The following content is intended as a set of general recommendations and best practices to support back-to-school readiness. Roles and responsibilities may vary by district, union agreements, or local policies. Please consult your district leadership or administrative guidelines before implementing any suggestions. This guide is not intended to override or replace official procedures. 

 

School Users keep the school running and are the financial backbone of the school. We know how busy things can get ahead of the new school year. Managing cash, reconciling payments, and preparing reports can be overwhelming - especially when you are juggling multiple roles. Below are recommendations, resources, and tips to get you started. 

Key Workflows

  • Review Hardware and Existing Inventory:  
    • Review computer connectivity and test with associated printers.
    • Check printer supplies such as paper and ink.
    • Inventory your bookkeeping supplies (checkbooks, deposit slips, laser receipts, and Point of Sale (POS) thermal rolls) and reorder as required.
    • Test and confirm POS setup .
       
  • Review Year End Processes 
    • Confirm rollover of previous year’s budget, new fiscal year codes, accounts and/or categories.
    • Reconcile all outstanding purchase orders.
    • Update vendor contact information if necessary.
    • Review and communicate school purchasing policies to staff.
    • Set up new items for field trip and extracurricular funds.
    • Ensure all staff have access to reimbursement forms.

  1. Common Back-To-School Tasks in SchoolCash



Inform Staff 

  • Provide clear, concise documentation for teachers and school staff on policies and procedures for the coming school year: 

  • Reimbursement Procedures 
  • Introduce / Re-Introduce SchoolCash to Teachers and Staff with SchoolCash Email Templates.

Inform Parents 

In your Back-To-School materials, we recommend including the following:  

  • Welcome Message from the Principal 
  • School Calendar 
  • Contact Information and Emergency Contact Update Instructions 
  • Health and Safety Requirements, Code of Conduct 
  • Academic Information (curriculum, homework expectations, grading policies, etc.) 
  • Lunch and nutrition, Transportation and Extracurriculars 
  • Technology and Communication 

Hosting Back-To-School nights or events?  

  • Prepare a SchoolCash station/table with a computer to encourage parents to sign up for SchoolCash Online – Provide pens or goodies when parents register.
  • Print a QR Code with your SchoolCash Online link, to drive Parent adoption.

 

SchoolCash Preparation 

  • New to SchoolCash?  

  • Copy SchoolCash Items from previous Years: Any items you want to see again this year? Use the Copy function.

 

Don’t forget to consult the Knowledge Base if you have any other questions and to reach out to your District admin – they’re here to help you.  

With these steps, you’ll be well prepared to support your school’s financial operations and ensure a smooth start to the year!