Double-entry machine accounting records should contain at least the minimum essentials of manually maintained records. The accounting records should contain a general ledger account for each of the student organizations. In this way the balances in each student organizations' account may be reviewed at any time. Copies of the 1992 edition may be obtained from the Bureau of Publications, Sales Unit, California Department of Education, P. O. Box 271, Sacramento CA 95812-0271. Additional operating accounts which provide adequate information relating to income and expenses of special activities should be used in the accounting records where necessary.
Examples are a student store or various types of athletic activities.
All accounting entries should be made with ink or by machine, and standardized forms and binders should be adopted. Accounting records and supporting documents should be retained on file for the legally required annual audit and should only be destroyed in accordance with existing legal provisions. The bank balance should be carried forward currently in the checkbook. A permanent form of bank reconciliation should be prepared each month as soon as the bank statement is received. Individual organizations should be encouraged to keep accounting records if this is considered desirable from an educational standpoint.