PROBATIONARY Probationary contracts [DCC (E)] shall be issued to teachers only. CONTRACTS This contract shall be appropriate for those teachers who also have duties such as coaches, band directors, hospital teachers, and federally funded teachers. All

ACCOUNTING:
ACTIVITY FUNDS MANAGEMENT

CFD (R)

STUDENT ACTIVITY FUND 900 GENERAL FUND ACCOUNT BALANCES

To preclude the schools from accumulating an excessive balance in the 900 General Fund Accounts and to insure that the funds are being expended on the students, a ceiling is being placed on the balance in the 900 General Funds Accounts.

LIMITATION

The total fund balance allowable for the 900 General Fund Accounts in the Activity Funds may not exceed the following limits:

High Schools $45.00 per pupil

Middle Schools $35.00 per pupil

Elementary Schools $25.00 per pupil

Center School $10,000.00 limit

Alternative M.S. $5,000.00 limit

Academy of Creative Education $15,000.00 limit

Alternative Center $5,000.00 limit

Pupil counts for this calculation will be ADM as of the first week of December and maximum account balances shall be measured as of June 30 each year.

Any Campus Activity Fund (CAF) 900 General Fund Account balances exceeding this calculated amount shall be transferred to the NEISD General Operating Fund unless approval to retain the balances in the CAF is obtained from the Executive Director of Finance.

FINANCIAL PRACTICES (CAFs AND SAFs)

All receipts to and disbursements from the activity fund account shall be in accordance with the following guidelines:

1. Records shall be kept in accordance with generally accepted accounting principles, as outlined in the NEISD Campus and Student Activity Funds Manual and TEA Financial Accountability System Resource Guide (FASRG).

2. All activity fund records shall be kept on file in the school for a period of five years.

3. For each collection of cash, a receipt shall be issued immediately.

4. Bank deposits of cash received shall be made by the principal or designee on a regular basis (at least weekly and at the end of each month) when money is being collected. Deposit slips shall be made in duplicate.

5. Orders or reimbursable payments for goods/services from the Student or Campus Activity Fund account that aggregate in excess of $2,000 shall be approved by the Principal or designee on the SAF/CAF Approval Form prior to the obligation of funds.

6. Payments from the Activity Funds shall be made by check for the designated purpose and signed by two parties, one of which must be the principal or other administrator. Proper invoices or supporting documentation must be attached for audit purposes. When applicable, explanations shall be written on the supporting documentation to clarify the appropriateness of expenditures.

7. Monthly bank statements shall be reconciled as soon as possible after receipt, and a report sent to the Accounting Services Department by the fifteenth of the following month.

8. The school's monthly financial reports for Campus and Student Activity Funds shall be reviewed by the principal to ensure sound fiscal operations and control. The school's monthly Campus Activity Fund financial reports shall be reviewed by the Superintendent or designee .

9. Activity funds shall be included on the combined balance sheet of the annual financial report.

RESPONSIBILITY

The principal of the school shall be responsible for proper administration of each organization's funds in accordance with state and local law, district-approved accounting practices and procedures, and the TEA Financial Accountability System Resource Guide. Campus and Student activity funds shall be included in the annual audit of the district's fiscal accounts. [See Policy CFC]

Monies collected by student groups shall be disbursed only for purposes authorized by the organization and upon approval of the sponsor. The principal or a designee shall approve all orders, reimbursable payments, and disbursements. All funds raised by student organizations must be expended for the benefit of the students.

CASH IN SCHOOL BUILDINGS

The petty cash account and change fund accounts shall be the only cash reserves maintained within the schools. The balances of these accounts are to be recorded in the proper Campus or Student Activity account.

It shall be the responsibility of the principal in each school to insure that all other cash reserves are deposited at the district depository regularly.

DEBT INSTRUMENTS

Individual schools shall not be permitted to execute external debt instruments of any kind whether they be notes, long- or short-term, or leases of an operating or capital nature. School activities or projects requiring financing on any deferred or installment repayment basis must be submitted to the Associate Superintendent for Business Services/CFO for transmittal to the Superintendent.

If the request is approved, the District's treasurer shall assist the borrower in obtaining favorable rates and shall monitor the timely retirement of the obligation.

ISSUED DATE: 07/21/98

REVISED: 04/05/02