Check out this how-to video on depositing funds into the Student Activity Account.
Deposits from approved fundraising activities
Contributions from students/parents/families for a specific field trip or other eligible co-curricular activity
Commissions from sales (yearbooks, school photos, class rings, etc)
Sales from school uniform or clothing (only if proceeds will benefit students directly)
Gifts and donation to a recognized student activity
Revenue from vending machines accessible to students
General donations not designated to a recognized student activity
Grants
Staff-initiated charitable collections for the benefit of other staff (i.e. sunshine funds)
Lost book fees
Revenue from staff vending machines (i.e. vending machines not accessible to students)
**If your school has any deposits that don't fit within the student activity category, contact the Finance Office to determine where the funds need to be housed.
To deposit funds into your school’s student activity account:
Deposit funds at a Boston Citizens Bank branch using the unique deposit slips provided to your school. A separate deposit slip is not needed for each check, multiple checks can be listed on a deposit slip.
If depositing funds for use in multiple categories of student activities, use a separate deposit slip for each pool of money
Complete the revenue breakdown form within two business days to designate the funds to a Program (SOCAL, EVENT, FLDTR, CLUBS, STORE, ATHLT, SNDRY, BNKFE, JROTC) and Class (grade level) of the deposit. This allows the deposited funds to be applied to your school’s subaccount.
Allow at least 5 business days for the deposit to be reflected in BAIS Financials.
**This is critical to ensuring funds are deposited to your school’s subaccount and simplifying the reconciliation process**
Schools need to notify Bettsaly Echevarria in the BPS Finance Office when they are running low on unique deposit slips, not once they’ve run out of deposit slips, so additional deposit slips may be ordered and delivered to the school.
A $25 fee will be assessed for each returned check. When this occurs, schools need to:
Issue this letter, which acts as an invoice to the individual whose check was returned.
Keep a copy of the letter at the school and send a copy to Bettsaly Echevarria in the BPS Finance Office.
If the $25 fee is not recouped from the individual/company whose check bounced, the school has two options:
The school can allocate general operating funds to cover the $25 fee
The school can pay the $25 fee with excess Student Activity Account funds from the line the returned check would have been deposited into