Mason Athletic Booster AssociationPolicy # 3

Activity Fund Budget/Purpose

Policy Name: Activity Fund Budget/Purpose

Policy Number: 3

Policy Statement:

All groups recognized by Mason City Schools that support extracurricular activitiesfinancially must maintain an activity fund account controlled by the school district. For all fundraising projects in which students substantiallyparticipate, all project income must be deposited in this activity fund and all project expenses must be paid from it. At their discretion, each Member Booster Club can elect to use the activity fund forother fundraising projects that support the student activity. Each July, each group must estimate the new fiscal year’s (July1 through June 30) income and expenses for its activity fund. School sponsors and administration must approve those estimates.This is done using the Activity Fund Budget/Purpose (MCS – A1). The Mason City School Board has instituted this policy in support of State of Ohio statutes and audit requirements.

Purpose:

The purpose of this policy is to provide the school district the information it needs to overseefunds raised and expended by third parties in support of specific extracurricular activities and to manage district funds and cash flow.

Overview:

The Activity Fund Budget/Purpose (MCS – A1)is a single part form that can be completed using Excel and submitted via email for approval each July, at the beginning of the fiscal year.

Procedure:

By July 31, complete the form to reflect the funds that will flow through your club’s school account during the School’s fiscal year that began July 1stand submit it via email to Scott Stemple @ with copies to Erika Hood @ and MABA@ .

To complete the Activity Fund Budget / Purpose(MCS – A1):

(It should take about ~10 minutes to complete. If you use the financial software provided by MABA, you will have the information you need to complete the form. Otherwise, you may want to get the financial information for your school accountby requesting your club’s Financial Detail Report, Year-to-Date (FINDET)from Cathy Crotty, the Assistant Athletic Director (AAD) in the athletic director’s office (AD’sOffice). Email Cathy @ and she will email the report back to you. Cathy can also be reached at (398-2513 option 3)

Completing the form manually is discouraged because it adds opportunity for errors throughout the process. But, if you must complete the form manually:

  1. Open the Excel file. Enable the Macros. Do not update workbook for a new version of Excel.
  2. Print the form
  3. Complete it
  4. Send it along with your daytime phone numberto Scott Stemple
  5. Skip the rest of this procedure.

To complete the form directly in the Excel workbook:

  1. Open the Excel file. Enable the Macros. Do not update workbook for a new version of Excel.
  2. The layout of the form is this: All data entry is towards the left of the screen. The report that will print is toward the right of the screen. Enter the information on the left and it will automatically be placed in the report where it is needed.
  3. Enter your Club’s information:
  4. Go to the “Club Attributes” tab.
  5. Enter the number that corresponds to your MBC in the list. Your club name should appear next to the number you entered.
  6. Enter the information unique to the fiscal year:
  7. Go to the “Fund Budget_Purpose” tab.
  8. If this is the original submission, enter the "Original Date"
  9. If this is an amended submission,
  10. Enter the “Amendment Date”
  11. Enter the “Amendment #”
  12. “Beginning Year”– enter the current year
  13. “Beginning Balance” - balance as of June 30 of the current year
  14. “Receipts” “Last Year’s”.
  15. Enter up to 8 category descriptions (light blue cells). Leave the interest and miscellaneous categories. If you need more than 8 categories contact me and I’ll add more. Enter only categories and amounts that will be processed through your school account.
  16. Enter the $ amount associated with each category (white cells). Normally this would be the actual from last year for the respective category plus any new category.
  17. For each category enter the “% Increase” expected this year over last for each respective category.
  18. If adding a new category or if you wish to override the estimate automatically calculated for a category, enter the desired amount as an “Override” for the category.
  19. Enter the desired rounding code in the “Rounding” cell for each category. Place the cursor atop the column heading to display valid code values.
  20. “Expenses”
  21. The expense categories for the current year are automatically populated with the revenue categories entered above. You can remove the name (right click on the cell containing the category name, select Clear Contents) or override any or all of them by keying over them (light blue cells). Leave the miscellaneous category. If you need more than 9 categories contact me and I’ll add more. Enter only categories that will be processed through your school account.
  22. The expense amounts are automatically populated with the revenue amounts calculated above. If adding a new category or if you wish to override the estimate automatically calculated for a category, enter the desired amount as an “Override” for the category. If you remove the name the default amount becomes zero.
  23. “Treasurer’s Name”
  24. NOTE: The ending balance must be greater than zero.
  25. If you wish to print the completed form, click on the printer icon.
  26. Save the file under a new name (Save as) usingthe conventions in Attachment 1, point 8..
  27. Submit the completed form in an email. IMPORTANT: Attach the completed Excel document in an email that, in its body, contains the words “The attached Budget and Purpose has been approved by the officers of (the name of your booster club)” to Scott Stemple, Erika Hood, and MABA. As long as you keyed your name in the form and have this verbiage in the email, no signature is necessary. The Ad’s office will forward it to the appropriate people for authorization.

Attachments:

Attachment 1: Guidelines for using the Excel based tools provided by MABA.

Attachment 2: Example of identifying your club in the Activity Fund Budget/Purpose (MCS – A1).

Attachment 3: Example of data entered into the estimating template used to create the Activity Fund Budget/Purpose (MCS – A1).

Attachment 4: Example of the Activity Fund Budget/Purpose (MCS – A1)form automatically generated from the data entered in the template. This is what will print when the school (or you) presses the print icon.

Attachment 5: Example of information provided in the Financial Detail Report, Year-to-Date(FINDET).

Attachment 1

Guidelines for using the Excel based tools provided by MABA

Various Excel based tools are provided to help MBCs complete procedures: this procedure is no exception. When using this or other tools provided by MABA, please note:

  1. In these procedures, a word or phrase in bold print and quotes (ie "Date") is the heading of a row, column, table or spreadsheet in the workbook
  2. When you open an Excel file:
  3. If a message is displayed asking if you want to update the workbook to a new version of Excel, click NO.
  4. If a message is displayed informing you that the workbook contains macros, click Enable macros.
  5. Navigation within the workbook
  6. In the procedures, a word or phrase in bold print and quotes (ie "Original Date") is usually the heading of a row, column, table or spreadsheet in the workbook
  7. To go from one spreadsheet to another in the same workbook, click on the spreadsheet tab containing its name. The tabs are displayed near the bottom of the Excel window.
  8. To go from one cell to another within a spreadsheet, use the mouse to click on the cell, or use the right arrow (->)to move among cells in which data can be entered. (Using the right arrow is the best way to ensure that all enterable fields are shown). The cursor will work its way down the spreadsheet then return to the first unprotected cell at the top.
  9. To go to a check box, use the mouse to position the arrow atop the desired check box. Select the check box by clicking on it.
  10. To get help in completing the form or resolving errors or imbalances, use the mouse to position the arrow above cells displaying a red triangle in the top right hand corner.
  11. Many spreadsheet tools are protected to prevent accidental update of cells containing formulas integral to the integrity of the spreadsheet. You will know a cell is protected in one of two ways.
  12. You are unable to select the cell by clicking on it.
  13. You can select a cell but when you try to enter information into it, a message is displayed indicating that the cell is protected. The exact wording may vary among spreadsheets.
  14. Some cells restrict entries to one or more valid values. When you select one of these cells, a small downward arrow will appear.
  15. You can enter one of the valid values
  16. You can click on the arrow to display the valid values. You select the desired value by clicking on it.
  17. If you enter an invalid value, an error message will be displayed.
  18. Errors or warnings are indicated by colored cells.
  19. A red cell indicates an error or imbalance has occurred that must be resolved. When the error is resolved, the cell will become clear again.

Attachment 1, Continued

  1. A yellow cell indicates potential error condition that you should evaluate to determine the proper course of action. If you choose to resolve the potential error condition, the cell will become clear again.
  2. If either color is displayed, the colored cell or one in close proximity to it will usually contain text to help you understand the situation and/or to suggest a course of action. Cells containing help text display a small red triangle in the upper right hand corner. Use the mouse to position the arrow above the cell to display the help test. If all the text is not displayed, try moving the cell toward the center of the screen.
  1. When you save a tool created in Excel:
  2. Use the File, Save Asfunction to save the file as an Excel 2002 file with an xls extension.
  3. If you want to change a file sent to you as an attachment, use the File, Save Asfunction to save the file on your hard drive before or after making the change. You will lose your changes if you simply change the attachment and save it.
  4. Establish a file naming convention to use for every file you save. The convention needs to identify the MBC, year, tool, project (for some tools), and sequence number (for some tools, ie for Coke orders). (Note: there are some restrictions on the characters that can be used in a file name.) Here are some suggested file name formats that would work well with MCS, who will also have to save copies of files you submit to them:
  1. Create a separate folder for the current fiscal year.
  2. Activity Fund Budget/Purpose (MCS-A1) – Suggested file name format = MBC Budget Purpose YYYY.xls. (i.e. GLAX Budget Purpose 2010.xls)
  3. Sales Project Potential/Summary(MCS-A2)– Suggested file name format for the form before the project = MBC Project Name Project Potential YYYY.xls and for the form after completing the project. = MBC Project Name Project Summary YYYY.xls (i.e. GLAX Candy Sales Project Potential 2010.xls and GLAX Candy Sales Project Summary 2010.xls)
  4. Participation Project Potential/Summary(MCS-A3)– Suggested file name format for the form before the project = MBC Project Name Project Potential YYYY.xls and for the form after completing the project. = MBC Project Name Project Summary YYYY.xls (i.e. GLAX Car Wash Project Potential 2010.xls and GLAX Car Wash Project Summary 2010.xls)
  5. Pay In / Receipt (MCS-A4)– Suggested file name format = MBC Pay In - Receipt YYYY.xls. (i.e. GLAX Pay In - Receipt2010.xls)

Attachment 1, Continued

  1. Drink Order - Receipt(MCS-A5) – Suggested file name format = MBC Drink Order – Receipt n - YYYY.xls, where n = the sequence number of the order for the year. (i.e. GLAX Drink Order – Receipt 1 - 2010.xls for the first order, GLAX Drink Order – Receipt 2 - 2010.xls for the second order, etc.)
  2. Requisition (MCS-A6)– Suggested file name format = MBC Vendor Requisition n - YYYY.xls, where n = the sequence number of the sequence for the year. (i.e. GLAX Kattus Requisition1 - 2010.xls for the first PO for Kattus, GLAX Kattus Requisition2 - 2010.xls for the second PO for Kattus, etc.)
  3. Financial System – Suggested file name format = MBC Financials YYYY.xls. (i.e. GLAX Financials 2010.xls).

1 of 11

Release 1.2January 14, 2010

Mason Athletic Booster AssociationPolicy # 3

Activity Fund Budget/Purpose

1 of 11

Release 1.2January 14, 2010

Mason Athletic Booster AssociationPolicy # 3

Activity Fund Budget/Purpose

1 of 11

Release 1.2January 14, 2010

Mason Athletic Booster AssociationPolicy # 3

Activity Fund Budget/Purpose

1 of 11

Release 1.2January 14, 2010

Mason Athletic Booster AssociationPolicy # 3

Activity Fund Budget/Purpose

1 of 11

Release 1.2January 14, 2010