Deposit Procedure

After each event, all money collected should be counted and stored in the main office safe. If you are unable to count the money when first received, place all funds in the Main Office safe until you are available to count. Do not keep money in your locker, backpack, pocket or take it home with you. Place the deposit in the safe along with a note stating the club name and that it’s not ready for deposit.

Money, whether collected from fundraising, sales or membership dues, should be deposited in a timely fashion. As checks age, so does the incidence of returned checks for insufficient funds or closed accounts. Deposits should be made well in advance of issuing payments.

Tips for counting money:

• Divide currency by denomination (twenties, tens, etc.).
• Checks need to be signed and should be made payable to “Brighton Central School District”, “Brighton High School”, or “Twelve Corners Middle School”. The name of the class/club/trip may be noted on the memo line of the check.

Deposit Procedure

1. Complete a deposit form (green for for BHS, blue for TCMS). Record the deposit in your club’s general ledger. Forms can be found in the main office or in Mrs. V. office.
2. Deliver the completed deposit form, along with the money to the Central Treasurer (Mrs. V.). If Mrs. V. is unavailable, please bring the deposit to the BHS/TCMS Main Office and notify Mrs. V. of the ready deposit.
3. Once the deposit has been made, you will receive a copy of the bank deposit receipt for your records.

Check Request Procedure

Prior to making a purchase, please check the club’s account balance to be certain funds are available to cover the expense. Checks will not be written on accounts with insufficient funds. Student Activities/Clubs are not exempt from paying sales tax. Unless an item is purchased for resale, the activity/club should pay all applicable sales tax.

Remember to keep all original itemized receipts and/or invoices, you will need these for reimbursement. Payments cannot be made based on a credit card statement.

Check Request Procedure

1. Complete a check request form (pink for BHS, yellow for TCMS), both the student treasurer and club advisor must sign the form, and attach the invoice/receipt. Forms can be found in the main office or in Mrs. V. office.

-For BHS, please place competed forms and supporting documentation in Mrs. V’s mailbox in the BHS Main Office or on her desk in Room 202. For TCMS, please interoffice all documentation to Mrs. V. at BHS.

1. Checks are written weekly, typically on Wednesdays. All check request paperwork should be submitted by Tuesday at noon. Plan ahead. If a payment is due, please submit the request in advance. Check requests take multiple days to process.

Completed checks will be placed in the Faculty Advisor’s mailbox unless otherwise requested. If you would like the check mailed, please address an envelope and attach it to the check request form.