801 FISCAL MANAGEMENT - GOALS AND OBJECTIVES

The Sevier County Board of Education will practice sound fiscal management procedures which guarantee maximum use of all resources provided.

In fiscal management, the Board seeks to achieve the following goals: 

• To engage in advance planning, with broad-based staff and community involvement;
• To establish levels of funding which will provide quality education for the system's students;
• To use the available techniques for budget development and management;
• To provide timely and appropriate information to all staff with fiscal management responsibilities; and
• To establish efficient procedures for accounting, reporting, purchasing, and delivery, payroll, payment of vendors and contractors, and all others areas of fiscal management.

802 GIFTS AND BEQUESTS

Last Updated Date: 07/12/1999

The superintendent of schools is authorized to accept gifts to the school system and may designate others to accept gifts for a particular school in behalf of the Board of Education.

In instances where the superintendent or his/her designee doubts the appropriateness of usefulness of an offered gift, the gift may be declined or the matter referred to the Board.

In accepting gifts and donations, the following guidelines shall be followed:

• Unless otherwise expressly specific in writing, all property contributed, given, or otherwise placed on school premises shall for all intents and purposes be a gift and shall become school system property subject to the same controls and regulations that govern the use of other school-owned property;
• Contributions of equipment or services that may involve major costs for installation, maintenance, or initial or continuing financial commitments from school funds shall be presented by the superintendent for Board consideration and approval; and
• Individuals or organizations wanting to contribute supplies or equipment will consult with school officials about the feasibility of accepting such contributions prior to the solicitation of funds or the making of budgetary appropriations.

803 AUDITS

An audit of all fiscal accounts, including accounts and records of all school student activity funds, will be made by a certified public accountant following the end of the fiscal year.
 

The superintendent will furnish or make copies of the audit available to the proper authorities as prescribed by law.

When an administrative change occurs during the fiscal year and the position is responsible for the expenditure of funds, a special audit of accounts involved will be conducted. This special audit will be as extensive as the Board may determine.

804 ACCOUNTING SYSTEM

Last Updated Date: 07/12/1999

The superintendent of schools shall maintain a system of accounting, arranged according to the regulations prescribed by the Commissioner of Education, which provide a detailed and accurate account of all receipts and disbursements of the schools.

The Board authorizes each respective school under its jurisdiction to receive activity and other internal funds, such as athletic ticket money, school lunch funds, and school class funds.

The Board shall hold each principal responsible for the management of all internal accounts under his/her jurisdiction in accordance with the Tennessee Internal School Uniform Accounting Policy Manual.

805 PURCHASING

Last Updated Date: 11/14/2022

The Sevier County Board of Education will purchase competitively. The superintendent will designate a member of his/her staff to serve as the purchasing agent for the Board.

All purchases of supplies, materials, equipment, and contractual services in excess of twenty-five thousand dollars ($25,000), including those of individual schools, will be based on competitive bids. These bids will be solicited either electronically or by advertisement in a newspaper of general circulation in Sevier County. This advertisement requirement may be waived in an emergency. The principal will serve as the purchasing agent in each school. Purchases of like items shall be aggregated for the purpose of this bid threshold.

The lowest and best bid will be accepted, provided the Board reserves the right to reject any or all bids or any part of any bid and, if applicable, to accept that bid which is best as evidenced by reasons relative to the purpose of the purchase. Any bid may be withdrawn prior to the scheduled time for the opening of the bids. Any bid received after the time and date specified will not be considered.

The bidder to whom the award is made may be required to enter into a written contract.

At least three (3) written quotations shall be required wherever possible for purchases costing between ten thousand ($10,000) and twenty-five thousand dollars ($25,000).

Contracts for legal services, educational consultants, and similar services by professional persons or groups will be based on recognized competence and integrity as well as competitive prices.

All purchases made by the school system will be by purchase order or formal contract, and no purchase will be made nor payment approved unless covered by approved purchase order or contract.

Emergency Purchases

Emergency purchases are those which are necessary to avert hazards which threaten health or safety, to protect property from damage, or to avoid major disruption of educational activities. Emergency purchases may be made with the approval of the Superintendent or Assistant Superintendent of Schools, if within budgetary limits and deemed essential. If the purchase is valued at twenty-five thousand dollars ($25,000.00) or greater or is outside the official bid process or competitive bidding policy, the Board of Education must be advised promptly. In addition, if the purchase is of such a significant magnitude as to impact on the integrity of the budget, the chairman shall call a special or emergency meeting of the Board to deal with the matter. In any event, the Board shall be advised promptly of all emergency purchases.

806 PAYROLL PROCEDURES

Last Updated Date: 07/12/1999

The superintendent of school will determine payroll dates for Board employees and will publish these dates prior to the beginning of the school year. The superintendent will consider the teacher contract when establishing these dates.

No advance payments of salary will be made.

The following will be the Board of Education policy for employee deductions, except as otherwise provided by law:

• In order for employees to have payroll deductions made from their monthly payroll checks, they must be member of a group that consists of at least 20% of the total number of employees of any group, certified or non-certified.
• A company and/or organization must obtain a signature of commitment to purchase from a minimum of 20% of the total number of employees of any group before the Board will consider a company's and/or organization's request for payroll deduction.

Upon appropriate written authorization, the Board shall make deductions approved by the Board from the salary of the employee. Authorizations must be filed in the office of the superintendent.

807 ANNUAL OPERATING BUDGET

Last Updated Date: 02/09/2009

All school system budgets are the operational plans stated in financial terms which describe the programs to be conducted during the fiscal year beginning July 1 and ending Jun 30 the following year.

Preparation Procedures

Budget planning shall include an analysis of previous staffing, curriculum and facilities, and projections requiring additional staffing, curriculum modifications, and additional facilities.

The budget proposal should be balanced, consistent with Board policy and contract conditions, to include provisions for:

• Programs to meet the needs of the entire student body;
• Staffing arrangement adequate for proposed programs;
• Maintenance of the district's equipment and facilities; and/or
• Efficiency and economy.

Budget preparation shall be the responsibility of the director of schools. The director will establish procedures for the involvement of staff, including requests from department heads and principals, all of whom shall seek advice and suggestions from other staff and faculty members.

Hearing and Reviews

The proposed budget will be available for inspection by various interested citizens or groups in the office of the director of schools.

Final Adoption Procedure

The director shall file with the Commissioner of Education a copy of the budget with ten days after its adoption.

808 LINE ITEM TRANSFER AUTHORITY

Last Updated Date: 07/12/1999

Line-item transfers within major categories shall be made upon the recommendation of the superintendent of schools and approval by the Board of Education.

Transfer between major budget categories shall be made with the approval of the County Commission.

809 REVENUES

Last Updated Date: 07/12/1999

Any money collected by any school shall be documented by a written receipt.

The schools may receive funds collected from activities and for events held at or in connection with the school, including contracts with other schools for inner-school events. To be included in this accounting are all monies collected from lunch rooms, athletics, entertainments, school clubs, fee, concessions, and all fund raising activities. Each principal shall determine the reconciliation method to be used for all events which require a ticket.

The purchase of items intended for resale for profit through the schools shall be subject to sales tax based on the purchase price to the vendor providing the service or item. Resale items not intended to generate a profit shall be determined by the principal.

Fees

School fees are to be kept to a minimum and may be expended only for the purposes for which they were collected. No fees shall be required of any student as a condition to attend the school or use its equipment. School fees shall be waived for students who receive free or reduced lunches. No student will be penalized for non-payment of any materials fee.

School Fees are defined as follows:

• Fees for activities that occur during regular school hours, including field trips;
• Fees for activities and supplies required to participate in all courses offered for credit or grades;
• Equipment and supplies required to participate in inter-scholastic athletics and marching band, if taken for credit;
• Fees or tuition for courses taken for credit or grade during summer school;
• Fees required for graduation ceremonies:
• Fees for a copy of the student's records; and
• Refundable deposits for locks or other security devices required for protection of school property when used in con-junction with courses with courses taken for credit or grades.

School fees are not:

• Fines for overdue library books;
• Fines for the abuse of school parking privileges and other school rules developed for the safe and efficient operation of the school;
• Charges for lost, damaged, or destroyed textbooks, library books, workbooks, or other school property;
• Charges for debts owed the school;
• Refundable deposits for locks or other security devices required for protection of school property when used in not-for-credit extracurricular activities;
• Costs to participate in not-for-credit extracurricular activities, including athletics; and
• Tuition for non-resident students.

Extended School Programs

Extended school funds for programs ran by the school shall be collected at the individual schools and receipted and deposited in the school bank account. The principal shall report the collections and pay the Board of Education by school check.

Fines
Students who destroy, damage, or lose school property, including but not limited to buildings, school buses, books, equipment, and records, will be responsible for the actual cost of replacing or repairing such materials or equipment.

The grades, grade cards, diploma or transcript of a student who is responsible for vandalism or theft or who has otherwise incurred a debt to a school may be held until the student or the student's parent/guardian has paid the damages. Such sanctions shall not be imposed if the student is not at fault.

Grants

Grants for educational purposes made available by the state and/or federal government may be sought by the school system but only when the conditions of their availability are in harmony with purposes and policies of the Board of Education and the laws of the state and county. Principals may apply for and receive grants for their individual schools but funds must be recorded in a separate restricted fund account.

Board Allocations 

Allocations to each school from the General Purpose School Fund as approved by the Board through the budget process shall be received and accounted for by the school and are not to be considered student activity funds.

810 FINANCIAL REPORTS AND RECORDS

Last Updated Date: 07/12/1999

The Executive Committee shall submit to the Board of Education at each regular Board meeting a report of all business transacted since the last regular meeting.

A report indicating all receipts and expenditures will be given quarterly to the County Commission. Each report will show the amount of the annual appropriation, the amount expended by account to date, the amount encumbered and the free balance in each account.

The superintendent of school shall submit monthly financial report to the Board and to state and federal agencies as required.

Each principal shall submit to the superintendent or designee at the end of each calendar month on a prescribed form the receipts, expenditures and cash balance of all accounts under his/her jurisdiction. The reports shall be made available to the Board at its request.

The superintendent shall maintain financial records as required by regulation and applicable state and federal law. The Board may choose to extend the retention time for certain records.

811 INVESTMENT EARNINGS

The building principal is authorized to invest excess funds of the school in savings accounts. Interest earned on general fund accounts shall be credited to the general fund revenue. Interested earned on restricted fund accounts shall be credited to revenue in each restricted account.

Food service funds shall be kept separate from other school funds and interested earned on food service fund deposits shall be credited to food service revenue.

All funds shall be deposited into accounts that are fully protected by appropriate federal insurance (FDIC, etc.).

Reports of the investment shall be made to the Board annually.

812 PERSONAL PROPERTY SALES

Last Updated Date: 02/09/2009

Related Policies & Documents: BP 714; BP 815

When equipment, books, materials, and other personal property no longer have an intended use by the system or are no longer capable of being used because of condition, the Board of Education will declare them surplus property and authorize their disposal.

813 DEPOSIT OF FUNDS

Last Updated Date: 07/12/1999

All income payable to the Board of Education will be deposited with county trustee, who will credit it to the appropriate account.

All monies collected at the building level must be cleared through the principal's office.

The principal or his/her designee shall deposit funds daily if possible, but no later than three working days after being received. Deposit slips will be filed along with other permanent records. Each deposit slip must show the various receipt numbers. The total amount of deposit shall be shown on the last receipt deposited.

Monies collected at the building level must be deposited to no more than three bank accounts:

• General school fund/restricted accounts;
• School food service; and/or
• Savings.

814 BONDED EMPLOYEES

Last Updated Date: 07/12/1999

The superintendent of schools and all other employees who handle school monies shall be bonded in order to indemnify the school system against the loss of any funds.

The Board of Education shall determine the amount of the bond, giving consideration to the total amount of money and/or property that is handled in each school.

815 INVENTORIES

Last Updated Date: 02/09/2009

The director of schools shall establish an accurate inventory procedure for all schools involving real and personal (e. g., material and equipment) property, and this system shall be implemented at each school facility. Administrative personnel shall ensure that a physical count of all such property is taken at the end of each fiscal year, and this inventory shall be properly entered on the appropriate records for accounting purposes.

Each school shall maintain a complete inventory with a duplicate maintained in the central office.

The director will establish procedures for administrators to follow which meet all federal accountability guidelines, including guidelines for purchasing, inventorying, security and disposition of all equipment purchases with federal funds.

816 EXPENDITURE OF FUNDS

Last Updated Date: 07/12/1999

Students or school employees are not permitted to make purchases in the name of the school without proper written authorization. Schools are not liable to pay for any unauthorized purchases made by a student or school employee.

Employees who authorized or contract for any obligation in violation of this policy shall assume personal responsibility for the payment of the obligation, shall be subject to dismissal from employment and shall be subject to applicable civil and criminal proceedings. Any obligation, authorization for expenditure or expenditure made in violation of the law and this policy shall be illegal and void.

The Board of Education must approve the following purchases:

• One that is to be attached to or one that requires alteration of the building;
• One that will become a permanent fixture; and/or
• Lease purchase agreements or other contracts that will have the effect of creating long-term liabilities, since schools are prohibited from recording long-term liabilities in the school accounts.

817 PURCHASE ORDERS AND CONTRACTS

Last Updated Date: 01/09/2023

All purchases made by the school system shall be by purchase order or formal contract, and no purchase shall be made nor payment approved unless covered by an approved purchase order or contract.

Purchase orders will include the following:

• A specification which adequately describes to the supplier the characteristics and the quality standard of the item required;
• A firm, quoted, net delivered price, whenever possible; and
• Signatures of the purchasing agent and financial director. Note that food service purchase orders require only the signature of the purchasing agent.

Contracts shall be made only with responsible suppliers with the following considerations:

• The supplier has the potential ability to perform successfully under the terms and conditions of a proposed procurement;
• A system for contract administration shall be maintained to assure supplier conformance with terms, conditions, and specifications of the contract or purchase order, and to assure adequate and timely follow-up on all purchases;
• Contracts shall contain such provisions or conditions which will allow for administrative, contractual, or legal remedies in instances where suppliers violate or breach contract terms, and provide for such sanctions and penalties as may be appropriate;
• All contracts, including those of individual schools, will meet all requirements of state and federal laws, rules, and regulations.

• All contracts involving construction, renovation, or installation exceeding $100,000.00 will require a performance bond (a bond to the effect that the contractor will pay for all the labor and materials used by the contractor or any immediate or remote subcontractor under the contract) for 25% of the contract price. This requirement shall not require a performance bond for any construction, renovation, or installation equal to or less than $100,000.00. In regard to all contracts for construction management, all parties submitting a bid must post a bid bond equal to 10% of the value of the services proposed and the value of the work to be managed along with any bid or may at the time of contracting provide payment and performance bonds in amounts equal to the combined monetary value of the services of the construction manager and the value of the work to be so managed.

818 VENDOR RELATIONS

Last Updated Date: 02/09/2009

Each order will be placed on the basis of quality, price, and delivery. Past service will be a factor if all other considerations are equal.

No person officially connected with or employed by the school system will be an agent for, or have any financial compensation or reward of any kind from any vendor for the sale of supplies, materials, equipment, or service.

Individual schools shall execute a written agreement with vendors for all fund-raisers. The agreement shall include, but is not limited to, the following:

• The division of profits that result from the activity;
• Payment of sales tax;
• Delivery date(s);
• Package prices or other charges; and
• Scheduled dates of service.

Vendors visiting separate schools shall contact and secure the permission of each principal's office prior to visiting professional staff members. Vendor's visitations to schools shall not be permitted to interfere with the normal instructional and learning process.

All fund-raisers must be approved by the director’s designee and must be forwarded to the central office prior to the start of the fund-raiser.

819 STUDENT SOLICITATIONS/FUNDRAISING ACTIVITIES

Last Updated Date: 02/11/2019

The schools shall avoid exploiting students, whether by advertising or otherwise promoting products or services, soliciting funds, or securing participation in non-school related activities and functions.

Fundraising Activity Approval

The principal must obtain written approval from the superintendent or designee for all school fundraising activities. Authorization should include the following information:

• A description of the proposed fundraising activity;
• Purpose of the fundraising activity;
• Amount of money needed and proposed uses;
• Present balance of affected fund and/or accounts;
• Expected student involvement in fundraising activity (school- wide or individual class or club);
• Anticipated beginning and ending dates;
• Margin of profit and how it is to be paid to the school; and
• The name of the event organization and/or ticketing vendor to be used (if applicable); see Board Policy No. 825.

Required Documentation

To document that profits from fundraising activities were expended for purposes for which they were raised, a designated employee should prepare a fundraiser summary report. This report would include a summary of expenditures showing how the profits were used. This form should be prepared and filed in the school office as close as possible to the time that the money is expended. In the event that there are excess proceeds or there is a change in the authorized purpose for the funds raised, these changes must be approved by the superintendent or designee in writing.

PTA/PTO/Parent group fundraising activities are not included in these requirements. These monies are not directly in control of the principal and are not placed in the school's bank account. Principals should monitor these fundraising activities to ensure that students are not exploited as noted above.

820 COMPETITIVE FOODS RELATING TO FOOD SERVICE

Last Updated Date: 10/13/2014

The US Department of Agriculture prohibit the sale of certain beverages and other categories of foods in school buildings. School food service directors, principals, and cafeteria managers will work together to ensure compliance with USDA regulations. Individual principals may further limit sales as they deem appropriate. This would be especially appropriate for elementary schools servicing students in grades K – 5.

821 FOOD SERVICE COLLECTION PROCEDURES

Last Updated Date: 11/03/2014

The school food service collection procedures are based upon the offer versus serve process as approved by the Board of Education.

Schools will utilize the point of sale collections following the Horizon system- again as designated by the Board of Education. Students will either use key pads or input devices using magnetic cards to input student data into the Horizon system. Cashiers, using computer terminals, will view each tray or item(s) that the student has chosen and determine, following federal and state guidelines, if a reimbursable meal has been chosen. If so that appropriate input will be made. If not, the student will be charged for the individual item(s) and that appropriate input(s) will be made. For adults or visitors, cashier(s) will insure that the appropriate input is made to insure that no reimbursement is requested.

The Horizon system allows easy pre-payment by parents/students for meals. Each manager will accept these pre-payments and appropriately record them in the computer.

The Horizon system allows for processing of student charges. Appropriate Board policies will be followed for such charges.

The Horizon system allows easy processing of free/reduced students. Cashiers and other school personnel will not make any overt designation of the free/reduced students as they process through the point of sale/computer terminal.

Following the Horizon guidelines, cashiers will count their cash drawers at the appropriate times. At least two persons will be involved in these counts to prevent any appearance of improper counting.

Counts of cash will be recorded on approved forms. Deposits will be made within three working days as required by state guidelines.

822 SCHOOL SUPPORT ORGANIZATIONS

Last Updated Date: 10/13/2008

A group or organization that has registered with the Secretary of State of Tennessee as a school support organization and submitted proper documentation may enter into cooperative agreement(s) with the Board. The group or organization may then use the name, mascot, or logo of a Sevier County public school or the school district to solicit or raise money, materials, property, securities, services, or other things of value.

A civic organization operating concessions or parking at school-sponsored events is not a school support organization subject to this policy but must submit adequate proof of insurance.

The Director of Schools or designee shall annually post a list of organizations that are recognized as school support organizations on the school district’s web site. Any forms, annual reports, or financial statements submitted shall be open to public inspections as public records.

The Director shall create procedures to oversee the relationship between the Board and any school support organization. These procedures include:

• Any agreement between the Board and a school support organization must be in writing and signed by the Director or designee and an authorized agent of the school support organization. The agreement will include language stating the support organization will abide by policies and procedures regarding school support organizations.
   
• Prior to entering any agreement, a school support organization will submit the following:
  • • Documentation confirming the support organization’s status as a nonprofit organization, foundation or a chartered member of a nonprofit organization or foundation;
    • A written statement of the goals and objectives of the group or organization; and
    • The principal contact’s telephone number and address as well as the phone numbers and addresses of each officer of the group.
       
• The Director will designate a date after the end of the school year, by which time support organization must provide a detailed statement of receipts and disbursements to the school principal or the Director’s designee.
   
• The school support organization must abide by all applicable Federal, State, local laws as well as ordinances and regulation in all of its activities.
   
• The school support organization will maintain a copy of its charter, bylaws, minutes, and documentation of its recognition as a nonprofit group.
   
• The school support organization will maintain financial records for a period of at least four (4) years.
   
• The support organization must operate within the applicable standards and guidelines set by related state association(s) and must not promote, encourage, or acquiesce in any violation of student or team eligibility requirements, conduct codes or sportsmanship standards.
   
• The support organization’s officers must ensure that the organizations funds are safeguarded and are spent only for purposes related to the stated goals and objectives of the organization.
   
• The support organization must obtain the approval of the Director or designee before undertaking any fundraising activity that utilizes any property or facilities owned or operated by the Board.
   
• The support organization must provide access to all books, records, and bank account(s) for the organization to officials of the Board, school principal(s), or auditors of the state comptroller’s office.
   
• A Board employee cannot act as a treasurer or bookkeeper for any support organization or be a signatory on the checks of a support organization. A majority of the voting members of any support organization will not be composed of employees of the Board.
   
• The Director may enact procedures to suspend or revoke the authorization of any support organization for a failure to abide by the policies and procedures as listed above.

823 REQUISITIONS

Last Updated Date: 02/09/2009

The director will designate personnel to be responsible for making requisitions. All approved requisitions will be submitted to the designated purchasing agent (for individual schools - the principal) on approved system forms.

After approval of the purchasing agent, a purchase order will be completed. A copy of the requisition will be filed with the purchase order.

824 CREDIT CARDS

Last Updated Date: 08/12/2013

The Sevier County Board of Education and its personnel will practice sound fiscal management of system credit cards in compliance with the Tennessee Internal School Uniform Accounting Policy Manual. Any credit card user must also comply with the Sevier County Schools Credit Card Procedure. No employee shall be granted permission to use or access to a school system credit card prior to said employee signing the Credit Card User Agreement.

Each school’s principal may apply for a credit card in the name of his/her school. The principal shall then follow the Sevier County Schools Credit Card Procedure. Credit cards not currently in use should remain stored in a safe or in a locked drawer to provide for safekeeping.

A listing shall be maintained of all issued credit cards as well as all authorized users. The principal shall assign each card a per transaction and per day limit. When multiple employees are permitted to use one credit card, a separate log shall be maintained for each card. The log will include columns for: (1) user name; (2) user signature; (3) date checked out; and (4) date returned. The Credit Card Controller must initial each entry twice (time of check out and time of return).

Any time an authorized credit card user departs from his/her employment with Sevier County Schools, the listing of issued cards must be checked and inventoried. As soon as is practicable, the credit card provider should also receive a request to remove the departing employee’s name from any list of authorized users.

Credit cards should only be utilized when the use of a standard purchase order is either impossible or would result in an unnecessary delay during a time of emergency. No school system credit card should ever be utilized for personal reasons and/or cash advances. This means that authorized users should submit timely statements/invoices in compliance with the Sevier County Schools Credit Card Procedure. An employee who violates the terms of this policy or the corresponding procedures could face
disciplinary action up to and including termination.
 

The corresponding principal and Credit Card Controller must be notified immediately regarding any lost or stolen cards. The Credit Card Controller must also ensure that card statements are paid in full each month to prevent the school system from incurring finance charges. Copies of any such statement shall be made available to the Director of Schools, Assistant Superintendent for Finance & Human Resources, principal, internal auditors and/or board members upon request.

Some credit card agreements offer premium or bonus incentives based upon purchases made. Premiums that consist of cash should be deposited into the school system’s general fund. Premiums that consist of non-cash items or rewards should be used for the benefit of the school system.

825 EVENT ORGANIZATION AND TICKETING VENDOR POLICY

Last Updated Date: 02/11/2019

A school may choose to use an event organization and/or ticketing vendor to promote a fundraising event and/or offer participants the option to purchase tickets online. However, prior to utilizing the services of any event organization and/or ticketing vendor, the fundraising activity must be approved per the process outlined in Board Policy No. 819.

Any fees incurred for the utilization of an event organization and/or ticketing vendor, including but not limited to, percentage and/or per ticket fees and/or credit card processing fees, may be absorbed by the school or passed along to the ticket buyer/participant. Remittance payments from the event organization and/or ticketing vendor must be sent directly to the school via check made payable to the school.

Once collections are received from the event organization and/or ticketing vendor, the school should ensure that a proper division of profits is made in accordance with the fees charged by the event organization and/or ticketing vendor. Then, the school must prepare a summary report detailing the ticket sales and any fees incurred with the deposit to the school’s bookkeeper.

All other requirements of Board Policy No. 819 must be followed in terms of tracking monies obtained from these event organizations or ticketing vendors by providing summary report for the fundraising event to allow a detailed account of these ticket sales to be included in the Fundraiser Collections Analysis Report to the State.

826 EMPLOYEE FUNDRAISING FOR NON-EDUCATIONAL PURPOSES

Last Updated Date: 06/10/2019

Sevier County Board of Education may authorize any school (principal, teacher, school employee, or any other person employed by the school district) to raise funds for non-educational purposes for the benefit of the school, school personnel, student or student family. Funds may be raised from such activities as vending machine revenue, donations, or any other source approved by the Superintendent of Schools or his/her designee. Non-educational purposes include bereavement, award recognition, employee morale, banquets, benevolence or any other non-educational purposes approved by the Principal and Superintendent of Schools or his/her designee. Funds will be accounted for in a restricted account in the individual school accounting records for accountability purposes. This includes receipt, disbursement, and accounting of all funds.

Fundraising Activity Approval

In order to raise funds for non-educational purposes the school (the individual) must obtain written approval from their school principal and district supervisor. To obtain authorization, the individual must provide the school principal or district supervisor with the following information:

• A description of the proposed fundraising activity;
• Purpose of the fundraising activity; and

Required Documentation

To document that profits from fundraising activities were expended for purposes for which they were raised, a designated employee should prepare a record demonstrating the monies raised and expenditures made. This record should be filed with the school office.