EPISD Fine Arts Policies and Procedures
36.1 GENERAL
All Fine Arts directors are required to adhere to the guidelines listed in this section. These guidelines are intended to standardize the procedures used to account for activities sponsored by the Fine Arts Department.
36.2 DISBURSEMENTS
1. The majority of disbursements for Fine Arts activities are processed through the District's Purchasing Department.
2. Please refer to Paragraph 36.10 and Section 10 (Petty Cash/Change Funds) for guidelines that govern petty cash transactions. NOTE: Petty cash transactions are restricted to a maximum of $99.99 per transaction. The Fine Arts petty cash fund is considered a "District" account for use by the Fine Arts Department ONLY!
3. CASH DISBURSEMENTS FROM CASH COLLECTIONS ARE RESTRICTED!
36.3 RECEIPTS
1. The District does not have an established process for cash collections at the Fine Arts Department location. As such, the Fine Arts Department must utilize the established process at the schools to collect funds for sponsored activities.
2. The campus business offices are closed during the summer months. As such, the Fine Arts Department is authorized to handle cash for the Summer School Theatre Production (See paragraph 36.10). The Facilitator must issue cash receipts to students (at the collection point). Funds must be remitted for deposit when the total on hand is greater than or equal to $100.00 or a minimum of once a week.
36.4 CHARGES:LOST MOUTHPIECES, BOWS, MUSICAL SCORES, OCTAVO MUSIC, MUSIC BOOKS, FINE ARTS VIDEOS, CASSETTES, C.D.’s AND ITEMS WITH BARCODES WHICH ARE LISTED IN THE COMPUTER
1. Employee signs for items checked out from the Fine Arts Department.
2. Fine Arts will bill the respective campus for items not turned in by the second week in May. The campus financial clerk will bill the employee or charge the invoice to the general fund. In all cases, invoices must be paid.
3. The principal is authorized to seek payment from the employee for lost materials.
4. The principal will receive, on a semi-annual basis (January and May), a list from Fine Arts showing over-due items and/or balances due.
5. The invoice will include a signed copy of the form signed by the employee accepting the loan.
6. A copy of the invoice(s) and a check for the total owed is submitted to the Fine Arts Department. The original invoice(s) is/are attached to the Disbursement Voucher.
7. Collections and payments are recorded in the Fine Arts (2176) account
36.5 INSTRUMENT RENTAL FEE
1. The respective campus director will provide a list of students who are renting instruments from the District. This list will be remitted to the campus financial clerk for bookkeeping purposes.
2. The campus director will notify the student's parents that they must submit the rental fee to the campus financial clerk. The clerk receipts the money in accordance with District guidelines.
3. The campus financial clerk uses the list of students (see # 1 above) to account for students who have paid and those that still owe. Collections are recorded in the Campus Fine Arts account.
4. The campus financial clerk should periodically provide the campus director with a list of students who have not paid. It is the campus director's responsibility to address collection problems.
5. Once all students have paid, the campus financial clerk prepares a check for total instrument rental. The campus check and list of students is submitted to the Fine Arts Department. The payment submitted for instrument rental fees must be paid independent of other Fine Arts related fees.
36.6 LOST AND/OR DAMAGED INSTRUMENT CHARGES
1. Fees for lost or damaged instruments will be assessed by the Fine Arts Department.
2. The invoice will be mailed to the student's parents along with a copy to the campus director, principal, and financial clerk.
3. The student’s parents will remit the invoice and payment to the campus financial clerk. Funds remitted are recorded in the campus Fine Arts account.
4. Copies of invoices and total payment for lost instruments and instrument damages will be made to the Fine Arts Department immediately after school is over (before the campus books are closed).
5. Students must be placed on a “Delinquent Fees List” for unpaid fine arts fees.
36.7 SUMMER PROGRAM TUITION & INSTRUMENT RENTAL
1. Guidelines are illustrated in the Summer School Program.
2. Tuition collections are recorded in the campus Fine Arts account.
3. Instrument rental fees are recorded in the campus Fine Arts account.
4. The aforementioned guidelines apply. Payment to the Fine Arts Department will be made immediately after school starts and no later than August 30
.
36.8 MARCHING CONTEST
1. The Instrumental Music Facilitator will be responsible for this section.
36.9 SOLO/ENSEMBLE ACTIVITIES
1. Fine Arts has determined that fees are collected as follows:
Per Student Solo Fee $. 5.00
Per Student Ensemble Fee $ 3.00
2. The campus director collects fees from the students; these fees are recorded on a Collection Log and the Fine Arts “Electronic” Entry Form
3. The collection log and funds are submitted to the campus financial clerk when the aggregate amount collected exceeds $25.00 or a minimum of once a week. Collections are recorded in the campus Fine Arts account.
4. The campus director provides a copy of the list of participating students to the campus financial clerk. The campus financial clerk verifies the accuracy of the list and total collected. The campus financial clerk processes the check for the campus director. The check is given to the campus director.
5. The campus director submits the list of participating students and the campus check to the Fine Arts Department on or before the ENTRY DEADLINES illustrated above.
6. The Fine Arts Department will provide the appropriate Level Associate Superintendent a list of campus directors who did not comply with #6 above.
36.10 SUMMER SCHOOL THEATRE PRODUCTION
1. The Vocal Music/Theatre Arts Facilitator will be responsible for this activity.
36.11 CONTRACTUAL AGREEMENTS & PURCHASING GUIDELINES
1. District employees are restricted from approving contractual obligations. These contracts may include but are not limited to those which impact the District, students, or activities in which students participate.
2. District employees are restricted from signing any contractual obligations as a component of a third party agreement. This restriction includes but is not limited to booster/PTA contracts for activities such as trips.
3. Please refer to the Campus Accounting Manual, Section 9 - Disbursements for purchasing guidelines. - Disbursements for purchasing guidelines.
36.1 GENERAL
All Fine Arts directors are required to adhere to the guidelines listed in this section. These guidelines are intended to standardize the procedures used to account for activities sponsored by the Fine Arts Department.
36.2 DISBURSEMENTS
1. The majority of disbursements for Fine Arts activities are processed through the District's Purchasing Department.
2. Please refer to Paragraph 36.10 and Section 10 (Petty Cash/Change Funds) for guidelines that govern petty cash transactions. NOTE: Petty cash transactions are restricted to a maximum of $99.99 per transaction. The Fine Arts petty cash fund is considered a "District" account for use by the Fine Arts Department ONLY!
3. CASH DISBURSEMENTS FROM CASH COLLECTIONS ARE RESTRICTED!
36.3 RECEIPTS
1. The District does not have an established process for cash collections at the Fine Arts Department location. As such, the Fine Arts Department must utilize the established process at the schools to collect funds for sponsored activities.
2. The campus business offices are closed during the summer months. As such, the Fine Arts Department is authorized to handle cash for the Summer School Theatre Production (See paragraph 36.10). The Facilitator must issue cash receipts to students (at the collection point). Funds must be remitted for deposit when the total on hand is greater than or equal to $100.00 or a minimum of once a week.
36.4 CHARGES:LOST MOUTHPIECES, BOWS, MUSICAL SCORES, OCTAVO MUSIC, MUSIC BOOKS, FINE ARTS VIDEOS, CASSETTES, C.D.’s AND ITEMS WITH BARCODES WHICH ARE LISTED IN THE COMPUTER
1. Employee signs for items checked out from the Fine Arts Department.
2. Fine Arts will bill the respective campus for items not turned in by the second week in May. The campus financial clerk will bill the employee or charge the invoice to the general fund. In all cases, invoices must be paid.
3. The principal is authorized to seek payment from the employee for lost materials.
4. The principal will receive, on a semi-annual basis (January and May), a list from Fine Arts showing over-due items and/or balances due.
5. The invoice will include a signed copy of the form signed by the employee accepting the loan.
6. A copy of the invoice(s) and a check for the total owed is submitted to the Fine Arts Department. The original invoice(s) is/are attached to the Disbursement Voucher.
7. Collections and payments are recorded in the Fine Arts (2176) account
36.5 INSTRUMENT RENTAL FEE
1. The respective campus director will provide a list of students who are renting instruments from the District. This list will be remitted to the campus financial clerk for bookkeeping purposes.
2. The campus director will notify the student's parents that they must submit the rental fee to the campus financial clerk. The clerk receipts the money in accordance with District guidelines.
3. The campus financial clerk uses the list of students (see # 1 above) to account for students who have paid and those that still owe. Collections are recorded in the Campus Fine Arts account.
4. The campus financial clerk should periodically provide the campus director with a list of students who have not paid. It is the campus director's responsibility to address collection problems.
5. Once all students have paid, the campus financial clerk prepares a check for total instrument rental. The campus check and list of students is submitted to the Fine Arts Department. The payment submitted for instrument rental fees must be paid independent of other Fine Arts related fees.
36.6 LOST AND/OR DAMAGED INSTRUMENT CHARGES
1. Fees for lost or damaged instruments will be assessed by the Fine Arts Department.
2. The invoice will be mailed to the student's parents along with a copy to the campus director, principal, and financial clerk.
3. The student’s parents will remit the invoice and payment to the campus financial clerk. Funds remitted are recorded in the campus Fine Arts account.
4. Copies of invoices and total payment for lost instruments and instrument damages will be made to the Fine Arts Department immediately after school is over (before the campus books are closed).
5. Students must be placed on a “Delinquent Fees List” for unpaid fine arts fees.
36.7 SUMMER PROGRAM TUITION & INSTRUMENT RENTAL
1. Guidelines are illustrated in the Summer School Program.
2. Tuition collections are recorded in the campus Fine Arts account.
3. Instrument rental fees are recorded in the campus Fine Arts account.
4. The aforementioned guidelines apply. Payment to the Fine Arts Department will be made immediately after school starts and no later than August 30
.
36.8 MARCHING CONTEST
1. The Instrumental Music Facilitator will be responsible for this section.
36.9 SOLO/ENSEMBLE ACTIVITIES
1. Fine Arts has determined that fees are collected as follows:
Per Student Solo Fee $. 5.00
Per Student Ensemble Fee $ 3.00
2. The campus director collects fees from the students; these fees are recorded on a Collection Log and the Fine Arts “Electronic” Entry Form
3. The collection log and funds are submitted to the campus financial clerk when the aggregate amount collected exceeds $25.00 or a minimum of once a week. Collections are recorded in the campus Fine Arts account.
4. The campus director provides a copy of the list of participating students to the campus financial clerk. The campus financial clerk verifies the accuracy of the list and total collected. The campus financial clerk processes the check for the campus director. The check is given to the campus director.
5. The campus director submits the list of participating students and the campus check to the Fine Arts Department on or before the ENTRY DEADLINES illustrated above.
6. The Fine Arts Department will provide the appropriate Level Associate Superintendent a list of campus directors who did not comply with #6 above.
36.10 SUMMER SCHOOL THEATRE PRODUCTION
1. The Vocal Music/Theatre Arts Facilitator will be responsible for this activity.
36.11 CONTRACTUAL AGREEMENTS & PURCHASING GUIDELINES
1. District employees are restricted from approving contractual obligations. These contracts may include but are not limited to those which impact the District, students, or activities in which students participate.
2. District employees are restricted from signing any contractual obligations as a component of a third party agreement. This restriction includes but is not limited to booster/PTA contracts for activities such as trips.
3. Please refer to the Campus Accounting Manual, Section 9 - Disbursements for purchasing guidelines. - Disbursements for purchasing guidelines.