Activity Account Forms

These Activity Fund Guidelines and Procedures have been prepared to assist Booster Clubs, School Support Organizations, and Campus Activity Groups by providing organizational and financial guidance. Only approved organizations, operating under these guidelines and Bullard ISD policies and procedures, shall be allowed to use the school name in support of its programs. Facility use will be determined in accordance with BISD policies and procedures.

Booster Clubs, School Support Organizations, and Campus Activity Groups shall organize and function in a way that is consistent with the District’s philosophy and objectives, with adopted Board policies, and in accordance with UIL regulations as applicable. The Business Office will be advised, in writing, which persons are allowed to requests checks from the Activity Account. Each person authorized to request checks or deposit money must fill out an Activity Fund Accounts – Authorized Signee form. The names and contact information are to be kept current in the Activity Fund file.

The Business Office will provide account balance statements every month, or as requested

All cash collections received by the booster organizations and school support organizations must be deposited upon receipt to the Business Office of BISD. All funds must be supported by a Student Activity Fund Deposit slip. A sample form is included in this pamphlet for your use. Deposits should be made daily if the total receipts on hand exceed $250. If daily receipts are less than $250, deposits should be made within one week, even if the receipts for all days combined are less than $250. All money must be deposited at least one day prior to school holiday closings. If applicable, deposits including coins must be rolled. All deposits will be re-counted by the Business Clerk at the time the funds are submitted and in the presence of the person turning in the money.

All requests for disbursement must be within the budget of the fund and funds must be available. Direct payments and gifts to employees and alcoholic purchases are not permitted uses of Activity Fund groups.

Booster organizations, School Support Organizations, and Campus Activity Groups may not contribute funds in an effort to increase the personnel allocations and/or stipends of a particular program or campus.

A Check Request Form must be completed for all expenditures. The appropriate supporting documentation (invoices, receipts) must be attached to the check request form. Checks will not be issued without the appropriate supporting documentation. If you are making a purchase, and wish to be reimbursed, we ask that you do not include your personal items on the receipt. 1099 Vendors will require a completed form W-9 before a check can be written. Activity Fund checks are printed each Thursday. Requests for a check must be submitted no later than 9:00am on Thursdays to the Business Office.

At the end of the fiscal year, an audit of each Activity Funds’ financial records may be conducted. Every Activity Fund that is exempt from federal income tax under section 501(c) is required to determine the necessity of filing an annual Form 990, Return of Organization Exempt from Income Tax. It is the responsibility of the organization to determine whether filing is required and, if so, to complete the requisite filing.

Generation of activity funds shall not in anyway compete with the district National School Lunch Program (NSLP). Activity funds generation shall be a passive activity and shall not distract from the district’s overall primary educational purpose. Budgeted funds shall not be used to generate activity funds, nor shall staff earn wages while generating activity funds. Giving of staff time to generate activity funds shall be voluntary. All Booster Organizations, School Support Organizations, and Campus Activity Groups shall complete a fund raising application for each type of planned, scheduled or anticipated event, activity, or product sale and receive the approval of the campus principal or designee. An Authorization to Conduct a Fundraiser form is included in this packet for your use. Upon fundraiser completion, all Booster Organizations, School Support Organizations, and Campus Activity Groups shall complete a Fundraiser Profit/Loss Statement. For safety reasons, the district discourages door-to-door solicitation.

• Have authority in directing or influencing District employees in the administration of
  duties.
• Give a sponsor or coach a gift of cash in recognition of, or appreciation for coaching,
  directing or sponsoring student activities.
• Give anything (including awards) to students without prior approval from the school administration. (Faculty sponsors wish-lists should have received prior approval from
  school administration before submission to an organization.)
• Employ or pay any member for services rendered with the organizations funds.
• Sign contracts or pay expenses directly from the organizations account for any arrangements for student travel associated with the organizations without the prior approval of the principal. (Organizations may donate money or merchandise to the school with prior approval of the administration.)

• Hold all meetings publicly and announce meetings in advance.
• Be voluntary and provide unified support for student success at the school.
• Encourage involvement by all parents of the students participating in the support activity 
• Use school facilities only with prior approval of the principal.
• Obtain approval of the principal for all fundraising activities.
• Have a campus administrator or designee present at all booster and school support organization meetings.
• Submit a copy of current bylaws and operating procedures to the principal.
• Scholarship activity funds must furnish their rules and requirements for applicants to
  the Business Office.
• Submit the name, address, email address, and phone number of all current officers and the authorized signers of Check Requests to the Business Office.
• Comply with Board policies when donating money or gifts to the District.
• Comply with UIL guidelines, District policies, and Federal and State tax laws.
• Follow the same standard of conduct as district employees for chaperoning, sponsoring, or attending student activities, including rules in the campus handbook.

FUNDS RAISED FOR AN ACTIVITY ACCOUNT MUST BE USED FOR THE PURPOSE DECIDED
ON BY THE MEMBERS OF THE ACTIVITY CLUB. ACTIVTY FUND ACCOUNTS SHOULD NOT CARRY BALANCES TO THE NEXT SCHOOL YEAR.