Harlingen High School

Harlingen High School Bookkeeper Notes

Please adhere to the following rules regarding deposits

and pay orders for clubs or organizations.

1. Deposits will be received from 7:30 a.m. to 4:00 p.m. Monday –Friday. 

2. Deposit form must be completed, including the listing of all checks being  deposited before going to bookkeeper.  All checks should have the club’s name written on it.  A receipt must  be issued from the sponsor or club treasurer to each student for money collected.  Your deposits must balance with your yellow receipts/tabulation monies form that you turn in to the bookkeeper.

3. All checks must be deposited before 30 days from the date on the check.  Checks will require the following information on the memo (lower left corner). 

   • Student Name

   • Name of Club

   • Purpose of Check

4. Be prepared to wait while money is being counted and receipted.  Under no circumstances are you to try to leave money with bookkeeper without being counted and verified.  

5. Do not wait to turn in money.  Deposits should be made on a daily basis so that you and not keeping large amounts of money on hand.  All monies should be turned in to bookkeeper at the end of the day for safekeeping.  Picked up the next morning to complete deposit. 

6. During holidays, you will need to deposit by the following deadlines: 

   • Thanksgiving:    10:00am - last day of work 

   • Christmas:         10:00 am - last day of work

   • Spring Break:     10:00 am - last day of work

   • End of School:   10:00 am - last day of work

7. Check Requests - Pay orders must be signed by student treasurer with a receipt or invoice attached to it.  Cash register tapes are accepted if you have a signed purchase form attached.  There is a two-day period for all checks, Tuesdays and Thursdays - No exceptions. 

8. Fundraisers - Notify Assistant Principal of Student Activities before having a fundraiser.  A fundraising application and financial recap is required.  The bookkeeper will need to know what you are selling.  If it is anything other than food, we must pay sales tax on amount sold.  Your club is also entitled to a two day exemption policy.  

9. Receipt Books - A receipt book will be issued to you and you will be responsible for the book.