Fund 300/Cash Handling Information

Accounting Resource Center for Student Activity Funds, Fund 300
(CPS Athletic Departments)

• • Resources/General Information

    • District Accountant Staff

    • Accounts Payable vs. Accounts Receivable

    • Procurement Guide Terminology/Req to Check Process (page 4/5)

    • Methods of Procurement

    • Then and Now

    • Tax Exempt & W9 Form

    • Start of Year Start Up Cash Process
      
      

  • How to Create a Budget

    • SAF Purpose Clause Budget Plan Form Expanded FQAs.pdf

    • SAF Budget Transfer Form #7862.doc
      
      

  • How to Deposit Funds (updated for Cash Sales Requirement, 8/2023)

    • CPS Cash Sales and Handling for School Athletic Events Process and Procedures.docx

    • Athletic Events Cash Deposit Form

    • CPS Donation Form
      
      

  • How to Determine a Cash Position Balance/Run Reports

    • You can request a report from Mary, otherwise she will share on the last Thursday of the month.

    • Encumbrance

    • Weekly Budget to Actual Report
      
      

  • How to Create a Purchase Order (PO) for Athletic Supplies or Services

    • Procurement Guide FY24.pdf

    • Allowable Expenses Guideline - Final

    • 1. Approved Vendors-You must purchase from an approved vendor.

      • Want to work with a non approved vendor, please contact the Athletics Secretary to support this process.

      • Conduct negotiations/discussions with multiple vendors to identify the best pricing and quality of supply/service.

    • 2. Quote for the Product/Services (Standard vs Blanket 20.11.jpg)

      • Standard PO

        • Vendor to supply a quote for a specific item/s or service/s.

      • Blanket

        • A blanket order is a purchase order which we work with our vendor/supplier/partner to allow multiple orders over a period of time. This can be seasonal or annual and should be negotiated with vendors to take advantage of pricing.

    • 3. Ensure the requisition that will be entered for a PO is documented on your SAF Fund 300 Budget.

      • If it is, you can proceed. If it is not, you will need to complete a revised budget and submit it to your School Treasurer.

    • 4. Submit the quote to the School Treasurer with any additional information required for the REQUISITION. 

      • Quotes between $10,001-$25,000 require 2 quotes. Quotes  $25,001 to $100,000 require 3 quotes.

    • 5. School Treasurer will enter the REQUISITION into Business Plus to go through the workflow approval process.

      • Follow up with School Treasurer if you do not hear back to assess if there is additional information needed for the PO.

    • 6. PO will be issued to the vendor and you can proceed to make the order for supplies/equipment or begin services.

      • Blanket POs will allow you to make multiple orders on the same PO

    • 7. Once items/supplies/equipment have been received or services have been rendered, send a confirmation email to your School Treasurer including the vendors invoice.

    • 8. School Treasurer will enter a receiver in Business Plus and the payment will go through the workflow approval process.

    • 9. After approved by final approver (School Principal/Treasurer), the invoice will be paid.

• CASH COLLECTION (UPDATED FOR FY24 SCHOOL YEAR)

  • Remember that it is required for us to now collect cash for games. Please be prepared with startup cash and have staff prepared accordingly. It is required that you submit this cash to your school treasurer within the next 24 hours after the event. You should utilize HTT as much as you can for tracking purposes as well.

  • Please use this form as your record of submission of cash to your school treasurer moving forward. If there are updates that need to be made to this form, please let us know and we will share with the Treasurer's Office. 

    • https://app.smartsheet.com/b/form/d5037a4bfc1e42a4999397f112a0a1ac