SECTION 210:25-5-13. School activity fund

(a)   The following words and terms, when used in the this Section, shall have the following meaning, unless the context clearly indicates otherwise: "School activities" means cocurricular or extracurricular activities. Cocurricular activities are school-sponsored activities, under the guidance and supervision of LEA staff, designed to provide students such experiences as motivation, enjoyment, and improvement of skills. Activities normally supplement the regular instructional program. Extracurricular activities mean all direct and personal services for public school pupils for their enjoyment that are managed and operated under the guidance of an adult or staff member. Extracurricular activities are usually not offered for school credit nor required for graduation; conducted outside school hours, or a time agreed by the participants if partly during school hours and approved by school authorities; their content of activities is determined primarily by the pupil participants.

(b)   The board of education of each district shall exercise control over the School Activity Fund. Board approval of the School Activity Fund and Sub-Accounts shall be specific. However, the language for approval for the various methods for raising funds and the purposes for which they are to be expended can be of a general nature. The board may delegate authority, through a board policy, to school administrators to approve specific fund raising activities during the year to be approved by the board at the next regular board meeting.

(c)   The board of education of each district may appoint a School Activity Fund Custodian for each operational site, within the district. If a school elects to have operational site, each School Activity Fund Custodian shall be bonded for no less than $1,000.

(d)   Disbursements from the School Activity Fund, shall be by check, countersigned by the School Activity Fund Custodian and some other person or persons designated by the board of education.

(e)   Deposits to or transfers from any account may be authorized by the board of education except School Lunch, Refund, and Petty Cash Accounts. Provided that reimbursement to the General Fund may be made from the School Lunch Account for food service expenditures paid from the General Fund. Such reimbursements should be properly documented and based solely on actual General Fund Expenditures.

(f)   The School Activity Fund Custodian shall not use funds in one account for another purpose unless a transfer is granted as provided by law.

(g)   Accounts may be established by the board of education of each district by whatever name or style it deems best suited to its needs for the revenue collected.

(h)   A prenumbered receipt shall be obtained when a check is drawn against the Petty Cash Account, and all such prenumbered receipts shall be accounted for at the end of a fiscal year. If a prenumbered receipt is spoiled it should be marked "void" and attached along with others on which reimbursement is being claimed; the copy or stub should also be marked "void" if one is being used.

(i)   A separate bank account may be established for School Lunch or other programs, but it shall be accounted for by the Activity Fund Custodian in charge and disbursements made as provided by law.

(j)   A general or miscellaneous account may be established within the Activity Fund to which all unobligated or uncommitted monies may be transferred. (This does not include Petty Cash, Refund, or School Lunch Accounts where contrary to Federal regulations.)

(k)   Purchases from the School Activity Fund shall not be paid for unless invoices or delivery tickets are furnished.

(l)   Receipts for collections shall be given by the School Activity Fund Custodian. Prenumbered tickets should be used for admissions in order to establish internal control. All tickets not sold by the gate keeper should be accounted for at the end of each event and a written reconciliation made of tickets sold to actual revenues collected. Reconciliation documents should be filed in date order as part of the documentation for the School Activity Fund.

(m)   Standard forms are not prescribed. Many good forms are now in use, and each board of education shall determine if its forms meet the legal requirements.

(n)   School districts shall report all School Activity Fund financial transactions using the Oklahoma Cost Accounting System.

(o)   Specific procedures for the School Activity Fund are as follows:

(1)   Prenumbered School Activity Fund receipts shall be issued for every Sub-Account for each fiscal year.

(2)   The secretary-treasurer of each organization or Sub-Account shall issue receipts and keep records of credits, debits and balances.

(3)   The books of each account must reconcile the records of the School Activity Fund.

(4)   Requisition or purchase request is presented to the School Activity Fund custodian or their designee.

(5)   Purchase order is then approved by purchasing agent and the order is placed with the vendor.

(6)   Checks will be issued only when invoice or supporting document and merchandise have been received.

(7)   All checks will be issued by the School Activity Fund custodian and countersigned. No check will be issued in excess of Sub-Account balance.

(8)   Record of all bad checks shall be kept and charged to proper Sub-Account.

(9)   Each School Activity Fund Sub-Account shall be reported to the State Department of Education through curricular subject dimension of OCAS, where applicable. Reports will be transferred by magnetic media.

(10)   The School Activity Fund custodian shall furnish a report to superintendent and board of education monthly. This report should show previous balance in each Sub-Account and total School Activity Fund balance. The Activity Fund custodian shall reconcile the bank statement when received. This information will be included in the monthly report to the superintendent and board of education.

(11)   Every teacher in the school system should be informed that all money received is to be turned in to the School Activity Fund custodian.

(12)   The petty cash account is the only one Student Activity Sub-Account that can be reimbursed from the general fund.

(13)   A general fund refund Sub-Account within the School Activity Fund may be established by board resolution.

[Source: Amended at 14 Ok Reg 3347, eff 5-5-97 (emergency); Amended at 15 Ok Reg 2293, eff 6-11-98; Amended at 17 Ok Reg 2248, eff 5-9-00 (emergency); Amended at 18 Ok Reg 3012, eff 7-12-01]