ASB & ACCOUNTABILITY Associated Student Body Fund

1. ASB & ACCOUNTABILITYAssociated Student Body Fund AHS Advisor Training Auburn High School June, 2014

2. Overview ASB 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

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

4. 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

5. 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

6. 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.

7. 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.

8. 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

9. 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

10. 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?

11. 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.

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

13. 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.

14. 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.

15. 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.

16. 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

17. 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?

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

19. Questions BOB JONES ACTIVITIES/ATHLETIC ADVISOR bjones@auburn.wednet.edu 253.931.4888 Debra Podesta Debbie Sumner District Office AHS ASB Bookkeeper dpodesta@auburn.wednet.edudsumner@auburn.wednet.edu 253.931-4936 253.931.4895