•  Business Office

     

     

    Denver City ISD Quick Reference Guide to Activity Funds

    Two Types of Activity Accounts:

    • Campus Activity Accounts – Principal or Sponsor make spending decisions
    • Student Activity Accounts – Students (with Sponsor/Principal approval) make spending decisions

     

    Campus Activity Funds Highlights:

    • Use fund code 461
    • Funds belong to the campus and district
    • Typically include the Principal’s account, athletics or other student participatory groups, library or grade level/subject sponsors
    • Purchases must adhere to state purchasing laws and district purchasing procedures

     

    Student Activity Funds Highlights:

    • Use fund code 865
    • Funds belong to others, not the campus or district (belong to student clubs or organizations)
    • Typically include the bona fide student groups such as Student Council, National Honor Society, Junior Class, etc. Student groups must have elected officers and conduct meetings
    • Purchases must adhere to district purchasing procedures (click here for link)

     

    Accounting Methods:

    • Centralized – funds are deposited to the business office and checks are written by the business office (plan ahead to meet the business office’s deadline(s), "Check Run Schedule" linked above)

     

    Cash Management

    • As applicable, the Online Payment System (RevTrak) will be used to collect funds from all sources such as donations, fundraising, dues, etc.
    • Cash can be accepted, but must follow Cash Management Procedures (i.e. funds secured at all times)
    • There are depository safes located at each campus and are available 24/7 (deposits require a Deposit Sheet, linked above)

     

    Fundraising Best Practices

    • Every fundraiser must be approved by the Campus Principal/Athletic Director as applicable
    • Every dollar collected must be receipted and deposited using the above Deposit Sheet
    • Every fundraiser must be closed out with a fundraising recap of deposits and expenses to determine the net profit or loss
    • Avoid raffles – they’re considered gambling under Texas law and a Class C Misdemeanor (Penal Code)
    • The District does not support Peer-to-Peer payment platforms (i.e. Venmo, Zello, Cash Apps)