Rancho Christian Accounting Department Event Forms and Policies Training

Event Planning WorksheetEvent Planning Worksheet

Time LineTime LineField trip formField trip form Money, receipts and cash box

Money, receipts and cash box

Purchase Order formPurchase Order form

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Rancho Christian Accounting Department Event Forms and Policies Training

Topic Activity – Event Forms for Accounting

Lauralyn Vasquez

EDU 652 Instructional Design & Delivery

Instructor: Linda Ellington

February 9, 2014





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Welcome

Click in the link above. In this presentation you will find the training necessary to fill out the forms in order to

plan and implement a successful Rancho Christian event or field trip.

Many times as a teacher or student you will come across an activity that you have agreed to plan, or you

want to have a field trip for your class or club. The best way to learn is to actually fill out the forms and

understand the process before you actually want to plan an event. We encourage our students to become

critical thinkers through collaboration, community and connection. Sometimes a field trip is just the perfect

connection. Maybe your class wants to serve together at the farm, or help our elders at the senior center.

These trips are great. But before you can hop in the car, a few procedures need to take place. These forms and

procedures will help your trip run smoothly and event a success.

Make sure you have the forms with you during this module. You will need to fill out the forms after you

have read each tab. Once done with this training you will submit the quiz and show forms to your principal.

Have fun learning something new!

Hello and Welcome





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Event Planning Form

•First step is to pull out the pink form called: “Rancho Community Church Event Planning Worksheet.” This

sheet needs to be filled out in detail before any other forms. Your event must financially come out in the black

in order to be approved. You must know all of your expenses and income before getting approved to have your

event, fundraiser or field trip.

•You can find these forms in the elementary school office or in the high school office. Copies of this form are

also in your staff binder from HR or on your Google drive called “Event Planning Worksheet.”

•You must add 20% to cost of each ticket to account for bounced checks and accounting time.

• Once you are done with this form you may move onto field trip form.

•Steps 11-12 are for approval to be signed by your principal. You will turn this form in with your field trip form

and any purchase order forms at the same time. Once you have a signed approval you must then make a copy

for yourself and submit pink form to accounting.





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Field Trip Form

•2nd step is our field trip form. This form helps you organize the details. Fill in each question with the specific

details.

•Where are you going? How many miles will it take to get there? What time will you need to leave campus and

when will you return?

•Who is the staff point person running the trip? This person must be full time.

•How many staff will you need? You need 1 staff for every 25 students. Only full time staff can take field trips.

•How many cars will you need to transport each student? If you want to take the school van you will need to

include cost of driver and gas in the pink event planning worksheet. All drivers must have their insurance

packets filled out and be live scanned. Our secretary in the elementary school office has the list of approved

drivers.

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Field Trip Form

•What students are attending? They will need to be listed with the driver of the car they will be riding with.

•What parent information letter needs to go out? You will need to submit your letter to the principal for

approval once the field trip is approved. The principal will then submit the letter to communications team so

they can edit and return back to you to send out.

•What calls do you need to make to reserve the place?

•Once you have filled in each spot you will make a copy of this form to keep for your records. Submit this form

with the event planning worksheet and the purchase order form to your principal.

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Purchase Order Form

•You will need money for your event. Either to pay the vendor or to purchase supplies. The purchase Order

yellow form is what you fill out to receive that money.

•All requests for money need to be submitted 3 weeks before you need the money or vendor paid. Which

means all money needs to have been collected before the check can be written.

•Put the address of where the check needs to be sent in the box.

•Fill out any cash advance needed on this form.

•This form needs to be approved by the principle and the superintendent. Once you have those two signatures

you will make a copy to keep for yourself and give this yellow form to accounting.





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Time Line

• Time line is very important. Being behind in the timeline can cancel your event. Following the time line

helps with the success of the event.

• All field trips for the fall must have their paper work in by August 15. All field trips for the spring must have

their paper work in by January 15.

• All money for the trip must be collected in full by the students 3 weeks prior to the event. No exceptions

can be taken.

• If you need a cash advance to purchase supplies, you will need to request the check two weeks before cash

is needed.

• Date for field trip must be scheduled with our admissions director prior to asking permission to plan event.





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• Money can be received in the form of a cash or check. All checks need to be written to Rancho Christian

Schools.

• Receipts Do Not need to be given for checks

• Receipts need to be written for cash. People need to pay with exact cash. No change will be given. Every

receipt needs to be paper clipped with the cash.

• Request a cash box from accounting with a receipt book two weeks prior to event.

• All receipts and money must go into safe or to accounting at the end of event. No money can be taken

home to wait for next day. All money must stay on campus either in accounting, drop box or in the safe.

The principal can open the safe at the end of the event.





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Quiz

• Click on link below to take your quiz on this material.

Accounting Quiz

• Once you are done proceed to next slide





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Summary

• Event Planning worksheet must be filled out to show that the event will not lose any money and what profit, if any, is made.

• Field trip form must be filled out and approved the semester prior.

• Event date must be approved prior to filling out paperwork.• Event funds must be submitted and approved in the proper

time line.• All money needs to go directly to accounting or in safe at the

end of each day.





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Accounting Forms for eventsRancho Christian Schools

Click on the link below for a final word

I am sure by now you have thought of events you would like to have for your class. Remember collaboration, community and connection enable our students to become critical thinkers. Have fun planning!

Final Word

Rancho Christian Accounting Department Event Forms and Policies Training

Documents

Transcript of Rancho Christian Accounting Department Event Forms and Policies Training