ASB Procedures for Coaches, Club and Trust Account Advisors

Procedures for funds going into and out of your Trust Account

At the end of this presentation, there is an “Policy Acceptance” form that MUST be completed by all coaches, club advisors or any other Trust Account holders.

Important Timeline to follow:

ASB Business Meetings are held EVERY Wednesday

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The following requests must be made by no later than 1:30 pm on that Monday to be included into the business meeting agendaa:

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• Fundraiser Requests
• Purchase Order Requests
• Reimbursement or Release of Payments

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FUNDRAISING

BEFORE YOUR FUNDRAISER:

• Fundraisers must be approved by the ASB council PRIOR to your fundraising event.
• Cash/Checks CANNOT be collected prior to ASB approval
• Complete this online form Fundraiser Request Form

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AFTER YOUR FUNDRAISER:

• You MUST complete this Post Fundraiser event form within 2 weeks of your completed fundraiser.
• If your fundraiser is ongoing (ex. accepting donations), you need to complete this form prior to May 15th.

When do I need ASB approval for

FUNDRAISING?

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ANYTIME you will collect money!!

This includes parent donations (for uniforms, camp, etc)

ONLINE Fundraising is NOT Allowed!

Gofundme.com and other online fundraising tools are not an authorized method of raising funds for school activities. What an employee or private citizen chooses to do on their own time is their decision as long as they are not in any way suggesting that the fundraising is authorized by the District. Funds raised on behalf of the ASB should be raised with the involvement of students and not online. A tax donation made directly to the district or ASB is tax deductible to the donor. A donation made to an individual on a gofundme.com page is not.

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Receipts

and

Control Procedures

Margaret, our ASB Accounts Clerk, will issue a control procedure for collecting money for your event.

They can include (but are not limited to):

• Pre-numbered Tickets (obtain by request from Margaret)
• Pre-numbered Receipt Books (for cash receipts, write copy to parents, yellow to ASB)
• Tally Sheets

CONTD.

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Receipts

and

Control Procedures

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• Inventory Control
• Cash Box (Request cash box at least 24 hours prior to the event. ALWAYS have at least 2 people counting cash).
• Cash must be deposited into the lock box in ASB at the end of the event, money cannot be taken home or left in a classroom.
• If an administrator is present at your event, you can give the cash box to them.

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At the end of the event, the amount of CASH reported must match the control procedure followed.

DEPOSITING FUNDS

Use the approved check, coin, and currency deposit slip.

• Available in the ASB Office or email Margaret for a digital copy.

Return the completed form and cash or checks to the ASB office for deposit into your trust account.

• Include receipts (receipt book) for all cash included in the deposit.

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DO NOT HOLD ONTO CHECKS

for deposit!

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Checks held longer than 90 Days

WILL NOT be accepted and

will need to be reissued by the signer.

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PURCHASE ORDERS

&

PURCHASE ORDER REQUESTS

Prior to purchasing any items or services, you must have an ASB approved P.O.on file.

• Fill out a purchase order request in person or do this online using this:
• Purchase Order Request Link.
• Be VERY SPECIFIC and detailed on your Vendor and Items to be purchased description
• You cannot do an “Open PO” for “Supplies”

Purchase Orders & Requests Contd.

Obtain an estimate for your requested purchase or services and turn into ASB to go along with your purchase order request.. You can upload a copy of the estimate/quote into the google form

This request is presented to the ASB along with the account statement report for approval.

Your P.O. will only be approved if you have enough money in your account to cover the expenditure. These expenses must benefit the students.

You are ultimately personally responsible for funds spent without prior approval (ie, you will not be reimbursed).

NO INVOICES OR RECEIPTS WILL BE PAID IF THEY ARE DATED PRIOR TO THE P.O. DATE.

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ALL EXPENDITURES MUST HAVE PRE-APPROVAL BY ASB PRIOR TO PURCHASE or SERVICE

Purchasing Items

or Services

If your P.O. has been approved, you will receive a pink copy of the P.O. with an approval in your mailbox, or you can call the ASB offices to check on the status of your request.

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You may then use this P.O. # for purchasing or scheduling services.

When you receive your merchandise:

• You must sign and date the invoice/packing slip with the date received.
• Attach the invoice to the Pink Copy and return to the ASB Accounts Clerk for payment.
• Receipts for reimbursements will NOT be accepted without an accompanying credit card statement (if applicable).

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• ONLY original receipts will be accepted, copies or screenshots will not be accepted for reimbursement.

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• ALL ITEMS ordered MUST be delivered to Tesoro High School.
• Items delivered to homes WILL NOT be reimbursed under any circumstances. NO EXCEPTIONS!
• If shipments are made to a home or business, items will need to be returned and reordered

INVOICE PAYMENT

Once the Accounts Clerk has received the invoice, she will process the check for payment.

Submit reimbursement requests by 1:30 pm on Monday to be included in that week’s check run.

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CHECKS ARE RUN ONCE A WEEK ON WEDNESDAYS, APPROVED AND SIGNED BY THE ADMINISTRATION ON THURSDAY, AND MAILED ON FRIDAYS.

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NON-ALLOWABLE EXPENSES

The following are not allowed and will NOT be reimbursed:

• Gift Cards
• Gifts for coaches, assistant coaches, volunteers, or parents
• Gifts for students
• (Awards are not considered gifts)
• Medications of any type

It is the responsibility of the Head Coach/Advisor to communicate the above procedures to assistant coaches, parent volunteers, and/or anyone who may be engaging in fundraising for or the purchasing of items/services involving your trust account.

ASB Policy Acceptance Form

ALL Coaches, Club Advisors and Trust Account Holders MUST COMPLETE the following Acceptance form LINKED HERE in order to do business with ASB and maintain a trust account.

If you have any questions, please contact:

Margaret Higashi, ASB Account Clerk

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mahigashi@capousd.org

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Petra Davis-Johnson, Activities Director

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pmdavis@capousd.org

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