Expenses

Expense line items in the budget include but are not limited to:

• Conference Teacher Billing. This is the amount the school remits to the conference for each teacher assigned to the school. The local conference superintendent or local conference treasurer communicates the teacher billing remittance to each school board.
• Locally Funded Employees. Anyone employed for regular service in a school (i.e., teacher aide, janitor, secretary, treasurers) is a local conference employee and must be paid through the local conference, even if their salary and benefits are completely funded by the school.
• Major Purchases. Items that are expected to last several years are considered major purchases (i.e., wall maps, desks). The board generally expects to review requests prior to purchase, even if funding is included in the approved school budget. Each year, the board should set a maximum spending limit for the principal or teacher that the board has pre-approved. Receipts should be given for reimbursement and record keeping to the school treasurer as purchases are made. It is not recommended that large purchases (textbooks, curriculum) are made on personal credit cards.
• Minor Purchases. Everyday items or consumable materials are considered minor purchases (i.e., art supplies, office supplies, curriculum supplies, stamps). These do not need budget authorization if they are within the budgeted limits.
• Textbooks/Curriculum. This is a significant expenditure. Generally, the board should budget
  approximately $S00 per student for textbook purchases. The amount to budget depends on new series adoptions, student enrollment, and the number of replacement copies needed. The NAD Elementary Textbook List provides information regarding the official textbook adoptions, supplementary materials, and ordering information.
• Utilities. Paying monthly utility bills are included in this line item (i.e., heating, electricity, water, sewer, Internet, garbage).
• Supplies. Any supplies needed for the operation of the school are included in this line item (i.e., bulletin board paper, toilet paper, vacuum bags, art supplies, stamps).
• Petty Cash. This is a small amount of money kept at the school that the principal or teacher may use to make small purchases. The board should develop a policy that delineates how much money should be included in the petty cash box. The petty cash fund should be kept in a locked box or drawer with only one person authorized to access the money. This person will be responsible for all petty cash activity. Petty cash vouchers may be used to document each transaction, along with transaction receipts. When the fund is substantially depleted, the treasurer will receive the documentation of expenditures and write a check to replenish the fund.

Since money is tight in most schools, fundraising is often what makes the purchase of needed materials and equipment possible. Most Home and School Associations will help with planning and organizing fundraising programs.

Selling a variety of commercially prepared items is one way to raise money. There are thousands of companies who send fundraiser brochures to schools. Choose carefully, and get board approval, prior to implementing any of these programs.

Do not rely solely on commercially prepared fundraisers. Brainstorm with colleagues, the Home and School Association, and the board to develop ideas that will work for your school. Some ideas to consider are newspaper drives, bottle or aluminum can collections, school yard sales, white elephant auctions, car washes, international food fairs, talent shows, or work-a-thons.