Sanctioning of Fund Raising Organizations

To: Sanctioned Fund Raising Organizations

From: David Chester, Executive Director of Finance

Subject: Procedures for Sanctioning

Board policy requires all parent organization and booster clubs to reapply for sanctioning annually for July/August approval. There is a requirement of all sanctioned organizations to carry basic officer liability insurance coverage. Organizations may also purchase a Dishonesty/Surety Bond in lieu of an insurance policy. This should make a difference in the cost of the premium. You can purchase a multi- year or 1 year policy/bond if you wish as long as it's effective for the school year you are applying for sanctioning. If you had a multi-year policy/bond, please include a copy with your current application even if you provided the same one last year but include the original receipt again that shows the dates for the multi-year policy/bond.

Sanctioning applications are accepted throughout the school year. However, business may not be conducted within the organization until approval by the Board of Education. All sanctioning expires June 30 regardless of when you were board approved. All organizations must reapply annually for each school year.

The president, vice president, and treasurer of the organization will complete mandatory training every year or sanctioning will not be granted. Online training is on this website. The quiz has been revised for the new fiscal year. It is important that we have current email contact information on each officer.

Due to an audit finding of the Oklahoma State Auditor of a school in southern Oklahoma, all organizations must list it's Fund Raisers (type and expected amounts to be raised). This is to ensure no sanctioned organization will be in competition with the school district, which the state auditor has determined violates state law. In addition, MONTHLY financial statements are to be sent to the Finance Office by every sanctioned organization. Please ensure these are up to date at the time of application. They must be monthly, the annual statement on the application is in addition to the regular monthly financials.

Board policy requires each organization to acquire it’s own tax-exempt status by the Internal Revenue Service (501C3) during the first year of sanctioning. If this is not your first year to apply for sanctioning, you MUST provide your taxpayer ID # on the application as proof of tax-exempt status by the IRS. Without tax-exempt status, you will be required to pay sales tax on all your purchases and may be prohibited from receiving donations from companies who require documentation of 501C3 status for their “tax-deductible” contribution. Please consult a tax professional for advice on this matter.

If the organization chooses to pay taxes and does not get tax-exempt status, the organization must still acquire their own federal ID#. This is the number you would use to open a bank account. Do not use a person's social security number or the district ID #.

Complete and File IRS Form SS-4. This can be done via telephone (to receive your TIN immediately), by fax (to receive your TIN in approximately 4 days) or by mail (allow 4 to 5 weeks). Forms are available online at http://www.irs.gov. TheTele-TIN phone number is 1-800-829-4933. (The IRS suggests that you complete Form SS-4prior to calling so that you will have all the relevant information available.) The Fax-TIN phone number is 1-859-669-5760.

Here is a link to Oklahoma Tax Commission and an application for tax-exempt status in Oklahoma. https://www.ok.gov/tax/documents/PktE.pdf

A copy of the board policy, procedures, and application are included on this webpage. Please keep the policy and procedures for your records and submit the 3 page application to Mika Barton in the Finance Office at the Education Service Center.

Checklist 1. Application (1st 2 pages of the 3 page application)

2. Financial page (page 3 of the Application) Established clubs use prior year annual financials. New clubs complete the financial page as a budget for the upcoming school year.

3. By- Laws

4. Online Training Quizzes and Signed Attestations of Officers (President, Vice-president, Treasurer all must complete and pass)

5. List of Donations Received >= $1,000 (see power point)

6. List of Fundraisers anticipated by type & expected amounts to be raised

7. Submit financial statements MONTHLY to David Chester and cc Mika Barton. david.chester@roughers.net & mika.barton@roughers.net

Are all prior year monthly financials up to date?

8. Proof of basic officer liability insurance coverage or dishonesty bond. Effective dates must be current and for the school year.

9. Affidavit for Sanctioned Organizations Policies and Procedures. (After annual officer training TBA)

10. Deliver or email all of the above to Mika Barton, Education Service Center, mika.barton@roughers.net. Please scan in as 1 document if emailing.

The receptionist will accept your deliveries anytime the office is open. ESC hours are Monday - Friday 8 a.m.-4:30 p.m.

Sanctioning Application

sanctioning application

Sanctioning Procedures

sanctioning_procedures.doc

Sanctioning Board Policy

sanctioning_board_policy.doc

Mandatory Training

Mandatory Training for Officers of MPS Sanctioned Organizations for president, vice-president, and treasurer

Online training materials are available on this webpage. Review the training documents and take the training quiz. Eleven (11) out of 15 correct answers are required. The quiz has been revised for the new fiscal year.