ASB & ACCOUNTABILITY

ASSOCIATED STUDENT BODY FUND

AHS Advisor TrainingAuburn High School

June, 2014

OVERVIEWASB Background

Responsibilities: Budget, Proposals, Fundraisers, Purchase Orders, Disbursements

ASB Musts

ASB Nevers

Booster Clubs & PTSA’s

Audit Issues

What Do You Know About ASB?

Resources

Questions

ASB BUDGET

Annual budget preparation

Club & Activity budgets1.Fundraiser/Activity Proposals2.Anticipated revenue3.Anticipated disbursements4.Transfers

Requires ASB Council Approval (document in minutes)

District office review and final School Board approval

PROPOSALS

Must receive ASB Officers approval before starting activity/fundraiser

Start/end dates of fundraiser activity. Also add to ASB events/activities calendar on First Class.

Anticipated revenue sources

Anticipated expenses (be sure to include transportation, supervision, security, food, substitutes, etc.

Projected profit

Requires appropriate signatures and approval

FUNDRAISERSTHE ASB OFFICERS MUST GIVE PRIOR APPROVAL FOR ALL

FUNDRAISERS:

When is it considered an ASB fundraiser?

When students or employees are involved during instructional or staff time.

When the school district or school name is used, on or off school property.

The school board has given approval The money is raised during the school day, on

school property, using school personnel, or school materials.

This money should only be used for CARS:

Cultural, Athletic, Recreational, Social

FUNDRAISERSTHE ASB OFFICERS MUST GIVE APPROVAL FOR ALL FUNDRAISERS:

Will the project be fun?

Will it require outside help?

Are funds available to purchase the sale merchandise?

Is adequate budget capacity available for expenses?

Will we have to request a loan from the student council?

Has this type of sale worked before? Could it with a different approach?

Are we all behind the idea?

Can we accomplish our goals with this fundraiser?

After choosing a fundraiser, use the Fundraising Checklist.

FUNDRAISING RESTRICTIONS

Must meet fire, health & licensing regulations

Special liability insurance may be required

Review district policy for contract signing authority. May not allow staff members to sign with sales representatives.

Theft: Keep inventory items secured, turn in money daily to ASB Bookkeeper, internal controls in place for ticket sales, cash boxes, etc.

FUNDRAISERSPRIVATE MONEY

ASB Officers must give prior approval

Verify beneficiary is a legitimate charitable organization

Follow district policies & internal control procedures

Advertisements must indicate intended use

Funds must be in the 6000 series of the ASB Fund

Private activity; school district funds may not be used to offset, front-fund or pre-pay expenses

MONEY MANAGEMENTCASH HANDLING

Students and Parents pay at the Business Office during hours of operation or online via the ASD website.

Before School 7:30 am – 8:00 am Lunches After School 2:35 – 3:00 pm

PURCHASE ORDERS Must have a Fundraiser/Activity proposal approved by ASB

Officers

All purchases require prior ASB Officer approval before PO is issued

ASB Officer approvals should be documented in meeting minutes, which are a permanent record (do not destroy)

Are quotes required? Required for apparel/clothing. Suggested for all other items to get the best price.

Is a contract for Personal Services Required?

Are travel documents required?

Will there be inventory to track?

Is a Food & Beverage Form Required?

P-CARDS (CREDIT CARDS)

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.

Pre-approval required by ASB students before purchasing via a credit card.

RECEIVING GOODSBring proof of receipt to Student Accounts

Packing Slip Original Receipts/Invoices

Sign off to acknowledge receipt and approve payment.

ASB MUSTS Must have students approve all disbursements in

writing in advance. Must keep a positive balance in every club and

class at all times. Must exactly record cash and checks from the

receipts to the deposit slip and deposit daily. Must explain all voids and refunds and when

receipts don’t match deposit (in writing). Must comply with the Bid Law. Must stay within your approved budget. Must keep adequate inventory records on school

store items and reconcile sales to money periodically.

Must use your common sense and if your common sense needs backup, call the business office for advice.

ASB NEVERS ASB funds should never be used for any personal or

private use. ASB funds should never be used for anything under

the general heading of gifts, including charitable donations, scholarship or student exchange

Never lie, cheat, steal, nor tolerate those who do. 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.

Never use white out, pencil, or scribble out anything. Never throw away source documentation. Never cash checks out of the ASB change fund or

fundraising receipts. 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

Lack of approvals and reconciliations

Meeting minute records

Deposit issues (internal control monitoring)

Safeguarding assets

Budget

Cash receipt procedures

Incentives

Allowable expenses

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

Washington Association of School Business Officials

www.wasbo.orgResource Material & Monthly ASB Committee Meetings

Marty Fortin, Director of AWSP Learning Centers

fortin@awsp.org

QUESTIONS

BOB JONESACTIVITIES/ATHLETIC ADVISOR

bjones@auburn.wednet.edu

253.931.4888

Debra Podesta Debbie SumnerDistrict Office AHS ASB Bookkeeperdpodesta@auburn.wednet.edu dsumner@auburn.wednet.edu

253.931-4936 253.931.4895