SAMPLE PAGE DISTRICT CLERK'S FINANCIAL RECORD TO THE DISTRICT CLERK: This is a simplified system of bookkeeping designed primarily to facilitate and accomplish the following four purposes: (1) Lighten the work of the district clerk;

(2)

Provide II complete record of each financial transaction made;

(3)

Provide. with a . minimum amount of effort, a current balance for each of the various funds; and.

(4)

Simplify tremendously the task of preparing the budget and

actual financial data reports. The sample record below has been designed to serve as a guide for the district clerk. Occasional reference to the sample record should not only clarify the system but should facilitate the work required of the clerk. With the exception of the "Budget Code" column, of the record form it is believed that a brief study of the system will make it entirely self-explanatory. For a detailed explanation of the "Budget Code" column, turn to the back of this page. For your convenience the same information has been placed on the back of all pages thereafter. After examining the code letters on the back of the page you will note that G

From Whom Received

Date ~" o ~

(8

»

~:>

~

' th

~Z

:0

stands for General Control, I for Instruction , etc. But since it is necessary to make more than one idfmtification on the actual financi al data report for items of expenditure under the ma in headings (General Conirol, Inst ruction, Auxiliary Agencies, etc.) a number code is b!Jing uSed for this purpose, For example, A- 1 stands for high school transportation, A-3 for tuition. By identifying all expenditures in this manner the prepara tion of the actual financial data report will be quite simple. In the sample below an attempt has been made to explain the fil'st transaction of business beginning with the new fiscal year, July 1, 1949. You will note that the first business transaction was August 15 and was paid with warrant number 1. The warrant was written to the Great B cnd Lumber Company and was for 14 gallons of paint. Since t he paint was us£d for upkeep of building the budget code symbol is M-1 (Maintenance). The cost of the paint was $61.00 and this amount has been entered in the dis ursement column . Since the district had a $92.00 balance in the builliing fund the warrant was wri tten on the building tWld ,leaving a balance of $31.00 in this fund. In determinin.']; the total balance of all funds, $61.00 was deducted from $1430.79 leaving a new balance of $1369.79. On August 17, warrant number 2 was

Description Of Item

Or

Or

To Whom Paid

Remarks

Amount

Amount

Received

Disbursed

T~tal

Balance On Hand All Funds

~

~

"'~ '0'0 :>0

Teachers

"lO

Actual Balance On Hand, All Funds, JUly I, 1949

,

written to Frank Adams for labor. Again the budget code symbol M-l is used. The amount of the warrant was $126.00 and has been entered in the disbursement column. Since there was only $31.00 in the building fund it has been necessary to write the warrant on the incidental fund, You will note that the balance in the incidental fund has now changed from $720.15 as of July 1, to a current balance of $594.15. Also the total balance has changed to $1243.79. It should be noted that in botb of the above transactions that no actual figuring has been done on the record sheet. To arrive at new balance aU computations should be made on a separate piece of paper and the resulting balances entered on the record sheet. Because of limited space no attempt has been made In the sample below to list all of the transactions as they would normally occur during a school year. As a result the dates on which transactions occurred and the balances do not conform to a normal situation, But for all practica l purposes this should make very little difference. All entries made on' your record sheet should conform with the sample entries shown beluw. It is strongly recommended that the clerk always begin with wannnt number 1 when starting the new fiscal year, which is July 1.

626 56

Incidenta.l

Sinking

Building

Textbook

726

00 31

00

9 00

Interest

11 00

Balance All Funds

1430 79 1369 79

15

1

Great Bend Lbr, Co

14 gallons Paint

M-I

61 00

7

2

Frank Adams

Labor, painting building

M-I

126 00

594 15

1243 79

\

3

Johnson Coal Co.

5 tons coal

0-3

80 00

514 15

1163 79

State School Fund

State aid

Dessie Smith

First Month's salary

1-1

Pub. Sch. Ret. System

Teachers share of contribution

~

30

1031 65

1577 94

168 60

866 05

1409 34

I- I

8 00

858 05

1401 34

Dist. share of contribution

F-2

8 00

Collector of Internal Rev, '

Third qtr. withholding tax

I- I

23 40

County Foreign Ins,

Free textbaok money

t t u e r School Dist.

H. S. t.vition

Pub. Sch. Ret. System

,g )1

•

H. S. transportation

atuer School Dist.

Ins ..11286.10. )3Idg. $104.07

. ty Taxes "..

lones

'.

'\. '<"

414 15

'"

~.

F

."

50G

15

1393 34 1369 94

834 65 91

83 44 A-3

266 50

A-I

63 00

-!.-.•

1390 77 0-2

I

50 00

1453 38

58

239 65

1186 88

176 65

1123 88

1462 75 1412 7:;

135 67

2514

2464 /

65

••• .• •••• "

..............

u ...... UUl

cLt:L:l>1{JIl

lU g

tun OOUndal'Y

lines under this section be changed.

-

Page 1

DISTRICT CLERK'S FINANCIAL RECORD

" From. Whom Received

Date

19~

Month

:L » ~

A

Description Of

IU:~

~~

c~

~'" ~S ~. ~

:;:z

Or

Or

To Whom Paid

Remarks

Balance On Hand All Funds

Amount Received

---

.-

Textbook

-, -

,.

c5

Ib j 7 3a 3d

L-3

t,. ~ I

~u.;

,

r 1 o

I

)..7 3~ 90;"

.5

3

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.

I

~

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y-,

l

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A-f

Sinking

Interest

/ ~5

1 j

U

Building

'--=r

Actual Balance On Hand All Funds Jul 1 19...:ij- -

I~

I

Total Balance All Funds

~,:3 :[C/, ~~A. ''/

. 1f9. $0

/:;310

/

/355 .1

1.5 1.95 I.i~

j. ~o·

".

,

"

~

"

;~""",,, .... /,,1 .... _1 .. 1\T O~fl . ___ -" ___ ..,... J .. _ = - "___ . ,->11l;.n.i:J :.1:'''1''.., .o<

DISTRICT CLERK'S FINANCIAL RECORD

.LJ

~ .. ____-T:.A ----A _.. _-...,..-

For The Fiscal Year July I,

19-j-~

To June 30, 19_5.3.. ----~

Date

0/

From Whom Received

Descrip.tion Of Hey?

Or

Or

To Whom Paid

Remarks

Amount

Amount

Received

. Disbursed

All Teachers

Incidental

Textbook

Building

==+==-===~~~=====-==f===4===~;=_ =l==~=+=='=F==I=='I=l===f==1= ~ -~---Balance From Page 1

I-

J

A-Y.

l\.6
v

v

f

V

'I 1- !

v

1-/. I I

v v

T - l{-I

, v

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v

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,(j

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A.f. 1. _ tL

t -

tr"

.. A

GJ

' j

1

.:"1 I

V;

v V

P.

J.o

,Jo ~

1/ 9 5.1 .55 ? I "I

Vi "/~

{,)

Total Balance

Balance On Hand All Funds

v

"

,

Sinking

--.-

Interest

Funds

-:---~ ~: ...... """ ... ...... " ... i::Uj.- , ur construction of driveway , cleal1lng of tOllettJepair . of. playg'round equipment, etc,

- .

- -

. . - _···· .... • ..... ·5

... <1>"""

.n.q./un

ternal Revenue April-First Tu'esday-Annnal School Election

uue Collector of In-

DISTRICT CLERK'S FINANCIAL RECORD i!I=!---~DFiiisirjci No.

.....n

1_ .

__. \....lerK8 j..,amt!!._ ------------ - ~- -- ~ ------- .... -------------- -- -.

Description Of Ite!ll

Month , ~ A

Or

Or

To Whom Paid

Remarks

Balances From Page 2

Amount

Amount

Received

Disbursed

~ection

10410 (Not section 10484),

For The Fiscal Year July 1, 19 __~~To June 30,

:..T _ _ __ _

From Whom Received

Date

IUVUJve a town and rural district? Only at the annual school meetmg can boundary lines under this section be changed. ""'"U'""b"'''' Ula.y

A.

InCidental

V

f.-.

v

v V {,.o

v

v 0/.

~~ ~

A,

I

j-t;-

.. •

..

,

' •

..

v

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•

V

1

~

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;).1,[ : 'J •

Balance

AU Teachers

Textbook

v

.§1.lt

Total

Balance On Hand All Funds

,

.,21.

19._S:~

Page 3

V /-

f

~,

Building

Sinking

Interest

Funds

UPKl!:EP- Repair OJ' construction of driveway, . cleaning of toilets, repair o f playground equi pment, etc.

lVl- , j - VLI::U!.;l·(,

.

.

"

. 1L.ld..

Di&trld No. -.!.:---. Clerks Name _______ From Whom Received

Date 2

~-

Month

~ iJ:

=.0 te ,., ~Z '" " .~

tel'nal Revenue April- First Tuesday-An nua l School Election

}l .f
__ ___1

Description Of Item

A.

DISTRICT CLERK'S FINANCIAL RECORD For

.

Amount

Section 1(}41Q (Not section 10484). Only nt the annual school meetin g' can bou ndary lines under this section be changed.

T~sc~~ Year

Page 1

July I, 19_<, _-" To June 30,

Balance On Hand All Funds

Amount

19-"~-f.=_= = =

Total

Balance

Or

To Whom Paid

-::< 3 1'1

76

33tt ~

"" 7';... 1~~

3 I V ;SY'

:J.lS3 :ttl

30
~OS-

30; Olf\. I

J0I

22 ~ 2

:;2q

()

;1.0

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?)

S

.3~

~ ;J. ' R 'f~ !1. :l:2.(' ?,) " , '). If 13

. "). ') 1?- 51

M-3- 0THER cl~aning

UPKEEP-Repa~r

of

t~ilets,

or construction of driveway, . repair of playground equipment, etc.

March 31-First Quarter's Withholding Tax Report Due Collector of Internal Revenue April- First Tuesday- Annual School Election

A. Section l041(} (Not section 10484).

Only at the annual school meeting can boundary Jines under this · section be changed.

•

Page 2

DISTRICT CLERK'S FINANCIAL RECORD

, District

L'--'--''''1'''--1 ~ s ~.c

g

~ a ~~

.

;-:N~o.;;,;-_~~C~!er:;,;k~s;;:N!l;;;:_!11~_e-::;--;:;;~ ;:.---;:--~ ; ; -~ ~---~_::;--::;'__::;__::;___::;.l~ .J~ ::_~:.;_~':"==O===I=~===;==,:,F~or~T:;,h::e~F:;isc;;;:al~Y:,:e::ar", ;J:~u!:;:.~,:,1,~1:::9_:~:;_~==T : : ~o~J:,;u;;,: ; ne~3;;;;O',:,1;;:;9':;~";;:-tf:.==.===;== From Whom Received

Description Of Item

Or

Or

~...,

~~

Amount

Amount

Received

Disbursed

All

iZ 8 Teachers Incidental Textbook BuUding ~- - -i======~==-=90==-=~=-=~=--= -~~==+==+-~= --=;-=9==Y==1=="'==!===F=!====r=-=t=-=--~~~

Month .

To Whom Paid

Remarks

Total Balance

Balance On Hand All Funds Sinking no__

1 -

Funds

Interest

=

=-=1===

Balance From Page 1

~~

1'1 90

~"/7 ,

<:to

/111,.

, til>

Iffd 7$

,,51 J

t,I~

/173 7(.

3311,/r

It 00 '-"-S 3

1177 II

I.J

2 '1-0 .

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)9 t-7 7fo NbS SI

'I

I

J3:2

19 (. 'J..'-

IJ

/9 f. 0

3 "If' f. \ :3~? ~I ?,~~ " p.. O$31p -

0("

. 7 1$ , j 0,0

r

7

t7~

•

113 30 / bb l$ 16 /

I

1

-,

115~

115 0

Of

7b~

j9')..D '/5 }g 33 So I y 6/ flif 111 V ?17 '1'1 "9 I7!O';? 171f
1.5¥'S

D

/:;"

S

/S$13(1-

"iJ /:no tf-O 15'03 s~

IS '.

M-3-0THER UPKEEP-Repair or construction of driveway, cleaning of toilets, repair of playground equipment, etc.

March 31-First Quarter's Withholding Tax Report Due Collector of Ill~ ternal Revenue April-First Tuesday-Annual School Election

changes may involve a town and rural district? A. Section 10410 (Not section 10484), Only at the annual school meet~ ing can boundary lines under this section be changed,

mSTRlCT CLERK'S FINANCIAL RECORD

District No. r}S.- Cle.rks Name

l'YJ

Page 3

For The Fiscal Year July 1, 19-f~- To June 30; 19._£~

From Whom Received

Description Of Item

Or

Or

To Whom Paid

Remarks

Amount

Amount

Received

Disbursed

'reachers

IncIdental

Textbook

.:L.-3 O-y..

Building

Sinking

Interest

All Funds

15"0 !1.

'l-tlo 8/

111-/ 1_

Total Balance

Balance On Hand All Funds

N"I ~ <.3 ' I,"o q ./~

j

:.r~

13q,

0- 1

III 110 t6

I

If'l-

I Poe 1 ~" /1 1 '"1 ;l.b lJ? q :2(. ID?7 'fro

Ig g

/01,0

/J ~ 3 71

~?' ~Ilf

SJ~

(}O,

~~fl,{,

1307Cf1

~"If to{)

/6 3331

i

38

. , J '/

'17 fJ,S,

s

/~ 'J3 bl ~. 4~

6"'/ 0

6 f)f

53

10 I~ ,

70 ~

I07 fJ If

(~I

6/'1'21

~ 00 . $' 00 ,.

~q A~

~ ~" ?o I '1 5 ifb ~70 ~

/r;y.5 I 'l~1

509

1 ~1'7

503 1/

t.f7 '6

.

ItJ Jf ~

/ .... If- 71 I "J 5'" 3 '7 1

I,d

113 \3. l.f 1./4 7~

l~

'1'1.3

, ~~3

1/

1/ .

57.

; . /71) -;-( t7() ~ 51!1 170/ 1.11 '77) o('J

water system, etc. M--3- 0THER UPKEEP-Repair or construction of driveway , clean ing of toilets, repair of playgTound equipment, etc,

,

.... ....... _...... . ...... .__, ____.

. n;Qf ..;,.t N"n

/

•

I ' ()

-"

.• • •••• -~.

- " 0""""

cha.ng·es may involve a town and rural district? Only at the annual school ing can boundary lin,es under this section be changed,

.

For The Fisca! Year July 1, 19.5..2_ To June 30, 19.~-:!:l._•

-===+==F==============~==============~====~====~====~============---------- ---

Date

From Whom Received

Description Of Item

~~! rg li ___ To =~d

Amount

Amount

Received

Disbursed

All.

Teachers

1=1== =1==+=

=1==

.$/~ 1£1, 50 6-51

4s- 00' \~ 00

D~I

:r- I

~

O-lt

u. &'.>2 ,'11 , 5' F'O.·. I f;O_O 77 I nj '1tf9 )5 , 10 OO r 't-;q 0 If

$'1 7~

-

4 _1/?

5)1/.. 31

.l/-j? .()

= = =f

~ ').I.f

to ! I O~ 'JG

'-I.e

./fo (}O I '10

00 60 00

&; 13

~,

•

-

!76g 8'0

1.... 3 1 7/1 £'&' / ~P 7 ;)'8

JIJ g, 1,1, }If? q I JlI/1 '71. 14lg D\ ~

I " 3"1 19 I 1'37 3

. .) 33 .

3 f{S

00

q _3'1~

:< .

J

~

I gil>

l1J).

~ ~Ir

..! -I/-

•

1

1 3~ ) b 07

5-- \

•

Funds

1'13~ ?-;l

1373'60

iL0 ~ 13 '7

-I

•

Interest

1]

A -4-

•

Sinking

Incidental

---=f-=-O~F '

:J:-S'

•

Total Balance

Or

Remarks

Page ...

----

Balance On Hand All Funds

Actual Balance On Hand, All Funds Jul 1 19--,.-

I

meet~

A. Section 10410 (Not section 10484).

DISTRICT CLERK'S FINANCIAL RECORD

W~ ____).

t":1"rlnl Nnmll' 11.::t Vt. ------------------.-,. ......_a. .. .... _... _----______ ---_____ ~

•... .,

March 31-Fil'st Quarter's Withholding Tax Report Due Collector of Interna l Revenue April-First Tuesday'::::"'A nm~al School Election

)

01;"

'to

/ I;J,~ ;, l'l/t; (,

. lfiO

~~

'H-~ ~ I

17 oS 3 /6~; 3

I .6"~- 30

~7J-. go

-~5 30

'3;0 "it 3? J/ ¥:i

3bq ~ J't3 3()

!37l) (') /3bq 17

15'¥17 I? 7~ 0"

_,

- - r ....

.....

" " ,.

v.

water system, etc. M-3-0THER UPKEEP-Repair or construction of driveway , cleaning of toilets, repair of playgTound equipment, etc.

.. ----- ----·'15

DISTRICT CLERICS FINANCIAL RECORD

'1_5:':. Clerks Name _______________________ ___ _.. ------ -----.

District No. __ _ Date

1: ~

,12 ...

From Whom Received

=..c

~

--.

~h

...".

, ........... J ~IY 1,

FfOr 1 . e r lscal I ear

'

Description Of Item

Or

ta ::s "8

ing school distri ct boundary lines, even though the contemplated changes m ay involve a town a nd rura l district? A. Section 10410 (Not sectio n 10484). Only at the annual school meeting- can boundary lines under this section be changed.

in April and a 15-day notice must be given). March 31-Fil'st Qu arter's Withholdi ng Tax Report Due Collector of Internal Revenu e April-First Tuesday- Annual School ElectiDo

Amount

..

Or!;) 'g '8

M~

.,.. r l l m 1~ ~"

Balance On Hand

Amount

An

~

--

<10 J nne 3U,

Funds

19 _.sJ_~ ,L'-",,-

Page'

Total Balance

~

1~==~=z=t======T=O-=W=h=-o=m~~p,=ai=d=c~--==-==4==c=-=-~==-=-==R=e=m=a=r=~=========~===~=u==~====T=~~~===F~====~==~~==~~=====*==~B=uildin~_ ~=i:=:=in~g==P==In=re=r=~Tt~~===Fu~nM :>.

Received

Month .

_._-

C

t;. '" ~L Balance

Disbursed

-

Teachers

Incidental

T extbook

- -_.-

30

IS '10 ftS? 3 O~

13 ~ ~ " 13.59 (p

3 N) 30 ~ -5530

~s- Of)

~7,

1:2..1

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133Y.62-

3 :1.6 3

.<:'

AI-

All

/1

~ to ~ tj

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\';lI::UIlIUg OI tOIlets, repair of playground equipmen t, etc.

Lemal Hevenue April-First TuesdaY- Annual School Election

DISTRICT n;.ilr;ct No.

now

(,LEnr~'R

FIN.\NCTAL RECOnn

-r-or

____ Clerks Name

.I.'

From Whom Received

Description Of Item

Or

Or

To Whom Paid

Remarks

Amount

Amount

Received

Disbursed

c.-r /- ;;

/") I

-r

S

I

1-3

c.-/f

tH-

o-y. 1-/

/1

,~~

A-If

0-3

1-/

A 'f [- I

0-:(

f-'2,

I -,

r!-o-v-L

~~

c{ -()' yy

l'

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-btl. ;/-

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3

J-, I-I P-I .4t

-y

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t·

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F" Isca-~1

'I"" ear JT'......n .( .... V".. .... UIY ~, ~" --'!!!!"--F .I. v

Incidental

T extbook

I " ~ SL.;,f~

3

;,11 I ;; '6

5

tt·.

~~

........ .) .

~o~S 0

.,<. S

Tn ......

oJ UII1;;

s--s-

'.)0 1Q uv, .I. .... - - - - - - .

Total Balance All

Teachers

I.

:;..< '/. 9 o.

r"l"he

Balance On Hand All Funds

:t."

o-:z.

I

~ -. , v ., .............. .... o.J1U l'UJ'al QIStrlct') _ . . ,ectlO n 10410 (N ot sectiOn 10484) - Onl Jng can boundary lines under t h" ,y at the annual school meet~ IS sectIOn be changed.

AS'

3

Building

Si nking

Interest

Funds

· ·····-··0 ...

~v.u"~,,,

'-'-';..0"-11 U,i j.JUtYlSl'UUna equipment,

etc. April-First Tuesday- Annual School Election

ing can bound ary lines under this section be changed.

_______.

.

j) ,.)~ DISTRICT CL'ERK'S FINANCIAL RECORD District No .._'1:.. ____. Clerks Name ____~__·__ _~~~ ____ ~_= Date

r--

~t ~..o

From Whom Recelved

Description Of Item

Or

Or

-=M=on=~h:b~=~.b=H._ _ _ _ _TO_ W_ho_m _P'~d JuJI) .tw""-

' 1;;1.3 17

II

17

,I

t~

4d-

J"

~

T::r~~=:ncld~taJ. Textbook ~ Balance On Handl~~e"""' . . .~~~~ ...~~..!. . +-. _+---+-+---tI.Jd S0/ '9-'. I v I/'-..k ~3 ~S.1 ' J v f-n 1.1 -1 S ftd 1 'Stfl , ~1 I

O=f==!=~=F=R_ec_eIV:~

Remarks

~

~

<>I~ M ;

.

~ will S-v.f~

Balance

15

rlJ

Building - - -- -

,I

Slnklng~

-- - -

<--

All

Interest

-~==

Funds

';l22-i t-<

L? .{ /"1

blf 1'6 J'"1. I g ~ II~ ~~ I ? ? ~ lip'!

~

~

h

J ..

/(,.

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r -

[-~

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1-1'

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9 50

2,J/f60 I D71 ~I j .:28

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I 56 ),1 ~7

fll ··

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t

..... .5:s

9 S~ q 53 t:.

.:1

V-If A 'f

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"lo-

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~-3

'f,

0fJ

I

a..- /

~

'f

't . ~

~ -;Z

~

ifl

~ ~I

Disbursed _

..I

3C. 46

Total

Balance On Hand All Funds

Amount

t:

J.j -

Of'

Amount

For The Fiscal Yesi Ju!y 1, 19 _____ To June RO, 19 __ ___ =_'= = = =_ _

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