I. Introduction

II. Duties and Responsibilities of the Principal

1. The principal is responsible for all Special Funds deposited into his/her individual school accounts. No Special Funds may be expended without the knowledge and consent of the principal. No obligations may be incurred which cannot be liquidated by the end of the fiscal year (except as recommended by the superintendent and approved by the Board).
2. In respect to restricted funds, the principal is, in effect, a trustee of these funds and is charged with the responsibility of managing and expending these funds for their intended use.
3. In respect to non-restricted funds, the principal is responsible for the budgeting and accounting of these funds in accordance with the budget format and accounting procedures described below.
4. All checks or drafts made on school accounts shall be signed by the principal and the treasurer.

III. Duties and Responsibilities of the Treasurer

IV. Duties of Teachers and Other Staff

1. Receipts - All teachers or teacher assistants who receive and/or collect funds from students, their parents, or others shall maintain a duplicate receipt book as a record of all cash and checks received. At the discretion of the principal, teachers or teacher assistants who receive and/or collect funds in an amount less than $20 per payment may be authorized not to provide a duplicate receipt (unless requested by the student or the student's parent) and to place the cash and checks in an envelope by purpose (i.e. field trip, lock fees, etc.). On the outside of the envelope, they shall record the date, name of the payer, amount collected, the form of payment (cash or check), and the daily total.

2. Cash Disbursements - All teachers and other staff members who make purchases and seek reimbursements from school funds must present appropriate invoices and/or sales receipts to vouch for such expenditures and receive payments.

V. Budget Preparation

1. Each school shall have a budget committee consisting of the principal, the treasurer, and at least three (3) members of the school's teaching staff.
2. The committee shall study the needs of the school and make budgetary recommendations. The principal shall consider the recommendations of the committee when preparing the school's budget for submission to and consideration by the superintendent.
3. The principal shall submit to the superintendent by October 15 of each school year the budget for the non-restrictive funds of the individual school. This budget shall be on forms provided by the Finance Office. Whenever it becomes necessary, due to unforeseen circumstances, to amend the original budget, amendments shall likewise be submitted to the superintendent on standard forms provided by the Finance Office.
4. A copy of the budget and any amendments shall be posted in the office and the library at all times.

VI. Accounting Procedures

VII. Definitions of Expenditures

1. Athletics - Expenses incurred in the operation of interscholastic team sports sponsored by individual schools.
   1. Salaries and contracted services - money paid to athletic officials, to professional employees for extra duties as approved by the Board of Education, and to classified employees for overtime work in accordance with administrative regulations, including employee benefits. Salaries paid to school system employees must be paid through the Finance Division, Payroll Office.
   2. Supplies and equipment - money expended for the purchase and maintenance of athletic uniforms, athletic equipment, and consumable and non-consumable supplies (e.g. tape, towels, medical supplies, programs, etc.)
   3. Stadium rentals - Self-explanatory
   4. Other - all other expenses not listed above. Any item of expenditure that will exceed $250 per item must be specifically itemized.
      1. Curricular and Extracurricular Activities - Disbursements made in connection with any type of program or function concerning the general welfare of the school (e.g. parent visitation day, class parties, teachers meeting refreshments, guest speakers), supplies or equipment for nonathletic extra-curricular activities (e.g., drama club, debate club, and other student activities).
      2. Instructional Equipment - Expenditures which supplement funds appropriated by the Board of Education for purchase or lease of equipment that serves the instructional program (e.g. AV, science laboratory, physical education, vocational and theater lighting equipment).
      3. Instructional Supplies and Materials - Expenditures which supplement funds appropriated by the Board of Education for supplies and materials which serve the instructional program (e.g. library books, computer software, manuals, guides, games, workbooks, kits, specimens, films, slides, posters, chemicals, art supplies, vocational and industrial supplies, etc.).
      4. Locks - Monies to be spent buying and repairing locks and refunds to students.
      5. Maintenance and Improvements - Disbursements for the repair, improvement, and maintenance of the school building and grounds to include janitorial supplies supplementary to Board appropriation, landscaping, and grounds-keeping expenses, furniture, air conditioners, etc.
      6. Office Expenses - Expenses incurred in operating the school office (e.g. telephones, printing, stationery, office supplies, postage, bank charges, and checks).
      7. Concessions - Money spent in order to purchase stock and inventories for concessions, including athletics, and sales taxes on concession sales.
      8. Other - All other expenses not otherwise defined, including benevolence and aid to indigent students. All expenditures exceeding $250 per item must be specifically itemized in the school's budget.
      9. Salaries and Contracted Services - Money paid to professional employees for extra duties as approved by the Board, paid for contracted services, and paid to classified employees and students in accordance with wage and overtime pay administrative regulations, including employee benefits. Salaries paid to school system employees must be paid through the finance Division, Payroll Office.
      10. School Publications - Disbursement for printing and publication of any school newspaper, yearbook, newsletter to parents, handbook, etc.
      11. School Store and Vending Machines - Money spent for purchase of stock and inventory of school store, including sales tax on sales of supplies, purchase and/or lease of vending machines.
      12. Transportation - Disbursements for transportation of students to and from school activities, including athletics. Operation and maintenance costs of activity buses are also included.
      13. Travel - Reimbursement to school employees for travel in the course and scope of their employment with the school system in accordance with administrative regulations for mileage and per diem allowances.

VIII. Restrictions

1. Gifts or bonuses of money or goods to any school employee from or paid for by school funds, either restricted or unrestricted, are prohibited. This restriction does not apply to:
   1. Compensation for services rendered, which must be paid through the payroll office, such as:
      1. honorariums paid to employees who provide services for curriculum and staff development;
      2. overtime pay for janitors, etc.;
   2. Incentive awards, honorariums, or any other gifts donated or given to staff members in recognition of outstanding achievement, exemplary service, or for any other reasons deemed appropriate by a PTA/PTSA, business partner, or any other school-related organization.
   3. Benevolent gifts to employees, provided that the gift is purchased with funds derived solely from employee contributions; and
   4. Refreshments or meals provided in conjunction with staff development activities; provided that:
      1. the cost of each meal does not exceed the per meal allowances set forth in Wilkes County Schools' Policy.
      2. funds are specifically budgeted for this purpose in a local school's budget; and
      3. the funds allocated by the Board of Education to each school for "supplies for student activities" may not be expended for this purpose.
2. All monies received by the school treasurer and/or principal and deposited in the individual school bank account come under the rules and regulations of Policy 8410 and this administrative regulation (e.g. the PTA may make a direct gift to a school employee; however, if the money is given to the principal for deposit, such funds then come under the provisions of this regulation and such gift would be prohibited).