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Overview
Overview
Please see the navigation bar at the top of the page for detailed information and resources.
Please see the navigation bar at the top of the page for detailed information and resources.
All BPS schools have now migrated to the new business process for managing Student Activity Accounts.
The City of Boston has created a dedicated Citizens Bank account for Student Activity Accounts, known as the "Agency Account." Participating schools will receive their own unique deposit slips to make deposits into the Agency Account. When funds are received for a student activity, schools should deposit the money at Boston Citizens Bank branch and submit a "Student Activity Google form." The deposited money will then be loaded in BAIS Financials (you can view this through a separate query) and available to be spent to operate student activities.
School Leaders are held responsible for the management of Student Activity Accounts, but may often delegate responsibilities to other school staff members. If this is the case for your school, it is imperative that those staff members attend a Financial Training in order to gain access to the BAIS Financial system. Upcoming training information and dates are forthcoming.
What counts as a "Student Activity?"
What counts as a "Student Activity?"
Student Activities are broadly defined to be:
Co-curricular in nature
Contingent on a fee or on external fundraising
For the sole benefit of students
All money in the account is categorized by program and grade.
This is to help track and organize the money.
Boston Public Schools recognizes the following as student activities:
Socials, for instance prom, class dances, ice cream/pizza party, end-of-year cookout, student celebrations
Special events, for instance graduation, moving on celebrations, spelling bee, talent show, science fair, homecoming/pep rally
Field trips, for instance transportation costs, entry/admission fees, snacks/lunches, class trips, senior trip
Approved student clubs, for instance student council, debate club, foreign language club, marching band, yearbook, student alliances/associations
Bookstore, only when the bookstore is run by students and proceeds will benefit students directly
Athletics, only when funds are student-driven and proceeds will benefit students directly
Bank Fees, for fees collected for returned checks
JROTC, events and supplies
Miscellaneous activities
***Disclaimer: Funds assigned to the miscellaneous or SNDRY subaccount can only be used for the following items: photo day, Scholastic Book Fair, MCAS snacks, AP exam fees, student-driven charitable contributions, and recess. In almost all cases, funds should be assigned to a specific grade level, rather than all grades. Funds for all other student activities need to be assigned to another appropriate Program.***
For instance, money raised for a 6th grade spelling bee is assigned to the program “Event” and the grade “BPS06.” Once in the account, it appears in the line for Event, BPS06 (as shown below).
When it is time to buy supplies for the spelling bee, you submit a requisition to pay for it from the “Event” “BPS06” line.
How do I manage other funds, especially funds that benefit staff and parents?
How do I manage other funds, especially funds that benefit staff and parents?
Funds benefitting staff or parents CANNOT be deposited in the Student Activity Agency Account.
Staff may not establish accounts for their benefit, such as sunshine funds, under the City's tax ID number. Rather, staff must establish an independent bank account in their own name. Staff wishing to maintain an independent account are requested to submit Form B annually.
Similarly, parent groups, such as Parent Councils, also may not establish accounts under the City's tax ID number. Parent groups can establish an independent account. Parent groups wishing to maintain an independent account are requested to submit Form B annually.
Other school-related activities or expenses should be paid for through the school's BPS budget.
Have questions or need help? Please call or email!
Have questions or need help? Please call or email!
Questions related to deposits, fund balances, and account status should be directed to:
Bettsaly "Sally" Echevarria, Special Accounts Coordinator / bechevarria@bostonpublicschools.org | (617)-635-8925
The "Ask a Student Activity Account Question" form is also still available
Questions related to purchases from this account should be directed to:
Cynthia Beltre, Director of Finance / cbeltre@bostonpublicschools.org / (617)635-6758
Questions related to reimbursements should be directed to:
Lisa Greaves, Head Account Clerk / lgreaves@bostonpublicschools.org / (617)635- 9472
OR
Robert Cass, Accounts Payable Manager (Unit Leader) / rcass@bostonpublicschools.org / (617)635-9469
Please see the new Business Services Guide for explanations of the purchasing process, how-to videos, and contact information.
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