Student Activity

Student Activity Accounts
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Jill Beyer, Accounting Technician, 719/579-2039
Valerie Rodriguez, Accounting Technician, 719/579-2035

Lynn Bartle, Software Specialist, 719/579-2015

New Sales Tax Procedures

Please reference the following spreadsheet for instructions on the new procedures.  Please let us know if you have any questions (x 2039).  Thank you.

Sales Tax Spreadsheet

 

We are responsible for money in the student activity accounts that, for the most part, do not belong to Harrison School District Two.  They are the property of the students or their clubs.  As such, we must insure that we follow the accounting standards documented in the Activity Account Administration Manual.

Contact Jill (Secondary Schools) or Valerie (Elementary Schools) for:

  • Accounting issues
  • Audits
  • Accounting Training
  • Reconciliation
  • Sales Tax Issues

Contact Lynn for:

  • Software issues
  • User accounts
  • Trouble-shooting
  • Quickbooks training

 Activity Account Links

Activity Account Forms

Activity Account Manual

Five major points of emphasis in dealing with the activity accounts are:

  1. Separation of funds by groups
  2. Pre-approval of any expenses
  3. Back-up documentation on all transactions
  4. Sales tax reporting/payment to government
  5. QuickBooks entry and balancing on a monthly basis

Month-end reports to be sent to the Finance Center:

  1. Copy of the bank statement
  2. Copy of signed Reconciliation Report (use the statement date--not the current date)
  3. Copy of standardized Balance sheet (use the statement date--not the current date)
  4. Copy of Profit and Loss Statement (for the month that you are reconciling)

What to check after balancing your checking account:

  1. Your bank statement ending balance should match the "Cleared Balance" on page one of the Reconciliation Report.
  2. Your total "Cash in Bank" on your Balance Sheet should match your "Account Balance" on page one of the Reconciliation Report.
  3. Your sub-banks with the sales tax money in them should always match the balance of money being held to pay in the "Other Current Liabilities".  These balances are shown on the Balance Sheet.
  4. There should be no negative balances in the sub-banks.