09/10

Student Activities Information

For Club Sponsors

Teachers &

Coaches

STUDENT ACTIVITIES DEPARTMENT CONTACT LIST

Title/Name/Phone Number Supervisor – Carol Alexander………………………..………………………. 472-0133 Account Clerk Senior – Barbara Jorges………………………………………472-0134 Accounting Specialists Dana Martin (See page 1)……………………………………………………472-0135 Becky MacKenzie (See page 1)……………………………………………472-0136 Cheryl Hall (See page 1)……………………………………………………472-0137 Financial Services Debbie Caldwell……………………………………………………………..472-0117 Office Technician – Debbie Lee.….………………………………….………..472-0341 E-Mail ID Carol Alexander – clalexan@mpsaz.org Barbara Jorges – bjjorges@mpsaz.org Rebecca MacKenzie - ramacken@mpsaz.org Dana Martin – dmartin@mpsaz.org Cheryl Hall – cbhall@mpsaz.org Debbie Lee – dxlee@mpsaz.org The Student Activities Department is located on the 6th floor of the Administrative Services Center (ASC). Mailing Address: Mesa Public Schools 63 E. Main Street Suite 101 Mesa, Az. 85201-7422 Fax: 472-0138 ContactList.doc;4/24/09

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2008-2009 STUDENT ACTIVITIES RESPONSIBILITIES

EAST REGION (*) WEST REGION Pete Lesar 2-0217 Ken Salas 2-0216 Lindy Dorsh 2-0207 Linda Swenhaugen 2-0206

DANA MARTIN BECKY MACKENZIE Cheryl Hall 20135 email: dmartin 20136 email: ramacken 20137 email:cbhall

BRIMHALL* ADAMS BUSH* BRINTON* ALMA EAST MESA EARLY CROSSROADS CARSON CHILD ED CTR* EAGLERIDGE CRISMON ENTZ* FRANKLIN* DOBSON FALCON HILL* FRANKLIN NE* EARLY ED CENTER FIELD* FRANKLIN S* EAST VALLEY ACADEMY FREMONT* FRANKLIN W* EDISON HALE* HOLMES EISENHOWER HAWTHORNE IRVING* EMERSON HERMOSA VISTA* JEFFERSON* FROST HIGHLAND* KELLER GUERRERO ISHIKAWA* LINCOLN HENDRIX LAS SENDAS* LINDBERGH JOHNSON* MACARTHUR LONGFELLOW JORDAN MENDOZA* LOWELL KERR MESA ACADEMY* MADISON* KINO MOUNTAIN VIEW* MESA DISTANCE LEHI O”CONNOR* MESA HIGH MCKELLIPS MIDDLE POSTON* MESA JR POMEROY POWER MIDDLE* PATTERSON* POWELL RED MOUNTAIN* PORTER* REDBIRD RED MOUNTAIN RANCH* ROBSON* RHODES SALK* SKYLINE* RIVERVIEW HIGH SHARP* SMITH JR* ROOSEVELT SHEPHERD* SOUSA* SIRRINE STAPLEY* STEVENSON* SUNRIDGE ZAHARIS* SUNDOWN TAPP SUPERSTITION HIGH* WASHINGTON TAFT* WEBSTER TAYLOR* WESTWOOD WILSON* WHITMAN WHITTIER VENDOR STATEMENTS: VENDOR STATEMENTS: VENDOR STATEMENTS:

A THRU I J THRU O P THRU Z

BARBARA JORGES BANK STATEMENTS JOURNAL ENTRIES ECA 20134 ELEM DEPOSITS LOOMIS PAYROLL

email: bjjorges NSF CHECKS FINANCIAL STMTS

CAROL ALEXANDER SUPERVISOR 20133 FAX # 472-0138

email: clalexan PAGER: 480-475-3536

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CLUB SPONSOR RESPONSIBILITIES

The student council and each club or organization must have a sponsor who is an employee of the school district. All Student Activities sponsors should act as agents of the Governing Board and the Student Activities treasurer in making certain that provisions of state law and district policy on the custodianship of public monies are observed by student organizations under their supervision.

1. Supervise all student fund transactions.

2. Provide training/orientation session for each club office.

3. Follow procedures for school activities as outlined in Governing Board Policy: District Policy.

4. Sponsor must keep a copy of minutes of meetings on file for 3

years.

5. Submit names of club officers to your site Activities Office when submitting re-charter each year.

6. Any meeting of an organization or club on campus must have

the presence of a teacher/sponsor. A sponsor must be present during the placing or removing of decorations, rehearsal of a program and during any event in which club members are involved.

CLUB SPONSOR RESPONSIBILITIES.doc;4/24/09

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School FUND LEDGER Mesa Public Schools Acct # Fund Name Page#

Cash Date Receipt # Req # Received From Paid To

Explanation Receipts Disbursements Balance

Balance Brought Forward

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SUMMARY OF STUDENT ACTIVITIES POLICIES AND PROCEDURES

All purchases of goods and services out of Student/Auxiliary Funds require proper approval. The amount of money being requested out of any Student/Auxiliary account must be available in that account prior to approval. An exception to this is a fundraiser. An account can go into deficit during the fundraiser. Commitments made by an individual without proper approval and a Purchase Order Number may result in personal liability. Teachers, Staff, and Administrators who use their own money will not be reimbursed unless under certain circumstances and first authorized by the Student Activities Department. Misuse and/or mishandling of Student/Auxiliary Funds are grounds for disciplinary action. All monies associated with a Student Activity are to be deposited and/or disbursed from either a Student and/or Auxiliary account. An exception to this is in case of a donation to a school that is not considered a state tax credit donation (ECA). Those donations are to be placed in a District Fund account called Gifts and Grants. Then, that account may also be used to fund certain student activities. No private bank accounts are to be used; nor should any parent group be given the money for holding purposes. Monies collected that are considered Student/Auxiliary Funds are to be deposited intact and on a timely basis into the appropriate fund. Student/Auxiliary Funds cannot be used for gratuities or gifts to any Mesa Public School employee. Exceptions: 1) Student Funds can be used to purchase gifts for Staff Members for Teacher Appreciation Week. The cost of the gift per person can be no more than $10.00 in total out of Student Funds. 2) Student Funds can be used for funerals and retirements of an MPS employee. However, the Student Activities Department should be contacted first to discuss dollar amount limitations. Monies in any Student Funds account are deemed as belonging to the Students. Therefore, those monies are under the jurisdiction of the school’s Student Government and are to be managed by them. Money shall not be left overnight in school buildings, except in safes provided for safekeeping of valuables. SUMMARY OF STUDENT ACTIVITIES pg 1.doc; 4/24/09

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Summary of Student Activities Policies and Procedures continued All payments to vendors will be paid by the Student Activities Department once an invoice is received from the school. MPS employees should never pay a vendor directly. Exceptions: 1) A cash envelope is issued to the employee; 2) Approval first given by the Student Activities Department due to unforeseen circumstances or under certain circumstances. Bill/invoices for purchase of goods and services are not to be altered, nor should a vendor be requested to change the invoice date, MPS Employees and/or Students are prohibited from the use of raffles or games of chance. Cash envelopes can be requested for purchase of goods and services if a vendor does not accept purchase orders. They also can be requested for field trips. Cash envelopes are usually limited to $200.00 A list of all policies and procedures pertaining to Student Activities can be accessed on the MPS website under the Legal Department or by contacting the Student Activities Department. Following is a list of the more common policies: Cash Handling Policies-Board Policy DM, Administrative Regulation DM-R Student Fund Raising Activities-Board Policy IGDF, Administrative Regulation IGDF-R Student Activities Funds Management-Board Policy IGDG, Administrative Regulation IGDG-R Optional Student Travel-Board Policy IICA, Administrative Regulation IICA-R Summary of Student Activities Policies and Procedures continued.doc; 7/14/08

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OVERVIEW OF

STUDENT AND AUXILIARY FUNDS

There are many laws and policies that govern the operation of Student and Auxiliary funds. The laws and policies are set forth by both The State of Arizona as well as Mesa Public Schools Governing Board. The Student Activities Department is the overseer of all Student and Auxiliary Funds. Therefore, it is the Department’s responsibility to monitor, approve, reconcile, etc. all transactions involving these two funds for the entire Mesa Public School District. STUDENT FUNDS Student Funds are all monies raised by the efforts of students in pursuance of or in connection with all student activities. As per Arizona State Statues and MPS District Policies, the Student Government/Council at each school is the governing body for all student fund accounts. All Student Fund account numbers begin with 850. In order for any student group to spend money out of a Student Funds account the proper paper work needs to be completed and approvals obtained. Procedures must be properly followed. If you have questions or are uncertain about some things, call the Student Activities Department. For a step by step set of instructions on how to obtain money out of a Student Funds account, please refer to the flow chart Student Funds Procedure Requesting to Use Money. AUXILIARY FUNDS Auxiliary funds are generated by material usage fees, athletics, and ECA donations. The use of Auxiliary Funds does not require student approval. However, to use these funds, the proper paper work needs to be completed and approvals obtained. Procedures must be properly followed. If you have questions or are uncertain about some things, call the Student Activities Department. All Auxiliary Fund account numbers begin with 525. For a step by step set of instructions on how to obtain money out of an Auxiliary Fund account, please refer to the flow chart Auxiliary Funds Procedure Requesting to Use Money. Overview Student –Auxiliary Funds; 7/14/08

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STUDENT FUNDS PROCEDURE REQUESTING TO USE MONEY

Requisitioner, i.e. club sponsor, gets a blank Student Activities Requisition Form (Use Student Activities Travel Req. for field trips) from the Secretary or Bookstore Manager responsible for Student Activities. Request for a

check or cash envelope

Request for a PO

Requestor completes the top portion of the requisition form and includes the following information:

School, date, club name and account number.

Request for Check portion at bottom of requisition and amount.

Check Send to box. Under Purpose give a reason for

request.

Complete the top portion of the Requisition form and include the following information:

School, date, club name and account number.

Fill in the Request for Purchase Order section. Be sure to include tax, shipping and handling in total amount of purchase.

If a club is requesting funds, a club officer and the club sponsor must sign where designated.

Clubs need to attach a copy of their minutes to req. and submit to Student Council.

If Student Council approves the requisition, it is signed by a Student Council Officer. The requisition and student council minutes are forwarded to the Principal for signature.

After approval by the Principal, the Secretary or Bookstore Manager sends the top two copies of the requisition to Student Activities and keeps bottom copy for school file.

After purchases are made, requistitioner completes cash envelope as per instructions and places receipts and unused cash or personal check in cash envelope. It is then returned to the Secretary or Bookstore Manager. They will forward it to Student Activities

If approved by Student Activities and cash envelope is received by the requisitioner, the purchase(s) can then be made. Checks for donations will be sent as per requisitioner’s instructions.

Purchase Order Follow same approval process as check/cash envelope (far left) If requisition is approved by Student Council and principal, the Secretary or Bookstore Manager will input and submit requisition electronically to Student Activities. The paper requisition should be kept on file by the Secretary or Bookstore Manager.

If Student Activities approves the requisition, it is then electronically sent to the Purchasing Department. Purchasing will then issue a PO.

School is then sent a copy of the PO. Requisitioner can now make the purchase.

After purchase is made requisitioner signs PO as Ok to pay, attaches receipts and gives to Secretary or Book Store Manager. They will forward it to Student Activities.

No further action is taken if

requisition is disapproved at

any step.

Requisitions should be

submitted for approvals at least 2 weeks

prior to needing funds.

Flow chart secondaries.doc;4/24/09

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AUXILIARY FUNDS PROCEDURE REQUESTING TO USE MONEY

Requisitioner, i.e. Sponsors, Coaches, Material Usage Teachers or Administrators, get a blank Student Activities Requisition Form (Use Student Activities Travel Req. for field trips) from the Secretary or Bookstore Manager responsible for Student Activities.

Request for a check or cash

envelope

Request for a PO

Requestor completes the top portion of the requisition form and includes the following information:

School, date, account name and account number.

Request for Check portion at bottom of requisition and amount.

Check Send to box. Under Purpose give a

reason for request.

Complete the top portion of the Requisition form and include the following information:

School, date, club name and account number.

Fill in the Request for Purchase Order section. Be sure to include tax, shipping and handling in total amount of purchase.

Attach SIAC minutes if money is being requested out of account number 8002

The requisition is then forwarded to the Principal for approval. If requestor is requesting funds out of the 8002 ECA account, then SIAC should have preapproved the use of funds at their meeting. A copy of the SIAC minutes should to be kept on file at the school.

If approved by the Principal, the Secretary or Bookstore Manager sends top two copies of the requisition to Student Activities for approval and keeps bottom copy for file.

After purchases are made, requistitioner completes cash envelope as per instructions and places receipts and unused cash or personal check in cash envelope. It is then returned to the Secretary or Bookstore Manager. They will forward it to Student Activities

If approved by Student Activities and cash envelope is received by the requisitioner, the purchase(s) can then be made

Purchase Order Requisition is given to Principal for approval, if approved; the Secretary or Bookstore Manager will input request electronically and submit to Student Activities. The paper requisition should be kept on file by the Secretary or Bookstore Manager

If Student Activities approves the requisition, it is then electronically sent to the Purchasing Department. Purchasing will then issue a PO.

School is then sent a copy of the PO. Requisitioner can now make the purchase.

After purchase is made requisitioner signs PO as Ok to pay, attaches receipts and gives to Secretary or Bookstore Manager. They will forward it to Student Activities.

No further action is taken if

requisition is disapproved at

any step.

Requisitions should be

submitted for approvals at least 2 weeks

prior to needing funds.

Flow chart Aux secondaries Aux.doc

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STUDENT ACTIVITIES REQUISITION

The first step in the process to being able to use monies out of Student and/or Auxiliary Funds is to fill out a Student Activities Requisition form (form # 94-26-05 W). If funds are being requested for any type of student Travel, i.e., a field trip to the Phoenix Zoo, fill out the Student Activities Travel Requisition form (form # 94-26-30 W) instead. It is also important to remember that a Student Activities Requisition form will need to be filled out prior to a Fundraiser being conducted by a student group/club. The only exception would be if no money is due to the company supplying the product and/or service for the fundraiser. When completing a requisition for a fundraiser and if the amount due the vendor is unknown, an estimated amount due the vendor should be used. An Open PO can then be requested using the estimated amount due, thus allowing the PO to be increased if needed at a later date. Please remember, the Student Activities Requisition form is merely a request to use funds. Numerous approvals need to be given as well as a purchase order or cash envelope issued before monies can be spent. Please refer to the flowcharts in the Overview Section of this book to see the complete process for requesting to use Student/Auxiliary Funds. Mesa Public Schools is under no obligation to pay for goods/services if the proper procedures are not followed. Refer to the After the Fact section of this book for more information. A Student Activities Requisition form should be submitted for approvals at least 2 weeks prior to when the funds are needed. If at anytime during the process, a requisition is disapproved, no further action is taken and funds may not be spent. The Student Activities Requisition form is not only used to request funds, it also provides information such as, a description of the goods/services being requested, the vendor, and the method of payment to the vendor. In order to fill out the requisition form, the requisitioner needs to determine if the vendor accepts purchase orders or will need to be paid at the time of the purchase. A purchase order is an agreement between a vendor and Mesa Public Schools. The vendor agrees to supply a product and/or service to Mesa Public Schools prior to being paid by the District. Using a Purchase Order is the preferred method. Therefore, the requisitioner should always try to use vendors who accept purchase orders. The Purchasing Department maintains a database of all approved vendors. If the requisitioner does not know whether or not a vendor is on the vendor database, they STUDENT ACTIVITIES REQUISITION CONTINUED

11

should ask the School Secretary, the Student Activities Department, or the Purchasing Department. If the requisitioner is requesting to use a vendor not on the database, but who is willing to accept a purchase order, the requisitioner will need to obtain the following information from the vendor prior to filling out a requisition: Name of Business, Business Address, Telephone and Fax Number, Contact Name, and Federal Tax Identification Number. A W-9 form filled out by vendor with Name of Business, Business Address, Telephone, and Fax Number, Contact Name, Federal Tax Identification Number or Social Security Number, and how the business is set up, i.e. sole proprietorship, partnership, limited liability company, or corporation. This information needs to be faxed (x20144) to in the Purchasing Department. W-9 forms can be found on the Purchasing Department website. Also, if you want to use a vendor who is also an MPS Employee, contact the Purchasing Department to see if they can be used and are in compliance with Arizona Revised Statue 38-503. It is important to know whether a Purchase Order or a Cash Envelope will be issued after the requisition is approved. So, how does one know whether to use a Purchase Order or a Cash Envelope? The following is a brief description of each. Purchase Order Purchase orders can be used more than once and are ideal for items needing to be ordered throughout the year. Once the requisition has been approved by Student Council (if applicable) and by the Principal, the School Secretary will enter the data from the paper requisition into the MPS financial system. The data will then be transmitted to the Student Activities Department for approval. Once approved by the Student Activities Department, the data will be transmitted to the Purchasing Department. The Purchasing Department will then issue a purchase order with a PO number. Cash Envelope A cash envelope is primarily used if the vendor does not accept purchase orders. A Cash Envelope is merely a cash advance. Once the requisition is approved by the Student Activities Department, a check is issued to a Mesa Public School employee. Cash envelope requests should not exceed $200 (under special circumstances cash envelopes may be issued in higher amounts). The requisitioner should not purchase anything prior to receiving the cash envelope. As with a purchase order, a cash envelope can ONLY be used to purchase the items that were approved on the requisition. Please refer to the Cash Envelope section of this book for more information and instructions on Cash Envelopes.

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STUDENT ACTIVITIES REQUISITION CONTINUED Checks Checks can be issued out of a Student Funds account for donation purposes. Checks are issued whenever the students at a school want to give an organization or someone a cash donation. Before checks can be issued, the funds have to be available in the account. Donations can only be made out of a Student Funds account. Examples of cash donations are as follows: American Red Cross, Salvation Army, Hurricane Katrina victims, etc. --------------------------------------------------------------- The following pages contain a set of instructions and examples that pertain to requisitions. Reminder: If money is being requested for anything to do with a student field trip, the requisitioner should fill out a Student Activities Travel Requisition rather than a Student Activities Requisition. *Student Activities Secretary-All Secondary Schools have a designated person whose job function is to do the administrative work associated with Student Activities. Whole packet for Web.doc; 4/24/09

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Requisition Signature Requirements:

General fund Accounts (850) Signatures Required (Minutes are required on all general Accounts)

7100’s (except 7100 & 7101) Club/Stu Cncl Officer, Sponsor, Stu Cncl Officer, Principal/Asst Principal 7500’s Club Officer, Sponsor, Stu Cncl Officer, Principal/Asst Principal 7600’s Club Officer, Sponsor, Stu Cncl Officer, Principal/Asst Principal 7700’s Club Officer, Sponsor, Stu Cncl Officer, Principal/Asst Principal 7800’s Club Officer, Sponsor, Stu Cncl Officer, Principal/Asst Principal 7100 Student Cncl Sponsor, Student Cncl Officer, Principal/Asst Principal 7101 Student Cncl Sponsor, Student Cncl Officer, Principal/Asst Principal 7104 Principal/Asst Principal (no minutes required) 7400’s Student Cncl Sponsor, Student Cncl Officer, Principal/Asst Principal

Auxiliary Fund Accounts (525) Signatures Required (No Minutes required)

1300’s (except 1301 & 1351) Coach, Principal/Asst Principal 1301 Principal/Asst Principal 1351 Bookstore Manager, Principal/Asst Principal 3400’s (except as listed below) Sponsor/Teacher, Principal/Asst Principal 3400, 3408, 3409 Bookstore Manager, Principal/Asst Principal 3404 (pop fund) Principal/Asst Principal 3412, 3413 Student Store Manager, Principal/Asst Principal 3417 (surplus) Principal/Asst Principal 3470 (activity card) Principal/Asst Principal 3500’s (except 3500, 3501 & 3506) Principal/Asst Principal 3500 (ABC books 900) Bookstore manager, Principal/Asst Principal 3501 (ABC books 901) Bookstore manager, Principal/Asst Principal 3506 (media ctr only) Media Specialist, Principal/Asst Principal 3512 (Recycle) Principal/Asst Principal

Extracurricular Activity (ECA) Signatures Required

8000’s (ECA - - except 8002) Principal, No Minutes Required 8002 (ECA/SIAC) Principal, SIAC Minutes Required

revReqsign; 4/24/09

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Instructions for the Requisitioner Filling Out a Requisition when a Purchase Order will be issued out of Student Funds

The Student Activities Requisition is a four part form, (form # 94-26-05 W). As discussed previously, whenever Student/Auxiliary Funds are requested, a Student Activities Requisition form needs to be completed. Reminder: If money is being requested for anything to do with a student field trip, the requisitioner should fill out a Student Activities Travel Requistion rather than a Student Activities Requisition. Please refer to the Field Trip Section of this book for information on filling out a Student Activities Travel Requisition. A. Club Sponsors - If a recognized student club (please see section on clubs) has voted to use student funds, then the Club Sponsor needs to make sure that there is enough money available in the Student Funds account that they want to use (an exception is for fundraisers). The Club Sponsor can find the balance for the student funds account on the ledger that is to be maintained by them, from the School Secretary, or from the Student Activities Department. Grade Level Teacher (1st, 2nd, 3rd, etc.)/Class Teachers(Band, ELP,etc.) - If a Teacher is requesting to use Student Funds, they should first find out from the School Secretary how much money is available. Monies will not be approved to be used unless available; an exception to this is for fundraisers. B. Once it has been determined that enough funds are available, then a requisition form can be filled out. The Club Sponsor, Grade Level or Class Teacher needs to obtain a requisition form from the School Secretary. C. The Sponsor/Teacher needs to provide the following information: 1. Date – Date the requisition is prepared. 2. Vendor Number – This is a 5 digit number which has been set up on the MPS vendor database. This number can be obtained from the School Secretary. 3. School – The name of the School. 4. Department/Club – Sponsors will put the name of the student club. Teachers will put the name of the account they are using, i.e., 3rd grade or band. 5. Acct. No. – This is a four digit code that can be obtained from the School Secretary. The four digit account number is also called the Function Code. All Student Funds function codes begin with a 7. 6. Student Officer – A Student Officer needs to sign if a club is request funds Student Officer signature is needed if funds are being requested by a Teacher. 7. Sponsor/Advisor – Club Sponsor (needs to be an MPS employee) signs his/her name. Teacher (Grade Level or Class Teacher) signs his/her name. Instructions on completing a Student

15

8. Next the requisitioner should complete the Request for Purchase Order section of the requisition. The box for “Issue purchase order to” should be checked. The Vendor name, address, and phone number needs to be supplied. The Requisitioner should indicate under the “Send To” if the PO should be sent to the vendor, requisitioner, and/or to another party. The requisitioner fills in the total amount of money being requested. Remember to, include tax ,shipping and handling. The Pricing Source box can be left blank. Fill in the quantity, unit (if applicable), description of services or items, estimated unit price (if applicable), and the total. Tax, shipping and handling should be listed separately on the requisition. Note: There is a 5.6% sales tax on all out of state purchases. This tax should be figured in the total amount of the requisition. After the requisitioner has completed their part of the requisition, the requisition needs to be approved by both Student Council and the Principal. It will then be given to the School Secretary for further processing. The requisitioner is NOT to purchase anything until the School Secretary has given them a Purchase Order.

Instructions on Filling Out a Requisition for LVPO or PO doc;4/24/09

8/7/08

7122-255Spanish ClubPowell Jr.

Required

Required

Required

Required

N/A

300

Target

Please issue a PO to Target for $300.00 topurchase notebooks and rewritable CDs that are on sale in this week’s ad.

Minute Date______________________________

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Instructions for the Requisitioner, Filling out a requisition when a Cash Envelope or Check will be issues out of Student Funds A. Club Sponsors-If a recognized student club has voted to use student funds, then the

Club Sponsor needs to make sure that there is enough money available in the Student Funds account that they want to use (an exception is for fundraisers). The Club Sponsor can find the balance for the student funds account on the ledger that is to be maintained by them, from the Student Activities Secretary or from the Student Activities Department.

B. Once it has been determined that enough funds are available, then a requisition form

can be filled out. The Club Sponsor needs to obtain a requisition form from the Student Activities Secretary.

C. The Club Sponsor needs to provide the following information: 1. Date-Date the requisition is prepared. 2. Vendor Number-This is a 5 digit number which has been set up on the MPS vendor database. This number can be obtained from the Student Activities Secretary. 3. School-The name of the School. 4. Department/Club-Club Sponsors will put the name of the student club. 5. Acct.No.-The four digit account number is also called the Function Code. All Student Funds function codes begin with a 7. 6. Student Officer-A Student Officer of the club needs to sign the requisition. 7. Sponsor/Advisor-Club Sponsor (needs to be an MPS employee) signs his/her name. 8. Under the Request for Purchase Order section of the requisition, fill in the under the description of services as follows: Write: “Requesting a Cash Enveloped for $” and start specifically what is going to be purchased. Then write the date of the event and the length of time that the cash envelope is needed and the date of the minutes. 9. Next the requisitioner, should complete the Request for Check section of the requisition. Put a check mark in the box next to “Please draw a check to:” Where it asks for Vendor Name, put the name of the teacher requesting the Cash Envelope. The Address Field can be left blank. Under Purpose, state the reason as to why a Cash Envelope is needed. Write in the total dollar amount being requested. After the requisitioner has completed their part of the requisition, the requisition needs to be approved by both Student Council and the Principal. It will then be given to the Student Activities Secretary for further processing. The requisitioner, is NOT to purchase anything until they receive a Cash Envelope from the Student Activities Department.

Instructions for the Req for c-e & cks doc.doc;7/14/08

8/7/08

7122-262Band ClubStapley Jr.

Required if Club

Mrs. Jones

Required

Ms. Alexander

N/A

Please issue a cash envelope to Kathy Jonesso that she may shop at various music stores for the best pricing on needed supplies. 200 00

She will return it by 9/7/08

Date of minutes______________________________

XXXXX

Kathy JonesX

$200.00

8/7/08

7101-259Student GovHendrix Jr.

Required

Required

Required

Required

N/A

Please issue a donation check to American RedCross in the amount of 1,000 00the total amount of our fundraiser.

Date of Minutes______________________________

00535

American Red Cross 6135 Black Canyon Hwy Phoenix, AZ 8515-1892

$1,000.00

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Instructions for the Requisitioner Filling out a Requisition when a Purchase Order will be issued out of Auxiliary Funds A. The Requisitioner, i.e., Coach or Teacher, requesting to use monies from an auxiliary account (ECA, material usage, athletics, student store, etc.) needs to make sure that there is enough money available in that account prior to filling out a requisition. This information can be obtained from the Student Activities Secretary or the Student Activities Department. Reminder: If using the ECA 8002 account the School’s SIAC needs to authorize the use of those funds prior to a requisition being filled out. B. Once it has been determined that enough funds are available, then a requisition form can be filled out. The Requisitioner needs to obtain a requisition form from the Student Activities Secretary. C. The Requisitioner needs to provide the following information: 1. Date-Date the requisition is prepared. 2. Vendor Number-This is a 5 digit number which has been set up on the MPS vendor database. This number can be obtained from the Student Activities Secretary, Student Activities Department, or Purchasing. 3. School-The name of the School. 4. Department/Club-Put the name of the account that is being used i.e. ECA Band, English Material Usage or Girls Volleyball. 5. Acct. No.-This is a 4 digit code followed by your 3 digit school number i.e. 8500- 271 (this can be obtained from Student Activities Secretary or the Student Activities Department). The 4 digit account number is also called the Function Code. 6. Sponsor/Advisor-Requisitioner signs his/her name. 7. Next the Requisitioner should complete the Request for Purchase Order section of the requisition. The box for “Issue purchase order to” should be checked. The Vendor name, address, and phone number needs to be supplied.

The Requisitioner should indicate under the “Send to” if the PO should be sent to the vendor, requisitioner and/or to another party.

The requisitioner fills in the total amount of money being requested, including tax, shipping and handling.

Fill in the quantity; unit (if applicable) detailed description of services or items, estimated unit price (if applicable) and the total. Tax, shipping and handling should be listed separately on the requisition.

Note: There is a 5.6% sales tax on all out of state purchases. This tax should be figured in the total amount of the requisition. After the requisitioner has completed their part of the requisition, the requisition needs to be approved by the Principal. It will then be given to the Student Activities Secretary for further processing. The requisitioner is NOT to purchase anything until a Purchase Order has been issued. Instructions for Filling out a Req for LVPO or POs out of Auxiliary Funds.doc; 7/14/08

8/7/08

8122-260Band ECAShepherd Jr.

N/A

Requesting Teacher

N/A

Mr. Smith

Milano’s Music

5 ea Saxophones 350 00 1,750 00

Tax 125 00

Shipping 125 00

No minutes needed.

07122

Xx

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Instructions for the Requisitioner Filling Out A Requisition When A Cash Envelope Will Be Issued Out Of Auxiliary Funds

A. Requisitioners requesting to use monies from an auxiliary account (ECA, material

usage, athletics, student store, etc.) need to make sure that there is enough money available in that account prior to filling out a requisition. This information can be obtained from the Student Activities Secretary.

B. Once it has been determined that enough funds are available, then a requisition

form can be filled out. The Requisitioner needs to obtain a requisition form from the Student Activities Secretary.

C. The Requisitioner needs to provide the following information:

1. Date – Date the requisition is prepared. 2. School – The name of the School. 3. Department/Club - Put the name of the auxiliary account that is being used

i.e. ECA Chorus, Home Economics usage, or Boys Golf. 4. Acct. No. - This is a four digit code followed by the 3 digit school

number, i.e., 8500-271 (this can be obtained from the Student Activities Secretary or Student Activities Department. The four digit account number is also called the Function Code.

5. Sponsor/Advisor- Requisitioner signs his/her name. 6. Under the Request for Purchase Order section of the requisition, fill in the

area under the description of services as follows: Write that the words “Requesting a Cash Envelope for $” and state specifically what is going to be purchased. Then write the date of the event and the length of time that the cash envelope is needed. (Include the date of SIAC minutes if the 8002 account is used.)

7. Next the requisitioner should complete the Request for Check section of the requisition. Put a check mark in the box next to” Please Draw a Check to:” Where it asks for Vendor Name, put the name of the Teacher requesting the Cash Envelope. The Address field is left blank. Under Purpose, state the reason the cash envelope is needed. Write in the total dollar amount being requested.

After the requisitioner has completed their part of the requisition, the requisition needs to be approved by the Principal. It will then be given to the Student Activities Secretary for further processing. The requisitioner is NOT to purchase anything until they receive a Cash Envelope from the Student Activities Department. Instructions c-e for Aux.doc; 4/24/2009

8/7/08

3433-256Ind TechPoston Jr.

Required

Required

200.00

Please issue a cash envelope so that Mr. Jones may pick-up needed items at K-Mart as they do not take PO’s

No minutes required.

XXXXX

Kevin JonesX

Items will be purchased upon receipt of envelope. Envelope will be returned no laterthan 9/7/08.

24

STUDENT ACTIVITIES TRAVEL REQUISITION

Prior to any student field trip occurring, the Teacher(s) involved with field trips, need to read and comply with the Mesa Public Schools Travel Policies. There is a District Travel Packet which contains procedures for Optional Student Travel for both In-State/Single Day Student Travel and for Overnight/Out-of-State Student Travel.

The Optional Student Travel packet can be found on the MPS intranet under the Legal Department. Teachers should make sure that enough time has been allotted (at least three months) in order for the Optional Student Travel packet to be completed and approved.

After completing the forms in the Optional Student Travel packet, the Teacher should pull out the Student Activities Travel Requisition Form and give it to the Student Activities Secretary. (This form should also be filled out if a Teacher is requesting monies for food when on a field trip.)

Blank copies of the Student Activities Travel Requisition Forms can also be obtained from the Student Activities Secretary.

As is with the Student Activities Requisition Form, the Student Activities Travel Requisition is merely a request to use funds. Approvals need to be obtained as well as a purchase order or cash envelope issued before monies can be used for the field trip.

Other than using a different requisition form for field trips, the overall process of using Student/Auxiliary Funds is the same as outlined in the flowcharts.

Reminder: Mesa Public Schools is under no obligation to pay for goods/services if the proper procedures are not followed.

Secondary Schools taking students on field trips are required to have at least 1 chaperone for every 15 students. If there are both girl and boy students, at least 1 male and 1 female chaperone should accompany the students on the field trip.

If Student/Auxiliary Funds are available and approved for use, the cost of the field trip for the required number of chaperones can be paid for out of one or both of these funds. However, the School should consider having chaperones pay their own cost of the field trip. Teachers are considered chaperones and are taken into consideration when funds are used to pay for required chaperones.

Required chaperones can pay into an ECA account to pay for the cost of their trip.

Each extra chaperone paying their own way, can either pay into a Student Funds account (not an ECA account) or pay the vendor(s) directly, i.e. hotel, airline, etc.

When completing a Student Activities Travel Requisition, please state how many chaperones are going to have their trip paid for out of Student and/or ECA monies.

Please contact the Student Activities Department for questions/concerns regarding student travel. STUDENT ACTIVITIES TRAVEL REQUISITION.doc;7/16/08

MESA PUBLIC SCHOOLS

STUDENT ACTIVITIES TRAVEL REQUISITIONThis requisition is to be used if students are to leave campus for any type of field trip.

Date: ____________________

_____________________ _____________________________________________ _____________________VENDOR NO. ACCOUNT CODE–STUDENT ACTIVITIES ONLY BID NO.

School ______________________ Department/Club _________________________________ Acct. No.___________________

Student Council __________________________________

Student Officer ___________________________________________ Principal _________________________________________

Sponsor/Advisor____________________________ Ext._________ Superintendency__________________________________

Amount $_________________________� Issue purchase order to:

Send To:Vendor Name __________________________________ � Vendor

Address _______________________________________ � Requisitioner

______________________________________________ � Other _____________

______________________________________________

Phone_________________________________________

Number of students: ______ Number of teachers: ______

Number of all other chaperones: ______

Date of trip: from _________ to _________ Destination: _______________________

Check all funds to be used: _________ ECA _________ Student funds

If using student funds date of minutes: _________

If using ECA for any out of state travel a copy of itinerary will need to be mailed or faxed to Student Activities.

Date of Superintendent’s approval if overnight: ____________ (Not required if AIA athletic event.)

Purpose of trip: ____________________________________________________________

Total expected cost of trip: _____________

Amount $_________________________� Please draw a check to: (Mailing Address)

Send To:Vendor Name __________________________________ � Vendor

Address _______________________________________ � Requisitioner

______________________________________________ � Other _____________

Purpose: (Event, Dates, etc.) _____________________________________________________________________________________________________________________________________________________________________________________________

Student Activities____________________ Date______ Buyer____________________ Date ______________________________

Date Typed_____ By_____ Director_________________ Date______ Purchase Order No. ______________________________

WHITE AND CANARY –Student Activities • PINK–School • GOLDENROD–Point of Origin

AUTHORIZING SIGNATURES

REQUEST FOR PURCHASE ORDER

Pricing Source: (check)District Bid ............................�

State Bid................................�

Written Quote ........................�

Verbal Quote..........................�

Copyrighted Material ............�

Single Source ........................�

Open P.O. ..............................�

Catalog ..................................�

REQUEST FOR CHECK

94-26-30 W (7/05)

26

PURCHASING INFORMATION

In-State/Single Day Travel The first step in planning your trip is to notify the Purchasing Department to discuss the necessary procurement requirements. Camp Facilities have been procured already for Science Camps, Band Camps and other groups. If you use one of these 8 companies then no bids or quotes are required. That process has already been done. If you are using ECA, Auxiliary or District funding for ANY portion of your trip then DO NOT sign any contracts with companies that are not listed on the approved vendor list. Competitive Bids and Quotes MUST be sought. Complete this form and fax to both Purchasing and Student Activities as soon as you are considering a trip. SchoolName:__________________________GroupTraveling:__________________________ Contact Person:_________________________ Phone: ________________________________ TravelDestination: _____________________________________________________________ Preferred Travel Vendor______________________________________________________ Dates: Leave on ___/___/___ Return on ___/___/___ Number of students: ___________ Number of chaperones: _________________

Itinerary: to be determined or, already set --(attach copy – REMINDER – do not sign contracts with vendors that are not on the approved student travel list)

Will any ECA, Auxiliary or District money be used? YES NO If absolutely NO public monies (this includes ECA, AUX and District funds) are to be used for any portion of this trip, then you can proceed without Purchasing approval of vendor. School Administrator signature: _______________________________________________ Your Purchasing team consists of Kelly McKelvey kamckelv@mpsaz.org X20148 and Wendy Wallace whwallac@mpsaz.org X20147.

27

PURCHASING INFORMATION

Overnight/Out-Of-State Travel

The first step in planning your trip is to notify the Purchasing Department to discuss the necessary procurement requirements. The Purchasing Department has tried to make this process easier for all by creating a Student Travel/Group Tour RFP that now has 23 vendors on contract for your travel and tour needs. These companies are Student Travel Companies that specialize in all types of Student Travel. If you use one of these 23 companies then no bids or quotes are required. That process has already been done. If you are using ECA, Auxiliary or District funding for ANY portion of your trip then DO NOT sign any contracts with companies that are not listed on the approved vendor list. Competitive Bids and Quotes MUST be sought. Complete this form and fax to both Purchasing and Student Activities as soon as you are considering a trip. SchoolName:__________________________GroupTraveling: __________________________ Contactperson:_________________________Phone: _________________________________ TravelDestination: _____________________________________________________________ PreferredTravelVendor _________________________________________________________ Dates: Leave on ___/___/___ Return on ___/___/___ Number of students: ___________ Number of chaperones: _________________

Itinerary: to be determined or, already set --(attach copy – REMINDER – do not sign contracts with vendors that are not on the approved student travel list)

Will any ECA, Auxiliary or District money be used? YES NO If absolutely NO public monies (this includes ECA, AUX and District funds) are to be used for any portion of this trip, then you can proceed without Purchasing approval of vendor. School Administrator signature: _______________________________________________ Your Purchasing team consists of Kelly McKelvey kamckelv@mpsaz.org X20148 and Wendy Wallace whwallac@mpsaz.org X20147. FAX THIS PAGE TO EXTENSION 20144 and STUDENT ACTIVITIES AT EXTENSION 20138

28

EXTRACURRICULAR ACTIVITY (ECA) DONATION GUIDELINES

1. Extracurricular activity means any optional non-credit educational activity which supplements the educational program of the school whether before, during or after regular school hours. The District will determine if the activity is extracurricular.

2. The school principal or designee must approve all expenditures. There is no student approval required. 3. To participate in extracurricular activities, students are required to pay a $1.00 fee each school year. The fee can

be collected from each student, paid out of Student Funds, paid out of the fees collected for Student Activity cards or paid by a parent group. The fee needs to be paid by September 30th. If the fee is not paid, funds will not be allowed to be expended. The $1 per student fee will be deposited into a General ECA account. This account is a Principal discretionary account and is under his/her control. This account is set up under ECA account number 8000.

4. Funds must be available in the account before a purchase order is requested. The Student Activities Cash

Availability Report indicates the available balance of each ECA account. 5. ECA DONATIONS ARE NON-REFUNDABLE. This includes school sponsored trips that are cancelled. 6. ECA donation cards or brochures should be completed by the donor. No one, i.e., teachers, staff, or students,

should fill out a donation card on behalf of a donor without their permission. 7. Non-school sponsored trips and/or programs such as the Mesa Parks and Recreation programs do not qualify as

extracurricular. 8. Capital items needed for the extracurricular program may be purchased with extracurricular funds, for example,

musical instruments for band and orchestra. Playground equipment and shade structures are not extracurricular approved expenditures.

9. ECA funds may be used to purchase club T-shirts for school sponsored clubs. The T-shirts are considered to be

public property and belong to the school. However, if the total cost of a T-shirt is $25.00 or less, the student may be allowed to keep it. For example, if club T-shirts were purchased that cost $25.00 per shirt (cost of T-shirt including tax, shipping and handling), the student may be allowed to keep the T-shirt. Club funds may be used to underwrite a portion or the total cost of the T-shirt. If no more than $25.00 is expended out of ECA funds, the student may be allowed to keep it. For example, if club T-shirts were purchased that cost $30.00 per shirt and $25.00 was used out of ECA funds and $5.00 out of club funds to purchase the T-shirt, the student may be allowed to keep the T-shirt.

10. ECA funds may be used to purchase required uniforms, i.e. jerseys, shorts, and swimsuits, for school

sponsored sports, i.e., golf, wrestling, and tennis, the uniforms are considered to be public property and belong to the school. However, if the total cost of a uniform is $25.00 or less, the student may be allowed to keep it. For example, if uniforms were purchased that cost $25.00 per uniform (cost of uniform including tax, shipping and handling); the student may be allowed to keep the uniform. If no more than $25.00 is expended out of ECA funds, the student may be allowed to keep it. For example, if uniforms were purchased that cost $45.00 per uniform and $25.00 was used out of ECA funds and $20.00 out of club funds to purchase the uniform, the student may be allowed to keep the uniform.

EXTRACURRICULAR ACTIVITY GUIDELINES.doc;4/24/09

29

EXTRACURRICULAR ACTIVITY (ECA) DONATION GUIDELINES – continued ECA funds may also be used to purchase required consumable attire that is considered part of the overall

uniform and used for only one season. The following items are examples of consumable attire: socks, hats, swim caps, and visors. The cost per consumable item can not exceed $25.00. Students will be

allowed to keep consumable attire. 11. ECA funds can not be used to pay for banquets, parties, dances, proms, scholarships or to solicit donations. 12. ECA funds may be used to purchase awards, trophies, certificates, plaques, pins, and ribbons that coincide with

the extracurricular activity that they support. The total cost per award, trophy, etc. can not exceed $25.00. Students are then allowed to keep the item. No cash awards or gift certificates can be given out of ECA.

13. ECA monies can be used to purchase supplies and/or materials that are transformed as part of a service learning

project and then donated, i.e., purchasing supplies needed to make quilts which will subsequently be donated. However, ECA monies can not be used to purchase items that require no transformation, such as diapers. ECA funds can also be used for transportation when associated with a Service Learning project.

14. ECA funds can not be used to pay clubs or groups providing a service such as cleaning out vans or cleaning the

football field. 15. ECA funds can be used to pay for in state or out-of-state trips for competition, performances, or an educational

experience. Events, trips or side trips NOT covered by ECA funds include any senior trips or events that are recreational, amusement or tourist activities.

16. ECA funds can be used to pay for required chaperones in accordance with the District Travel Policy:

Elementary Schools are allowed one chaperone per every 10 students. Junior and Senior High Schools are allowed one chaperone per every 15 students. Any ratio smaller than just stated, requires Student Activities Department and Assistant Superintendent approval. Additional chaperones may go on a trip by paying their own costs into the club account.

17. ECA donations may be used to pay for meals for school sponsored field trips. The meals are limited to $6 for

breakfast, $8 for lunch and $10 for dinner. For Elementary Schools, the teacher is responsible for receipts for all meal purchases. For Secondary Schools, field trip money can be provided to students to purchase their own food at concessions stands. A cash envelope can be requested with the students signing for the money received indicating that the money is to be used for meals. Receipts are not required when a student has signed for the money. Students are not to receive money for meals that are already included in the cost of the trip.

18. ECA funds may be used with principal approval to pay staff who is working with students in extracurricular

activities. PARFs must be submitted for fund approval by Student Activities prior to a staff member beginning an assignment. Electronic or Paper PARFs are to be used as follows: use Electronic PARFs for Athletic Coaching Positions that are approved by the Athletic Department. Paper PARFs should be used for all other positions. Certificated staff can be paid in accordance with MEA rates (‘08-‘09 rates are $22.02 per hour plus benefits) or a flat stipend. A Flat stipend can not exceed what would have been paid out if MEA rates were used. A time card must be kept and submitted with payroll whether paid hourly or a flat stipend. Classified staff is paid through KRONOS their normal hourly rate plus benefits with overtime rules applying.

EXTRACURRICULAR ACTIVITY GUIDELINES.doc; 4/24/09

30

EXTRACURRICULAR ACTIVITY (ECA) DONATION GUIDELINES – continued

19. ECA donations that are not designated for a specific purpose or for an activity not established by a school will

be placed in the General 2 ECA account. This account is under the control of the Site Council (SIAC). This account is set up under ECA account number 8002.

20. ECA funds may be used to purchase items necessary for a performance such as costumes and set items when those items will remain as part of the inventory for the site’s Performing Arts Groups. ECA funds may be used to purchase a portion of a costume that could be considered of a personal nature such as make up, tights or socks. These items may remain with the individual. ECA eligible expenses also include salaries for the Director (when not otherwise covered through another stipend), choreographer, accompanists, stage manager, and lighting and audio crew plus royalties, music and scripts. Club funds are to be used for security, custodial, other personnel not identified above, programs, flyers, posters, and any other type of advertisement.

EXTRACURRICULAR ACTIVITY GUIDELINES.doc;4/24/09

31

MESA UNIFIED SCHOOL DISTRICT

TOPIC: Student Wellness

GOVERNING BOARD POLICY

DISTRICT CODE: JL

STUDENT WELLNESS The Governing Board, in consultation with the Director of Food and Nutrition, school administrators and the public, adopts the following goals for student wellness: Wellness Goals 1. The district’s food service program, operated by the Food and Nutrition Department, will provide all students access to

nutritious foods to help them stay healthy and learn well. 2. The selection of student foods and beverages sold or served on school grounds or at school-sponsored events during the

normal school day will have as a primary goal the promotion of student health and lifelong wellness. In furtherance of this goal,

Food and beverages sold or served to students during the normal school day at elementary and junior high schools

will meet the State Nutrition Standards and regulations issued by the U.S. Department of Agriculture. Food and beverages with minimal nutritional value, as defined by the U.S. Department of Agriculture, will not be

sold or served to students during the normal school day at high schools.

Nutritional standards for reimbursable meals sold or served in all schools will meet or exceed the regulations issued by the U.S. Department of Agriculture.

3. The district will include nutrition education as part of its physical education and/or science instruction. 4. The schools and school-sponsored organizations will provide opportunities for students to develop the knowledge and

skills for various physical activities, participate regularly in physical activity, and learn the long-term benefits of a physically active and healthy lifestyle.

5. Schools will maintain a school environment that is safe, comfortable and conducive to healthy eating and physical

activity. Evaluation The Director of Food and Nutrition, together with a committee of staff and citizens, will annually review the district’s progress toward the wellness goals. The Superintendent will adopt administrative regulations to implement this policy. Adopted: June 27, 2006

LEGAL REF.: Child Nutrition and WIC Reauthorization Act, 42. U.S.C. 1751, et. seq. 7 C.F.R. Part 210, Appendix B (Foods of Minimal Nutritional Value definition)

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