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Post I.S.D

Student/Campus Activity Fund Procedures Manual

ACTIVITY FUND PROCEDURES MANUAL

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PREFACE

This manual is designed to provide a set of standardized accounting guidelines and procedures for the administration of the Post Independent School District Activity Funds. Principals, secretaries and clerks, sponsors, and other personnel involved in the handling of Activity Funds are responsible for following the guidelines and procedures prescribed in this manual. Please contact Shellee Odom at the Central Administration Office if you have questions regarding this information. This manual supersedes all prior publications regulating the administration of Activity Funds.

Effective 1/23/09


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TABLE OF CONTENTS

Section

Page

1

General Information 4

2

Basic Records 5

3

Banking Practices and Procedures 6

4

Issuing Receipts 7

5

Deposit of Funds 9

6

Returned Checks and Re-deposits 10

7

Disbursements 11

8

Petty Cash 13

9

Management 14

10

Fixed Assets 15

11

Purchasing Policies and Procedures 16

12

Vending Machines 17

13

Sales and Excise Taxes 18

14

Fund Raising Activities 20

15

Investments 22

16

Transfer of Funds Between Activity Accounts 23

17

Acceptance of Gifts 24

Appendix A

Activity Fund Forms


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SECTION 1 GENERAL INFORMATION 1.1 PURPOSE OF ACTIVITY FUNDS The Activity Fund is designated to account for funds held by the district in a trustee capacity or as an agent for student or campus organizations, teachers and the general administration of the school. These funds are used to promote the general welfare of the school and the educational development and morale of all students.

1.2 RESPONSIBILITY FOR ACTIVITY FUNDS

The school principal is responsible for overseeing the proper collection, disbursement and control of all activity fund monies. This responsibility includes:

A. Providing for the safekeeping of monies.

B. Proper accounting and administration of fund transactions.

C. Expenditure of funds in compliance with applicable state laws, and local board policy administrative guidelines.

1.3 AUDIT OF ACTIVITY FUNDS Activity Funds are audited annually by the District’s auditor. The principal may request in writing a special audit if a situation or event warrants it. 1.4 RETENTION OF RECORDS All records should be kept current and in good order for a period of five years and available for audit anytime.


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SECTION 2 BASIC RECORDS 2.1 ACTIVITY FUND CASH RECEIPTS Activity Fund cash receipts are the means of accurately recording money received and provide support for each bank deposit. Only pre-numbered receipt books provided by the district are to be used. See section 4 for detailed procedures 2.2 REQUESTS FOR CHECK PAYMENTS An Activity Fund Check Request (Form C) is the authority for the issuance of an activity fund check to pay for services or supplies already received. 2.3 NUMBERED CHECKS Numbered checks are used to disburse all funds from the Activity Fund checking account. Copies of all activity checks are kept on file in the business office, including voided checks. 2.4 BANK DEPOSIT SLIPS Deposit slips, once validated by the bank, serve as a record for the specific date that receipts were credited to the bank account. Deposit slips are obtained from the bank as needed. See section 5 for detailed procedures. 2.5 MONTHLY BANK STATEMENTS The bank statement is the official bank record reflecting all transactions affecting the cash balance on deposit during the preceding month. When properly reconciled, the statement serves as official support for the cash balance indicated in the activity fund records. A bank statement should be received and reconciled for all accounts including checking and investments. 2.6 GENERAL LEDGER AND CHECK REGISTER-COMPUTER PRINTOUTS The General Ledger and Check Register for Activity Funds are maintained in the business office. The General Ledger summarizes all transactions of the Activity Fund during the month. Monthly reports should be maintained and filed for audit purposes. 2.7 PREPARATION OF RECORDS All records must be completed in ink.


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SECTION 3 BANKING PRACTICES AND PROCEDURES 3.1 BANK ACCOUNTS

A. The district shall have only one Activity Fund account which shall be entitled “Post I.S.D. Campus/Student Activity Fund.” This Fund number must be imprinted on all Activity Fund checks and deposit slips. All deposits will be made into an interest bearing account.

B. The District Investment Officer will be responsible for all investments according to the

Board of Trustees Policy.

3.2 CHECK SIGNATURE

A. Checks will be issued from the business office according to School Board Policy.

B. Under no circumstances shall checks be pre-signed. No signatures shall be affixed until the check has been filled out in its entirety.

3.3 BANK RECONCILIATION

Bank reconciliation will be completed by the business manager according to TEA regulations and School Board Policy. The principal and the sponsor will receive a detailed reconciled statement of each activity fund account monthly.

SECTION 4 ISSUING RECEIPTS


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4.1 RECEIPT OF CASH PROCEDURES

A. All cash and check collections shall be recorded by the activity fund sponsor receiving the money. A cash receipt shall immediately be prepared in triplicate. Cash receipts must be issued in numerical sequence. Numbered standardized triplicate cash receipt books are available from the business office.

All collections must be turned in to the business office for deposit and all payments must be made by Activity Fund check issued by the business office. Under no circumstances should payments be made using collected cash. If incidental purchases are required, please request a petty cash fund to be handled according to procedures in Section 8.

B. The receipt must be completed in its entirety, including: 1. The date and the amount. 2. Received from – individual or firm. A receipt may not be issued to more than one

person. 3. For – an explanation of the purpose which the money was received. 4. Activity fund account code on line above signature. 5. Original signature is required.

C. Postdated checks shall not be accepted by the school from any source.

D. Cash receipts are not to be pre-assigned or predated.

E. Employee or other checks must not be cashed from collections.

F. An actual cash count should be made, in the presence of the person turning in the money, by the person signing the receipt.

G. Under no circumstances shall a cash receipt be altered. If an error occurs in the

preparation of a cash receipt, both the original and the two copies of the incorrect receipt must be clearly marked as “VOID”. The original of the voided receipt should be kept in the receipt book and stapled to the bound copy. The middle copy must be turned in to the business office with the following receipts to assure correct sequence.

H. The original copy of the cash receipt shall be given to the person paying the money. If a

check is received by mail from an outside source, it is not necessary to mail the original copy of the receipt unless requested and a stamped self addressed envelope has been provided.

I. The yellow copy of the receipt should be attached to the cash/checks and taken to the

business office with a completed Deposit Breakdown form (Form B).

J. The remaining pink copy of the receipt must stay bound in the receipt book to be kept on file for audit purposes.

K. Tabulation of Collections (Form A) may be used instead of cash receipts for small,

multiple collections for library fines, admission tickets, miscellaneous fees, etc. When this form is utilized, it must be prepared in duplicate. One copy is to be kept by the person collecting the money and the second copy is to be used when transmitting the monies to the business office.


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L. Collections shall be submitted to the business office at least weekly or whenever the amount of such collections exceeds $50.00, preferably by 2:00 p.m. to enable ample time for collection to be processed and delivered to the bank for deposit that day.

M. When the business office is closed the sponsor will take the receipts in a locked night

deposit bag to the school’s depository bank. Each campus has a locking bag in the campus office. Arrangements should be made in advance to secure a locking bag and key from the sponsor’s campus office. Sponsors are responsible for notifying the Business Office that there is a bank bag to be picked up and processed.

N. Collections in excess of $50.00 are not to be kept by employee overnight.

4.2 SUBMISSION OF FUNDS TO THE BUSINESS OFFICE The Activity Fund receipts issued by the business office provide the basic support for activity fund bank deposits. The following procedures are to be observed in addition to those specified above.

A. When funds have been previously recorded in a receipt book issued to the activity fund sponsor, the business office shall:

a. Tabulate monies collected and reconcile to receipts issued from the sponsor’s

receipt book(s). The sponsor should always turn in receipts that are in sequence. b. The sponsor is responsible for insuring that receipts issued to individuals match the

amount of money delivered to the business office.

c. When funds submitted to the business office have been tabulated and the money received by the clerk matches the total of the receipts provided by the sponsor the clerk will issue an official receipt.

d. The original will be returned to the person transmitting the monies and one copy

will be attached to the deposit slip. The other copy will remain in the receipt book and be retained for audit purposes.

4.3 CONTROL OF ACTIVITY FUND CASH RECEIPT BOOKS BY BUSINESS OFFICE CLERK The business office shall be responsible for maintaining an adequate supply of receipt books. All receipt books should be secured in a locked drawer or cabinet at all times. The business office shall issue receipt books as needed to sponsors and other persons authorized by the school principal. The business office must keep a distribution record of all receipt books issued; this record is considered part of the official activity fund records. A record of all pre-numbered documents on hand (unused) should be maintained. 4.4 CONTROL OF PRE-NUMBERED CASH RECEIPTS BY CLUB SPONSORS All funds received by clubs or school organizations will be a part of the activity fund. The activity fund sponsors should maintain records of all pre-numbered receipt forms used and unused during the year to properly control cash receipts.


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SECTION 5 DEPOSIT OF FUNDS 5.1 GENERAL OPERATING PROCEDURES

A. Deposits must be made weekly or whenever cash collections exceed $50. Undeposited receipts, at the close of the school week (normally Friday except in the case of holidays) should be kept to a minimum. B. All checks must be endorsed as follows at the time they are receipted. Each campus office has an endorsement stamp for your convenience.

For Deposit Only Post ISD Student Activity Fund Deposit #(xxxxxxx)

C. All cash deposits shall be deposited in the numerical sequence of their supporting receipts. D. Re-deposits (of returned checks) must be deposited separate from other funds collected. E. All monies on hand at the end of the school year, including petty cash, should be deposited prior to closing the books for the year. F. Employee responsible for the deposit must deliver money to the Business Office in person. Deposits may not be delivered to the Business Office by students, or via inter office mail.

5.2 PROCEDURES FOR PREPARATION OF BANK DEPOSITS

A. A bank deposit slip shall be prepared in duplicate by the business office clerk and shall include the following:

1. The date, amount of the deposit, activity fund code, and description of proceeds. 2. A listing of each check in the deposit on the Deposit Breakdown (Form B) should

be completed by the sponsor and submitted with the deposit to serve this purpose.

B. The original copy of the deposit slip is retained by the bank. The duplicate copy is validated by the bank and returned at the time of the deposit. The business office should verify the validated amount. C. The sum of the amounts of the supporting cash receipts must agree with the amount of the deposit slip. D. For procedures on handling returned checks, redeposits and deposit corrections, see Section 6 of this manual.

5.3 CASHING OF CHECKS

A. The practice of cashing personal checks is not allowed.


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SECTION 6 RETURNED CHECKS AND REDEPOSITS 6.1 RETURNED CHECKS Occasionally, a check which had been previously deposited is returned by the bank for a variety of reasons. A check may be returned for improper signature, insufficient funds, or account closed. When a check is returned by the bank, the following procedures shall be followed:

A. The business office shall immediately notify the sponsor of the organization that collected the money. The activity sponsor should then notify the writer of the returned check and request that it be redeemed with cash. B. If the maker of the returned check requests that it be redeposited, such action shall be taken. A check may be redeposited only once; after such time only cash may be accepted. C. Under no circumstances should the returned check be surrendered to the maker except in return for cash. D. No checks shall be accepted from a party who has not redeemed a previously returned check.

E. If a person redeems a returned check with cash, give him/her the returned check

as a receipt (Keep photocopy for records.) 6.2 UNCOLLECTED CHECKS The following procedures are for checks deposited twice in the School’s Activity Fund Account and returned the second time by the bank marked non-sufficient funds or account closed.

A. Send a letter to the maker of the check requesting payment in cash or by cashier’s check within a ten (10) day period. Request the full amount of the check plus a $20.00 returned check fee. The letter should be sent to the last known mailing address of the maker and should contain the check number, date and amount of check. DO NOT SEND ORIGINAL CHECK! The letter should stipulate that unless payment is received within ten (10) days, the check will be turned over to the Justice of the Peace for the filing of criminal charges. This letter should be sent Certified Mail – Return Receipt Requested.

B. Attempts should be made to collect returned checks of less than $25.00 until the close

of the school year. If not collected, the check may be written off. If the check amount is over $25.00 and less than $500, the check should be written off and the original check and copies of all documentation forwarded to the Justice of the Peace for action.


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SECTION 7 DISBURSEMENTS 7.1 GENERAL POLICIES

A. All expenditures shall be paid by check from the Activity Fund checking account or in cash (for miscellaneous items not exceeding $5.00 each) from a petty cash fund.

B. Income received from a specific organization or group should be expended for that

group. The principal shall ensure that expenditures from these accounts are written for the intended purpose of the group and should not divert for other uses. The signature of the sponsor and the principal are required prior to funds being moved from one activity account to another.

C. No expenditure of funds shall be approved by the principal unless sufficient funds

are/or will be available in the appropriate activity account. Thus, no checks shall be drawn on any account with a negative balance unless sufficient funds are available in the appropriate fund account, or unless funds are anticipated at a later date in the appropriate activity fund account.

7.2 REQUEST FOR CHECK Check Requests (Form C) must be filled out completely and approved before any check will be issued. The Post ISD adopted policy for issuing checks will be followed for all activity fund checks. See Section 11 for purchasing requirements.

A. The Request for a check must include:

1. Vendor’s original invoices. Periodic statements are not adequate supporting documentation.

2. Sales slip or cash register tapes from teachers or other employees who request

reimbursement for items purchased from their own funds. Credit card statements and customer copy of charge slips are not adequate supporting documentation.

3. Other supporting documentation may include letters, announcements and renewal

notices when invoices are not provided by the vendor.

B. All invoices shall be checked to ascertain that sales tax has or has not been properly charged since most purchases made by schools are tax exempt. (See Section 13 on Sales Tax.)

C. Travel payments will be made based on the Post Independent School District Travel

Procedures. The sponsor should make arrangements in advance for student meals. Many businesses are willing to offer special rates to groups and some will allow the school to send payment at a later date. When this procedure is followed, the transaction should be tax exempt. Checks will not be issued for student meals based on a per diem allowance without reconciliation.

7.3 ADVANCE PAYMENTS

A. Advance payment may sometimes be requested for necessary expenses to be incurred by clubs or other student groups engaged in out-of-town travel. Advance Activity Check Request (Form C) may be used for this purpose, and may a Travel Advance Form (Form T).


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B. Upon completion of the activity, the sponsor shall return any unused funds to the business office for issuance of a receipt. All supporting documentation and any unused funds shall be attached to the original travel form.

C. The settlement of all advances shall be completed no later than two (2) business days

after the completion of the activity for which the advance was made. 7.4 PAYMENTS TO NON-EMPLOYEES FOR CONTRACTED SERVICES

A. Payments for services performed by individuals not employed by the District may be made directly from the Activity Fund.

B. A W-9 Form for 1099 should be completed prior to services being rendered. The

completed form should be attached to the Request for Check form, along with the invoice and sent to the business office. Payment will not be made until the form is received by the business office.

C. At the end of each calendar year, a listing of all payees providing services exceeding

$600 during the calendar year will be made by the business office and a Form 1099s will be issued if required.

7.5 MEMBERSHIP FEES Activity Fund monies (school accounts) may be used for individual membership dues in a professional organization not to exceed one membership each. Charging dues is considered a fund raiser. See Section 14. 7.6 ISSUANCE OF CHECKS

A. All payments shall be made by numbered Activity Fund checks. B. All Activity Fund checks must be signed by an authorized check signer.

C. Payments must always be made to a specific person, company or organization. Checks

shall NEVER be made payable to “cash.”

D. Under no circumstances shall checks be pre-signed by an authorized signer.

E. All checks must be typewritten or completed in ink.

F. “VOID” checks shall have the signature area cutoff and stapled to the appropriate check stub. Voided checks are also stamped “VOID” and kept on file in the business office.


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SECTION 8 PETTY CASH

8.1 GENERAL POLICIES

A. A petty cash account may be established at the discretion of the principal for the cash purchase of small miscellaneous items.

B. Each petty cash account cannot exceed:

Secondary schools - $50 Elementary schools - $25

C. It is the principal’s responsibility to ensure the maximum protection of these funds. D. Disbursement from petty cash should not exceed $5.00 for an individual purchase.

E. Employee or other checks may not be cashed from petty cash funds.

8.2 OPERATING PROCEDURES

A. The petty cash account is established at the beginning of each year by issuing a check in the desired amount payable to petty cash followed by the name of the fund sponsor. For example: Petty Cash – Jane Doe. The sponsor shall then endorse the check and cash it at the bank.

B. Cash disbursements may be made from the petty cash account not to exceed $5.

Original invoices or other suitable documentation must be obtained for all petty cash expenditures.

C. Replenishment of the petty cash account shall be made once the cash balance falls

below a manageable level such as $10. A check is written to increase the cash to the amount originally approved and set up.

Example: Actual cash on hand $10 Amount to be replenished $40 Original petty cash amount $50

D. The original invoices or other suitable documentation supporting the petty cash

disbursements (totaling $40 per the above example) should be attached to the Check Request form (Form C) to authorize the issuance of the check.

E. When recording the check issued to replenish petty cash in the General Ledger, the

individual school or student account should be charged for their expenditures.

F. At the close of each school year, the petty cash on hand should be receipted and turned in to the Business Office to be deposited into the Activity Fund bank account. The receipt is coded to the Petty Cash account, which should be -0- after closing.


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SECTION 9 ACTIVITY FUND MANAGEMENT 9.1 ACTIVITY FUND MANAGEMENT The principal of the school shall be responsible for the proper administration of each organization’s funds in accordance with state and local law, district and TEA approved accounting practices and procedures. Student activity funds shall be included in the annual audit of the District’s fiscal accounts. (See CFC) Requests to open a new activity account must be submitted in writing to the principal and approved by the superintendent. This request must be accompanied by the Organization Information (Form O). All existing organizations are required to submit the Organization Information (Form O) to the business office at least annually and additionally whenever a change occurs. Monies collected by student groups shall be disbursed only for purposes authorized by the organization or upon approval of the sponsor. The principal shall approve all disbursements. All funds raised by student organizations must be expended for the benefit of the students.


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SECTION 10 FIXED ASSETS 10.1 DEFINITION Fixed assets are purchased or donated items that are tangible, have a life longer than two years, have a unit value of $500.00 or more, and/or may be reasonably identified and controlled through a physical inventory system.

EXCEPTIONS:

1. Computer software is considered a supply when purchased with the computer. 2. Library books of any value are considered fixed assets if they are to be

catalogued in the library. 10.2 PURCHASES FROM ACTIVITY FUNDS If a fixed asset is purchased by an activity fund, it must be added to the campus inventory. Responsible sponsor should forward the following information to the Business Office in order for the item to be added to inventory:

Item description Serial Number Model Number Vendor Name * Purchase Price* Location where item it to be housed *Copy of PO or Invoice can be submitted to provide this info.

Business office will issue an asset tag for the item and give further directions for marking the item as Post ISD property. 10.3 DONATIONS

A. Donated fixed assets must also be tagged and added to the campus inventory by following procedures as outlined above.

B. Items donated to the District become permanent property of the District.


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SECTION 11 PURCHASING POLICIES AND PROCEDURES 11.1 PURCHASES FROM ACTIVITY FUNDS

A. The school principal is fully responsible for all purchases and commitments requiring the present or future disbursement of Activity Fund monies. Teachers must have a commitment from the school principal before making any purchase in the name of the school.

B. No purchases shall be made unless sufficient funds are available in the proper Activity

Fund Account or will be available at a later date within the current fiscal year. 11.2 COMPETITIVE BIDDING REQUIREMENTS The guidelines presented below serve as an introduction to making purchases through the Activity fund. The PISD Policy Manual must be consulted, and those policies and procedures followed when applicable to the purchase(s) being contemplated.

A. Purchases under $1,000 may be implemented in the most expedient manner available to the principal.

B. Purchases from $1,000 to $10,000 require, as a minimum, written quotations secured

from three (3) or more competitors. A record of quotes must be filed with other Activity Fund Records. A written explanation by the principal must be attached to the quotes when the lowest quote(s) is not accepted.

C. Purchases of $10,000 or more must comply with the provisions of the Texas Education

Code, Section 21.901, and will be referred to the District Purchasing Department for bids, advertising, Board approval and processing. Upon request the PISD Purchasing Department will assist in quote, bid and contracting processes by:

1. Supplying information on existing contracts. 2. Publishing, receiving and tabulating quotes and bids for review and recommendation of

the budget manager.

3. Reviewing contracts to be signed.


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SECTION 12 VENDING MACHINES AND SNACK SALES 12.1 GENERAL POLICY Revenue from vending machines situated in all areas of the school or snacks sold otherwise, whether school-serviced or vendor-serviced, shall be controlled by the campus principal and processed through the Activity Fund Account. 12.2 SCHOOL-SERVICED VENDING MACHINES AND SALES

A. All financial transactions involving vending of snacks shall be entered into Activity Fund Accounts established for the purpose of tracking profits.

B. Profits resulting from vending machine and snack sales may be transferred, at the

option of the principal, to activity accounts related to the population from which the profits were generated.

12.3 VENDOR-SERVICED MACHINES A school may contract with a firm whereby the vendor agrees to service the machine and collect the money. The school then receives a periodic commission check from the vendor. The school is not required to establish an Activity Fund account for each vending machine under this type of arrangement. Vending machine profits (i.e., the commission checks) may be placed directly into the account related to the location of the machine. 12.4 GENERAL OPERATING PROCEDURES

A. Revenue from vending machines and other snack sales must be collected and receipted weekly or when the amount exceeds $50.00. Money cannot remain in the building over weekends or holidays.

B. The principal is responsible for providing the maximum available security for vending

inventories.

C. Funds shall be disbursed from the individual vending account only for the purchase of vending supplies, maintenance of the machine and rental of the machine.

D. Any balance justly due for vending supplies shall be paid in full upon receipt of each

monthly statement.


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SECTION 13 SALES AND EXCISE TAXES 13.1 TAXABLE STATUS OF PURCHASES Exempt organizations may buy, lease or rent taxable items without paying sales and use tax if those items are necessary to their function as an exempt organization. No item purchased by an exempt organization may be used for the personal benefit of a private stockholder or other individual. An exemption certificate must be provided to the supplier (Form G).

A. TAX FREE PURCHASES All items purchased by a public school for the school’s own use qualify for an exemption from sales tax if the items purchased relate to the educational process. The school, school district or authorized agent should provide the seller with a Texas Sales Tax Exemption Certificate. To be valid, the certificate must state that the merchandise being purchased is for the organization’s own use in providing education, is being made in the name of the organization, and that payment shall be made from the organization’s own funds. Purchases for their own use by individuals, even though connected with a school or school organization, are not exempt from the tax.

B. EXEMPT SCHOOL ITEMS Public and non-profit private schools and school-related organizations need not collect sales tax on the following: 1. Fees and admission tickets, including football and drama tickets 2. Club memberships 3. Deposits 4. Sales of food and soft drinks sold during a regular school day 5. Sale of whole cakes or pies 6. Food and drinks sold at PTO carnivals

C. EXEMPT SALES Religious, educational and charitable organizations exempted under the sales tax law are authorized to hold a tax-free sales or auction one day each calendar year (two for each school year) for each activity account. For that one-day sale only, sales tax need not be collected. The sales tax is not collected on meals and food products, including candy and soft drinks, served in an elementary or secondary school during the regular school day by a school, student organization or PTO subject to agreement with school authorities. This exemption from the sales tax applies to guests, employees, or teachers served in a school cafeteria or teacher’s lounge during the regular school day. The sale of food, including candy and soft drinks, is exempt from the sales tax when sold by an organization associated with a public or non-profit private elementary or secondary school (4H clubs, Future Farmers of America, Future Homemakers, etc.) if:

1. The sale is part of a fund-raising drive sponsored by the organization; and 2. All net proceeds from the sale go to the organization for its exclusive use.


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D. SCHOOL SPONSORED TRIPS Meals purchased by the school for athletic teams, bands, etc. on authorized school trips are exempt from the sales tax if the school contracts for meals. The school must pay for the meals and provide the eating establishment with an exemption certificate. Individual members of the athletic team, band, etc. may not claim exemption from the sales tax on the meals they purchase while on a school-authorized trip. An exemption may also be claimed by the school from the Hotel Occupancy Tax if the school contracts and pays for the accommodations and provides the hotel with a completed Hotel Occupancy Tax Exemption Certificate (Form K). E. TAXABLE SALES

1. Supplies and Publications Public schools and school-related organizations must collect the sales tax on the following: a. School-purchased supplies sold directly to students including athletic

equipment and uniforms. b. Fees for materials when the end product becomes a possession of the student.

c. Student publications such as yearbooks and football programs

d. School rings

e. Books sold to students at book fairs

2. Sales by Teachers and Students

Teachers and students MUST COLLECT the sales tax on non-exempt sales of merchandise. The sponsor is responsible for insuring the tax is paid by completing a Check Request (Form C) made out to Comptroller – State of Texas for the amount of tax collected.

3. Booster clubs are required to pay sales tax when purchasing taxable items and to

collect sales tax when selling taxable items unless the organization has filed for tax exempt status on their own.

4. There are no Tax Exempt numbers. Exemption certificates DO NOT require

numbers.

F. TOLL FREE NUMBERS

The State Comptroller’s office maintains a toll-free tax information number for quick response to any state tax questions you may have. You can reach the Comptroller’s Office from anywhere in Texas by dialing: 1-800-252-5555.

13.2 REMITTANCE OF SALES TAXES

A. All sales tax collected by the school shall be remitted quarterly by the business office. All taxable sales are to be reported monthly by campus to the business office unless contractual agreements with a vendor stipulate that such taxes should be remitted to the vendor.


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SECTION 14 FUND RAISING ACTIVITIES 14.1 DEFINITION OF FUND RAISING ACTIVITIES A fund raising activity may be defined as any activity involving participation of a student body or a school-recognized student group undertaken for the purpose of deriving funds for a school-sponsored group. ALL FUND RAISING ACTIVITIES MUST BE APPROVED BY THE CAMPUS PRINCIPAL AND THE SUPERINTENDENT PRIOR TO ANY FUND RAISING. 14.2 FUND RAISING ACTIVITIES FOR A SCHOOL

A. GENERAL

1. Fund raising activities are not confined to regular school hours but are considered an extension of the school program. When Fund-raising activities are in the name of the school, all funds raised become school funds, belonging to the school-sponsored group responsible for raising the money.

2. Each organization is limited to a maximum of two fund-raising activities.

3. To request permission to conduct a fund raising activity, the club sponsor should

complete the Fund Raiser Approval (Form I).

4. All requests submitted will be screened by the principal and must be approved by the Superintendent.

5. When the fund raiser is complete and all financial transactions have been handled,

the club sponsor should complete the Fund Raiser Financial Recap (Form J) for review by the principal and submission to the business office.

6. Those fund raising activities and student activities which require solicitation of

funds from business or commercial establishments or residents shall be limited to the attendance area served by the school. No student shall solicit funds or attempt to sell ads to the public except in his or her own attendance area. This restriction does not apply to solicitations made out side of the boundaries of the District.

7. It is important for the sponsor to account for any fund-raising products distributed to

students. Students must be held accountable for the products they receive and should return the products or the money collected within the specified time frame. This includes tickets for raffles or events. Tabulation of Fund Raiser Items Distributed to Students (Form K) may be used for this purpose.

8. At the elementary level, door-to-door fund-raising by students in activities

sponsored by the school or by a school related organization is prohibited.

B. ACCOUNTING FOR FUND-RAISING ACTIVITIES

1. Collections and Disbursements:

a. All collections must be receipted and all payments must be made in accordance with Section 4 of this manual.

b. All collections and disbursements associated with any fund-raising

activity coordinated by the school or a school-recognized student group shall be transacted through the Activity Fund.


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2. The club sponsor is responsible for keeping accurate records for all money-raising activities. Such records should include at minimum:

a. Distribution Lists b. Daily Collection Reports

c. Tabulation of sales tax collections

d. Original cash receipts received for money turned in to the business office

3. At the conclusion of the fund raising activity, the Fund Raiser Financial Recap

(Form J) should be completed by the sponsor, submitted to the principal and the original filed with the business office to be retained for audit purposes.

This report should indicate gross collections and list any expenses incurred relative to the activity merchandise (advertising, sales tax, prizes, etc.). Disposition of the net profit should also be disclosed if funds were collected for a specific purpose.


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SECTION 15 INVESTMENTS 15.1 GENERAL POLICIES A.. The PISD Investment Officer will be responsible for all investments. 15.2 INVESTMENT INTEREST All interest earned will be deposited to the Student Activity Fund Operating fund account and distributed according to Administrative regulations.


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SECTION 16 TRANSFER OF FUNDS BETWEEN ACTIVITY ACCOUNTS 16.1 GENERAL POLICIES

A. Occasionally a club will compensate another school organization for goods purchased or services performed. This may occur when a club purchases advertising in the yearbook, newspaper, etc. Payment may be requested using the Activity Check Request (Form C).

B. Likewise, a club may desire to make a voluntary donation or contribution to partially

defray the expenses incurred by another club in direction a certain activity. In such cases, the contribution shall be effected by an internal transfer of funds.

C. Activity Fund accounts with no activity in two (2) consecutive years may be transferred to

another existing account. 16.2 DOCUMENTATION OF TRANSFERS

A. Each transfer shall be initiated by preparation of a Fund Transfer (Form E) disclosing both the amount of and the reason for the transfer.

B. Each transfer must be approved by the principal and the superintendent.

C. When all required approvals have been obtained, the business office may proceed with

the necessary journal entries.

D. The original Fund Transfer Form shall be maintained with the School Activity Fund Records.


24

SECTION 17 ACCEPTANCE OF GIFTS

A. Only the Board may accept any bequest or gift of money or property on behalf of the District. The gift shall become the sole property of the District for its use and disposition. All gifts shall be given to the District and not to a particular school or activity. At the discretion of the Superintendent or designee, the gift may be used in a particular school or activity. (DCD Local) Personal gifts from Vendors or individuals are prohibited.

B. Criteria for acceptance.

1. Have purposes consistent with District purposes. 2. Place no restrictions on the school program.

3. Do not require the endorsement of a business product.

4. Do not conflict with policies or actions of the Board or public law.

5. Do not require extensive District maintenance.


25

APPENDIX A – ACTIVITY FUND FORMS FORM TITLE A Tabulation of Collections B Deposit Breakdown C Check Payment Request E Fund Transfer Form G Texas Sales Tax Exemption Certificate H Hotel Occupancy Tax Exemption Certificate I Fund Raiser Approval Form J Fund Raiser Financial Recap K Tabulation of Fund Raiser Items Distributed to Students O Organization Information T Travel Advance Request V Vendor Information Form – W9 *In an effort to cut costs a master copy of all single page forms has been provided so that copies may be made as needed at the campus level. Additional copies are available from the business office.

Form A

POST ISD ACTIVITY FUND TABULATION OF COLLECTIONS

ACCOUNT NAME __________________________________________________________ ACCOUNT NUMBER __________________________________________________________ SOURCE OF PROCEEDS _______________________________________________________ DATE

COLLECTED FROM

COLLECTED FOR

AMOUNT

TOTAL s _______________________________________________ ____________________ SIGNATURE OF SPONSOR DATE

Form B

POST ISD ACTIVITY FUND DEPOSTIT BREAKDOWN

TO BE USED TO SUMMARIZE DEPOSITS

REFER TO SECTION 5

ACCOUNT NAME __________________________________________________________ ACCOUNT NUMBER __________________________________________________________ SOURCE OF PROCEEDS _______________________________________________________

CHECKS TO DEPOSIT CASH TO DEPOSIT PAYOR & CHECK NUMBER NUMBER AMOUNT COINS PENNIES NICKELS DIMES QUARTERS HALF DOLLARS TOTAL COINS $ NUMBER AMOUNT BILLS $1.00 $5.00 $10.00 $20.00 $50.00 $100.00 TOTAL BILLS $ TOTAL CHECKS $ DEPOSIT TOTAL $ _______________________________________________ ____________________ SIGNATURE OF SPONSOR DATE

Form C

POST ISD ACTIVITY FUND CHECK PAYMENT REQUEST

TO BE USED FOR CHECK REQUEST FOR PURCHASES OR SERVICES

REFER TO SECTION 7

ACCOUNT NAME __________________________________________________________ ACCOUNT NUMBER __________________________________________________________ VENDOR NAME __________________________________________________________ ADDRESS __________________________________________________________

__________________________________________________________ __________________________________________________________

MAIL CHECK _________ or DELIVER TO ______________________________________

DESCRIPTION AMOUNT TOTAL $ IS THIS A TAX EXEMPT PURCHASE (YES/NO) I hereby certify to the best of my knowledge this organization has sufficient funds in its account to cover this voucher request. _______________________________________________ ____________________ SIGNATURE OF SPONSOR DATE _______________________________________________ ____________________ SIGNATURE OF PRINCIPAL DATE

Form E

POST ISD ACTIVITY FUND FUND TRANSFER FORM

REFER TO SECTION 16

TRANSFER FROM: TRANSFER TO: ACCT. NO ACCOUNT NAME AMOUNT ACCT. NO. ACCOUNT NAME AMOUNT TOTAL $ TOTAL $ REASON FOR TRANSFER ______________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _______________________________________________ ____________________ SIGNATURE OF SPONSOR DATE _______________________________________________ ____________________ SIGNATURE OF PRINCIPAL DATE _______________________________________________ ____________________ SIGNATURE OF SUPERINTENDENT DATE

Form H

Post Independent School District Public School P.O. Box 70 Post, Texas 79356

dwalker

Typewritten Text

dwalker

Typewritten Text

X

Form I

POST ISD ACTIVITY FUND FUNDRAISER APPROVAL FORM

REFER TO SECTION 14

ACCOUNT NAME __________________________________________________________ ACCOUNT NUMBER __________________________________________________________ TYPE OF PROJECT __________________________________________________________ USE OF PROCEEDS __________________________________________________________ PROPOSED DATE OF ONE DAY TAX-FREE SALE _________________________________ CURRENT ACCOUNT BALANCE __________________ AS OF ___________________DATE HAS THIS CLUB USED THIS FUND RAISER BEFORE? YES______ NO ______ IF YES, NET PROFITS REALIZED $_______________ IF NO, COMPLETE THE FOLLOWING: A. SELLING PRICE PER ITEM $_______________ B. ACTUAL COST PER ITEM $_______________ C. PROFIT PER ITEM $_______________ (A. MINUS B.) D. NUMBER OF ITEMS TO BE SOLD __________ ESTIMATED PROFIT $_______________ (C. MULTIPLIED BY D.) COMMENTS ________________________________________________________________ _____________________________________________________________________________ I am familiar with the school and district policies regarding the sale of merchandise at school and in the community. I accept responsibilities for the sales and collections of items and the sales tax if applicable. _______________________________________________ ____________________ SIGNATURE OF SPONSOR DATE _______________________________________________ ____________________ SIGNATURE OF PRINCIPAL DATE _______________________________________________ ____________________ SIGNATURE OF SUPERINTENDENT DATE

Form J

POST ISD ACTIVITY FUND FUNDRAISER FINANCIAL RECAP FORM

REFER TO SECTION 16

ACCOUNT NAME __________________________________________________________ ACCOUNT NUMBER __________________________________________________________ TYPE OF PROJECT __________________________________________________________ ACTUAL DATE OF TAX-FREE ONE DAY SALE __________________ DATE APPROVED BY SUPERINTENDENT __________________ INVENTORY (PRODUCT ONLY) ACTUAL INCOME NUMBER OF ITEMS TO BE SOLD ___________ NUMBER OF ITEMS SOLD _______ LESS NUMBER OF ITEMS SOLD ___________ PRICE PER ITEM _______ LESS ITEMS RETURNED ___________ ACTUAL SALES _______ LESS ITEMS RETAINED (EXPLAIN) ___________ LESS CASH RECEIPTS _______ ITEMS UNACCOUNTED FOR (EXPLAIN) ___________ CASH DIFFERENCE (EXPLAIN) _______ GROSS RECEIPTS __________________ LESS EXPENSES __________________ NET PROFIT __________________ COMMENTS ________________________________________________________________ _____________________________________________________________________________ _______________________________________________ ____________________ SIGNATURE OF SPONSOR DATE _______________________________________________ ____________________ SIGNATURE OF PRINCIPAL DATE

Form K

POST ISD ACTIVITY FUND TABULATION OF FUNDRAISER ITEMS DISTRIBUTED TO STUDENTS

REFER TO SECTION 14

ACCOUNT NAME __________________________________________________________ ACCOUNT NUMBER __________________________________________________________ TYPE OF PROJECT __________________________________________________________ PROCEEDS TO BE USED FOR __________________________________________________ STUDENT NAME _____________________________________________________

VALUE OF GOODS RECEIVED

$

DATE ___________

$

BALANCE REMAINING

$

DATE___________

$

BALANCE REMAINING

$

DATE ___________

$

BALANCE REMAINING

$

I ACKNOWLEDGE RECEIPT OF PRODUCT AND WILL TURN IN AN AMOUNT EQUAL TO THE VALUE OF GOODS RECEIVED. SIGNED: STUDENT DATE

AMOUNT TO BE CREDITED TO STUDENT’S ACCOUNT (OPTIONAL)

Form O

POST ISD ACTIVITY FUND ORGANIZATION INFORMATION

ACCOUNT NAME __________________________________________________________ ACCOUNT NUMBER __________________________________________________________ CLUB SPONSOR __________________________________________________________ Please attach a copy of the club bylaws or constitution, if available, to this form. CLUB OFFICERS: PRESIDENT __________________________________________________________ VICE PRESIDENT __________________________________________________________ SECRETARY __________________________________________________________ TREASURER __________________________________________________________ OTHERS __________________________________________________________ __________________________________________________________ PURPOSE OF CLUB: __________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ If the club is disbanded, we would like to transfer any unexpended funds to this activity fund account. ________________________________________________________________ As sponsor, I hereby acknowledge that I have read the Post ISD Activity Fund Procedures Manual and that I am responsible for complying with it. I understand that I will be held responsible for any student activity funds entrusted to me and that I will reimburse the student organization for any money or property purchased with student activity money which is lost due to carelessness, theft or fraud. _______________________________________________ ____________________ SIGNATURE OF SPONSOR DATE _______________________________________________ ____________________ SIGNATURE OF PRINCIPAL DATE

Form T

POST ISD TRAVEL ADVANCE REQUEST

Make Check Payable to: _______________________________________ Date Needed: __________________ Deliver Mail/Check to: ___________________________________Number of Travelers:___________________ (Circle one) Who is Attending: ___ _________________________________Is Student Travel Involved?:________________ Account Name:_____________________________________________________________________________ Account Code:_____________________________________________________________________________ Purpose of Trip: _________________________________________Destination: _________________________ Departure Date/Time: ____________________________ Return Date/Time: ____________________________ Transportation: _____________ miles @ _______per mile (w/proof of insurance) $______________________ (A copy of the Vehicle Request Form authorizing mileage reimbursement must be attached for reimbursement.) Lodging: ______night(s) @ $_______per night (Tax exempt room rate=$85 maximum+city tax) $______________________ Meals: ______ B @ $7.00, _____ L @ $8.00, _____ D @ $9.00 (for staff & students) $______________________ Meals: ______ B @ $10.00, _____ L @ $12.00, _____ D @ $14.00(for staff travel only) $______________________ Registration or Other Fees (attach appropriate forms) $______________________ Total Advance/Reimbursement (circle one) Due: $______________________ ______________________________________ ______________________________________ Signature of Sponsor Date Signature of Principal Date ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ACTUAL EXPENSES – TO BE COMPLETED UPON RETURN FROM TRIP Transportation _____ miles @ _______ per mile $___________________________ Lodging (attach itemized bill) $___________________________ Meals (attach receipts) $___________________________ Registration/Fees (attach appropriate forms) $___________________________ Total Travel Expense Claimed $___________________________ Amount Previously Advanced $___________________________ Balance Due (please check one) ______Employee ______Post ISD $___________________________ I hereby certify that the above claimed expenses are true and correct. ______________________________________ ______________________________________ Signature of Sponsor Date Signature of Principal Date

INSTRUCTIONS TO PRINTERSFORM W-9, PAGE 1 of 4MARGINS: TOP 13mm (1⁄ 2 "), CENTER SIDES. PRINTS: HEAD to HEADPAPER: WHITE WRITING, SUB. 20. INK: BLACKFLAT SIZE: 216mm (81⁄ 2 ") 3 279mm (11")PERFORATE: (NONE)

Give form to therequester. Do notsend to the IRS.

Form W-9 Request for TaxpayerIdentification Number and Certification

(Rev. October 2007) Department of the TreasuryInternal Revenue Service Name (as shown on your income tax return)

List account number(s) here (optional)

Address (number, street, and apt. or suite no.)

City, state, and ZIP code

Pri

nt o

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pe

See

Sp

ecifi

c In

stru

ctio

ns o

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age

2.

Taxpayer Identification Number (TIN)

Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoidbackup withholding. For individuals, this is your social security number (SSN). However, for a residentalien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it isyour employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.

Social security number

or

Requester’s name and address (optional)

Employer identification number Note. If the account is in more than one name, see the chart on page 4 for guidelines on whosenumber to enter. Certification

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the InternalRevenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS hasnotified me that I am no longer subject to backup withholding, and

2.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backupwithholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply.For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirementarrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you mustprovide your correct TIN. See the instructions on page 4. SignHere

Signature ofU.S. person ©

Date ©

General Instructions

Form W-9 (Rev. 10-2007)

Part I

Part II

Business name, if different from above

Cat. No. 10231X

Check appropriate box:

Under penalties of perjury, I certify that:

13 I.R.S. SPECIFICATIONS TO BE REMOVED BEFORE PRINTING

DO NOT PRINT — DO NOT PRINT — DO NOT PRINT — DO NOT PRINT

TLS, have youtransmitted all R text files for this cycle update?

Date

Action

Revised proofsrequested

Date

Signature

O.K. to print

Use Form W-9 only if you are a U.S. person (including aresident alien), to provide your correct TIN to the personrequesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you arewaiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or

3. Claim exemption from backup withholding if you are a U.S.exempt payee. If applicable, you are also certifying that as aU.S. person, your allocable share of any partnership income froma U.S. trade or business is not subject to the withholding tax onforeign partners’ share of effectively connected income.

3. I am a U.S. citizen or other U.S. person (defined below).

A person who is required to file an information return with theIRS must obtain your correct taxpayer identification number (TIN)to report, for example, income paid to you, real estatetransactions, mortgage interest you paid, acquisition orabandonment of secured property, cancellation of debt, orcontributions you made to an IRA.

Individual/Sole proprietor

Corporation

Partnership

Other (see instructions) ©

Note. If a requester gives you a form other than Form W-9 torequest your TIN, you must use the requester’s form if it issubstantially similar to this Form W-9.

● An individual who is a U.S. citizen or U.S. resident alien, ● A partnership, corporation, company, or association created or

organized in the United States or under the laws of the UnitedStates, ● An estate (other than a foreign estate), or

Definition of a U.S. person. For federal tax purposes, you areconsidered a U.S. person if you are:

Special rules for partnerships. Partnerships that conduct atrade or business in the United States are generally required topay a withholding tax on any foreign partners’ share of incomefrom such business. Further, in certain cases where a Form W-9has not been received, a partnership is required to presume thata partner is a foreign person, and pay the withholding tax.Therefore, if you are a U.S. person that is a partner in apartnership conducting a trade or business in the United States,provide Form W-9 to the partnership to establish your U.S.status and avoid withholding on your share of partnershipincome. The person who gives Form W-9 to the partnership forpurposes of establishing its U.S. status and avoiding withholdingon its allocable share of net income from the partnershipconducting a trade or business in the United States is in thefollowing cases: ● The U.S. owner of a disregarded entity and not the entity,

Section references are to the Internal Revenue Code unlessotherwise noted.

● A domestic trust (as defined in Regulations section301.7701-7).

Limited liability company. Enter the tax classification (D=disregarded entity, C=corporation, P=partnership) ©

Exempt payee

Purpose of Form

INSTRUCTIONS TO PRINTERSFORM W-9, PAGE 2 of 4MARGINS: TOP 13 mm (1⁄ 2"), CENTER SIDES. PRINTS: HEAD to HEADPAPER: WHITE WRITING, SUB. 20. INK: BLACKFLAT SIZE: 216 mm (81⁄ 2") 3 279 mm (11")PERFORATE: (NONE)

Form W-9 (Rev. 10-2007) Page 2

Sole proprietor. Enter your individual name as shown on yourincome tax return on the “Name” line. You may enter yourbusiness, trade, or “doing business as (DBA)” name on the“Business name” line.

13 I.R.S. SPECIFICATIONS TO BE REMOVED BEFORE PRINTING


Other entities. Enter your business name as shown on requiredfederal tax documents on the “Name” line. This name shouldmatch the name shown on the charter or other legal documentcreating the entity. You may enter any business, trade, or DBAname on the “Business name” line.

If the account is in joint names, list first, and then circle, thename of the person or entity whose number you entered in Part Iof the form.

Specific Instructions Name

Exempt Payee

5. You do not certify to the requester that you are not subjectto backup withholding under 4 above (for reportable interest anddividend accounts opened after 1983 only). Certain payees and payments are exempt from backupwithholding. See the instructions below and the separateInstructions for the Requester of Form W-9.

Civil penalty for false information with respect towithholding. If you make a false statement with no reasonablebasis that results in no backup withholding, you are subject to a$500 penalty. Criminal penalty for falsifying information. Willfully falsifyingcertifications or affirmations may subject you to criminalpenalties including fines and/or imprisonment.

Penalties Failure to furnish TIN. If you fail to furnish your correct TIN to arequester, you are subject to a penalty of $50 for each suchfailure unless your failure is due to reasonable cause and not towillful neglect.

Misuse of TINs. If the requester discloses or uses TINs inviolation of federal law, the requester may be subject to civil andcriminal penalties.

If you are an individual, you must generally enter the nameshown on your income tax return. However, if you have changedyour last name, for instance, due to marriage without informingthe Social Security Administration of the name change, enteryour first name, the last name shown on your social securitycard, and your new last name.

If you are exempt from backup withholding, enter your name asdescribed above and check the appropriate box for your status,then check the “Exempt payee” box in the line following thebusiness name, sign and date the form.

4. The IRS tells you that you are subject to backupwithholding because you did not report all your interest anddividends on your tax return (for reportable interest anddividends only), or

3. The IRS tells the requester that you furnished an incorrectTIN,

2. You do not certify your TIN when required (see the Part IIinstructions on page 3 for details),

You will not be subject to backup withholding on paymentsyou receive if you give the requester your correct TIN, make theproper certifications, and report all your taxable interest anddividends on your tax return.

1. You do not furnish your TIN to the requester,

What is backup withholding? Persons making certain paymentsto you must under certain conditions withhold and pay to theIRS 28% of such payments. This is called “backup withholding.” Payments that may be subject to backup withholding includeinterest, tax-exempt interest, dividends, broker and barterexchange transactions, rents, royalties, nonemployee pay, andcertain payments from fishing boat operators. Real estatetransactions are not subject to backup withholding.

Payments you receive will be subject to backupwithholding if:

If you are a nonresident alien or a foreign entity not subject tobackup withholding, give the requester the appropriatecompleted Form W-8.

Example. Article 20 of the U.S.-China income tax treaty allowsan exemption from tax for scholarship income received by aChinese student temporarily present in the United States. UnderU.S. law, this student will become a resident alien for taxpurposes if his or her stay in the United States exceeds 5calendar years. However, paragraph 2 of the first Protocol to theU.S.-China treaty (dated April 30, 1984) allows the provisions ofArticle 20 to continue to apply even after the Chinese studentbecomes a resident alien of the United States. A Chinesestudent who qualifies for this exception (under paragraph 2 ofthe first protocol) and is relying on this exception to claim anexemption from tax on his or her scholarship or fellowshipincome would attach to Form W-9 a statement that includes theinformation described above to support that exemption.

Note. You are requested to check the appropriate box for yourstatus (individual/sole proprietor, corporation, etc.).

4. The type and amount of income that qualifies for theexemption from tax. 5. Sufficient facts to justify the exemption from tax under theterms of the treaty article.

Nonresident alien who becomes a resident alien. Generally,only a nonresident alien individual may use the terms of a taxtreaty to reduce or eliminate U.S. tax on certain types of income.However, most tax treaties contain a provision known as a“saving clause.” Exceptions specified in the saving clause maypermit an exemption from tax to continue for certain types ofincome even after the payee has otherwise become a U.S.resident alien for tax purposes. If you are a U.S. resident alien who is relying on an exceptioncontained in the saving clause of a tax treaty to claim anexemption from U.S. tax on certain types of income, you mustattach a statement to Form W-9 that specifies the following fiveitems: 1. The treaty country. Generally, this must be the same treatyunder which you claimed exemption from tax as a nonresidentalien. 2. The treaty article addressing the income.

3. The article number (or location) in the tax treaty thatcontains the saving clause and its exceptions.

Also see Special rules for partnerships on page 1.

Foreign person. If you are a foreign person, do not use FormW-9. Instead, use the appropriate Form W-8 (see Publication515, Withholding of Tax on Nonresident Aliens and ForeignEntities).

● The U.S. grantor or other owner of a grantor trust and not thetrust, and ● The U.S. trust (other than a grantor trust) and not thebeneficiaries of the trust.

Limited liability company (LLC). Check the “Limited liabilitycompany” box only and enter the appropriate code for the taxclassification (“D” for disregarded entity, “C” for corporation, “P” for partnership) in the space provided. For a single-member LLC (including a foreign LLC with adomestic owner) that is disregarded as an entity separate fromits owner under Regulations section 301.7701-3, enter theowner’s name on the “Name” line. Enter the LLC’s name on the“Business name” line. For an LLC classified as a partnership or a corporation, enterthe LLC’s name on the “Name” line and any business, trade, orDBA name on the “Business name” line.


I.R.S. SPECIFICATIONS TO BE REMOVED BEFORE PRINTING



13

Part I. Taxpayer IdentificationNumber (TIN) Enter your TIN in the appropriate box. If you are a residentalien and you do not have and are not eligible to get an SSN,your TIN is your IRS individual taxpayer identification number(ITIN). Enter it in the social security number box. If you do nothave an ITIN, see How to get a TIN below.

How to get a TIN. If you do not have a TIN, apply for oneimmediately. To apply for an SSN, get Form SS-5, Applicationfor a Social Security Card, from your local Social SecurityAdministration office or get this form online at www.ssa.gov. Youmay also get this form by calling 1-800-772-1213. Use FormW-7, Application for IRS Individual Taxpayer IdentificationNumber, to apply for an ITIN, or Form SS-4, Application forEmployer Identification Number, to apply for an EIN. You canapply for an EIN online by accessing the IRS website atwww.irs.gov/businesses and clicking on Employer IdentificationNumber (EIN) under Starting a Business. You can get Forms W-7and SS-4 from the IRS by visiting www.irs.gov or by calling1-800-TAX-FORM (1-800-829-3676). If you are asked to complete Form W-9 but do not have a TIN,write “Applied For” in the space for the TIN, sign and date theform, and give it to the requester. For interest and dividendpayments, and certain payments made with respect to readilytradable instruments, generally you will have 60 days to get aTIN and give it to the requester before you are subject to backupwithholding on payments. The 60-day rule does not apply toother types of payments. You will be subject to backupwithholding on all such payments until you provide your TIN tothe requester.

If you are a sole proprietor and you have an EIN, you mayenter either your SSN or EIN. However, the IRS prefers that youuse your SSN. If you are a single-member LLC that is disregarded as anentity separate from its owner (see Limited liability company(LLC) on page 2), enter the owner’s SSN (or EIN, if the ownerhas one). Do not enter the disregarded entity’s EIN. If the LLC isclassified as a corporation or partnership, enter the entity’s EIN. Note. See the chart on page 4 for further clarification of nameand TIN combinations.

Note. Entering “Applied For” means that you have alreadyapplied for a TIN or that you intend to apply for one soon. Caution: A disregarded domestic entity that has a foreign ownermust use the appropriate Form W-8.

9. A futures commission merchant registered with theCommodity Futures Trading Commission, 10. A real estate investment trust,

11. An entity registered at all times during the tax year underthe Investment Company Act of 1940, 12. A common trust fund operated by a bank under section584(a), 13. A financial institution,

14. A middleman known in the investment community as anominee or custodian, or 15. A trust exempt from tax under section 664 or described insection 4947.

THEN the payment is exemptfor . . .

IF the payment is for . . .

All exempt payees except for 9

Interest and dividend payments

Exempt payees 1 through 13.Also, a person registered underthe Investment Advisers Act of1940 who regularly acts as abroker

Broker transactions

Exempt payees 1 through 5

Barter exchange transactionsand patronage dividends

Generally, exempt payees 1 through 7

Payments over $600 requiredto be reported and directsales over $5,000 See Form 1099-MISC, Miscellaneous Income, and its instructions. However, the following payments made to a corporation (including grossproceeds paid to an attorney under section 6045(f), even if the attorney is acorporation) and reportable on Form 1099-MISC are not exempt frombackup withholding: medical and health care payments, attorneys’ fees, andpayments for services paid by a federal executive agency.

The chart below shows types of payments that may beexempt from backup withholding. The chart applies to theexempt payees listed above, 1 through 15.

1 2

7. A foreign central bank of issue, 8. A dealer in securities or commodities required to register in

the United States, the District of Columbia, or a possession ofthe United States,

2

The following payees are exempt from backup withholding: 1. An organization exempt from tax under section 501(a), any

IRA, or a custodial account under section 403(b)(7) if the accountsatisfies the requirements of section 401(f)(2), 2. The United States or any of its agencies orinstrumentalities, 3. A state, the District of Columbia, a possession of the UnitedStates, or any of their political subdivisions or instrumentalities, 4. A foreign government or any of its political subdivisions,agencies, or instrumentalities, or 5. An international organization or any of its agencies orinstrumentalities. Other payees that may be exempt from backup withholdinginclude: 6. A corporation,

Generally, individuals (including sole proprietors) are not exemptfrom backup withholding. Corporations are exempt from backupwithholding for certain payments, such as interest and dividends. Note. If you are exempt from backup withholding, you shouldstill complete this form to avoid possible erroneous backupwithholding.

1

1. Interest, dividend, and barter exchange accountsopened before 1984 and broker accounts considered activeduring 1983. You must give your correct TIN, but you do nothave to sign the certification. 2. Interest, dividend, broker, and barter exchangeaccounts opened after 1983 and broker accounts consideredinactive during 1983. You must sign the certification or backupwithholding will apply. If you are subject to backup withholdingand you are merely providing your correct TIN to the requester,you must cross out item 2 in the certification before signing theform.

Part II. Certification

For a joint account, only the person whose TIN is shown inPart I should sign (when required). Exempt payees, see ExemptPayee on page 2.

To establish to the withholding agent that you are a U.S. person,or resident alien, sign Form W-9. You may be requested to signby the withholding agent even if items 1, 4, and 5 below indicateotherwise.

Signature requirements. Complete the certification as indicatedin 1 through 5 below.



I.R.S. SPECIFICATIONS TO BE REMOVED BEFORE PRINTING


Give name and EIN of:

For this type of account:

3. Real estate transactions. You must sign the certification.You may cross out item 2 of the certification.

A valid trust, estate, or pension trust

6.

Legal entity 4

4. Other payments. You must give your correct TIN, but youdo not have to sign the certification unless you have beennotified that you have previously given an incorrect TIN. “Otherpayments” include payments made in the course of therequester’s trade or business for rents, royalties, goods (otherthan bills for merchandise), medical and health care services(including payments to corporations), payments to anonemployee for services, payments to certain fishing boat crewmembers and fishermen, and gross proceeds paid to attorneys(including payments to corporations).

The corporation

Corporate or LLC electingcorporate status on Form 8832

7.

The organization

Association, club, religious,charitable, educational, or othertax-exempt organization

8.

5. Mortgage interest paid by you, acquisition orabandonment of secured property, cancellation of debt,qualified tuition program payments (under section 529), IRA,Coverdell ESA, Archer MSA or HSA contributions ordistributions, and pension distributions. You must give yourcorrect TIN, but you do not have to sign the certification.

The partnership

Partnership or multi-member LLC

9.

The broker or nominee

A broker or registered nominee

10.

The public entity

Account with the Department ofAgriculture in the name of a publicentity (such as a state or localgovernment, school district, orprison) that receives agriculturalprogram payments

11.

Privacy Act Notice

List first and circle the name of the person whose number you furnish. If only one personon a joint account has an SSN, that person’s number must be furnished. Circle the minor’s name and furnish the minor’s SSN. You must show your individual name and you may also enter your business or “DBA” name on the second name line. You may use either your SSN or EIN (if you have one),but the IRS encourages you to use your SSN. List first and circle the name of the trust, estate, or pension trust. (Do not furnish the TINof the personal representative or trustee unless the legal entity itself is not designated inthe account title.) Also see Special rules for partnerships on page 1.

Note. If no name is circled when more than one name is listed,the number will be considered to be that of the first name listed.

Disregarded entity not owned by anindividual

The owner

12.

13

You must provide your TIN whether or not you are required to file a tax return. Payers must generally withhold 28% of taxable interest, dividend, and certain otherpayments to a payee who does not give a TIN to a payer. Certain penalties may also apply.

Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons who must file information returns with the IRS to report interest,dividends, and certain other income paid to you, mortgage interest you paid, the acquisition or abandonment of secured property, cancellation of debt, orcontributions you made to an IRA, or Archer MSA or HSA. The IRS uses the numbers for identification purposes and to help verify the accuracy of your tax return.The IRS may also provide this information to the Department of Justice for civil and criminal litigation, and to cities, states, the District of Columbia, and U.S.possessions to carry out their tax laws. We may also disclose this information to other countries under a tax treaty, to federal and state agencies to enforce federalnontax criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism.

1

2 3

4

Secure Your Tax Records from Identity Theft Identity theft occurs when someone uses your personalinformation such as your name, social security number (SSN), orother identifying information, without your permission, to commitfraud or other crimes. An identity thief may use your SSN to geta job or may file a tax return using your SSN to receive a refund.

What Name and Number To Give the Requester Give name and SSN of:

For this type of account:

The individual

1.

Individual The actual owner of the account or,

if combined funds, the firstindividual on the account

2.

Two or more individuals (jointaccount)

The minor 2

3.

Custodian account of a minor(Uniform Gift to Minors Act) The grantor-trustee

1

4.

a. The usual revocable savingstrust (grantor is also trustee) The actual owner

1

b. So-called trust account that isnot a legal or valid trust understate law The owner

3

5.

Sole proprietorship or disregardedentity owned by an individual

Call the IRS at 1-800-829-1040 if you think your identity hasbeen used inappropriately for tax purposes.

1

To reduce your risk: ● Protect your SSN, ● Ensure your employer is protecting your SSN, and ● Be careful when choosing a tax preparer.

Victims of identity theft who are experiencing economic harmor a system problem, or are seeking help in resolving taxproblems that have not been resolved through normal channels,may be eligible for Taxpayer Advocate Service (TAS) assistance.You can reach TAS by calling the TAS toll-free case intake lineat 1-877-777-4778 or TTY/TDD 1-800-829-4059. Protect yourself from suspicious emails or phishingschemes. Phishing is the creation and use of email andwebsites designed to mimic legitimate business emails andwebsites. The most common act is sending an email to a userfalsely claiming to be an established legitimate enterprise in anattempt to scam the user into surrendering private informationthat will be used for identity theft. The IRS does not initiate contacts with taxpayers via emails.Also, the IRS does not request personal detailed informationthrough email or ask taxpayers for the PIN numbers, passwords,or similar secret access information for their credit card, bank, orother financial accounts. If you receive an unsolicited email claiming to be from the IRS,forward this message to [email protected]. You may also reportmisuse of the IRS name, logo, or other IRS personal property tothe Treasury Inspector General for Tax Administration at1-800-366-4484. You can forward suspicious emails to theFederal Trade Commission at: [email protected] or contact them atwww.consumer.gov/idtheft or 1-877-IDTHEFT(438-4338).

Visit the IRS website at www.irs.gov to learn more aboutidentity theft and how to reduce your risk.

Athletic Event Money Procedures: On the day of a local athletic event where an entrance fee is being charged, the campus principal (or designee) will pick up the “start” money gate bags from the Business Office. The principal will count and sign off to verify correct dollar amounts. The principal will then take the money to the athletic event to the gate workers. The gate workers will keep count of entries by a tally sheet. When the gate closes, one gate worker will count the money and list dollar amounts on the “deposit breakdown” form that is provided in the bank bag; then the second gate worker will re-count the money and check the deposit breakdown form to verify correct amounts. The principal will sign off on the deposit breakdown form, put all paperwork in the bank bag, lock the bag and then drop the bag in the night drop at Citizens Bank. Someone in the Business Office will pick the bag(s) up the next business day, count money to verify amounts and then deposit the money. Non-athletic Event Money Procedures: The sponsor will let someone in the Business Office know that “start money” will be needed for their upcoming event. On the day of the event the sponsor will pick up the start money bag from the Business Office. The sponsor will count and sign off to verify correct dollar amounts. The sponsor will then take the money to the event. At the end of the night the sponsor will count the money, list dollar amounts on the “deposit breakdown” form and put all paperwork in the bank bag and lock the bag. The sponsor will need to have made arrangements with their campus principal to then drop the bag in the night drop at Citizens Bank, since the principal has the night drop key. On the next business day, the sponsor must then either go pick up the bag(s) at the bank and take them to the Business Office for deposit or notify the Business Office that the bag(s) are at the bank to be picked up to be deposited.

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