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Laundry

Laundry Fees – P/E  Codes

Revenue

Laundry Fees                                                            199-00-XXX-000-858-5749-456

Lost Uniforms                                                            199-00-XXX-000-858-5749-457

 

Cash Collection and Receipt Procedures for Laundry

The laundry fee collected from each student enrolled in physical education class/ athletics is to cover the cost of providing clean, sanitary towels, soap, and uniforms (shirt and shorts) to students for the time they are enrolled in the class.  When collecting the laundry fee, it is the policy of Pasadena Independent School District to always provide a receipt to students or parents whenever money is collected from them.  The standard district form to use for this process is the Teacher’s Summary of Collection Form.  This form is an audited item and must be secured and accounted for by the school secretary/bookkeeper. All money collected and receipted should be turned in to the school secretary/bookkeeper either daily for safe keeping or in total by the end of the 4th week of each semester.

Instructions for Receipting Money from Students paying the district required Laundry Fee.

Note:  The Laundry Fee has increased from $5 per semester to $10 per semester for 2007-2008.

  1. The Teacher’s Summary of Collections Form is a four-part form used by the teachers to collect money from students.  Each form is numerically stamped and MUST be accounted for.  Each person issued a summary form is responsible for that form and must sign for it.
     

  2. Complete the heading on the form properly.  Use complete name, date and classification of Receipt (Laundry).
     

  3. Write students’ names clearly and put the amount ($10.00) and item description (Laundry Fee) on the lines indicated.  The original individual receipt goes to the student.  Total the form. ALL STUDENTS TAKING PHYSICAL EDUCATION / ATHLETICS MUST PAY THE LAUNDRY FEE EACH SEMESTER.  Turn in the summary of collection form along with the cash to the secretary/bookkeeper on the day you complete the summary of collection form.  (Swimming and Golf are excluded.  ROTC pays $10 for the year)
     

  4. All original (white) unused and voided receipts must be stapled to the second copy. The second copy (white) becomes part of the paperwork required in completing a deposit with the District Cashier, and the third copy (yellow) will be retained on  campus with the secretary/bookkeeper.  The fourth copy (pink) will be returned to the teachers for their records.

Instructions for completing the Laundry Fee Check & Balance Sheet.

  1. The Laundry Fee Check & Balance Sheet may be accessed on the Physical Education Web page (Curriculum-High School) or you can use the form in your information packet. The completed form is DUE to your Physical Education Department Head at the end of the 4th week of each semester.  You MUST include a copy of the Not Clear report for students who did not pay the fee along with a copy of names of students whose fees were waived because of financial hardship as determined by the principal or principal’s designee.
     

  2. The Physical Education Department Head will give the laundry check and balance sheet to the secretary/bookkeeper.  The secretary/bookkeeper will make sure the collection sheet matches the summary of collection sheets turned in by the teacher. He/she will check with the counselor and verify the enrollment numbers from the counselor matches the numbers on the teachers’ collections sheet. She will then have the principal sign the laundry fee check and balance sheet.  A copy of the signed form will stay with the secretary/bookkeeper.  She will send a copy back to the Physical Education Department Head and send copies of all check and balance sheets to the Assistant Director of HPE/Athletics (Pam Tevis-Stadium Office).  It is extremely important that this form is accurate.  This can be audited.  Schools will be given a 5% difference between what should have been collected and what was actually collected.  Any amount over that will be charged back to the campus.  This will be handled the same way we currently collect monies for lost uniforms/towels. Schools will receive a bill to cover any shortages.  This charge can be paid from the school activity account or the PE budget.

 

Instructions for students who are not clear with PE fee, lost uniform, lost lock

1.      For students who are not clear, they must pay the secretary/bookkeeper.   Students who have lost any part of their uniform must pay $5.50 for each piece lost.    The secretary/bookkeeper will use the lost uniform revenue code for the deposit (199-00-XXX-000-858-5749-457). Students who have lost a lock must pay $5.50 for the replacement cost of the lock. This money is kept in the school account to be used to replace locks when needed. You can contact Purchasing for information on buying replacement locks. Students who have not paid their $5.00 laundry fee for the semester must do so.  However, they are not assessed a late fee or penalty. The secretary/bookkeeper will use the laundry fee revenue code for the deposit (199-00-XXX-858-5749-456).

2.      The secretary/bookkeeper will give the student a receipt and put a copy in the teacher’s box to show the student is clear.  The receipts are needed when the inventory process is done at the end of the year for the laundry inventory report. Also, at year end when its time for the annual inventory of PE uniforms, the allocated uniforms must be accounted for. A student’s PE uniform consists of a shirt and a pair of shorts.   The inventory will consist of the actual count of shirts and the actual count of shorts plus the receipts for lost or not clears for uniforms. Any shortage over 10% will be charged back to the campus. 

3.      Physical Education Department Heads need to complete and collect the Lost Laundry Report from each Physical Education Teacher/Coach and send it to the Assistant Director of HPE/Athletics two weeks BEFORE the end of each semester. 

4.      At year-end, the inventory is completed on towels that were issued to each campus at the beginning of the year. A campus will be allowed a 10% difference between the actual count of towels issued and the actual count of towels taken at the end of the year.  Any shortage over 10% will be charged back to the campus.

5.      For students transferring to another Pasadena ISD school who have not paid the PE laundry fee, the teacher must document that on the check out form that the PE  fee still needs to be paid.

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Last modified: 07/12/07