BONA FIDE STUDENT CLUBS/STUDENT GROUPS
The LISD Activity Fund manual has been released and can be found here. Please take a moment and look over it . It has a lot of important information.
New This Year!!
New this year: Clubs must keep an Activity fund ledger - you can find that document here.
You must now use the official minutes form. (The meeting minutes template is there to guide you-please follow the instructions at the bottom of document.)
A student club expense form has been added and can be found here. Anytime there's a vote to use student funds please fill this form in addition to the minutes.
There's also a donation form that will need to be filled out if you plan to make any donations.
If you've opted to be a student group this is the questionnaire form I will need from you if you're collecting fees.
Bona Fide Student Groups are student-run organizations that are awarded special privileges from the TEA and the Comptroller's Office.
Each Bona Fide Student Group is allowed 2 tax free sales days per calendar year AND they are exempt from Approved Vendor Rules.
We must be able to prove to auditors that these organizations are run by the students. To do this, Bona Fide Student Groups are required to comply with the following rules.
BEGINNING OF YEAR
Sponsors will be receiving reconciliation reports periodically throughout the school year - It's important that these are reviewed with the student group and then signed by both the sponsor and treasurer and returned to the bookkeeper. Make a copy for your record.
Vote for officers and submit the Club Officer form. before any purchases are made. - PLEASE MAKE SURE THIS IS SIGNED BY THE STUDENT (DIGITAL SIGNATURES ARE NOT ALLOWED).
Submit Club Bylaws. - if changes or not already on file. Check with bookkeeper if you are not sure.
Vote for Tax Free Sales days (if using them), complete the Tax Free Sales Day Declaration form, and submit to your bookkeeper.
New this year: Clubs must keep an Activity fund ledger - you can find that document here.
If your club will be collecting dues, vote for the amount, document the vote in the meeting minutes, and complete and submit Club Dues Questionnaire to your bookkeeper before accepting any money.
Meet regularly and take minutes of your meeting - you must now use the official minutes form. (The meeting minutes template is there to guide you-please follow the instructions at the bottom of document.) Make sure you have an official sign in sheet with printed and signed names on it. The number of motions/votes on issues should match the number of students who have signed in for that meeting. Make sure all motions are recorded and vote count taken in your minutes.
A student club expense form has been added and can be found here. Anytime there's a vote to use student funds please fill this form in addition to the minutes.
There's also a donation form that will need to be filled out if you plan to make any donations.
FUNDRAISERS
Vote for and approve any fundraising activity before it occurs and submit the ELECTRONIC fundraiser request form at least 30 days prior to the fundraiser.
The specific purpose for each fundraiser must be identified during the discussion. (Ex. Raise $2000 for State Competition & related expenses (hotel/food/outings/etc.)
Complete and submit the Fundraiser Financial Re-Cap Report electronically within 30 days of the completion of the fundraiser. (You will receive an email with the form to submit after your fundraiser has ended.)
Booster Clubs must submit their own fundraisers - sponsors are not allowed to submit booster club fundraisers.
PLEASE SEE THE FUNDRAISER SECTION FOR MORE INFORMATION.
CLUB INCOME/RECEIPTS & EXPENSES
Other Club Income/Receipts
Vote for and approve any income for their activity fund before it occurs. This includes club dues. Document all votes and detailed vote counts in the meeting minutes.
Post all fees and club dues on the Webstore.
Complete and submit Tabulation of Monies form and Standard Bank Deposit forms with both an officer signature and a sponsor signature in a timely manner for cash and checks received. More information can be found in the deposits section of this site.
Expenditures
Vote for and approve any expenditure before it occurs. Cost estimate must be included in meeting minutes. Document all motions/votes and detailed vote counts in the meeting minutes.
Submit the meeting minutes with approved vote counts for any expenditure to the bookkeeper when checking out a pro-card.
Submit check requests signed by a club officer and the club sponsor and original receipts to the bookkeeper in a timely manner.
PLEASE CLICK HERE TO SEE A LIST OF ALLOWABLE AND UNALLOWABLE PURCHASES USING 199/499 FUNDS.
END OF YEAR
Review your Activity Account Reconciliation Report
Make sure all invoices have been paid. Make sure all cash/checks have been deposited. No money can be left on Campus over the summer.
Make sure the group discusses the agreed upon balance carryover and document this in the meeting minutes.
If the ending Activity Account Balance will be over $1000, an explanation of why funds were not used this fiscal year must be provided and the club's plan on spending the excess funds next year must also be submitted. You must use the official EOY Balance Exceeding $1,000 form by clicking here.
Records Retention
Submit all meeting minutes and other club financial information, including electronic data and meeting sign in sheets.
Submit new officer listing sheets for new school year if new officers were elected for next year.
Please turn in any financial documentation that has not previously been turned in.
Review Fundraisers
Ensure that all Fundraiser Financial Recap Reports have been completed and submitted.
Even if the fundraiser did not make a profit, a recap report still needs to be submitted.
Sign and Submit Final Activity Account Reconciliation Report
These will be sent to you by your bookkeeper in May after the April Credit Card Reports have been paid.
Both the sponsor and club officer (if a student club) must approve/sign.
For UPCOMING YEAR
If you know you will not be returning as a sponsor next year, please let your bookkeeper know.
Please make sure that all club paperwork and supplies are clearly marked for the next sponsor.