Financial Management

Treasurer’s Report

The Treasurer’s Report is included in the Minutes of each School Advisory Council meeting and will be posted in the school office and here prior to the next meeting of the Council. Archives of past Treasurer’s Reports are also available.

Financial Management Procedures

The Financial Management Procedures provide guidelines by which the Cornell Village School Advisory Council conducts its financial business. In order to provide a paper trail, the council uses the Funds Transfer Form to transfer funds collected by council members and an Expense Reimbursement Form to request reimbursement for out-of-pocket expenses incurred on behalf of the council.

Background

York Region District School Board (YRDSB) procedure 133 outlines the financial management policies and guidelines to which school councils must adhere. Among these are the following:

• Money collected is to be kept in the school pending deposit to the bank.
• Where possible, two or more individuals should be present when the money is counted and bank deposits are prepared.
• Any expenditure of school council money requires the approval of the school council.

Purpose

The purpose of this document is to clarify the procedures to be followed:

• when transferring funds collected in the name of the Cornell Village Public School and
• when requesting reimbursement for personal funds spent on the authority of the Cornell Village School Advisory Council (CVSAC).

Collection Procedures

As stated in the YRDSB policy, it is preferable to have two or more people present when funds are counted and bank deposits are prepared-at CVSAC, the Treasurer and the person who collected the funds. To deposit funds, please follow the following procedure.

1. Contact the Treasurer and set a time to meet at the school office to count and transfer the funds. In the rare instance a convenient time cannot be agreed upon with the Treasurer, contact the principal.
2. Fill out a funds transfer form available on the school council web site or in the school council Treasurer’s notebook in the school office.
3. The money will be counted separately by each individual and the total noted on the Funds Transfer Form. Both will sign the form. The form will be retained by the Treasurer to assist in creating the monthly and annual Treasurer’s Reports.
4. The Treasurer will complete a deposit slip in the presence of the council member.
5. The funds will then be transferred to the principal for safekeeping in the school safe until the next bank deposit is made.

Expense Reimbursement

Per YRDSB policy, any expenditure of school council money requires the approval of the school council. After you have received council approval and have purchased the item, please follow the following procedure.

1. Fill out an Expense Reimbursement Form available on the school council web site or in the school council Treasurer’s notebook in the school office. Be sure to attach supporting documentation such as a receipt or invoice.
2. Obtain the proper approval. If you are a member of a subcommittee making purchase on behalf of the subcommittee, get your chair’s approval. If you are a subcommittee chair or are making the purchase outside of an established subcommittee, get the chair’s approval.
3. Submit the request to the Treasurer. The Treasurer will record the expenditure and have the reimbursement check prepared.

Download the Financial Management Procedures (PDF 110 KB)

Funds Transfer Form

This form documents the transfer of funds from individual school council members to the Treasurer and/or Principal for safekeeping in the school safe pending the next bank deposit.

Download the Funds Transfer Form (PDF 33 KB)

Expense Reimbursement Form

Complete this form to receive reimbursement for funds outlaid for council business.

Download the Expense Reimbursement Form (PDF 33 KB)

Top of the Page