Frequently Asked Questions
Frequently Asked Questions
Click on one of the questions below to view the full ansawer.
a) Contact the Internal Accounts Analyst at the district office to obtain the following documents:
- Official Receipts
- Student Receipt Books
b) Contact the SCPS Warehouse to obtain the following documents:
- Report of Monies Collected
- Manual Internal Account Purchase Orders
Other internal account documents such as the Facilities Related Rental Remittance, Inventory Report and Reconciliation, Petty Cash Voucher, Report of Tickets Issued and Sold, School Club or Activity Fundraising Request and Reconciliation, Student Debt Statement, and W-9 form can be printed from the School Internal Accounts Procedures Handbook.
a) Faculty Vending Commissions – the commission from vending machines located in a faculty lounge or workroom should be deposited into a Faculty Hospitality Trust Account (6000 series account). These funds shall be expended as determined by the teachers and staff.
b) Other Vending Commissions – the commission from vending machines, which are accessible to students throughout the campus, should be deposited into the General Internal Account Fund, and should follow the spending rules of all general internal account funds - to be spent on items which will benefit the student body as a whole. A separate vending account can be set up in the general fund if the principal would like to account for these funds separately.
No, per the School Internal Accounts Procedures Handbook, Section IV - D, any group or club can have up to two major fundraisers per year, with each lasting a maximum of two weeks.
The principal should approve all fundraisers before they begin.
If a check is returned for insufficient funds or a closed account, the bookkeeper should make every effort to collect on the check as well as any bank fee incurred:
- The bookkeeper should first alert the appropriate teacher/sponsor/coach of the returned check.
- The teacher/sponsor/coach may wish to contact the parent(s), or may have the bookkeeper do so. Either way, a telephone call should be placed to the parent(s) as soon as possible to alert them of the issue. They should beinstructed to make good on the returned check, as well as any bank fee incurred, with cash or a money order. The returned check may be redeposited once at the request of the maker.
- If the initial telephone call is unsuccessful, a certified letter with return receipt shall be mailed to the maker citing F.S. 832.07 "Issuance of Worthless Checks Prima Facie Evidence of Intent" (see Appendix B of the School Internal Accounts Procedures Handbook).
- A list of uncollectible checks should be sent to the district finance office at the end of the school year.
- Refer to the district authorized school funds software manual for journal entry instructions for recording returned checks and repayments.