Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
2.401
02/05/24
Gifts and Bequests
Rescinds:
Issued:
2.401
02/07/22
1
General
2
The director of schools is authorized to accept gifts to the school system and may designate others to
3
accept gifts for particular schools in behalf of the Board. 1 The Board will officially express
4
appreciation to the donor and all major gifts will be reported to the Board and publicly announced.
5
In instances where the director of schools or his designee doubts the appropriateness or usefulness of
6
an offered gift, the gift may be declined or the matter referred to the Board.
7
In accepting gifts and donations, the following guidelines shall be followed:
8
1. Unless otherwise expressly specified in writing, all property contributed, given, or otherwise
9
placed on school premises shall for all intents and purposes be a gift and shall become school
10
system property subject to the same controls and regulations that govern the use of other
11
school-owned property.
12
13
2. Contributions of equipment or services that may involve major costs for installation,
14
maintenance, or initial or continuing financial commitments from school funds shall be
15
presented by the director of schools' office for Board consideration and approval.
16
17
3. Because of difference in economic resources available to various schools, and for other
18
reasons, the purchase of equipment on a matching fund basis (part of cost provided by an
19
individual or organization and part by the Board shall not be encouraged.
20
21
4. Individuals or organizations wanting to contribute supplies or equipment will consult with
22
school officials about the feasibility of accepting such contributions prior to the solicitation of
23
funds or the making of budgetary appropriations.
24
25
5. A list of supplies and equipment which have been contributed shall be reported to the Board by
26
the director of schools' office annually.
Version Date: February 7, 2024
Gifts and Bequests
2.401
Legal References
Cross References
1. TCA 49-6-2006(a)
Staff Conflict of Interest 5.601
Staff Gifts and Solicitations 5.605
Student Gifts 6.710
Page 2 of 2
Hickman County School System
Gifts and Bequests
2.401AP
Hickman County Schools
Record of Gifts and Bequests
Item
Name of Donor
Estimated Value
15
Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
2.402
02/05/24
Investment Earnings
Rescinds:
Issued:
2.402
02/07/22
1
Individual Schools
2
The building principal, with consent of the director of schools, is authorized to invest excess funds of
3
the school in savings accounts. 1 Interest earned on general fund accounts shall be credited to general
4
fund revenue. Interest earned on restricted fund accounts shall be credited to revenue in each restricted
5
account.
6
School food service funds shall be kept separate from other school funds and interest earned on food
7
service fund deposits shall be credited to food service revenue.
8
All funds shall be deposited into accounts fully protected by sufficient collateral.
Legal References
Cross References
1.
Tennessee Internal School Uniform
Deposit of Funds 2.500
Accounting Policy Manual; Section 6-1
Food Service Management 3.500
Version Date: February 7, 2024
Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
2.403
07/07/25
Surplus Property Sales
Rescinds:
Issued:
2.403
08/05/24
1
The Director of Schools shall prepare a list of unusable items for Board approval. 1 The list shall contain
2
the following information: name of item, date of purchase, and reason for disposal (vehicles will list VIN
3
and mileage).
4
All unusable items shall be sold to the highest bidder after advertising in a newspaper of general
5
circulation at least seven (7) days prior to the sale.² Notice shall also be published on a news and
6
information website in accordance with state law. 3 The sales will occur via online auction in accordance
7
with state law. 2
8
Surplus property which has no value or has a value of less than five hundred dollars ($500) may be
9
disposed of without the necessity of bids. In order for such disposal without bids, the Director of Schools
10
and the Board Chair shall agree in written form that the property is of no value or is of less value than
11
five hundred dollars ($500).4
12
If reasonable attempts to dispose of surplus properties fail to produce monetary return to the district, the
13
Board shall approve other methods of disposal.⁵
14
Surplus equipment will be auctioned off (i.e. Gov.planet) by the district whenever it becomes available.
15
The Board shall approve all surplus equipment prior to disposal. Buses will be stored in a secured
16
location until they are sold.
17
DISPOSITION OF EQUIPMENT PURCHASED WITH FEDERAL DOLLARS⁶
18
When equipment that was purchased with federal dollars is no longer needed for the original project or
19
program or for other activities currently or previously supported by a federal agency, disposition of the
20
equipment shall be made as follows:
21
1. Items of equipment with a current per-unit fair market value of less than $10,000 may be
22
retained, sold, or otherwise disposed of with no further obligation to the awarding agency; or
23
24
2. Items of equipment with a current per unit fair market value in excess of $10,000 may be
25
retained or sold, and the awarding agency shall have a right to an amount calculated by
26
multiplying the current market value or proceeds from sale by the awarding agency's share of
27
the equipment.
28
Version Date: July 11, 2025
Surplus Property Sales
2.403
Legal References
Cross References
1.
TCA 49-6-2006(b)(3); TCA 49-6-2208
Duties of Officers 1.201
2.
TCA 49-6-2007(b)
Inventories 2.702
3.
Public Acts of 2024, Chapter No. 793; Public Acts
Textbooks and Instructional Materials 4.400
of 2025. Chapter No. 105
4. TCA 49-6-2007(d)
5.
TCA 12-2-403(a)
6.
2 CFR $ 200.313(e)
Page 2 of 2
Hickman County School System
News and Information Website for
2.403.2AP
Legal Notices
When a legal notice is required to be published in a newspaper of general circulation, whether by
state law or board policy, the notice shall also be published on a news and information website.
To be classified as a news and information website, the following criteria shall apply to the website:
1. Has a URL;
2. Has been published continuously for the previous twelve-month period;
3. Has been published using recognized standards of professional journalism;
4. Must have content revised on a regular basis not less than three (3) times per week;
5. Has a fixed title or name and date lines and complies with and abides by all copyright laws;
6. Does not serve primarily as a platform to promote the interests or opinions of a special
interest group, individual, or cause;
7. Is principally devoted to the dissemination of local or general news with at least fifty percent
(50%) of all editorial content reported being original, excluding advertisements;
8. Exists and is registered pursuant to state law with the Secretary of State;
9. Must have an office of publication based in the county in which the notice is required to be
published;
10. Is available and open to the public where business is transacted during usual business hours;
11. Maintain a telephone number and email listing; and
12. Includes in each updated publication the contact information of the news and information
website.
To ensure compliance, the District shall publish any legal notice on the
https://hickmancountytimes.com/ website.
16
Hickman County Board of Education
Descriptor Code:
Issued Date:
Descriptor Term:
2.404
02/05/24
School Support Organizations
Rescinds:
Issued:
2.404
02/07/22
1
INTRODUCTION
2
Only a group or organization that has entered into a written cooperative agreement with the Board may
3
use the name, mascot, or logo of a school or the school district to solicit or raise money, materials,
4
property, securities, services, or other things of value.¹
5
A civic organization operating concessions or parking at school-sponsored events is not a school support
6
organization subject to this policy.
7
REPORTING AND RECORDS
8
The director or the director's designee shall annually post a list of organizations that are recognized as
9
school support organizations on the school district's web site.
10
Any forms, annual reports, or financial statements submitted shall be open to public inspection as a
11
public record.
12
PROCEDURES
13
The director shall create procedures to oversee the relationship between the Board and any school
14
support organization. These procedures shall include, at a minimum, the following:
15
1. Any agreement between the Board and a school support organization shall be in writing and
16
signed by the director or the director's designee and an authorized agent of the school support
17
organization seeking authorization. This agreement shall contain, at a minimum, the following
18
provisions:
19
20
a. An agreement to abide by any policies and procedures regarding school support
21
organizations; and,
22
23
b. An agreement to indemnify the Board, the director and all other agents of the local
24
education agency for the actions of the school support organization.
25
26
2. Prior to entering into any agreement, a school support organization shall submit the following
27
to the director or the director's designee:²
28
29
a. Documentation confirming the school support organization's status as a nonprofit
30
organization, foundation, or a chartered member of a nonprofit organization or foundation;
31
32
b. A written statement of the goals and objectives of the group or organization;
Version Date: February 7, 2024
School Support Organizations
2.404
1
C. The principal contact telephone and address, as well as the telephone number, address, and
2
position of each officer of the group or organization; and,
3
4
d. A copy of the school support organization's written policy specifying reasonable
5
procedures for accounting, controlling, and safeguarding any money, materials, property,
6
securities, services, or other things of value collected or disbursed by it.
7
3.
The director shall designate a date prior to the beginning of the regular school year for the
8
school support organization to submit a form to the director or the director's designee which
9
verifies the information previously provided by the school support organization is correct or, if
10
the information is no longer correct, that date shall be the deadline for any corrections.³
11
4.
The school support organization shall abide by all applicable Federal, State and local laws,
12
ordinances and regulations in its activities.
13
5.
The school support organization shall maintain a copy of its charter, bylaws, minutes, and
14
documentation of its recognition as a nonprofit organization.
15
6.
The school support organization shall maintain financial records for a period of at least four (4)
16
years.
17
7.
The school support organization shall operate within the applicable standards and guidelines set
18
by a related state association, if applicable, and shall not promote, encourage or acquiesce in
19
any violation of student or team eligibility requirements, conduct codes or sportsmanship
20
standards.
21
8.
The school support organization's officers shall ensure that school support organization funds
22
are safeguarded and are spent only for purposes related to the stated goals and objectives of the
23
organization.
24
9.
The school support organization shall obtain the approval of the director or the director's
25
designee before undertaking any fundraising activity. The director of the director's designee
26
shall consider, at a minimum, the following when approving or denying a request by a school
27
support organization to engage in a fundraising activity:4
28
a. Whether the fundraising activity, as scheduled, conflicts with the fundraising activity of the
29
school district or an individual school within that district; and,
30
31
b. Whether the fundraising activity is consistent with the goals and mission of the school or
32
school district.
33
10.
The school support organization shall provide access to all books, records, and bank account
34
information for the school support organization to officials of the local school board, local
35
school principal, or auditors of the office of the comptroller of the treasury upon request.
36
11.
A school representative cannot act as a treasurer or bookkeeper for a school support
37
organization, or be a signatory on the checks for a school support organization. A majority of
Page 2 of 3
School Support Organizations
2.404
1
the voting members of any school support organization board should not be composed of
2
school representatives.⁵
3
The director may enact procedures to suspend or revoke the authorization of any school support
4
organization for a failure to abide by the policies and procedures regarding school support
5
organizations.
6
OPERATION OF A SCHOOL BOOKSTORE
7
The principal of a school may enter into an agreement with a recognized school support organization
8
for the operation of a bookstore located on school grounds, which makes direct sales to students and
9
faculty, pursuant to procedures promulgated by the director. These procedures shall provide, at a
10
minimum, the following:
11
1.
One hundred percent (100%) of the profits of the operation of the bookstore are used for
12
support of the school; and
13
2.
The school support organization provides the school with the relevant collection documentation
14
that would have been required pursuant to the provisions of the manual produced under § 49-2-
15
110 for student activity funds. 6
16
The director may provide such other procedures and forms as he or she deems necessary.
17
CONCESSIONS AND PARKING
18
The principal of a school may agree to allow an authorized school support organization to operate and
19
collect money for a concession stand or parking at a related school academic, arts, athletic, or social
20
event on school property without the prior approval of the director or director's designee. Any money
21
payable to the school pursuant to the agreement with the principal will be considered school support
22
group funds and not student activity funds if the school support organization provides the school with
23
the relevant collection documentation required by the student activity funds manual produced by the
24
State.
Legal References
1. TCA 49-2-604(a)
2. TCA 49-2-604(b)(1)
3. TCA 49-2-604(b)(1)(B)
4. TCA 49-2-604(b)(2)
5. TCA 49-2-604(g)
6.
TCA 49-2-110
Page 3 of 3
Hickman County School System
School Support Organization
2.404AP
School Support Organizations Administrative Procedures
1. Any agreement between the Board and a school support organization shall be in writing and
signed by the director or the director's designee and an authorized agent of the school support
organization seeking authorization. This agreement shall contain, at a minimum, the following
provisions: a. An agreement to abide by any policies and procedures regarding school support
organizations; and, b. An agreement to indemnify the Board, the director and all other agents of the
local education agency for the actions of the school support organization.
2. Prior to entering into any agreement, a school support organization shall submit the following to
the director or the director's designee:
a.
Documentation confirming the school support organization's status as a nonprofit
organization, foundation, or a chartered member of a nonprofit organization or foundation;
b. A written statement of the goals and objectives of the group or organization;
C.
The principal contact telephone and address, as well as the telephone number, address,
and position of each officer of the group or organization; and,
d.
A copy of the school support organization's written policy specifying reasonable
procedures for accounting, controlling, and safeguarding any money, materials, property, securities,
services, or other things of value collected or disbursed by it.
3. School Support Organizations will submit a list of current officers and bank statements annually
by July 1 and attend financial training provided by the school system in order to remain active and to
be considered for the approval of fundraisers.
4. The school support organization shall abide by all applicable Federal, State and local laws,
ordinances and regulations in its activities.
5. The school support organization shall maintain a copy of its charter, bylaws, minutes, and
documentation of its recognition as a nonprofit organization. 6. The school support organization shall
maintain financial records for a period of at least four (4) years.
7. The school support organization shall operate within the applicable standards and guidelines set
by a related state association, if applicable, and shall not promote, encourage or acquiesce in any
violation of student or team eligibility requirements, conduct codes or sportsmanship standards.
8. The school support organization's officers shall ensure that school support organization funds
are safeguarded and are spent only for purposes related to the stated goals and objectives of the
organization.
9. The school support organization shall obtain the approval of the director or the director's
designee before undertaking any fundraising activity. The director of the director's designee shall
consider, at a minimum, the following when approving or denying a request by a school support
17
organization to engage in a fundraising activity:
Whether the fundraising activity, as scheduled, conflicts with the fundraising activity of the school district
or an individual school within that district; and,
a.
Whether the fundraising activity is consistent with the goals and mission of the school or
school district.
10. The school support organization shall provide access to all books, records, and bank account
information for the school support organization to officials of the local school board, local school
principal, or auditors of the office of the comptroller of the treasury upon request.
11. A school representative cannot act as a treasurer or bookkeeper for a school support
organization or be a signatory on the checks for a school support organization. A majority of the
voting members of any school support organization board should not be composed of school
Representatives.
18
Hickman County Board of Education
Descriptor Code:
Issued Date:
Descriptor Term:
2.500
03/11/24
Deposit of Funds
Rescinds:
Issued:
2.500
02/07/22
1
Central Office
2
All income payable to the Board will be deposited with the county trustee, who will credit it to the
3
appropriate account.¹
4
Individual Schools
5
All money collected at the building level must be cleared through the principal's office.
6
The principal shall deposit funds daily if possible, but no later than three (3) days after being received. 2
7
Deposit slips will be filed along with other permanent records. Each deposit slip must show the
8
various receipt numbers. The total amount of deposit shall be shown on the last receipt deposited.
9
Monies collected at the building level must be deposited to no more than three bank accounts:³
10
1.
General School Fund/Restricted Accounts;
11
12
2.
School Food Service; and
13
14
3.
Savings.
Legal References
Cross References
1.
TCA 8-11-104
Investment Earnings 2.402
2.
Internal School Funds Manual, Sections 4-20, 6-1,
Student Activity Funds Management 2.900
6-2
Food Service Management 3.500
3.
Internal School Funds Manual, Section 4-2, 4-3, 6-
1,6-2
Version Date: March 14, 2024
Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
2.600
03/11/24
Bonded Employees
Rescinds:
Issued:
2.600
02/07/22
1
General
2
The director of schools and all other employees who handle school monies shall be bonded in order to
3
indemnify the school system against the loss of any funds. 1
4
The Board shall determine the amount of the bond, giving consideration to the total amount of money
5
and/or property that is handled in each school.²
Legal References
1. TCA 8-19-101 through 103; TCA 49-2-110(a)(1)
2.
Internal School Funds Manual, Section 4-19
Version Date: March 14, 2024
Hickman County Board of Education
Descriptor Code:
Issued Date:
Descriptor Term:
2.601
12/04/23
Fundraising Activities
Rescinds:
Issued:
2.601
02/07/22
1
Individual Schools
2
The schools shall avoid exploiting students, whether by advertising or otherwise promoting products or
3
services, soliciting funds or information, or securing participation in non-school related activities and
4
functions. At the same time, schools shall inform and assist students in learning about programs,
5
activities or information which may be of help or service to them. To attempt a fair balance, the following
6
general guidelines will apply:¹
7
1. Fundraising activities shall be authorized by the Board and shall be for the purpose of
8
supplementing funds for established school programs and not for supplanting funds which are
9
the responsibility of the public.
10
11
2. Fundraising companies and other salespersons shall obtain permission in writing from the
12
director of schools' office to visit the schools.
13
14
3. Any commission payable by companies will be paid in the form of reduced prices to the
15
students, or paid into the activity fund of the school for use by the school. No school employee
16
shall personally benefit from any fundraising activity.
17
18
4. The principal must obtain written approval from the director of schools or designee for all
19
fundraising activities that involve the participation of the general student population in the
20
marketing process of the fundraising effort. All other fundraising activities must have written
21
approval from the principal and comply with all administrative procedures issued by the
22
director of schools. The authorization request shall contain the following information:²
23
24
a. A list of the proposed fundraising activities;
25
b. Purpose of the fundraising activity;
26
c. Proposed uses of funds raised;
27
d. Expected student involvement in fundraising activity (school-wide or individual class or
28
club); and
29
e. Margin of profit and how it is to be paid to the school.
30
31
5. The director of schools shall determine whether or not the activity will benefit the school,
32
contribute to the welfare of the student body and supplement, not replace, funds necessary to
33
fulfill the board's required contributions.
34
35
6. The director of schools will inform the Board of any approved fundraising activity.
36
Authorization requests and the director's letter of approval shall be provided to the Board
37
before the fundraising activity is implemented.
Version Date: December 6. 2023
Fundraising Activities
2.601
1
7. Students will not be excused from a regular class to participate in a fundraising activity. No
2
grade in a subject or course will be affected by a student's participation in a fundraising
3
activity.
4
5
8. No quotas will be imposed on students involved and their efforts will be voluntary. Students
6
who do not participate in fundraising activities will not be punished or discriminated against in
7
any way.
8
9
9. Principals shall submit an annual report on fundraising activity to the director of schools and to
10
the Board which will indicate the gross amount of funds raised and the net profit realized.
11
This policy shall not be construed as preventing a teacher from using instructional or informational
12
materials even though the materials might include reference to a brand, product or a service.
13
LOTTERIES
14
No fundraising activity shall be conducted which distributes prizes or makes awards to winners from
15
among purchasers of chances by means of tickets or otherwise through a random drawing or other
16
random selection process.³
17
ONLINE FUNDRAISING
18
Individual schools may establish school-wide online fundraising accounts. The accounts must meet all
19
fundraising requirements established by the board and the Internal School Uniform Accounting Policy
20
Manual. The principal/designee of each school shall have access to the established fundraising account
21
to ensure all funds are properly accounted for, and the information is recorded in the school's
22
accounting records by the designated personnel. Online fundraising shall not be used on behalf and for
23
the benefit of an outside party.
24
Employees shall not engage in online fundraising in their official capacity as district employees nor
25
make any reference to non-school sponsored fundraisers, online or otherwise, that would lead another
26
to believe such activity is an approved school fundraiser.
27
FUNDRAISING FOR NONEDUCATIONAL PURPOSES⁴
28
On approval of the principal, an employee may be authorized to raise and use funds for the following
29
noneducational purposes:
30
1. Bereavement support;
31
32
2. Award recognition;
33
34
3. Employee morale;
35
36
4. Banquets; or
37
38
5. Other situations at the principal's discretion.
Page 2 of 3
Fundraising Activities
2.601
1
These funds shall be derived from vending machine revenue, donations, or charitable organizations.
2
The Director of Schools shall develop administrative procedures regarding the receipt, disbursement,
3
accounting, and auditing of these noneducational funds. The Director of Schools shall ensure that the
4
procedures are consistent with board policy and state law and disseminate them to all employees.
5
RECORDKEEPING
6
The Director of Schools/designee shall ensure that the appropriate records are maintained for each
7
fundraising activity and shall be responsible for collecting and maintaining the appropriate documents
8
that show the approving, tracking, and monitoring of each fundraising activity from beginning to end.
Legal References
Cross References
1.
Tennessee Internal School Uniform Accounting
Revenues 2.400
Policy Manual, Section 4-30, 4-31
School Support Organization 2.404
2.
Tennessee Internal School Uniform Accounting
Audits 2.703
Policy Manual, Section 4-32
Vendor Relations 2.809
3. Tenn. Att'y Gen. Op. No. 03-049 (Apr. 22, 2003)
Student Activity Funds Management 2.900
4.
TCA 49-2-134
Staff Gifts and Solicitations 5.605
Gifts 6.710
Page 3 of 3
Hickman County School System
Fundraising Activities
2.601AP
Fundraising Activities
Fundraisers serve the purpose of supplementing programs and not supplanting what is required of the
Board of Education. Fundraising activities must be requested and approved by the Principal and the
Director of Schools. Fundraiser requests must be approved and submitted in the packet for the Board
of Education prior to the monthly board meeting. Fundraisers must be approved and submitted to the
board of education prior to commencing in the fundraising activity.
In May of each year, principals shall submit an account of fundraising for the school for the year to the
Director of Schools.
Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
2.700
04/08/24
Accounting System
Rescinds:
Issued:
2.700
02/07/22
1
Central Office
2
The director of schools shall maintain a system of accounting, arranged according to the regulations
3
prescribed by the Commissioner of Education, which provide a detailed and accurate account of all
4
receipts and disbursements of the schools. 1
5
Individual Schools
6
The Board authorizes each respective school under its jurisdiction to receive activity and other internal
7
funds, such as athletic ticket money, school lunch funds and school class funds. The Board shall hold
8
each principal responsible for the management of all internal accounts under his/ her jurisdiction in
9
accordance with the Tennessee Internal School Uniform Accounting Policy Manual.²
Legal References
Cross References
1. TCA 49-2-301(b)(1)(D); TCA 49-3-316(a)(1)
Petty Cash Accounts 2.801
2.
TCA 49-2-110(d)
Student Activity Funds Management 2.900
Version Date: April 15, 2024
Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
2.701
04/08/24
Financial Reports and Records
Rescinds:
Issued:
2.701
02/07/22
1
FINANCIAL REPORTS
2
Central Office
3
The Executive Committee shall submit to the Board at each regular Board meeting a report of all business
4
transacted since the last regular meeting.¹
5
A report indicating all receipts and expenditures will be given quarterly to the County Commission. 2
6
Each report will show the amount of the annual appropriation, the amount expended by account to date,
7
the amount encumbered and the free balance in each account.
8
The director of schools shall submit monthly financial reports to the Board and to state and federal
9
agencies as required.
10
Individual Schools
11
Each principal shall submit to the director of schools at the end of each calendar month on a prescribed
12
form the receipts, expenditures and cash balance of all accounts under his jurisdiction. 3 These reports
13
shall be made available to the Board at its request.
14
FINANCIAL RECORDS
15
General
16
The director of schools shall maintain all financial records as required by regulation and applicable state
17
and federal law. The Board, from time to time, may determine to extend the retention time for certain
18
records.⁴
Legal References
Cross References
1. TCA 49-2-206(b)(5)
School District Records 1.407
2.
TCA 49-2-301(b)(1)(Q)
Food Service Management 3.500
3.
Internal School Funds Manual, Section 3-5
4.
Internal School Funds Manual, Section 4-24
Version Date: April 15, 2024
Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
2.702
04/08/24
Inventories
Rescinds:
Issued:
2.702
02/07/22
1
General
2
The director of schools shall establish an accurate inventory procedure for all school real and personal
3
(e.g., material and equipment) property, and this system shall be implemented at each school facility.
4
Equipment is defined as all items with a unit cost of $5,000.00 or more and a minimum useful life
5
expectancy of three years (including freight and installation charges)*. Minor sensitive equipment is
6
defined as having a value of $100.00 to $5,000.00 (technology equipment and related support
7
equipment). Administrative personnel shall ensure that a physical count of all such property is taken at
8
the end of each fiscal year, and this inventory shall be properly entered on the appropriate records for
9
accounting purposes. 1
10
Each school shall maintain a complete inventory with a duplicate maintained in the central office.
11
EQUIPMENT PROCURED WITH FEDERAL DOLLARS²
12
The director shall establish procedures for administrators to follow which meet all federal
13
accountability guidelines, including guidelines for the purchasing, inventorying, security and
14
disposition of all equipment purchased with federal funds.
Legal References
Cross References
1.
Internal School Funds Manual, Section 4-21 -
Surplus Property Sales 2.403
Section 4-23
Security 3.205
2.
2 CFR § 200.313
Equipment & Supplies Management 3.300
* As defined by Tennessee Department of General Services
Version Date: April 15, 2024
Hickman County School System
Inventories
2.702AP
Inventory Procedures
Equipment Procedures
Equipment is defined as all items with a unit cost of $5,000.00 or more and a minimum useful life
expectancy of three years. Freight charges and installation cost should be included as a cost of
equipment. Sensitive minor equipment is defined as items purchased with a cost of between
$100.00 and $4,999.99. This include sensitive items such as computers, external computer
peripherals, etc.
Hickman County Board of Education
Descriptor Term:
Descriptor Code:
Issued Date:
2.703
04/08/24
Audits
Rescinds:
Issued:
2.703
02/07/22
1
General
2
An audit of all fiscal accounts, including accounts and records of all school student activity funds, shall
3
be made by a certified public accountant following the end of each fiscal year. 1
4
The director of schools shall furnish or make copies of the audit available to the proper authorities as
5
prescribed by law.²
6
When an administrative change occurs during the fiscal year and the position is responsible for the
7
expenditure of funds, a special audit of accounts involved shall be conducted. The special audit shall
8
be as extensive as the Board may determine.
9
AUDIT FINDINGS³
10
A corrective action plan shall be developed to address any findings on the annual audit. The plan shall
11
include the following:
12
1. Name(s) of the individual responsible for implementing the plan;
13
2. The correct action taken or planned; and
14
3. Anticipated completion date.
15
The plan shall be submitted to the Office of the Comptroller of the Treasury.
Legal References
Cross References
1. TCA 49-2-112; TCA 49-2-110(a)
Fundraising Activities 2.601
2. TRR/MS 0520-01-02-.13(3)(d)
Student Activity Funds Management 2.900
3. TCA 9-3-407
Version Date: April 15, 2024

## Table 1

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: | Descriptor Code: 2.401 | Issued Date: 02/05/24 |
|  | Gifts and Bequests | Rescinds: 2.401 | Issued: 02/07/22 |

## Table 2

| Item | Name of Donor | Estimated Value |
| --- | --- | --- |
|  |  |  |
|  |  |  |
|  |  |  |
|  |  |  |
|  |  |  |
|  |  |  |
|  |  |  |
|  |  |  |

## Table 3

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: | Descriptor Code: 2.402 | Issued Date: 02/05/24 |
|  | Investment Earnings | Rescinds: 2.402 | Issued: 02/07/22 |

## Table 4

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: Surplus Property Sales | Descriptor Code: 2.403 | Issued Date: 07/07/25 |
|  |  | Rescinds: 2.403 | Issued: 08/05/24 |

## Table 5

| Hickman County | School System |
| --- | --- |
| News and Information Website for Legal Notices | 2.403.2AP |

## Table 6

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: School Support Organizations | Descriptor Code: 2.404 | Issued Date: 02/05/24 |
|  |  | Rescinds: 2.404 | Issued: 02/07/22 |

## Table 7

| 1 2 3 | C. The principal contact telephone and address, as well as the telephone number, address, and position of each officer of the group or organization; and, |
| --- | --- |
| 4 5 6 | d. A copy of the school support organization's written policy specifying reasonable procedures for accounting, controlling, and safeguarding any money, materials, property, securities, services, or other things of value collected or disbursed by it. |
| 7 3. 8 9 10 | The director shall designate a date prior to the beginning of the regular school year for the school support organization to submit a form to the director or the director's designee which verifies the information previously provided by the school support organization is correct or, if the information is no longer correct, that date shall be the deadline for any corrections.³ |
| 11 4. 12 | The school support organization shall abide by all applicable Federal, State and local laws, ordinances and regulations in its activities. |
| 13 5. 14 | The school support organization shall maintain a copy of its charter, bylaws, minutes, and documentation of its recognition as a nonprofit organization. |
| 15 6. 16 | The school support organization shall maintain financial records for a period of at least four (4) years. |
| 17 7. 18 19 20 | The school support organization shall operate within the applicable standards and guidelines set by a related state association, if applicable, and shall not promote, encourage or acquiesce in any violation of student or team eligibility requirements, conduct codes or sportsmanship standards. |
| 21 8. 22 23 | The school support organization's officers shall ensure that school support organization funds are safeguarded and are spent only for purposes related to the stated goals and objectives of the organization. |
| 24 9. 25 26 27 | The school support organization shall obtain the approval of the director or the director's designee before undertaking any fundraising activity. The director of the director's designee shall consider, at a minimum, the following when approving or denying a request by a school support organization to engage in a fundraising activity:4 |
| 28 29 30 | a. Whether the fundraising activity, as scheduled, conflicts with the fundraising activity of the school district or an individual school within that district; and, |
| 31 32 | b. Whether the fundraising activity is consistent with the goals and mission of the school or school district. |
| 33 10. 34 35 | The school support organization shall provide access to all books, records, and bank account information for the school support organization to officials of the local school board, local school principal, or auditors of the office of the comptroller of the treasury upon request. |
| 36 11. 37 | A school representative cannot act as a treasurer or bookkeeper for a school support organization, or be a signatory on the checks for a school support organization. A majority of |

## Table 8

| 1. | One hundred percent (100%) of the profits of the operation of the bookstore are used for support of the school; and |
| --- | --- |
| 2. | The school support organization provides the school with the relevant collection documentation that would have been required pursuant to the provisions of the manual produced under § 49-2- 110 for student activity funds. 6 |

## Table 9

| Hickman County | School System |
| --- | --- |
| School Support Organization | 2.404AP |

## Table 10

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: | Descriptor Code: 2.500 | Issued Date: 03/11/24 |
|  | Deposit of Funds | Rescinds: 2.500 | Issued: 02/07/22 |

## Table 11

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: | Descriptor Code: 2.600 | Issued Date: 03/11/24 |
|  | Bonded Employees | Rescinds: 2.600 | Issued: 02/07/22 |

## Table 12

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: Fundraising Activities | Descriptor Code: 2.601 | Issued Date: 12/04/23 |
|  |  | Rescinds: 2.601 | Issued: 02/07/22 |

## Table 13

| Legal References | Cross References |
| --- | --- |
| 1. Tennessee Internal School Uniform Accounting | Revenues 2.400 |
| Policy Manual, Section 4-30, 4-31 | School Support Organization 2.404 |
| 2. Tennessee Internal School Uniform Accounting | Audits 2.703 |
| Policy Manual, Section 4-32 | Vendor Relations 2.809 |
| 3. Tenn. Att'y Gen. Op. No. 03-049 (Apr. 22, 2003) | Student Activity Funds Management 2.900 |
| 4. TCA 49-2-134 | Staff Gifts and Solicitations 5.605 |
|  | Gifts 6.710 |

## Table 14

| Hickman County | School System |
| --- | --- |
| Fundraising Activities | 2.601AP |

## Table 15

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: Accounting System | Descriptor Code: 2.700 | Issued Date: 04/08/24 |
|  |  | Rescinds: 2.700 | Issued: 02/07/22 |

## Table 16

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: Financial Reports and Records | Descriptor Code: 2.701 | Issued Date: 04/08/24 |
|  |  | Rescinds: 2.701 | Issued: 02/07/22 |

## Table 17

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: Inventories | Descriptor Code: 2.702 | Issued Date: 04/08/24 |
|  |  | Rescinds: 2.702 | Issued: 02/07/22 |

## Table 18

| Hickman County | School System |
| --- | --- |
| Inventories | 2.702AP |

## Table 19

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: Audits | Descriptor Code: 2.703 | Issued Date: 04/08/24 |
|  |  | Rescinds: 2.703 | Issued: 02/07/22 |