Policies and Procedures
Student Fees Policy
Objective:
To allow the Grand Island Public Schools Foundation and member Umbrella Organizations to collect and disburse student fees necessary for extra-curricular activities in a manner consistent with IRS guidelines.
Policies and Procedures:
1. Member organizations may from time to time assess fees to students for personal consumable items including but not limited to practice uniforms, show choir costumes, band shoes, etc.
2. Member organizations may assist students with the payment of said fees through fundraising options open to students on the team or in the group. (Generally selling items and volunteer work).
3. Member organizations are responsible for keeping track of student accounts which includes fees paid in by the student/family and the result of each student’s fundraising efforts.
4. Reimbursement of Student Accounts – Under most circumstances, an overage in a student account in which fundraised dollars have been deposited will not be reimbursed to the student or parent. Overages in accounts will be credited back to the general fund of the organization and can be used at the discretion of the organization’s leadership for the benefit of the organization. The following exceptions apply:
a.) An overage may rolled to the next year for the student, provided the student is still participating in the activity.
b.) Overages may be transferred to another student within the same family, provided that the recipient student is in good standing in the program. Such transfers cannot be directed to non-related students. The organization leadership reserves the right to apply overages to other program participants. An annual audit will be conducted, and the total amount to be transferred will require approval by a vote of the organization's membership.
c.) Students may request reimbursement for activity-related supplies, such as tights, reeds, instrument repairs, mouthpieces, and spikes. All reimbursement requests must be accompanied by a valid itemized receipt and approved by the organization's leadership. Reimbursements must be made within the current school year, from August 15th to the last full week of the school year.
5. All transactions are subject to examination by internal and external auditors.
Student Fees and Fundraising Policy updated January 15, 2025 by Board vote
