1702 N. Main St.
Davenport, IA

Administrative Regulation 302.01A


Handling of Cash and Other Funds Received

Local Funds

Funds generated from local sources include taxes levied on assessed values of local property plus such miscellaneous items as tuition, materials fees, sales of books and supplies, sales and rental of property, interest from investments, gifts, and payments from other agencies.

State Funds

Receipts from state sources apply only to the General Operating Fund.

The principal amount is as computed under the provisions of Chapter 422 and 405A of the Code of Iowa.  Other items include special grants from the School Budget Review Committee, reimbursement for non-public school transportation, reimbursement for children living in foster care facility, reimbursement for special education children placed by district court, payment of Phase I, II and III of the Educational Excellence Program, state vocational education payments, and state grants and various other State – funded initiatives.

Federal Funds

Most federal funds are received as categorical aids for specific programs.  Expenditures are not authorized unless specific funds have been received or assurance of the receipts has been received.  Vocational aid from federal sources is non-categorical in nature and such funds, when received, are merged with other General Fund monies for expenditure purposes.  Any federal funds received for the purpose of assisting in the cost of new construction will be deposited in the Capital Projects Account for expenditure on authorized projects.

Miscellaneous Income

Service Fees

A specified fee may be charged to each student enrolled in the school system as a rental or use fee to cover the cost of supplying textbooks for each course of study.  The administration shall determine, subject to approval by the Board of Directors, the amount for each grade level sufficient to ensure the proper number of additional and/or replacement textbooks and other non-consumable instructional materials deemed appropriate.

Sales of Books, Equipment & Supplies

The administration shall provide a system for the sale of surplus books, equipment and supplies.  Guidelines shall be established and approved by the Board.

Equipment items due for replacement because of age or condition may be “traded in” as a portion of the purchase cost of the replacement.

Equipment that is usable but obsolete and has significant value may be sold by taking sealed bids.  If bids are requested but no bids are received, the administration may proceed to negotiate the sale of such equipment to interested individuals or companies.  Such sales are approved by the Board before becoming final.

Surplus books, unusable equipment items of little value, and obsolete supply items may be disposed of by the administration for the highest available offer.  Detailed records of all contacts made in the attempt to sell such materials shall be maintained and available for inspection.  Auctions may be held with approval by the Board.

Accumulation of Funds

The Voted Physical Plant and Equipment Fund, when authorized by the electorate, is used to accumulate funds for new construction, major remodeling, equipping new facilities, and site purchases as necessary.  Funds may accumulate from year to year until balances are sufficient for such major expenditures.

The Regular Physical Plant and Equipment Fund, which may be levied by action of the Board of Directors, is used to accumulate funds for new construction, major remodeling, equipping, new facilities site purchases and site improvement.

Cash Receipts

Cash received on behalf of the District by an employee will be deposited into the appropriate District fund (general, student activities, other).  The employee will issue a receipt for all amounts in excess of $5.00.

Monies in School Buildings

Money held at the buildings will be held in a secured, locked location.  Money should not be left overnight at a school building whenever possible.  District employees should not transport money, but should call for the outside courier service to pick up money to be transported to the bank for deposit.

  • Updated 6/82, 4/91, 7/03
  • Reviewed 5/96, 11/97, 7/99, 7/03