I. Keeping Track of Finances
Please choose one room parent to keep track of all money that is collected and spent on behalf of the class. You may use any method you'd like to track the finances, and we recommend you do keep some form of bookkeeping. It is also a good idea to keep any receipts, particularly for the larger expenditures, for the year. An easy way to be transparent is to have a tab on your Shutterfly page that shows total amount in donations and expenditures by amount and date or set up a system where every few months an email goes out with this same information. You should be prepared to give an accounting of your class’s finances at any time. There is a sample letter titled Generic Proposed Class Budget (link 11) that you MUST provide to your class when you ask for donations. Please keep in mind that it is a SAMPLE LETTER. It should be tailored to fit the needs of your class and should not be copied exactly as it is a SAMPLE ONLY.
If there is money left in the classroom account at the end of the year, please consider refunding the money to the parents, or confer with the parents on how the excess, if any, should be spent. Some classes choose to donate extra money to the enrichment staff, the office staff or the custodial staff, or school donation account. No matter how the majority of parents choose to spend the money, you MUST make sure all the parents in the classroom are notified how their money is spent.