See forms below
When funds or items have been received without any expectations in return, it is considered a gift; hence a donation of gifts form should be completed. For example, funds received from Red Cross for emergency supplies is considered a gift, but a commission from a photography studio for taking pictures of EMUHSD students is not considered a donation. Therefore, a donation of gifts form should not be completed.
Upon receipt of a donation, a Donation of Gifts Form should be processed. The form helps the district identify the donation as a cash donation or a non-cash donation (equipment, supplies, etc.) The form should be completed thoroughly and requires School and District Administration’s approval. Once completed, a consolidated gift offer report is taken to the Board of Trustees for acceptance and acknowledgment.
If an item necessitates installation or would entail maintenance, prior approval is required in the form ofan email. The following approvals will be needed besides the site principal’s approval:
Food Service Related Items
- Director of Food Services
Maintenance Related Items
- Director of FMOT
- Facilities Coordinator
- Plant Manager
When the district or school site accepts a donation (cash or non-cash) a Donation of Gifts Form should be processed with the appropriate attached approval.
The process for filling out the Donation of Gifts Form is as follows:
On the donation of gifts form state:
- The check # if applicable or if cash state “cash”
- Dollar amount of the donation
- School or department donation is being made to
- Account number
- A description of what the funds are to be used for
- The name of the individual or organization making the donation
- The address of the individual or organization making the donation
- Telephone and email address of the individual or organization making the donation
- Signature of approval by school site principal or district office administrator
- The form with the donation should then be forwarded to the Director of Fiscal Services
The process for filling out the Donation of Gifts Form for items is as follows:
- Quantity of items being donated
- Item description
- Estimated value of donation
- School or department donation is being made to
- The name of the individual or organization making the donation
- The address of the individual or organization making the donation
- Telephone and email address of the individual or organization making the donation
- If the donated item is a technology item, initials are required by the Director of Technology
- Signature of approval by school site principal or district office administrator
- The form with the donation should then be forwarded to the Director of Fiscal Services
Upon the Board of Trustees approval, the Fiscal Services Department will issue a letter thanking the donor for the cash donation or non-cash donation with its estimated value. The District will not provide other receipts, acknowledgments, or information, other than the thank you letter. The entire donation process should take approximately 2 months from the time the donation form is forwarded to the Fiscal Services Department, to Board approval, to the thank you letter.
Accounting for cash/check gift offers
Accounting for cash/check gift donations are handled by accounts receivable in the Fiscal Services
Department, Elvia Alvarez. Upon board approval, the following steps are undertaken:
- Funds are receipted & deposited into revenue account(s)
- The donation amount is sent to the Board for approval of budget increase into the account.
- Once approved by the Board, the amount will be posted to the account through a budget increase.
The following is a sample of Resource numbers which may be used for the deposit of funds. The fiscal services department will be able to give you appropriate funding strands.
General Gift Offers TO:
- EMHS 90390.0
- SEMHS 90400.0
- MVHS 90600.0
Gift offers FROM:
- HP ALT Energy 90700.0
- Edison 90500.0
00000.0 resource should NOT be used for gift offers.
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