Financial Procedures & Supplies

Funds Collected:  Turn-In Procedures 

1. All funds collected by the teacher (from parents) are to be turned in to the Senior Administrative Secretary/Treasurer II on the day collected. NEVER HOLD MONEY IN YOUR ROOM OVERNIGHT! Money should be turned in as soon as possible. This is a part of our school's annual financial audit. In addition, this is a part of your NCEES under Standards I and V. Be certain to know and understand each element under these standards to avoid receiving a low rating for not following policies, procedures and guidelines. Staff will also be required to sign an acknowledge form immediately following the training. 

2. CMS schools may receive gifts of money, school supplies or personal property from parents, parent support organizations, members of the community and from non-profit organizations. Immediately take the “gift” to Sharee Moore so that she can properly document the donation and issue a required school acknowledgement/thank you letter. 

3. Two copies of the yellow "Teacher Turn-In Form" (click to see form explained on slide 13) are to be completed by the teacher/designee. The original is submitted with the cash and the duplicate is returned to the teacher with a master receipt attached for your records. 

4. Parent Online School Payment Options. Schools are allowed to accept online credit card payments for school related activities, such as school-sponsored field trips. The company is Online School Payments [OSP] which allows parents/guardians to use a secured web browser to make payments from any location, 24 hours a day. Financial Secretaries have to set up the school activity online so parents/guardians will be able to see and select the activity they are paying for. NOTE: Parents/guardians will have to pay a 4% "convenience fee" to use OSP. 

5. Complete the "Field Trip Expenditure Reporting Form" (click to see form) following all field trips involving student money. All receipts must accompany this form. 

Receipt Book

• Teachers collecting any type of funds must have a receipt book. All monies collected by the teacher must be receipted on the date received and turned in to the office. NEVER keep money overnight. 

• This includes field trip collections, club collections, SBE [School Based Enterprise] collections, and vocational services [sale of horticulture plants, t-shirts, etc.]. 

• The teacher should include this information when completing a receipt: 

1. Date 

2. Name of person from whom money is being received 

3. Distribution of money received (name of account and amount) 

4. Composition of money collected (cash, coins, or check) 

5. Signature of person receiving the money and writing the receipt 

(Teacher receipts must be prepared in triplicate with the original -- white copy -- given to the person the money is being received from; the yellow copy gets attached to the turn-in forms; the pink copy remains in the receipt book. If it is necessary to void a receipt, all copies must be marked "VOID" and retained in the receipt book.)

Teacher Turn-In Form

• The Teacher Turn-In Form (click to see form) summarizes the total amount collected and submitted each day. The Teacher Turn-In Form must include the following information: 

• Teacher's name 

• Date of Transaction 

• Total Collected by source (field trip, SBE, etc.) 

• Composition of money collected (currency, coin, or check) 

• The total collected and turned in 

• Teacher Receipt Numbers 

• The Senior Administrative Secretary will verify all information on the form in the presence of the person turning in the funds prior to printing a Master Receipt. 

• This was stated earlier but bears repeating. All funds (cash, checks, coins) collected by the teacher (from parents/guardians or School Based Enterprises) are to be turned in to the Senior Administrative Secretary on the day collected. 

NEVER HOLD MONEY IN YOUR ROOM OVERNIGHT! 

Instructional Materials & Supplies

All Purchase Order Request Forms must be pre-approved by the Principal. Do not spend your own money and expect reimbursement if you have not followed correct procedures. 

Written Requests for Instructional Supplies

• Such as pencils, paper, glue sticks, staples--are to be submitted to the facilitator during your Collaborative Planning meeting. 

• Do not wait until the last minute and expect the facilitators to get your items immediately. 

• For large items, the facilitator will write your information in the Collaborative Planning instructional materials and supplies request book and assist the financial secretary with the order. 

Supply Requests

• All supplies and material requests require administrative approval before Sharee can purchase those items for school use. 

• Plan ahead. Do not ask office staff for items from the supply closet. Instead, to request supplies, please fill out the form linked below and your request will be filled. Items in the Supply Closet include most instructional items needed in the classroom. 

• Do not purchase items using your own money expecting that the school will pay you back. District financial procedures preclude the school from reimbursing staff for items purchased. 

NOTE: Please take every opportunity to shop at Classroom Central for FREE instructional supplies. Materials received from Classroom Central are to be used in the classroom you are working in. If not, then your name is removed from the list of staff permitted to “shop” at Classroom Central. Click to see more about how Classroom Central supports our school. The expectation is that all certified staff will visit Classroom Central one time per month.  

Teachers can also request special project(s) funding by submitting a proposal to DonorsChoose. [click to go to site] 

Special Program Funding

ALL FUNDING NEEDED FOR SPECIAL SERVICES OR ACTIVITIES MUST RECEIVE PRIOR APPROVAL FROM THE PRINCIPAL FIVE (5) WEEKS IN ADVANCE. CMS POLICY MUST BE FOLLOWED WHEN CONTRACTS FOR SPECIAL SERVICES ARE PROVIDED. 

Funding for school organizations and special school activities will be at the discretion of the Principal. Some funding is available through the PTO. Attempts will be made to finance appropriate special programs and activities. 

Do not ask the public for donations, unless you have prior approval from an administrator. If approved, you are required to send a Thank You note from the principal. 

Fundraising Activities

All ideas for fundraisers and SBE (School Based Enterprise) must be discussed with the Principal and must be approved by the Principal PRIOR to the third week in September. A Fundraiser Form (CMS Request for Fund-Raising Project) must be filled out and sent to the school’s Financial Advisory Committee for approval. 

Paychecks

CMS now requires all employees to receive their paychecks using the direct deposit feature. Employees are able to view their pay check stub on-line using the CMS Employee Self-Service (ESS) on the CMS Intranet. 

The ESS online service gives you access to your personal information in the Lawson Human Resources & Payroll system. You will be able to view paycheck stubs, check leave balances, change your address/phone number, add an emergency contact and manage direct deposit information. You will be able to update personal information from any computer with an Internet connection, whenever it's convenient.