Purpose: To establish policy and procedures for the handling of cash receipts and deposits, to include currency, coin, checks, ACH transactions, and credit card transactions.
Scope: This policy applies to all school and district operations, administration, licensed educators, staff, students, organizations, and individuals that handle cash receipts or accept payment in any form on behalf of the district or any school. The scope includes all activities and locations where funds are collected.
Segregation of Duties: Wherever possible, duties such as collecting funds, maintaining documentation, preparing deposits and reconciling records should be segregated among different individuals. When segregation of duties is not possible due to the small size and limited staffing, compensating controls such as management supervision and review of cash receipting records by independent parties should be implemented.
Definition: "Public funds" are defined as money, funds, accounts, regardless of the source from which the funds are derived, that are owned, held, or administered by the state or any of its political subdivisions, including LEAs or other public bodies (Utah Code 51-7-3(26)).
SCHOOL & PROGRAM FEES POLICY
(Proposed March 2014)
High School Fees. High Schools must make arrangements for prior Board of Education approval of fees to be charged to students in the subsequent year. Board approval must be obtained no later than May preceding the school year in which the fees will be assessed to students.
PROCEDURE: School principals will need to contact the Superintendent and make sure a list of proposed fees is provided and the next available board agenda includes seeking approval for the proposed fees. The list of fees shall include 1) an itemized list of fees for the current year, and 2) an itemized list of fees for the subsequent year. This list should allow the board to easily compare both years for each line item together to understand the changes in the proposed fee structure.
Program Fees. Programs must make arrangements for prior Board of Education approval of fees to be charged to students and/or patrons in the subsequent year. Board approval must be obtained no later than May preceding the school year in which the fees will be assessed.