Fund-Raising 101

What we will coverFund-Raiser vs.

DonationWork-flowOutside 3rd PartiesCommon Fund-RaisersContractsRisk ManagementResponsibilitiesAccountsChange FundsCompliance

ReceiptsDepositsFormsDisbursementsRaffles

Fund-RaiserRaise money for specific purpose through sales of items,

services, and the like.Funds received during a fund-raiser above the

requested amount are considered part of the fund-raiserExample: French Club does a carwash for $5/car and

someone gives $20. This is part of the Fund-raiserExample: School Pictures

DonationMoney given to a group or club not associated with

fund-raisingExample: Monetary donation is made to XHS French Club by

a parent for suppliesWal-Mart Check

Fund-Raiser vs. Donation

Sponsor/Teacher fills out Fund-raiser request form

Submitted to Principal for ApprovalCopy of approved form is turned into

Bookkeeper/Accountant Bookkeeper/Accountant puts on Campus

Activity CalendarEnsure collection of fundsExtra pickups for depositsCampus Planning

Fund-Raiser Workflow

Pre-Order Sales From VendorResale without pre-ordersPercentage of SalesTicketed EventsInventory BasedUntrackable

Common Allowable Fund-Raisers

Catalog Sales-Yankee Candle, Cookie DoughBook FairsDo NOT enter a requisition

District is acting as “middle-man” and not purchasing the items

Payment processed via Check RequestSubmit to Campus Support Accountant

Completed Check Request Form (4-B) Expense account needs to have funds available

Completed Fund-Raiser Permission Form (7-A)Invoice

CSA will enter Budget Amendment to decrease the expense and payment will be made out of the Revenue accountBudget Manager approval

Pre-Sale Orders

Candy Bars, PopcornEnter a requisition

District is purchasing the items in advance to sell

Does not matter if items can be returned or notReceiving records entered once items have

been physically received (prior to sales)Invoice sent to AP to process paymentPaid on PO out of expense account

Resale without Pre-Orders

Percentage of SalesSpirit NightsSchool PicturesBox TopsLocal Business Shopping Program

Target, Kroger, Randall’s

Ticketed EventsProm, Theatre

Inventory BasedConcession Stands, School Store, Carnation

SalesUntrackable

Car Wash, Ice Cream Social

Humble ISD cannot facilitate a fund-raiser for a 3rd partyAmerican Heart AssociationAmerican Diabetes AssociationHumble ISD Education FoundationAmerican Cancer Society

Encourage help from PTA/PTO/Booster Clubs

Outside 3rd Parties

ContractsChange effective 3/6/15

Contract entry for carnivals, fund-raisers, PTO/PTA/865 funded activities and services will no longer be required

InsuranceEmail risk@humble.k12.tx.us

CarnivalsFund-raisers

Selling FoodComing on Campus

PTO/PTA/Booster/865 funded

Contracts & Insurance

Completing Fund-Raiser Request Form (Top Section)Verifying vendor is on approved Fund-raiser list from

PurchasingSpirit Night companies do NOT have to be approved

vendorsNew vendors can be added by contacting Sonia in

PurchasingObtain approval from Budget Manager; then submitted

to Bookkeeper/Accountant (Middle Portion)Submit funds collected daily with approved District FormCompleting Fund-Raiser Request Form (Bottom Portion)

Total sales equal total amounts depositedSubmitting Invoice/Packing Slips

Teacher/Sponsor Responsibilities

Putting Fund-raiser on Campus Activity Calendar

Assisting Sponsor with determining if items being sold are taxable

Submitting information to RiskVerify Total Sales and expenses match the

revenue and disbursements posted to MUNISNotify teacher/sponsor if discrepancy

Process Payment

Bookkeeper/Accountant Responsibilities

State Comptroller says…..“When a school, school group or student group

raises funds by acting as a sales representative, the group is not responsible for reporting and remitting sales and use tax.”Group is receiving commission from book fair, selling

candy, candles, etc.Vendor remits the tax

Allowed One (1) Tax Free Day a semesterDistrict, Campus, Club If participate in one, that is your tax-free dayCampus Support Accountant must be notified in

advance to put on district calendar.

Sales Tax

Concession food sales for Fund-RaisersIf for a sporting event, items are taxable

Bakery ItemsUnless sold with plates and utensils

Magazine Subscriptions6 months or more

Car Washes

Non-Taxable

Flower salesCarnations, Poinsettias, roses, arrangements

ProgramsMagazine subscriptions

Single issue or subscription of 6 months or lessSpirit Items

Decals/Bumper StickersT-Shirts

Greeting CardsCalendars

Taxable

30GFGeneral fund

30FRFund-raisers

30PISchool Pictures

30BOBook Fair

30BXBox Tops for Education

Accounts

Event SpecificBook Fair Inventory BasedTickets

$250/limitWill not be given for Untrackable Sales for Fund-

raisersEmail accounting@humble.k12.tx.us

Subject “Change Fund” Indicate how much was ordered, date of event, type

of event and Campus or Student AccountRe-deposited within 7 days into 30CG account

Change Funds

Compliance with rules and regulationsStudent Athletes may participate

Cannot accept prizes for raising most money when fund-raising efforts are limited to athletes only

UIL

Individual Student AccountsNot AllowedMoney is raised and set aside to offset cost of a

particular item (i.e. student trip)Profits shall benefit the entire student bodyRefunds will not be issued if a student is

unable to attend

IRS

Competitive FoodsSold during the school day that are not part of

the reimbursable meal and must meet required nutrition standards

The school day begins at midnight and ends 30 minutes after the official school day ends

No restrictions on the foods given away for birthday celebrations, field days, and classroom parties

Texas Department of Agriculture (TDA)

USDA Smart Snack ApprovedDetermined by Grade Level

Elementary- nothing is allowedMiddle School- Not allowed during school dayHigh School- Not during meal periods where school

meals are served/consumedEx: “Chicken Littles”

Handout

Who can Sell Competitive Foods?

Fund-raisers that include food items that do not meet the competitive food nutritional standards, and are intended to be consumed at a school, must be sold outside the school day. Example: After school concessions cannot be

sold until 30 minutes after dismissal

How Does This Effect Fund-Raisers?

Must be done in accordance with Section 2-Receipts of the Centralized Activity Fund ManualTabulation Sheet can be done in lieu of receiptMust issue receipt if asked

Receipts

Deposits should be turned in with an approved District Form to Bookkeeper/Accountant DailyTabulation Sheet (2-B)

Pre-Orders & ResaleTicketed Event Collections (7-E)Inventory Based Sales for Fund-Raisers (7-F)Untrackable Sales for Fund-raisers (7-G)Percentage of Sales (7-H)

Deposits & Forms

Payments to the vendor for items sold should never be made in cash or from un-deposited fundsAll funds must be deposited

Campus GroupsThe principal or designee shall approve all

disbursementsAll funds raised by student organizations must be

expended for the benefit of the students. Student Groups

Funds collected shall be used only for purposes authorized by the organization or upon approval of the sponsor

Disbursements

Defined as “awarding one or more prizes by chance at a single occasion among a pool or group of persons who have paid or promised a thing of value for a ticket that represents a chance to win a prize”

Not allowedHumble ISD is a special form of Government,

not a qualified non-profit organization

Raffles

Questions?