Our team of highly qualified personnel has experience and can help your District "bridge-the-gap" between your current policies/procedures to align them with Best Practices.
We can help bring order and efficiency to the management of your school activity funds.
Our staff will show you how to:
- increase transparency
- reduce fraud
- reduce errors
- provide more timely reporting
- improve year end reporting to the state
How to Increase District Wide Transparency (and watch for trends)
- Have comparability between Schools and School Years
- Ensure schools stay current with their Monthly Bank Reconciliations
- Cross Reference reconciled bank balances with photocopies of requested monthly Bank Statements
- Review deposits taken to the bank – if checks are being deposited, but not much cash, **this is a Red Flag**
- Adopt a 3-part numerized receipt system (teacher to student, office to teacher, bank to office)
- Ensure the deposit receipt numbers can be researched on the ledger
- Create an authority process/sign off for all Disbursements
- Spot check transactions to ensure compliancy with policies and procedures (invoices, receipts)
- Implement an easy-to-use web-based system that provides easy access and opens query abilities
District Procedures to Consider:
- Permitting only ONE Checking account for all School Activity Funds
- Principal has to sign both the Bank Rec. & Monthly Bank Statement and send into the District office
- Consider adopting a "standard" chart of accounts
- Floor Mounted Safes (for added security)
- Have Principals prepare a Budget Projection for all clubs, activities and sports events
- Ensure PTA/PTO members follow the same rules/guidelines for managing Bank Accounts
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