Instructional Material Account (IMA)
The Budget Committee of the LEARN/School Leadership Council supervises IMA procedures at Narbonne High School. The Budget Committee is responsible for reviewing and making recommendations for department/SLC allocations and for special funds such as block grants (when available).

The principal is the budget administrator. Each SLC Lead Teacher has an LAUSD Supplies and Equipment catalog and is responsible for reviewing all requisitions for appropriateness of purchases and compliance with spending within allocated guidelines. The SLC Lead Teacher and either the principal or assistant principal must sign all requisition forms. Forms are available in the Main Office. Once both signatures are obtained, the request is submitted to the financial clerk for budget encumbrance and processing. See below for the proper steps in completing a requisition form.

The completed requisition or purchase order is then processed via the Integrated Financial System. The duplicate and triplicate filed requisitions and worksheets will be filed with the financial clerk. The Plant Manager, who arranges for delivery to the requestor, receives all materials delivered to Narbonne High School.

Imprest Fund
The Imprest fund is a revolving cash fund available to schools for the direct purchase of items that are needed immediately and are not available from supply/equipment catalogs. Less than $100.00 per request must be spent. Large cost items (over $100.00) may not be purchased without prior consent from the Principal. Imprest funds are not extra money beyond your budget. Expenditures of Imprest funds are deducted from the SLC’s IMA budget. The following procedures have been established for the utilization of the Imprest Fund:

1. Imprest forms can be obtained from the School Administrative Assistant.
2. The SLC Lead Teacher (or budget coordinator if monies taken from categorical funds or grants) must sign the Imprest form.
3. The Principal is the only administrator who may approve Imprest requests and Imprest checks.
4. Items will be reimbursed with original receipts only attached to the Imprest form.

Student Body Funds/Budget
The raising and expending of funds by student body organizations/activities must have but one basic aim: to promote the general welfare and morale of pupils as a whole. Student body funds are to be used to finance a program of non-curricular activities augmenting the student body activities provided by the school district. The management of student body funds shall be in accordance with the best business practices, including sound budgetary and accounting procedures. The policies governing administration of secondary school student body funds can be found in Publication 465. A copy is available in the Finance Office for reference.

The Principal of the school, as trustee, is directly responsible for conducting student body financial activities in accordance with the policies, rules and procedures set forth. The Financial Manager is responsible, under the direction of the Principal, for proper accounting of all student body funds and shall serve as a financial advisor to the administration and student body of the school. Expenditures for clubs are subject to the same rules that apply to student body funds.

The various student activity sponsors should submit in advance a student body Request for Purchase Order or Check to the Financial Manager’s office (Student Store) where the purchase order or check will be issued. The request must include the purpose for which the items are to be used, quantity, description, actual or approximate cost of articles ordered and proper approval for the expenditure. The designated student body representative, as well as an approved administrator, prior to expenditure, must sign all funding requests.

Original receipts, invoices, and packing slips must be returned to the financial manager for verification and will be attached to the check for audit purposes. No student body shall be obligated to pay for any expenditures made or materials ordered by a pupil, teacher, or any other person who has not first received a written purchase order from the Financial Manager.

Collection of Cash
All money collected from students must be deposited at the Student Store at which time the sponsor receives a pre-numbered master receipt. The sponsor is responsible for seeing that all collections made in classes and other locations are supported by auxiliary collection records, such as auxiliary receipt, class receipt record, tickets, etc. These collections must be turned in to the Financial Manager daily. Collection records accompany remittances to the Financial Manager for verification and cross-reference.

Inventories
Inventories of saleable materials and merchandise are taken at the close of the school year. The Principal or Financial Manager may request additional inventories, as needed. Inventories are to be priced at latest invoice cost. Year-end inventories must also include selling price for all items. Inventory of student body-owned equipment is taken once a year.

Resale of Shop and Craft Material
Resale of shop and craft materials purchased with student body funds for sale toward students must include a 10% markup plus current sales tax (Pub.4 65).

Completing a Requisition Form
The following procedures have been established for the utilization of a requisition form:

1. Obtain requisition form blanks from Lead Teacher.
2. Fill out requisition form in its entirety. Include 8.25 % tax, 10% delivery charge before tax and list all discounts, if applicable.
3. Describe your order (books, films, video tapes, etc.), circle request type at the top left of requisition form. Write “OC” for over-the-counter orders.
4. Submit completed requisition to Lead Teacher for approval.
5. Submit signed requisition to Assistant Principal.
6. After administrator’s approval, an approved copy of the requisition will be returned.
7. All stock orders are delivered within an estimated two weeks after input.
8. Upon your receipt of the order, verify against your copy of requisition to see if your order is complete.

The financial clerk will submit an invoice for your signature verifying that the order is correct and complete. Resubmit invoice to financial clerk for payment.