Oklahoma Administrative Code › Title 210 - State Department of Education › Chapter 25 - Finance › Subchapter 5 - Budgeting and Business Management › Part 2 - PERSONNEL AND PROCEDURES › Section 210:25-5-13 - School activity fund

Current through Vol. 41, No. 20, July 1, 2024
(a) The
				  following words and terms, when used in the this Section, shall have the
				  following meaning, unless the context clearly indicates otherwise:
"School activities"
means cocurricular or extracurricular
				  activities. Cocurricular activities are school-sponsored activities, under the
				  guidance and supervision of LEA staff, designed to provide students such
				  experiences as motivation, enjoyment, and improvement of skills. Activities
				  normally supplement the regular instructional program. Extracurricular
				  activities mean all direct and personal services for public school pupils for
				  their enjoyment that are managed and operated under the guidance of an adult or
				  staff member. Extracurricular activities are usually not offered for school
				  credit nor required for graduation; conducted outside school hours, or a time
				  agreed by the participants if partly during school hours and approved by school
				  authorities; their content of activities is determined primarily by the pupil
				  participants.
(b) The board of
				  education of each district shall exercise control over the School Activity
				  Fund. Board approval of the School Activity Fund and Sub-Accounts shall be
				  specific. However, the language for approval for the various methods for
				  raising funds and the purposes for which they are to be expended can be of a
				  general nature. The board may delegate authority, through a board policy, to
				  school administrators to approve specific fund raising activities during the
				  year to be approved by the board at the next regular board meeting.
(c) The board of education of each district
				  may appoint a School Activity Fund Custodian for each operational site, within
				  the district. If a school elects to have operational site, each School Activity
				  Fund Custodian shall be bonded for no less than $1,000.
(d) Disbursements from the School Activity
				  Fund, shall be by check, countersigned by the School Activity Fund Custodian
				  and some other person or persons designated by the board of
				  education.
(e) Deposits to or
				  transfers from any account may be authorized by the board of education except
				  School Lunch, Refund, and Petty Cash Accounts. Provided that reimbursement to
				  the General Fund may be made from the School Lunch Account for food service
				  expenditures paid from the General Fund. Such reimbursements should be properly
				  documented and based solely on actual General Fund Expenditures.
(f) The School Activity Fund Custodian shall
				  not use funds in one account for another purpose unless a transfer is granted
				  as provided by law.
(g) Accounts
				  may be established by the board of education of each district by whatever name
				  or style it deems best suited to its needs for the revenue collected.
(h) A prenumbered receipt shall be obtained
				  when a check is drawn against the Petty Cash Account, and all such prenumbered
				  receipts shall be accounted for at the end of a fiscal year. If a prenumbered
				  receipt is spoiled it should be marked "void" and attached along with others on
				  which reimbursement is being claimed; the copy or stub should also be marked
				  "void" if one is being used.
(i) A
				  separate bank account may be established for School Lunch or other programs,
				  but it shall be accounted for by the Activity Fund Custodian in charge and
				  disbursements made as provided by law.
(j) A general or miscellaneous account may be
				  established within the Activity Fund to which all unobligated or uncommitted
				  monies may be transferred. (This does not include Petty Cash, Refund, or School
				  Lunch Accounts where contrary to Federal regulations.)
(k) Purchases from the School Activity Fund
				  shall not be paid for unless invoices or delivery tickets are
				  furnished.
(l) Receipts for
				  collections shall be given by the School Activity Fund Custodian. Prenumbered
				  tickets should be used for admissions in order to establish internal control.
				  All tickets not sold by the gate keeper should be accounted for at the end of
				  each event and a written reconciliation made of tickets sold to actual revenues
				  collected. Reconciliation documents should be filed in date order as part of
				  the documentation for the School Activity Fund.
(m) Standard forms are not prescribed. Many
				  good forms are now in use, and each board of education shall determine if its
				  forms meet the legal requirements.
(n) School districts shall report all School
				  Activity Fund financial transactions using the Oklahoma Cost Accounting
				  System.
(o) Specific procedures for
				  the School Activity Fund are as follows:
(1)
				  Prenumbered School Activity Fund receipts shall be issued for every Sub-Account
				  for each fiscal year.
(2) The
				  secretary-treasurer of each organization or Sub-Account shall issue receipts
				  and keep records of credits, debits and balances.
(3) The books of each account must reconcile
				  the records of the School Activity Fund.
(4) Requisition or purchase request is
				  presented to the School Activity Fund custodian or their designee.
(5) Purchase order is then approved by
				  purchasing agent and the order is placed with the vendor.
(6) Checks will be issued only when invoice
				  or supporting document and merchandise have been received.
(7) All checks will be issued by the School
				  Activity Fund custodian and countersigned. No check will be issued in excess of
				  Sub-Account balance.
(8) Record of
				  all bad checks shall be kept and charged to proper Sub-Account.
(9) Each School Activity Fund Sub-Account
				  shall be reported to the State Department of Education through curricular
				  subject dimension of OCAS, where applicable. Reports will be transferred by
				  magnetic media.
(10) The School
				  Activity Fund custodian shall furnish a report to superintendent and board of
				  education monthly. This report should show previous balance in each Sub-Account
				  and total School Activity Fund balance. The Activity Fund custodian shall
				  reconcile the bank statement when received. This information will be included
				  in the monthly report to the superintendent and board of education.
(11) Every teacher in the school system
				  should be informed that all money received is to be turned in to the School
				  Activity Fund custodian.
(12) The
				  petty cash account is the only one Student Activity Sub-Account that can be
				  reimbursed from the general fund.
(13) A general fund refund Sub-Account within
				  the School Activity Fund may be established by board resolution.