alexander High School3314 Buffalo StAlexander, NY 14005

Attn: H. Carlson/ K. MillerCharge to: Yearbook

Activity

Sales Tax (Extracurricular Activities are subject to tax)

Apprcved By:

APPROVAL COPY

Appendrx rl

PlvueHr Onoen To Txe Cerurnau TReasuRenEXTRA CLASSROOM ACTIVITY

Charge same

toNAME OFACNVTY

VERIFICATION OF r_AVAILABLE BALANCE: TUNENCUMEERED

account.

YOU ABE AUTHORIZEDTO ISSUE A CHECK

Pay to lhe Order of

In the amount of

FUND

19

Dollars $DEPOSIT

BATANCE

AMOUNTOFTHISPAYMENTOHOEF

AVAILABTE BATANCEAFTER PAYMENT OFTHIS OROER

FoRr 35.N

$--

$_

$.-

as per attached Invoice

ano charge same to

INITIAL WHEN POSTED SPONSOREDAY

Activity

xACTNIry TFEASUBER OA AECIPTENT

o r9rr - wlllaMsoN L w g@t( co, vlcloi, y ra56a

Appendix 'r

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C.rS.o\-[err' \\ ({ )a ccrmg\oJ"- \aX-I I \.!'r'.' \aiable receiPts: S

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Rtl 5 orsrro-tures erc_ r"{utie_o)

.f Ve-r;ficoJron of !,a\orrce 1..nL\\+ be_ cor-1plqfq.1.

EXTRACTASS DEPOSIT

Ltn e4s4'r',1r",-6 lcol a.,.rce is 1\^e_ a<_{,rsl b"lor*. less an1 autrtandrn5Purchose ordert,

DATE:

CLUB:

DEPOSITED BY:

CHECKED BY:

Event/Activity:

BILLS:

COIN:

CHECKS:

TOTAT DEPOSIT

sales tax:

Apl:",ra;r J-

A],EXANDER CSD

Received From/For: CHEER - GARAGE SALE

-

,--21*+*****600 DOLLARS & 00

DEBI T600.00

0.00

TPF A q T1 D FD I C RECEIPT

Receipt # 912Date: A8/05/08$ 600. 00

CENTS**

ACCOUNTz 200q

yo

CREDlT0.00

600.00

Uf O-ecounl

Appenorx l{

INTER.CLUB TRANSFERALEXANDER CENTRAL SCHOOL

EXTRA CLASSROOM

aorrt _

(CLUS NAME)

Be srre toz/ g^tV acco.,nt

rn'-\uJuif ner<sseti )

(CLUB NAME)

$AMOUNT:

FOR:DESCRIBE IN DETAIL. IF MORE SPACE IS REQUIRED, USE ADDITIONAL SHEET

INITIAL WHEN POSTED

CENTMLTREASURERFACULTY ADVISOR

ACTIVITY TREASURER-CHIEF FACULTY COUNSELOR

'ttt 3*ror,'s4lr.s$rra*oras Qc6tlred 6r el"b - -to'dub

ACTIVITY TREASURER OR RECIEPIENT

Ap1:errdri LALEXANDER CENTRAL SCHOOLEXTRA CLASSROOM ACCOUNT

ACTIVITY PROJECT PROFIT OR LOSS STATEMENT

CLUB:

ACTIVITY:EVENT DATE(S):

Revenues List all monies received from this activity. Include sales tax collected.

TOTAL REVENUE

Expenditures List all expenses incurred for this activity. Remember to include sales tax.

Total Expenses

Revenues - ExpensesPROFIT / LOSS =

Sales Tax Guide

food, food products, beverages sold for human corsumption. Howev6, thc exernptiondo6 not apply to candy, sodas or soft &inks, and fiuit &inks that cmtain less rhan Zflo

fuo4 food produca, bcverages sold for human consumption. Howwcr, the exernpiondoes not apply to catered situations, wherc thc snrdants ofthe club would be serving,arsisting in sewing' cooking or otherwise providing services with respect to the fooditerns in ouestion-

nanual Auit

bake sales Eorn the collection ofsales tax.

a cold state,

anbeverages sold for humalr consurnption- This provision exempts

arc-conducte4 the sales through the veiding machine arc taxable. Where no eatingfacilities arc providd the salcs are cxemot frorn sales tax.

temp€raqre waf.m€r than surrounding air ternperafury) are subject to sales tax, includingthose sold for off-prernises consumDtioL

perfd,nnances, which a" n"t in"r"o" "uil"ry

ri*,i.Iidt#;li#ies, ic" sho.s,darrc€s, add similar perfomanc.s Inctudcd !r rhc exernpionis.a,afuission charge b

b( for,admissigrsto dranatic or,musical arts ,

afuissions,

revenue is recognized as a Gener-al Fund itern, the sale becomes an exempt tra$actior!not subiect to sales tax.

afe exemPt.does not to ca.ramel or other coated snack foods-

l)