Parent Involvement Funds (PIF)

The Ministry of Education allocates $500 per school to support school councils enhance student achievement and well-being through parent engagement

The PIF are placed in an account managed by the Principal

Unspent funds up to $500 will carryforward for a maximum of 1 year

There are specific requirements that need to be met for reimbursement:

Submit through your school Principal:

Original receipts only

TVPIC Parent Involvement Request for Reimbursement of Funds Form (available online)

TVDSB Cheque Requisition Form, complete with account number and signed by your Principal (obtained from the school, school will enter the account number)

Any supporting documentation (agendas, meeting minutes, event notices, etc.)

Ensure expenses are appropriate

Ontario’s PRO Grants are designed to support parents in identifying barriers to parent engagement in their own community and to find local solutions to involve more parents in support of student achievement and well-being

Online application process to the Ministry of Education

Grants may be up to $1,000

School councils are encouraged to work with TVPIC and other school councils to identify potential project opportunities

Similar reimbursement process as PIF:

Parents Reaching Out (PRO) Grants

Submit through your school Principal:

Original receipts only

Copy of PRO Grant approval

TVDSB Cheque Requisition Form, complete with account number and signed by your Principal (obtained from the school, school will enter account number)

Any supporting documentation (agendas, meeting minutes, event notices, etc.)

Ensure expenses are in line with the PRO Grant approved budget submission

School Generated Funds Policy and Procedure Re-write On June 27, 2017, the Thames Valley District School

Board of Trustees approved a new School Generated Funds Policy and Procedure

A significant change enacted under this new policy and procedure is the inclusion of School Council funds into the School Generated Funds of the Board’s schools

The impact of this change: all funds collected and/or generated at the school level, by either the school or School Council are administered through a single school bank account

Migration of School Generated Funds into the School’s Bank Account

Letter to School Council Chairs and school Principals

School Council Status Notification Form

School Council Funds Migration Checklist – Option A

School Council Funds Migration Checklist – Option B – Step#1

School Council Funds Migration Checklist – Option B – Step#2

Timeline: All School Council accounts closed and funds transferred to the school bank account by January 31, 2018

Frequently Asked Questions Are we losing control of School Council funds by moving our funds to the school bank account?

Absolutely not. The School Generated Funds Procedure clearly states that any collection and disbursement of School Council funds must be authorized by School Council. The movement of the funds to the school bank account simply is transferring the administration of the funds, not the control.

Frequently Asked Questions I have heard that School Council funds will be more secure from potential loss. What does that mean?

School Council funds will be more secure for a variety of reasons. These include:

Cash receipts and cash disbursements are recorded in accounting software which provides permanent records and reports

School Council funds will have the same financial internal controls as school funds

There will be consistent reporting for all School Councils

Spending must be pre-approved by School Council

Board insurance available in the case of loss or theft

Frequently Asked Questions

When does the new procedure begin?

The new procedure is effective September 1, 2017. All new collections and disbursements should be administered through the school bank account. Separate categories in Schoolcash.Net (the school’s financial system) to track School Council funds have been set up system wide: (SC – School Council Funds).

Frequently Asked Questions

We are a Parent Teacher Association (PTA). We are a sub group of the School Council. Does this change affect us?

Yes. The Ministry of Education considers School Council and subordinate parent groups fundraising dollars in the same manner. Any funds raised by parents and the school community in the name of the school belong, legally, to the board. Therefore, these funds must be transferred to the school bank account as well.

Frequently Asked Questions Our School Council runs a Hot Lunch program using a 3rd party provider. How does this change affect us?

School Councils are able to utilize 3rd party providers (such as The Lunch Lady, etc.) to co-ordinate and supply hot lunches to Thames Valley students. Any funds sent to a School Council by one of these providers must follow the appropriate collection and deposit process to the school bank account.

HotLunches.net utilizes Pay Pal. School Councils/Parent Groups can continue to use HotLunches.net throughout the 2017-2018 school year. We understand that this software platform is a significant resource and a timesaver for parent volunteers running lunch programs at schools. Finance is currently developing a process for HotLunches.net and how the tool’s use of PayPal can be addressed under the new policy and procedure; we hope to have this out to schools using the HotLunches.net shortly.

Frequently Asked Questions

Our School Council has a lottery account. What do I do?

School Councils may participate in lotteries providing they comply with the rules and regulation of the Alcohol and Gaming Commission of Ontario. A separate bank account is required. These funds are not administered through the school bank account. Special licenses, permits and reporting may also be required. Any funds from a lottery account that are to be transferred to the school must be donated and follow the Gifts to School process.

Frequently Asked Questions

Will School Councils benefit from the Board’s HST rebate?

Yes. Because the transactions are now being administered through the school’s bank account, the HST rebate will be applied to all applicable transactions. The portion of the HST rebate applicable to School Council funds will be applied to the School Council category.

Frequently Asked Questions Why did Thames Valley District School Board implement this change? To align Thames Valley practices with Ministry recommendations and

the suggested best practices within the sector Most Boards have had this practice in place for years and of the few

boards who have not yet adopted the practice, most intend to move in this direction

Assist School Councils with the tracking of their financial resources Less responsibility for Treasurer role – sometimes difficult to find a

volunteer for this role Volunteer treasurers may not have financial expertise

To mitigate financial risks for School Councils and their volunteers, as well as the Board OSBIE insurance coverage would not be available for School Council

funds in a separate account in the case of loss or theft

Supports and protects volunteers from legal liability through practices that promote accountability for the handling and management of the proceeds raised from fundraising activities

Frequently Asked Questions Why did Thames Valley District School Board implement this change? Additional Benefits:

School Councils will benefit from the Board’s HST rebate Reduction or elimination of bank charges Cash receipts and cash disbursements are tracked in

SchoolCash.Net – reports are easily available for review Reduce or eliminate Gifts to School process – time consuming at the

board level and delays funds getting to the school Year End School Council reports may become unnecessary –

Treasurers sometimes have difficulty preparing these reports Ministry requirements – consolidation of school funds will be more

complete and accurate Appropriate safeguards will be in place regarding collection,

deposit, recording and use of fundraised dollars Increase transparency with requirements surrounding accounting

and financial reporting

Highlights of the School Generated Funds Policy and Procedure for School Councils

Section 2.0 – School Councils Education Act Regulation 612 – requires School Boards within Ontario

to have a School Council for each of their schools School Council fundraising must be done in accordance with

applicable Board policies and procedures School Council funds are tracked within a schools software and are

easily identifiable School Council funds follow established School Generated Funds

policy and procedures with regards to deposits, payments and reviewing processes

All fundraising School Councils must have a designated Treasurer and Chair who provide authorization for School Council deposits and disbursements

School Council Treasurers must provide financial updates to the School Council at their regular meetings; these updates are to be recorded in the minutes of the School Council meeting

A year-end annual report summarizing a Council’s annual financial activity will be prepared by Financial Services and sent to each School Council for review and approval

Highlights of the School Generated Funds Policy and Procedure for School Councils

Section 3.1 – Roles and Responsibilities of the School Council Designate

Act as a coordinator for the event

Must have permission from the Principal prior to collecting any funds and starting the event

Ensure funds are brought to the school office, in a completed and sealed deposit envelope as soon as it is reasonable to do so, ideally on the day of collection

Ensure details of financial activity relating to their category are recorded accurately

Ensure the funds received are disbursed according to the intent of the source of income

Must follow all applicable Board policies and procedures

Highlights of the School Generated Funds Policy and Procedure for School Councils

Section 3.1 – Roles and Responsibilities of the School Council Designate Receipt of funds

Collect money from students, providing receipts where appropriate

School Council funds must be counted by a minimum of two volunteers on school premises. Funds should not be taken home.

Complete, sign and seal the deposit envelope ensuring both volunteer counters sign the envelope

All deposit envelopes must contain a list of all payments and the method of payment used if not detailed on the envelope

Take money to the office as soon as it is reasonable to do so, ideally daily

Record deposit on the Receipt Log in the office and sign the log, along with the Fund Administrator or other office staff

Coming Soon: SchoolCash Online

Payment for your child’s school related items in the convenience of your own home

Secondary schools have been using SchoolCash Online for a few years

Elementary schools will be introduced to online payments throughout the 2017/2018 school year

Phase 1 of the implementation occurred November 1st

Will be the preferred method for payments for school items as well as School Council items

Highlights of the School Generated Funds Policy and Procedure for School Councils

Section 3.1 – Roles and Responsibilities of the School Council Designate

Disbursement of funds Complete the SGF Voucher slip for payment. The

Voucher slip acts as authorization from the individuals responsible to allow the school to process the payment

Have the Voucher Slip signed by two authorized School Council designates

Ensure that the detailed receipt or invoice is attached to the Voucher Slip

Submit the signed Voucher Slip along with the supporting documentation to the school’s Administrative Secretary for processing

Disbursements of funds School Councils are required to complete a

Description of SGF Category form and/or a Detail Event of Activity form (obtained at the school office).

This form needs to be updated annually

This form designates the authorized School Council designate(s) for each established category. School office staff will ensure that any voucher received is signed by the appropriate authorized School Council designate, as per these forms

Disbursements of funds

Signed Voucher slips along with their supporting documentation are provided to the Principal for final sign off and approval

The school Administrative Secretary will enter the voucher into the system and issue the cheque

Vouchers and documentation will be maintained in the school office in accordance with Thames Valley records management guidelines

The Administrative Secretary will provide the School Council Treasurer (or designate) with a copy of any processed voucher slip as confirmation of payment

Highlights of the School Generated Policy and Procedure for School Councils

Section 3.1 – Roles and Responsibilities of the School Council Designate

Review

Receive, review and sign off on monthly report(s) to ensure transactions are properly recorded

School Councils must document in the minutes of their meetings that the transactions in their category or categories are properly recorded. A copy of the minutes must be provided to the school office for retention purposes

Ensure that payments do not exceed the amount collected by category

Highlights of the School Generated Policy and Procedure for School Councils

Section 3.2 – Roles and Responsibilities of the School Council Chair

Ensure fundraising activities are in compliance with Board policies and procedures and no direct or indirect financial benefit is derived by a member of the School Council

Distribute and/or make available the annual School Council financial reports

Authorize the collection and disbursement of School Council funds in conjunction with the Council Treasurer and notify School Administration of any individuals who are authorized to act as School Council designates for deposits and/or disbursements

HST Procedures Schools are entitled to an 83.38% rebate on all HST

paid from Ontario vendors

An HST rebate application form is submitted to Canada Revenue Agency(CRA) monthly by the school

To claim this rebate, original receipts/invoices must be on file, the company HST registration number must be listed on the receipt/invoice and the HST paid must be detailed on the receipt/invoice

The portion of the HST rebate that belongs to School Council will be allocated upon receipt

Role of a School Council Treasurer Authorize the disbursement of School Council funds in

conjunction with the Council Chair

Ensure monthly reports are received from the Administrative Secretary

Ensure monthly reports are reviewed and accurately capture all completed transactions

Present monthly financial reports at School Council Meetings ensuring that the reporting is documented in the School Council meeting minutes

Prepare and approve the annual financial report (may not be required in future years)

Review and approve the annual financial report prepared by Financial Services

School Council Resources

Dave Munroe: ext 20337, d.munroe@tvdsb.ca

Sandra Macey: ext 20340, s.macey@tvdsb.ca