BUDGET FUNDS (199 FUNDS) OVERVIEW
Budget funds that have been allocated are solely for educational supplies. They are not to be used for personal needs they must be for the educational development of the students as a whole. Please purchase only what you need and don't buy excess items just because you have funds left over. Any funds that weren't used at the end of the year will be allocated for summer programs. Food items may be purchased if they are to be used for a class/lab assignment - please make sure you turn in your lab/assignment with your receipts.
BUDGET FUNDS PROCEDURES
Get approval from your budget manager
Check to see if your item is available from the LISD Warehouse. (Look at the Warehouse Catalog.) The warehouse stocks general supplies, paper, art, and classroom supplies. If it is available through the warehouse, please see/email your bookkeeper so a requisition can be entered.
If your purchase is for a contracted service, controllable inventory, furniture, or technology (hardware or software), please see your bookkeeper to enter a purchase requisition. All software must be on the approved software listing before it can be purchased.
If your purchase will be made on Amazon, follow the steps located on the purchasing procedures section of this site.
Check out a ProCard.
Purchase the item - Remember - We are tax exempt. Please do NOT pay sales tax. If tax is not taken off at time of purchase you are responsible for paying back the amount to LISD!
Return the ProCard, the Procurement Card Check Out Agreement, the original, detailed, itemized receipt and 2 copies of the receipt within 24 hours of card check-out.
Please keep in mind that you should you be purchasing just what you need. If you have funds remaining at the end of the year do not hoard. Any unused funds will be used for summer programs.
ACTIVITY FUNDS (499 FUNDS) OVERVIEW
The district has adopted a policies manual for Activity Accounts. This manual is located on the LNet within the Business Operating Guidelines (LNet/Business Services/Document Center/Activity Funds/Activity Funds). All sponsors are required to attend mandatory activity account training at the beginning of the school year which is provided by Finance. In order to avoid keeping large amounts of money in the building overnight, teachers are urged to turn in student activity monies daily. No school group may have an individual bank account. Submit all bills and check requisitions to the bookkeeper and she will pay them for your organization. More information can be found in the Activity Funds Manual.
Check requisitions
Requisitions will be submitted to the bookkeeper at least 1 week before the check is needed with all supporting documentation and signatures.
Purchase Orders
All contracted services must be completed on a Purchase order. Example: uniforms, yearbooks, etc
ProCard
Please refer to the Purchasing Card Policy for information regarding the District’s Purchasing Card Program including any specific requirements.
Deposits
Deliver all deposits directly to the bookkeeper or drop in the safe daily. DO NOT keep any school money in your room overnight. Deposit forms are located in the break room or in the Bookkeeper’s office.
Reconciliations
A statement of the Activity Account will be printed and distributed to the sponsor’s for review.
CAMPUS/CLASS ACTIVITY FUNDS (2000's/3000's)
If you're collecting class fees please make sure you submit your Class Fee Questionnaire before you submit your webstore request.
It is highly recommended you collect funds via the webstore.
Check your activity account balance to ensure funds are available.
Check to see if your item is available from the LISD Warehouse. The warehouse stocks general supplies, paper, art, and classroom supplies. If it is available through the warehouse, please see/email your bookkeeper so a requisition can be entered.
Search for a vendor from the Approved Vendor Listing.
If your purchase is for a contracted service, controllable inventory, furniture, or technology (hardware or software), please see your bookkeeper to enter a purchase requisition. Pro Cards can not be used for these purchases.
If your purchase will be made on Amazon, follow the steps located on the Purchasing section.
Check out a ProCard.
Purchase the item - Remember - We are tax exempt. Please do NOT pay sales tax.
Complete a Standard Check Requisition.
Enter the name of your activity account (Floral, Sculpture, Yearbook).
Enter your account number (3120, 3100, 3310).
Enter what the purchase was used for in the "Activity" line (lab supplies).
Enter the Description of the Item and the Amount.
Enter the Total Amount of the Check.
Enter any other information in the "Remarks" section.
Sign in the "Sponsor" line.
Submit the form with your receipts, receipt copies, ProCard, and Procurement Card Check Out Agreement.
Return the ProCard, the Procurement Card Check Out Agreement, the original, detailed, itemized receipt and 2 copies of the receipt within 24 hours of card check-out.
NEW THIS YEAR FOR STUDENT BONA FIDE CLUBS.
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.
STUDENT ACTIVITY FUNDS (4000'S)
Your group should have voted to spend funds on a particular item, project, or expense. Meeting Minutes documenting the motion/vote/decision should be completed for each expense/project.
The group treasurer should check the activity account balance to ensure funds are available.
Check to see if the item is available from the LISD Warehouse. The warehouse stocks general supplies, paper, art, and classroom supplies. If it is available through the warehouse, please see/email your bookkeeper so a requisition can be entered.
If your purchase is for a contracted service, controllable inventory, furniture, or technology (hardware or software), please see your bookkeeper to enter a purchase requisition. Pro Cards can not be used for these purchases.
If your purchase will be made on Amazon, follow the steps located on purchasing section of this site.
Check out a ProCard.
Purchase the item - Remember - We are tax exempt. Please do NOT pay sales tax.
Complete a Standard Check Requisition.
Enter the name of your Bona Fide Student Group (DECA, NHS, StuCo).
Enter your account number (4095, 4220, 4295).
Enter what the purchase was used for in the "Activity" line (Supplies for Community Service).
Enter the Description of the Item and the Amount.
Enter the Total Amount of the Check.
Enter any other information in the "Remarks" section.
Sign in the "Sponsor" line.
A Club Officer listed in the Bona Fide Student Group Club Officer Signature Page must sign in the "Student Representative" line.
Submit the form with your receipts, receipt copies, ProCard, and Procurement Card Check Out Agreement, and a copy of your meeting minutes documenting the vote.
Return the ProCard, the Procurement Card Check Out Agreement, the original, detailed, itemized receipt, 2 copies of the receipt, and the meeting minutes documenting the club vote within 24 hours of card check-out.