Book Fairs

Schools may operate their book fair fundraisers through their properly sanctioned PTO/PTA/Booster Club if the following conditions are met:

1.  No school employee may work, take up money, etc for this fundraiser.

This includes but is not limited to the librarian, teacher, office staff etc.

2.  No instructional time may be used to sell items at the book fair. Volunteers may sell items during lunch hour, before and after school hours only. Students may not make purchases during class time or between classes.

If the previous conditions are not met, then the book fair proceeds must be deposited into a properly opened District Activity Fund. All activity fund rules apply, including but not limited to those below.

Individual cash receipts DO NOT have to be hand-written to each person making a purchase, provided the following conditions are met:

A.  Sales are documented at the time of transaction

B.  Cash register receipts are pre-numbered (print 2- one for customer, one for district)

C.  Cashier has adequate training on cash register

D.  Keys to the register are properly controlled & secured

E.  Cash register summary tapes (Z-tapes) should be created with every worker and/or shift change

F.  Summary tapes are kept separate from the cash

G.  Monies are counted at the end of the day

H.  Sales are reconciled to the beginning cash and sales for that day through the use of a cash register reconciliation form

I.  Proper tapes accounted for and in numerical order

J.  Voids and refunds are documented and approved

i.  Cash register tapes ONLY are not sufficient.

ii.  Sponsor is to hand-write a pre-numbered, triplicate receipt for total being deposited.

iii.  Sponsor will write the receipt to “themselves/see attached rec” or to the person who handed the sponsor the money to deposit.

iv.  The sponsor is to keep a copy of this reconciliation & register tape & attach to the receipt book copy of the carbon in the sponsor receipt book.

v.  Sponsor will also complete and keep a copy of treasury slip, along with the original receipt that the secretary issues to the sponsor.

vi.  Sponsors will also make a notation in the sponsor receipt book at the bottom of the last receipt issued to include the beginning and ending receipt numbers, the date and total amount submitted to the office for deposit.

vii.  Log the deposit in the sponsor ledger.

STARTUP CASH – BOOK FAIRS

PROCESS FOR START UP CASH

1.  Person getting the startup cash (employee) must complete and sign a W9 form** if they are not already on the system as a vendor –If already set up, skip to #4

2.  This person (employee) must complete and sign a claim form** - principal must also sign (PLAN AHEAD, checks are only written once a week)

3.  Send w9 to accounts payable to setup as a vendor

4.  After vendor is setup, enter the requisition to the employee (see coding instructions below)

5.  Write PO # on the claim form

6.  Receive the PO on the system

7.  Scan and send the claim form to one of the accounts payable addresses so that a check can be issued – this claim form serves as your invoice

8.  Employee receives and cashes the check

9.  Follow guidelines in Activity Fund Manual for proper cash handling procedures and required documents

10.  During the fundraiser, make daily deposits to the finance secretary, but do not deposit the beginning cash until the end of the fundraiser

11.  On the last day of the fundraiser, make a deposit of the startup cash plus the proceeds from that day - THE CODING FOR THIS LAST DEPOSIT WILL BE SPLIT - see below

12.  The librarian will print the invoice from the sheet she has to fill out for Scholastic

13.  Secretary needs to enter a requisition to pay for the book fair

14.  Once PO approved, receive on the system and scan over for payment

Coding for Startup Cash

Code the start-up cash:

FY / Fund / Project / Function / Object / Program / Subject / Job / Site

XX. 60. 919. 5200. 950. 900. 0000. 000. XXX

Revenue from sale of books, etc at the book fair is coded:

FY / Fund / Project / Source / Program / Site

XX. 60. 919. 1950. 900. XXX

Code the return of start-up cash:

FY / Fund / Project / Source / Program / Site

XX. 60. 919. 5120 900. XXX

(NOTE: You must break-out the start-up cash in your deposit because it is not revenue. Please code it back to this expenditure code. This code should have a zero balance by the end of the fundraiser.)

Code the purchase of books to resale:

FY / Fund / Project / Function / Object / Program / Subject / Job / Site

XX. 60. 919. 3200. 670. 900. 0000. 000. XXX

**W9 and claim forms can be found on the district website on the Finance Department page.

Muskogee Public Schools I-20

DAILY CASH REGISTER RECONCILIATION SHEET

*For Use with Book Fairs*

Site Name ______Date ______Event ______

TOTALS FROM CASH REGISTER TAPE
Gross Sales / $
(-) Voided Sales / $
(-) Sales Returns / $
(+) or (-) Other / $
Net Sales / $
COLLECTIONS BY TYPE
Cash & Checks / $
Bankcards / $
Purchase Orders / $
Donations / $
Net Sales / Total Over/Short
Total Collected / $ / ($ ) / $
RECONCILIATION
Total Collected Including Beginning Cash / $
(-) Beginning Cash / ($ )
Net Receipts (subtract beginning cash from total receipts) / $
(-) Bankcards (from collections by type above) / ($ )
(-) Purchase Orders or Other (from above) / ($ )
(+) or (-) Over/Short (from above) / $
TOTAL Cash & Checks turned in for deposit / $

I verify that this cash register reconciliation, including all receipts, tape totals, and adjustments is accurate and complete.

______

Cashier Name (please print) Cashier Signature Date