ASB ACCOUNTABILITY ASSOCIATED STUDENT BODY FUND AHS Advisor

ASB & ACCOUNTABILITY ASSOCIATED STUDENT BODY FUND AHS Advisor Training Auburn High School June, 2014

OVERVIEW ASB Background Ø Responsibilities: Budget, Proposals, Fundraisers, Purchase Orders, Disbursements Ø ASB Musts Ø ASB Nevers Ø Booster Clubs & PTSA’s Ø Audit Issues Ø What Do You Know About ASB? Ø Resources Ø Questions

ASB BUDGET Ø Annual budget preparation Ø Club & Activity budgets 1. Fundraiser/Activity Proposals 2. Anticipated revenue 3. Anticipated disbursements 4. Transfers Requires ASB Council Approval (document in minutes) Ø District office review and final School Board approval Ø

PROPOSALS Ø Must receive ASB Officers approval before starting activity/fundraiser Ø Start/end dates of fundraiser activity. Also add to ASB events/activities calendar on First Class. Ø Anticipated revenue sources Ø Anticipated expenses (be sure to include transportation, supervision, security, food, substitutes, etc. Ø Projected profit Ø Requires appropriate signatures and approval

FUNDRAISERS THE ASB OFFICERS MUST GIVE PRIOR APPROVAL FOR ALL FUNDRAISERS: When is it considered an ASB fundraiser? Ø When students or employees are involved during instructional or staff time. Ø When the school district or school name is used, on or off school property. The school board has given approval Ø The money is raised during the school day, on school property, using school personnel, or school materials. Ø This money should only be used for CARS: Ø Cultural, Athletic, Recreational, Social

FUNDRAISERS THE ASB OFFICERS MUST GIVE APPROVAL FOR ALL FUNDRAISERS: Ø Will the project be fun? Ø Will it require outside help? Ø Are funds available to purchase the sale merchandise? Ø Is adequate budget capacity available for expenses? Ø Will we have to request a loan from the student council? Ø Has this type of sale worked before? Could it with a different approach? Ø Are we all behind the idea? Ø Can we accomplish our goals with this fundraiser? After choosing a fundraiser, use the Fundraising Checklist.

FUNDRAISING RESTRICTIONS Ø Must meet fire, health & licensing regulations Ø Special liability insurance may be required Ø Review district policy for contract signing authority. May not allow staff members to sign with sales representatives. Ø Theft: Keep inventory items secured, turn in money daily to ASB Bookkeeper, internal controls in place for ticket sales, cash boxes, etc.

FUNDRAISERS PRIVATE MONEY Ø ASB Officers must give prior approval Ø Verify beneficiary is a legitimate charitable organization Ø Follow district policies & internal control procedures Ø Advertisements must indicate intended use Ø Funds must be in the 6000 series of the ASB Fund Ø Private activity; school district funds may not be used to offset, front-fund or pre-pay expenses

MONEY MANAGEMENT CASH HANDLING Students and Parents pay at the Business Office during hours of operation or online via the ASD website. Ø Ø Ø Before School 7: 30 am – 8: 00 am Lunches After School 2: 35 – 3: 00 pm

PURCHASE ORDERS Ø Must have a Fundraiser/Activity proposal approved by ASB Officers Ø All purchases require prior ASB Officer approval before PO is issued Ø ASB Officer approvals should be documented in meeting minutes, which are a permanent record (do not destroy) Ø Are quotes required? Required for apparel/clothing. Suggested for all other items to get the best price. Ø Is a contract for Personal Services Required? Ø Are travel documents required? Ø Will there be inventory to track? Ø Is a Food & Beverage Form Required?

P-CARDS (CREDIT CARDS) Ø P-Cards can be used for travel and student meals. Advisor meals do not apply and are reimbursed to the employee on a per diem basis through payroll. Ø Pre-approval required by ASB students before purchasing via a credit card.

RECEIVING GOODS Bring proof of receipt to Student Accounts Packing Slip Original Receipts/Invoices Sign off to acknowledge receipt and approve payment.

ASB MUSTS Ø Must have students approve all disbursements in writing in advance. Ø Must keep a positive balance in every club and class at all times. Ø Must exactly record cash and checks from the receipts to the deposit slip and deposit daily. Ø Must explain all voids and refunds and when receipts don’t match deposit (in writing). Ø Must comply with the Bid Law. Ø Must stay within your approved budget. Ø Must keep adequate inventory records on school store items and reconcile sales to money periodically. Ø Must use your common sense and if your common sense needs backup, call the business office for advice.

ASB NEVERS Ø ASB funds should never be used for any personal or private use. Ø ASB funds should never be used for anything under the general heading of gifts, including charitable donations, scholarship or student exchange Ø Never lie, cheat, steal, nor tolerate those who do. Ø Never use generic receipts. All monies must be receipted in a point of sale cash register system or district pre-numbered receipts must be used. Ø Never use white out, pencil, or scribble out anything. Ø Never throw away source documentation. Ø Never cash checks out of the ASB change fund or fundraising receipts. Ø Never allow an advisor to run a club or activity “outside” of the district records.

ASB OTHER ITEMS • • Awards of nominal value ($25) Booster clubs can not sponsor/coordinate field trips or travel activities. All expenses must be paid by AHS. Booster should donate the money to the club. Clubs to submit name of Club Officers to Student Accounts Office. Enter activities/events on the ASB Calendar in First Class.

AUDIT ISSUES Ø Lack of approvals and reconciliations Ø Meeting minute records Ø Deposit issues (internal control monitoring) Ø Safeguarding assets Ø Budget Ø Cash receipt procedures Ø Incentives Ø Allowable expenses Ø Fraud

WHAT DO YOU KNOW ABOUT ASB? Question 1: Can a teacher host a book sale for recreational reading, collect the money from students, and write one check to the company? Question 2: Can the Principal overrule a fundraiser approved by Student Council? Question 3: Can ASB funds be used to send the ASB Bookkeeper to a workshop about ASB finance? Question 4: Can the Key Club deposit money in the Kiwanis Club account at a local bank? Question 5: Can the Basketball Booster club pay the expenses for the team to travel to California for a tournament? Question 6: Can the ASB purchase a $35 balloon bouquet to be given to the Superintendent’s office to celebrate the passing of the levy? Question 7: Can the Drama Club buy scripts for a play if a performance is required for a grade?

RESOURCES Ø Washington Association of School Business Officials www. wasbo. org Resource Material & Monthly ASB Committee Meetings Ø Marty Fortin, Director of AWSP Learning Centers fortin@awsp. org

QUESTIONS BOB JONES ACTIVITIES/ATHLETIC ADVISOR bjones@auburn. wednet. edu 253. 931. 4888 Debra Podesta District Office dpodesta@auburn. wednet. edu 253. 931 -4936 Debbie Sumner AHS ASB Bookkeeper dsumner@auburn. wednet. edu 253. 931. 4895