Staff > Accounting

Deposits & Gifts


❖ Collect funds from students via the Bookstore

❖ Confirm contact details, list events, and note student ID numbers on all checks

❖ Deposit funds daily

❖ Deposit funds at your building (Off Campus/Evening School - use GBS)

❖ Prior to depositing, copy or scan checks (and cash) where required

❖ Shred documents when appropriate 

●  Collection & Deposit Memo 

●  Cash Reconciliation Form 


❖   All gifts accepted on behalf of District 225 require Board approval (tangible goods or services)

❖ Submit required details for accepted donations to your school representative for Board approval

❖ Departments are responsible for issuing acknowledgment letters when requested by a donor 

❖ Sample letter below can be modified (e.g. delete specific dollar amount donated, to list tangible goods instead. Note: It has always been our practice not to assign a value to donated goods; this is the responsibility of the donor.) 

●  Donation Letter  - sample in Word (password required)

●  Tax status - reference in donation letter to US Code

●  W9 reference in sample letter (if you prefer to use a W9 specific to your building, go to the Tax Exempt & W9 page).


❖  Gift cards, in lieu of compensation, are prohibited

❖  District 225 will not reimburse employees, parents, or volunteers for such purchases

❖  Appropriate gifts are: under $25 per person, can be anything tangible, and appropriate in nature for a school setting

● District 225 Gift Card Memo

District 225 Board Policy - Ethics & Gifts 

● State of Illinois Gift Ban Legislation 5 ILCS 430 – detailed

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