SAF Forms and Deposits

Transcription

1 SAF Forms and Deposits School Year Accounting Department Maria Aguilar Vangie Gonzales 1

2 Staff Responsibilities Who & What? Principal or his/her designee responsible for: Ensuring that all cash and checks are safeguarded from loss, theft, or misplacement Ensuring deposits are made on a timely basis Ensuring necessary supplies are on hand Ensuring SAF guidelines are followed Sponsor responsible for: Collecting and counting monies for club accounts Submitting monies and Cash Reconciliation Report to secretary/bookkeeper Reviewing monthly Sponsor Reports to monitor club account activity. Secretary/Bookkeeper responsible for: Ensuring cash and checks are locked in a vault; safe, or in another secure location Verifying sponsor deposits Deposit ticket preparation Maintaining a Cash Receipts Log on a daily basis Releasing daily sealed deposit bags to armored car transport service. 2

3 Sponsor Cash Reconciliation Report Sponsor s Responsibility Count, total, and enter all cash and checks (in the original form received) onto the Sponsor s Cash Reconciliation Report prior to submission to the secretary or bookkeeper. Prepare a Sponsor Cash Reconciliation Report by completing the following: 3

4 Sponsor Cash Reconciliation Report Sponsor s Responsibility (continued) 1. Sort coins and currency by denomination and total each with a calculator. 2. List each check on Cash Reconciliation Form and enter into calculator to obtain Total Checks. 3. Add coins, currency, and checks to obtain the Total Remitted. 4. Ensure all information on Sponsor s Cash Reconciliation report is complete and accurate (date, fundraiser info, campus name & no., club name & acct #, source of funds, etc.).. Sign and date the Sponsor s Cash Reconciliation report ; submit to secretary/bookkeeper. 4

5 Sponsor s Cash Reconciliation Report

6 Completed Sponsor s Cash Reconciliation Report 6

7 Verification of Sponsor s Cash Reconciliation Report by Secretary/Bookkeeper Verify each amount on the Sponsor s Cash Reconciliation Report by counting the money and running a calculator tape in the presence of the sponsor. If the verification count, indicates a variance from the Sponsor s Cash Reconciliation Report, the secretary/bookkeeper must inform the sponsor at that time. If a recount confirms the variance, the sponsor must make the correction to the Sponsor s Cash Reconciliation Report and initial changes. 7

8 Frost Bank Deposit Preparation Instructions Effective July 1, 2017 Frost Bank procedures are applicable for all campus deposits: Currency Coin Checks Deposit slip Bag packaging and sealing procedures For more information refer to the Frost Bank handout. 8

9 Preparing a Deposit Bag by Secretary/Bookkeeper Only ONE deposit slip per deposit bag is allowed. If all the cash and checks will not fit into one bag, split the deposit into two separate bags and prepare two separate deposit slips. Record the additional bag # on the Sponsor s Cash Reconciliation Form, and follow the steps for completing a deposit. Multiple deposit bags i.e., 2 or more will be placed into a larger super bag along with a completed Manifest form. See new required form on next slide. If a deposit contains more than $2.00 in coins, create a separate deposit slip and insert into a coin deposit bag. Place coins in a sealed envelope. Deposit will be a coin-only deposit. 9

10 Deposit Bag Manifest Deposit Bag Manifest * Sample Form and Instructions for * Place in shipping consolidation bag SAF-11 DEPOSIT BAG MANIFEST * ❶ Shipping Consolidation Bag No. SS ❷Deposit Date: 7/18/2017 Required information for ❶ through ❾: ❸ Campus Name: JT Brackenridge ❹Campus No. 110 ❶ Shipping Consolidation Bag No. - Place number printed on the shipping consolidation bag. ❺ ❻ ❼ Item Bag Control Declared ❷ Deposit Date - Enter date placed on shipping bag. No. No. Deposit Amount ❸ Campus Name - Print campus name ❹ Campus No. - Enter campus number. 4 ❺ Item # - Only one bag per line. Each line item represents a single deposit bag. 6 Maximum number of bags on a SAF-11 form is ❻ Bag Control # - Place the number printed on the outside of each 9"x12" deposit bag ❼ Declared Amount - Insert the total amount of currency, checks and/or coins of each deposit bag within. 11 The amount should be identical to the amount on the deposit ticket ❽ Grand Total - Place the total amount for all bags listed on the SAF-11 form ❾ Prepared by - Printed name and signature of the preparer of the SAF-11 form ❿ Frost Bank Teller No. - Completed by the teller who verifies deposit * 1.) Complete the form for 2 or more deposit bags placed in a shipping consolidation bag ) Place completed form "inside" shipping consolidation bag. GRAND TOTAL $ 26.3 ❽ 3.) Keep a copy of signed form for your records. ❾ Prepared by: ❿ Frost Bank Teller Number Mary Jo Hernandez-Gonzales Printed Name Mary Jo Hernández-Gonzales Signature 10

11 Cash Remittance/Deposit Slip Only three (3) club accounts are allowed per Cash Remittance/Deposit Slip. If more than three (3) club accounts, sponsor and secretary/bookkeeper will place monies into one (1) account and complete an interfund transfer request (SAF-4) to allocate monies to the other clubs. 11

12 SAF-4 Form Interfund Transfer Request SAF-4 (Revised July 2017) SAN ANTONIO INDEPENDENT SCHOOL DISTRICT STUDENT ACTIVITY FUND INTERFUND TRANSFER REQUEST FOR ACCOUNTING USE ONLY 004 Campus No. JOURNAL NO:. Fox Tech HS Name MO/YR Posted: Date 6/24/17 Posted By: Transfer Log No. For Campus Use Sub Fy Prog Ed Proj Transfer From Transfer To Fund Fn Object Obj Org Yr Area Sp Det Debit Credit Club Name Library Beautificatoin BALANCED Enter below reason(s) for Transfer Request Donate for Beautification Sponsor's Approval Date Principal's Approval Date 12

13 SAF- Form SAF 86 to Campus Activity Fund 461 SAF- (Revised July 2017) SAF 86 TO CAMPUS ACTIVITY FUND 461 Campus Org. 003 FOR ACCOUNTING USE ONLY Campus Name Edison HS JOURNAL Date 9/1/17 NO: APPROVED BY: POSTED BY & DATE: Transfer Log No. Sub Fy Prog Ed Proj Fund Fn Object Obj Org Yr Area Sp Det Debit Credit Description N Tennis team B B CASH DEMAND B Transfer In from Fund CASH DEMAND B BALANCED 1, , Budget Process (Please fill in the Credit amount for your Expenditure account) BUDGET REFERENCE # (For Budget Office Use Only) Sub Fy Prog Ed Proj Fund Fn Object Obj Org Yr Area Sp Det Debit INCREASE BUDGET Description Activity Revenue Receipts Supplies & Materials Travel/Subsistence- Students Student Field Trip/Travel Misc Operating Costs Library Supplies Office Supplies Athletic Supplies Athletic Supplies - Girls Athletic Supplies - Boys BALANCED Planning & Budget Director Date Accounting Month Processed By Date Enter below reason(s) for Interfund Transfer Request. Supplies for both girls' and boys' coaches Sponsor's Approval and Date: Principal's Approval and Date: 13

14 Actg-DWS Form DISTRICT WIDE SERVICES ACTG DWS (Revised July 2017) PLEASE MARK APPROPRIATE BOX: S.A.I.S.D. DISTRICT WIDE SERVICES Brack Deca Lanier Printing Brack Printing Houston Culinary x Other Campus Org. Campus Name Lanier HS 008 FOR ACCOUNTING USE ONLY Date 10/1/17 JOURNAL NO: APPROVED BY: Campus Ref No POSTED BY & DATE: Sub Fy Prog Ed Proj Fund Fn Object Obj Org Yr Area Sp Det Debit Credit Description N Houston Culinary #1 NOT BALANCED TOTAL ENTER REASON BELOW: To pay Houston Culinary invoice # 1 Prepared by Signature Date Principal's Approval Signature Date 14

15 Actg-DWS Form DISTRICT WIDE SERVICES ACTG DWS (Revised July 2017) PLEASE MARK APPROPRIATE BOX: Brack Deca Brack Printing S.A.I.S.D. DISTRICT WIDE SERVICES Lanier Printing Houston Culinary Campus Org. 00 Other x FOR ACCOUNTING USE ONLY Campus Name Highlands HS Date 11/1/17 JOURNAL NO: APPROVED BY: Campus Ref No POSTED BY & DATE: Sub Fy Prog Ed Proj Fund Fn Object Obj Org Yr Area Sp Det Debit Credit Description N ,48.00 Ticket fund NOT BALANCED TOTAL 3, ENTER REASON BELOW: Ticket fund for Athletics Prepared by Signature Date Principal's Approval Signature Date 1

16 Actg-DWS Form DISTRICT WIDE SERVICES ACTG DWS (Revised July 2017) PLEASE MARK APPROPRIATE BOX: S.A.I.S.D. DISTRICT WIDE SERVICES Brack Deca Lanier Printing x Brack Printing Houston Culinary Other Campus Org. 001 FOR ACCOUNTING USE ONLY Campus Name Brackenridge HS Date /3/17 JOURNAL NO: APPROVED BY: Campus Ref No POSTED BY & DATE: Sub Fy Prog Ed Proj Fund Fn Object Obj Org Yr Area Sp Det Debit Credit Description N Lanier wo#6006 NOT BALANCED TOTAL ENTER REASON BELOW: Work order/invoices are attached Prepared by Signature Date Principal's Approval Signature Date 16

17 Important Reminders & Information Use only Frost Bank supplies. Otherwise deposit will be returned by Frost. Include a calculator tape for currency and another for checks. Use Deposit Bag Manifest form required for 2 or more deposit bags. Use itccs online inquiry to verify budget code and sufficient funds. SAF forms submitted without a FY 8 will be returned for correction. Deposit commission checks from team pictures into Fund 86. Deposit a Non SAF restitution check to GD. When in doubt, call accounting. 17

18 Important Reminders & Information Deposit bags, straps and deposit tickets may be obtained from Accounts Payable. Armored courier book may be obtained from armored services. Armored courier has a 10 minute time limit to pick-up deposits. Per Budget guidelines, only the following object codes are to be used for: Printing 6299 Postage 6399 Field Trips 6494 For Police Officer request, use the following budget code XXX XXX-X Training available throughout school year, contact Angie Vanegas at to place training request. 18

19 Accounting Office Staff Name Title address Phone No. *Vangie Gonzales Acctg. Specialist **Maria Aguilar Acctg. Specialist *Primary Contact person for Student Activity Funds **Secondary contact person Ayde Ramirez Sr. Accountant Jill Cook General Acctg. Mgr Rena Valdez Director of Acctg