Checklist for Sponsors

Deposit Verification Worksheet

This form is to be used as a verification of the Sponsor/Staff deposit slip at the time of counting.

A copy of the worksheet should be turned in to the bookkeeper with the funds collected.

Request for Purchase & Payment

All purchases or payments shall be processed via the district's Oracle procurement system, with a check to be issued by the Accounts Payable Department.

Teachers and sponsors must have the principal’s written approval before making any purchases in the name of the school. Teachers and sponsors shall not make purchases with personal funds and submit a request for reimbursement unless prior approval was Dallas ISD Activity Funds Sponsor/Staff Handbook 8 | P a g e granted by the principal. The teacher or sponsor must complete a Request for Purchase or Payment Form (CAF 2071) and obtain the principal’s written approval of the form.

Any purchase made without prior written approval will require the employee/sponsor to complete a Procurement Unauthorized Purchase Form prior to payment to the vendor. If the purchase is deemed to be invalid and/or the employee/sponsor has signed a contract or agreement with the vendor/business, the employee/sponsor will be responsible for making payment to the vendor/business.

Sponsor Procedural Handbook

This handbook is designed to assist campus sponsors and staff in managing and accounting for funds collected for campus & student activities. Activity fund money should promote the general welfare, education, and morale of all students currently attending the school and finance legitimate extracurricular activities. All staff collecting activity funds must be trained annually and receive a copy of the Activity Fund Manual and this handbook. Each sponsor must pass an exam and have a signed Activity Funds Teacher/Sponsor Agreement on file with the Bookkeeper or Principal.

Sponsor Staff Deposit Slip 

This form is to be completed prior to submission to the bookkeeper.

A copy of this form must be retained with the bookkeeper and sponsor documentation along with the Deposit Verification Sheet after signatures and receipt have been created.

Stdent Allotment Form

This form shall be used to document student only allotments issued to students for student travel. Each student must manually sign and date this form upon receipt of funds. Any undistributed funds must be returned (immediately) to the bookkeeper. The bookkeeper must issue an oracle cash receipt to the sponsor for the total amount returned

Tabulation of Monies (Form)

The Tabulation of Monies Collected from Students, Form A-47, must be used to record and reconcile/balance cash collected from students for events such as field trips, fundraisers, class parties, etc., and for small, multiple collections ($1 to $29.99) for an activity. This form must be completed by the person responsible for collecting funds from students or parents. The information recorded on Form A-47 must not be changed or altered. If an error occurs in recording the information, the teacher or sponsor must write “VOID” overall information written on that line and write the correct information (payer’s name and amount) on the next blank line. The principal must approve the correction by recording his/her initials in the margin next to the line containing the error and correct information.

Financial Recap

The Financial Recap form must be completed and submitted to the principal within 10 days of the end of the fundraiser, except commission-based fundraisers • Commission-based fundraisers are those fundraisers that are handled by the company and the company provides a check for the school portion (e.g., Scholastic Bookfair, Josten’s Lifetouch, etc)

Balance Summary Example