Updated June, 2014
- Ensure all checks are made payable to “Southwest Local Music Boosters” or “Harrison Music Boosters”. Any checks made payable to Southwest Local Schools or other groups will be returned.
- The memo line of checks should be used to note which group (Band & Color Guard, Show Choir, Treble Cats, etc.) is receiving the deposited funds.
- Please provide a summary sheet that lists all checks received and provides subtotals for checks and cash. A sample Excel file is available from the Treasurer.
- Make a separate deposit request for credit card charges. These charges are handled by our credit processor and show up as a separate deposit into the Music Booster checking account. It is easier to reconcile our account if credit card charges are not included with cash and check deposit requests.
- Payment requests for expenses associated with the music groups must be signed by a Music Booster officer. For fundraisers (Concessions, Oasis, etc.), the requests can be signed by Music Booster officers or event chairpersons. Payment requests can not be signed by the payee.
- Provide a separate request for each payee.
- Members should notify vendors that the Music Boosters is a tax-exempt organization when making purchases. The Treasurer can provide a blanket certificate of exemption.
- Members requesting reimbursement must have receipts for their expenses. Copies of the actual register receipts are required, not credit card statements, etc. They should provide a summary sheet if they have multiple receipts.
- If advance payment is required by a vendor, they should create an invoice detailing the services rendered or items being purchased.
- For payments to vendors, invoices should always be attached to payment requests, not statements.
- For payments to individuals for services rendered (IRS Form 1099 Reportable Payments) such as choreographers, music arrangers, instructional staff, labor (including sewing), etc., two items are required:
- An invoice detailing the services provided. If the individuals do not have an invoice form, the Music Booster Treasurer can provide a template to them. An invoice should be provided with every payment request.
- A W-9 form (IRS Form W-9 or equivalent form). A new form is required the first time an individual is paid each calendar year, or if their address changes. Payments to individuals are reported if their total equals or exceeds $600.00 for the calendar year.
- If a special event coordinator wants to request authority for payment requests (Show Choir Double H Chairperson, etc.), the Treasurer must be notified in writing.
- A budget for expected expenditures and/or authority for requests not to exceed a specified amount should accompany the request.
- For each event, a Cash Request Form must be completed one (1) week in advance of the event and given to the Treasurer. This gives the Treasurer sufficient time to order cash.
- On the day of the event, the Treasurer will deliver the requested number of cash drawers already filled with the cash amounts requested for each drawer.
- Cash drawer recipients must be adults. Students are prohibited from handling cash.
- Cash drawer recipients cannot be individuals who are related.
- Both the Treasurer and the Recipient of the cash drawer must sign the Cash Drawer Record Form. The form should be placed in the cash drawer.
- Cash drawers must be supervised at all times before, during and after events.
- At the end of the event, the individual responsible for a cash drawer(s) must turn the cash drawer into the Counting Team.
- Both the Counting Team and the individual responsible for the cash drawer must sign the Cash Drawer Record Form.
- The Counting Team is composed of two (2) or more adults selected by the event coordinator and approved by the President or Vice-President.
- The Treasurer is prohibited from being a Count Team member,
- At least two (2) members of the Count Team will count each drawer.
- During the counting process, two (2) copies of the Count Sheet must be filled out for each drawer.
- Once two (2) members of the Count Team have counted each drawer, both members must sign and date both copies of the the Count Sheet.
- One (1) copy of the Count Sheet should be given to the Treasurer.
- The second copy of the Count Sheet should be given to the event coordinator, President or Vice-President.
- Cash should be banded and coins should be rolled.
- Once all drawers are counted and all Count Sheets are signed and dated, the cash and one (1) copy of the Count Sheets should be given to the Treasurer.
- The Treasurer should deposit the money in the bank as quickly as possible using a Night Drop Box if possible.
- The Treasurer will debit the appropriate group fund for the returned check amount.
- This group will also be charged the NSF fee (currently $20.00) that is included in the following month’s checking service charges.
- The Treasurer will notify the appropriate director of the charges.
- After checking with the paying bank for adequate funds, the Treasurer will deposit the check again. If there are still insufficient funds, the check will be returned to the appropriate director.
- The Treasurer will invoice the individual for the original check amount and/or the NSF fee. The invoice will be forwarded to the appropriate director for collection.