West Oso leaders review cash-handling, fundraising and booster-club procedures; administration plans rollout of updated guidance

District finance staff reviewed a condensed cash-handling one-pager and related procedures for trustees and administrators. The presentation covered the district's expectations for purchases and fundraisers: purchases should be supported by purchase orders; employees who purchase without an approved purchase order may be personally responsible for payment; receipts must include payer name, amount and purpose; and funds collected at campuses must be turned in to the business office promptly.

Finance staff said fundraising collections should be turned in within 24 hours or secured appropriately until deposit, and receipts should be issued in duplicate. The business office will use bank bags and two-person count procedures to trace deposits. Boosters and parent-teacher groups must not use the district employer identification number; those organizations should operate with their own federal registration and follow district guidelines for approved fundraising so they do not conflict with the district's food-service program.

The business office said the district is testing a district-approved payment app (Omela) that would allow mobile payments with a controlled account and no fees to the district; the staff member presenting described open questions about which bank account would receive funds and how to code receipts. The board asked staff to schedule training with campus groups and booster clubs, and to circulate the updated one-pager and related supporting documents in a central electronic folder.