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Finance

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Minnesota

Special Olympics UniďŹ ed Schools


UNIFIED SCHOOLS FINANCE GUIDE TABLE OF CONTENTS 03 SOMN SCHOOLS AND FINANCE STAFF 04 FUNDING PLAN 04 EXCEPTIONS TO FUNING PLAN 04 SCHOOL LIAISON STIPEND 05 REVENUE SHARE PROGRAM 06 SAMPLE BUDGET AND YEAR EXPENSES 07 SPREAD THE WORD/PERSON FIRST T-SHIRT FUNDRAISERS 08 FAQ 09 EXPENSE REIMBUSEMENT FORM 10 CONTRACT

SOMN.ORG

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UNIFIED SCHOOLS FINANCE GUIDE


SOMN UNIFIED SCHOOLS FINANCE GUIDE The Finance Guide provides basic assistance and direction for any school liaison who undertakes financial work on behalf of their school. Please acquaint yourself with the information in this guide. In using this guide, please utilize the SOMN staff as resources.

SOMN FINANCE AND UNIFIED SCHOOLS STAFF Nick Cedergren Unified Champion School Staff West Metro & Northern Minnesota Schools nick.cedergren@somn.org 763.270.7177 Laura Brunner Unified Champion School Staff East Metro & Southern Minnesota Schools laura.brunner@somn.org 763.270.7174

Questions ? Let us know!

Devin Kaasa Unified Champion School Staff Colleges & Universities devin.kaasa@somn.org 763.270.7182 Ashley Skrzypek Accountant ashley.skrzypek@somn.org 763.270.7123

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UNIFIED SCHOOLS FINANCE GUIDE


FUNDING SUSTAINABILITY PLAN The following plan relates to financial sustainability for Unified Champion Schools: Year 1: 100% of Unified School expenses will be covered by SOMN* Year 2: 50% of Unified School expenses will be covered by SOMN 50% of expenses will be covered by the school Year 3: 0% of Unified School expenses wil be covered by SOMN 100% of expenses will be covered by the school During this time the school program is able to learn and grow through the program and gain the tools they need to become self-sustaining. *Within reason and some stipulations apply and are subject to change without notice due to grant funding.

EXCEPTIONS TO THE FUNDING PLAN Schools are always able to participate in the below events/activities at no cost to them: •

Bullying Prevention Kits

Unified Club Kits

Schools who are looking for additiona help with funds for Unified Sports have the opportunity to apply for Scholarships. See the Scholarship Request Fom online at specialolympicminnesota.org/resources/all-forms/

SCHOOL LIASON STIPEND One school liaison from each school may be eligible to receive a Year End Stipend dependent on funds available. To be eligible the designated school liaison must:

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Turn in a W-9 to SOMN

Complete the SOMN Midterm Participation Report

Complete the SOMN End of Year Participation Report and University of Massachusetts End of Year Survey

UNIFIED SCHOOLS FINANCE GUIDE


REVENUE SHARE PROGRAM How does it work for Unified Champion Schools? Schools who have reached the status of a Unified Champion School are eligible to receive 50% of the funds they raise with a Special Olympics MN event. What revenue share opportunities are there? The most popular revenue share fundraiser is the Polar Plunge which is held from January-March. A Unified Champion School can participate in any of the plunge events to receive the money. the other two revenue share fundraisers are the Unified Dance Marathon, held in the fall, and the Plane Pull, also held in the fall. How do we get the revenue money? First, schools need to fill out a Revenue Share form before the day of their fundraising event. Then, after the fundraisers are over, the revenue share money will be automatically applied to your school’s centralized financial account with SOMN. If District bylaws stipulate otherwise, SOMN is willing to work with each school to abide by those financial stipulations. What can we spend the money on? See the Sample Budget and Year Expenses on page 6. The average Unified Champion School participating in the revenue share program raises on average $3,200 per fundraiser. The average student raises $163 when participating in a fundraiser!

Unified Chapion School Revenue Share Program

The other 50% goes back to the Special Olympics MN Programning Attend a Revenue Share Fundraiser

50% of those funds raised goes back to your Unified centrailized account

If a club, varsity sports team, etc. from your school atends the revenue share fundraiser:

35% of the funds they raise gets send directly to their club, varsity sport, etc.

15% of what they raise goes back to your Unified centrailized account

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UNIFIED SCHOOLS FINANCE GUIDE


SAMPLE BUDGET AND YEAR EXPENSES

SMALLER SCHOOLS $1,000

Revenue share money deposited in account from the polar plunge

-$100

Kick off pizza party for Unified Club

-$350

Unified Club bus cost for one field trip

-$100

Unified Club social outing costs

-$100

Arts and craft supplies for Unified Club

-$150

Jerseys for Unified Sports team

-$50

Unified sports equipment

$100

Amount to roll over for next school year

LARGER SCHOOLS $3,000 -$250 -$1200

Kick off pizza party for Unified Club Unified Club bus cost for two field trip

-$500

Unified Club social outing costs

-$200

Arts and craft supplies for Unified Club

-$250

Jerseys for Unified Sports team

-$100

Unified sports equipment

$500

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Revenue share money deposited in account from the polar plunge

Amount to roll over for next school year

UNIFIED SCHOOLS FINANCE GUIDE


T-SHIRT FUNDRAISERS For Spread The Word and Person First t-shirt fundraisers: •

Schools can order shirts at any point during the year

Request a code from SOMN state office to receive 20 free shirts

We sell shirsts for approximately $4.65 for S-XL, $5.85+ for 2XL+, schools can sell them for any cost

Your school’s centralized account will be charged for shirt costs

Send check to SOMN state office to be deposited in your centralized account

To order: 1. Go to stcroixprint.com 2. In the upper right hand corner enter the username and passowrd for the desired shirt (information below) 3. Click Login 4. Once you enter your login information, this will bring you directly to the store main page. Click at the bottom to enter the store.

Spread The Word Username: stwunified Password: spreadtheword

Person First Username: somnpersonfirst Password: campaign18

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UNIFIED SCHOOLS FINANCE GUIDE


FAQ How do I get money out of our school account? There are three options to access the money in your centralized account and they are as follows: invoices for said purchases can be sent to the State Office for payment. This must be pre-approved by a Special 1. The Olympic MN staff member

2. You may purchase the items yourself and submit a reimbursement form with a copy and/or original receipt(s) to the State Office for approval. Refer to Expense Reimbursement Form on the following page.

3. If you let us now what the items are we can look into purchasing them and shipping it to EHS, OR if those options don’t work, reimbursement is the way to go.

How do I check our school account? Special Olympics MN staff will send our school finance account updates three times a year; August, December, and May. You can always reach out to Special Olympics MN staff to receive the most updated account information whenever you would like. What can I spend with our funds in our account? Items purchased must be related to Special Olympics MN Unified Champion School related activities must be school based, and must be for unified activities. Special Olympics MN reserves the right to refuse any purchased or reimbursements for unauthorized purchases. How do I put money into our school account? Send all checks and/or money orders to: Special Olympics MN ATTN: Nancy Paradeise 900 2nd Ave S, Suite 300 Minneapolis, MN 55402 Make sure to fil out the form below and write a note that you would like this money to be put in ABC School account. https://specialolympicsminnesota.org/wp-content/uploads/2017/02/fundraising_project_app.pdf Can we do other fundraisers outside of Special Olympics MN fundraising events? YES!! If you are planning to depoit the money into your account or would like to attach the Special Olympics MN name to this fundraiser, please fill out this form prior to the event: https://specialolympicsminnesota.org/wp-content/uploads/2017/02/fundraising_project_app.pdf What revenue share opportunities are there through Special OLympics MN? Polar Plunge, Unified Dance Marathon, LETR 5ks, and the Plane Pull

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UNIFIED SCHOOLS FINANCE GUIDE


EXPENSE REIMBURSEMENT FORM Check Request Expense Report *Area/Delegation Code:

Request Date:

___/___/___

*Check Type (check only one) Expense Reimbursement

*Check should be made payable and mailed to:

Paying Vendor Directly

Name:

Cash Advance

Street Address:

No Check Required

PO Box, Suite Number: City/State/Zip Code: NOTE: A missing mailing address may delay the processing of this check.

Expense Breakdown Information: *Clear & Brief Description of Purchase

*Activity/Event to Which it Relates

*Cost

Office Use

*Total Check Request Amount: *Submitted by (must be signed): __________________________________________________________ *Authorized by (must be signed): _________________________________________________________ *Spaces marked with an asterisk must be completed before the check can be cut. *By signing this document, you acknowledge that, to the best of your knowledge, the information on this report is true and accurate. Cutoff for check requests is Tuesday at noon for CORRECTLY completed Check Request forms. Checks are cut on Wednesday and are mailed no later than Friday. Original receipts must be attached! No receipt = no reimbursement. Special Olympics Minnesota will not accept expense Reimbursement requests with any receipts more than 60 days old!

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UNIFIED SCHOOLS FINANCE GUIDE


CONTRACT I,

, as a representative of

School Name

have read

and agree to the terms and conditions detailed in the UniďŹ ed Champion Schools Finance Guide and understand the conditions of expense reimbursement.

Special Olympics Minnesota School Name

School Representative

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Special Olympics Minnesota Sta

UNIFIED SCHOOLS FINANCE GUIDE


Minnesota

Special Olympics UniďŹ ed Schools

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