713 - Student Activity Accounting

In this section

POLICY #713

STUDENT ACTIVITY ACCOUNTING

I. PURPOSE

The school board recognizes the need to provide alternative paths to learning, skill development for its students, and activities for student enjoyment. It also understands its commitment to and obligation for assuring maximum accountability for public funds and student activity funds. For these reasons, the school board will assume control over and/or oversee funds for student activities as set forth in this policy.

II. GENERAL STATEMENT OF POLICY

A. Curricular and Co-curricular Activities

The school board shall take charge of, control over, and account for all student activity funds that relate to curricular and co-curricular activities.

B. Extracurricular Activities

The school board shall take charge of, control over, and account for all student activity accounting that relates to extracurricular activities.

C. Non-Student Activities

In overseeing student activity accounts under this policy, the school board shall not maintain or account for funds generated by non-students including, but not limited to, convenience funds of staff members, booster club funds, parent-teacher organization or association funds, or funds donated to the school district for specified purposes other than student activities.

III. DEFINITIONS

A. Co-curricular Activity

A “co-curricular activity” means those portions of the school-sponsored and directed activities designed to provide opportunities for students to participate in such experiences on an individual basis or in groups, at school and at public events, for improvement of skills (i.e., interscholastic sports, band, etc.). Co-curricular activities are not offered for school credit, cannot be counted toward graduation, and have one or more of the following characteristics:

1. They are conducted at regular and uniform times during school hours, or at times established by school authorities; 

2. They are directed or supervised by instructional staff in a learning environment similar to that found in courses offered for credit; and

3. They are partially, primarily, or totally funded by public moneys for general instructional purposes under direction and control of the school board.

B. Curricular Activity

A “curricular activity” means those portions of the school program for which credit is granted, whether the activity is part of a required or elective program.

C. Extracurricular (Noncurricular/Supplementary) Activity

An “extracurricular (noncurricular/supplementary) activity” means all direct and personal services for students for their enjoyment that are managed and operated under the guidance of an adult or staff member. Extracurricular activities have all of the following characteristics:

1. They are not offered for school credit nor required for graduation;

2. They generally are conducted outside school hours or, if partly during school hours, at times agreed by the participants and approved by school authorities;

3. The content of the activities is determined primarily by the student participants under the guidance of a staff member or other adult.

D. Public Purpose Expenditure

A “public purpose expenditure” is one which benefits the community as a whole, is directly related to the functions of the school district, and does not have as its primary objective the benefit of private interest.

IV. MANAGEMENT AND CONTROL OF ACTIVITY FUNDS

A. Curricular and Co-curricular Activities

1. All money received on account of co-curricular activities shall be deposited in the general fund, to be disbursed for expenses and salaries connected with the activities, or otherwise, by the school board upon properly allowed itemized claims.

2. All revenues and expenditures related to curricular and co-curricular activities shall be accounted for in accordance with the Uniform Financial Accounting and Reporting Standards (UFARS), the Manual for Activity Fund Accounting (MAFA) to the extent applicable, and school district policies and procedures. 

B. Extracurricular Activities

1. Extracurricular Activities Under Board Control

a. Any and all costs of extracurricular activities under board control may be provided from school revenues.

b. All money received or expended for extracurricular activities under board control shall be turned over to the treasurer, who shall deposit such funds in the general fund, to be disbursed for expenses and salaries connected with the activities, or otherwise, by the school board upon properly allowed itemized claims.

c. The treasurer shall account for all revenues and expenditures related to extracurricular activities under board control in accordance with UFARS and MAFA and school district policies and procedures.

2. Extracurricular Activities Not Under Board Control

a. All extracurricular activities not under board control shall be self-sustaining with all expenses, except direct salary costs and indirect costs of the use of school facilities, met by dues, admissions, or other student fundraising events. The general fund shall reflect only those salaries directly related to and readily identified with the activity and paid by public funds.

b. Revenues and expenditures for extracurricular activities not under board control shall be recorded and be managed according to MAFA and shall be reviewed for compliance with and accepted by the school board in accordance with school district policies and procedures.

c. All student activity funds will be collected and expended:

(1) in compliance with school district policies and procedures;

(2) under the general direction of the principal and with the participation of students and faculty members who are responsible for generating the revenue;

(3) in a manner which does not produce a deficit or an unreasonably large accumulation of money to a particular student activity fund; 

(4) for activities which directly benefit the majority of those students making the contributions in the year the contributions were made whenever possible; and

(5) in a manner which meets a public purpose.

d. Activity accounts of a graduated class will be terminated prior to the start of the school year following graduation. Any residual money from a graduating class activity fund will be removed from the terminated student activity account and deposited into the general fund. Prior to depositing such accounts, all donations or gifts accepted for the specific purpose of the student activity account shall be administered in accordance with the terms of the gift or donation and school district policy.

V. DEMONSTRATION OF ACCOUNTABILITY

A. Activity Fund Reports

The Finance Committee will review a summary accounting of student activity accounts at least semi-annually, including a report on transactions within each account of the student activity funds. The Finance Department will develop and maintain the student activity accounting procedures manual. All procedures will comply with state and federal laws.

B. Annual External Audit

The school board shall direct its independent certified public accountants to audit, examine, and report upon student activity accounts as part of its annual school district audit in accordance with state law.

Source: Cambridge-Isanti Schools

Legal References:

  • Minn. Stat. § 123B.02, Subd. 6 (General Powers of Independent School Districts)
  • Minn. Stat. § 123B.09 (Boards of Independent School Districts)
  • Minn. Stat. § 123B.15, Subd. 7 (Officers of Independent School Districts)
  • Minn. Stat. § 123B.35 (General Policy)
  • Minn. Stat. § 123B.36 (Authorized Fees)
  • Minn. Stat. § 123B.37 (Prohibited Fees)
  • Minn. Stat. § 123B.38 (Hearing)
  • Minn. Stat. § 123B.49 (Extracurricular Activities; Insurance)
  • Minn. Stat. § 123B.52 (Contracts)
  • Minn. Stat. § 123B.76 (Expenditures; Reporting)
  • Minn. Stat. § 123B.77 (Accounting, Budgeting, and Reporting Requirement)
  • Minn. Rules Part 3500.1050 (Definitions for Pupil Fees) 
  • Visina v. Freeman, 252 Minn. 177, 89 N.W.2d 635 (1958)
  • Minn. Op. Atty. Gen. 159a-16 (May 10, 1966)

Cross References:

  • Uniform Financial Accounting and Reporting Standards (UFARS)
  • Manual for Activity Fund Accounting (MAFA)
  • Policy 511 (Student Fundraising)
  • Policy 701 (Establishment and Adoption of School District Budget)
  • Policy 701.1 (Modification of School District Budget)
  • Policy 701.2 (Purchasing)
  • Policy 702 (Accounting)
  • Policy 703 (Annual Audit)
  • Policy 704 (Development and Maintenance of an Inventory of Fixed
  • Assets and a Fixed Asset Accounting System)
  • Policy 706 (Acceptance of Gifts)

Reviewed: 10-13-16

Approved: 11-17-16