Forgive me if those of you in Georgia receive this more than once.? I have tried to
sent this e-mail through out state library list_serv three times since last
night...however it never comes back to me that it went out.? TP
Okay, seeking?input from you all about how you handle money at your book fairs.?
Our system has been trying to find a way to include book fair money in the new
stringent accounting procedures that have filtered down from the State.? Starting
this school year, we have had to write receipts for any purchase $5 or over.? This
hasn't been as big of a hassle as I would have thought...but still time consuming
for us...especially at hectic times when my parapro and I are the only ones running
the book fair.??99.9% of the time, it comes down to my parapro and I running it
since we rarely have parent volunteers.
Currently, we cannot use any local money in the school as starter money (like from
the Ice Cream Money bag, etc.).? Instead?I have to figure out how much starter
money we need, have the school cut a check to me in my name from my Local Library
money, go to my bank and have it cashed and get all appropriate change, etc.? This
more than anything disturbs me...not only from having to work in time to go to the
bank, but then I have to keep up with the money until the next day.?
We must?write a receipt for all $5 & above purchases.? I do record amounts spent
under each classroom teacher's name...but do not record the name of the student.?
This takes very little time.? We do this for a contest we have to see which
classrooms spend the most money.? When I turn in the money, I give our Records
Clerk all copies of the yellow receipts and all money collected.? Keep in mind that
we actually have more?money from all the purchases less than $5 that were not
receipted.??We were told to do this daily, but it was easier for the RC and us to
just do it at the end of the week.
?
Recently?we were told that we?might have to start recording the purchase of every
student on a sheet of paper and include their name & amount spent...daily.? The
amount collected and shown on the purchasing sheets and the amount turned in must
match.? The system accounting department is trying to find a way to keep book fairs
from making things so complicated and is looking for suggestions from other systems.
I just received a message that our accounting head had talked with a neighboring
system and they use cash registers.? They do not require receipts to be written for
any amount at the book fairs, as long as they can balance the tape to the amount of
money collected.
My problem with this is that we have tried to use a register before.? I have no
convenient place to plug in a register...not without running a 50 foot extension
cords that would be in the way of foot traffic.? It would also limit us to one
person lines since we would not be able to add things up with the calculators.? Not
to mention the fact that as hectic as it gets at times and then having to make sure
that any mistakes on the register tape are corrected...will be a nightmare.
If it comes down to it, I guess recording the amount each student purchases would
be best for us...at least then we would be able to have two lines.
All suggestions are welcome on how your system handles this.? It's almost getting
to be such a hassle, I wonder if it is even worth it.? But this is the only real
fund raiser I have.
Thanks in advance!
Tony Pope
Library Media Specialist
McHenry Primary School
100 McHenry Dr.
Rome, GA? 30161
Pope1966@aol.com
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