ARLINGTON HIGH SCHOOL Associated Student Body Advisors: Mrs. Pfeffer and Mrs. Rollins www.rusdlink.org/ahsactivities Arlington High School Associated Student Body Accounting Manual for all Student Organizations Updated: August 2013
Contents: Section 1: Club/Organization Operating Business 3 a. Club Financial Check-List 3 b. Club Application for New and Returning Clubs 4 c. Club Constitution Template 5 d. Club Budget Template 6 e. Club Minute Template 7 Section 2: Fundraising Procedures 8 a. Approval Process 9 b. Food Sale Guidelines 10 Section 3: Accounting Form Descriptions and Process 12 a. Purchase Order Requests 13 b. Warrant (Check Requests) 15 c. Fundraising Request and Revenue Potential Form 17 d. Fundraising Approval and Recap Form 19 e. ASB Loan Request Form 21 f. ASB Fund Request Form 23 2 P a g e
Section 1: Club/Organization Operating Business Arlington High School Student Club Financial Check-List Club Start-up: In order to start/run a club at AHS, the following documentation is required: 1. Club Application (New and Returning Clubs) 2. Club Constitution 3. Club Budget (yearly) Club Fundraising: *All Club Start-up Documentation is required before any fundraiser will be approved. In order to conduct a fundraiser with your club (on or off campus), the following documentation is required: 1. Fundraising Request and Revenue Potential (before start) 2. Fundraising Approval and Recap (during and after fundraiser) Depositing Money: *All Club Start-up Documentation is required before any fundraiser will be approved. In order to deposit money with the bookkeeper, the following documentation is required: 1. Deposit Slip with signature 2. Deposit Back-up (individual receipts, tally sheets, spreadsheet, etc) Spending Money: *All Club Start-up Documentation is required before any fundraiser will be approved. In order to spend money for reimbursement or direct pay to company, the following documentation is required. 1. Club Minutes authorizing purchase 2. Documentation of Expected Expense (bid, price quote, print-out, shopping list) 3. Purchase Order (before any expense) 4. Warrant Request (for payment, following approved PO) All forms can be found as type-able PDFs on at www.rusdlink.org/ahsforms 3 P a g e
4 P a g e
5 P a g e
6 P a g e
7 P a g e
Section 2: Fundraising Procedures Arlington High School Fundraising Rules All fundraisers on campus must follow specific guidelines that have been set forth by the State of California. These laws are to ensure that all clubs and organizations are having non-competitive sales on campus. General Fundraising Rules: Only one club/organization can hold a fundraiser on campus at a time. Fundraisers may be a single day, but may not run longer than two weeks. o On-going Fundraisers are not allowed without special permission. Special permission must be granted by ASB Activities Directors, ASB Executive Council and Arlington Administration. o If you have a product that needs to be sold all year long, it can be sold out of the Student Store with the funds deposited into the proper account. Example: Verb Cards, AVID Shirt, PE Clothes. Food and drink sales are highly monitored and restricted. Attached are the Competitive Food Sale Laws we are required to follow. No organization or teacher can run a store out of their classrooms. Per California Ed Code, only one student store may be run on campus and this is the ASB Student Store. If you have a fundraising idea and would like to know if it is complaint, please ask the ASB Director prior to beginning the planning process. 8 P a g e
Approval Process for a Club/Organization to hold Fundraiser on Campus Fundraising Approval Process: ASB, as the governing student body of the school, is responsible for maintaining at student fundraising on campus. ASB must approve all fundraisers before they start and maintain accurate financial records of all club/organization fundraising activity. Please follow these steps for a proper fundraiser: 1. Check fundraising calendar to ensure that your desired date is available. Fundraising calendar is available online at www.rusdlink.org/ahsfundraising 2. Hold an official club meeting with minutes to approve fundraiser 3. Fill out Fundraiser Request and Revenue Potential Form 4. Submit forms and documentation to ASB to be approved PRIOR to purchasing any supplies for fundraiser a. Forms: Fundraising Request and Revenue Potential Form i. If you need a loan from ASB to pay the start-up of your fundraiser, the ASB Loan Request Form will need to be completed also. b. Documentation: Club Meeting Minutes, Print-out, flyer, Documentation to show what you re selling 5. Wait for Fundraiser Approval and Recap Form to be returned to your teacher box (If you are a non-staff member you can pick this up from Bill Grisham, AP of Athletics and Activities). 6. Hold Fundraiser on assigned days 7. Return Fundraiser Approval and Recap form back into ASB 8. Funds will be deposited into your account Fundraising Calendar for available dates can be found at www.rusdlink.org/ahsfundraising 9 P a g e
10 P a g e
11 P a g e
Section 3: ASB Accounting Forms Arlington High School In order to spend money, prior approval must be granted by your club/organization and documented in club minutes. After your club/organization approval, the expense it must go to ASB to approve and finally the AP of Activities. Spending money without expressed written approval is unacceptable. Notification will be given for each type of request. Do not assume that things are approved. Do not spend money or begin a fundraiser without notification from the Activities Directors. Spending money without approval results in your donation to the school. All forms can be found as type-able PDFs on at www.rusdlink.org/ahsforms 12 P a g e
Purchase Order Request Purpose: The Purchase Order (PO) Request form is how you seek ASB and Administrations approval after your club/organization has approved an expense. The completed form, proper documentation, and all proper signatures are required before any money can be spent. Required with Form: Properly filled out with as much specific, detailed information as possible. All signatures from club/organization including advisor AND student treasurer. Minutes from club/organization meeting supporting request Bid, price quote, or some type of documentation backing up your request *Fundraising Request and Revenue Potential form required if purpose is for fundraising. Types of Purchase Orders: POs to Business with specific quote/bid (specific dollar amount written) POs to Business with generic quote ( not to exceed or NTE) POs to Staff member with what is to be purchased ( open purchase order or OPO) Approval and Notification Process: 1. Form turned into ASB for approval. 2. Form checked by ASB Treasurer and Activities Director. a. Any non-completed items will be given back to club/organization advisor for fixing prior to approval. 3. Request verified for available funds. a. Lack of funds will result in denial of request. Exceptions: Proper loan documentation provided (ASB Loan Request) Proper fundraising information provided (Fundraising Request and Revenue Potential). 4. POs presented for approval in the ASB Meeting on Tuesday or Thursday. a. If your PO is denied, you will be notified within 24 hours of the reason for denial. 5. POs approved and signed by ASB Treasurer, Activities Director, and AP of Activities. 6. POs scanned and emailed to requesting advisor. a. Once you have a copy of the signed PO, you are free to spend the money. b. Please remember notification WILL be given and you may not spend money prior to this notification. Spending money without approval will result in your personal donation to AHS. 7. PO will be at Bookkeepers for final purchase order creation and/or check Turn Around Time: Steps 1-2 time frames are dependent on the club/organization. It is ASB s goal that steps 3-7 will be a 5-7 business days. 13 P a g e
14 P a g e
Warrant (Check) Request Form Purpose: The Warrant Request form is way to request payment after a PO has been approved. This form is required for reimbursement for open or not to exceed POs. Warrants should Required with Form: Properly filled out with as much specific, detailed information as possible. All signatures from club/organization including advisor AND student treasurer. Proof of expense in the form of an invoice, receipt, and/or packing slip. Approval and Notification Process: 1. Form turned into ASB for approval with proper documentation. 2. Form checked by ASB Treasurer and Activities Director. a. Any non-completed items will be given back to club/organization advisor for fixing prior to approval. b. Without proper documentation, warrant will be automatically returned to advisor. 3. Documentation will be checked for validity of purchased items (as approved in Purchase Order). Additional documentation may be required prior to payment. 4. Warrants presented for approval in the ASB Meeting on Tuesday or Thursday. 5. Warrants approved and signed by ASB Treasurer, Activities Director, and AP of Activities. 6. Warrant Requests scanned and emailed to requesting advisor. a. Once you have a copy of the signed warrant, you can expect a check in 5-7 business days. 7. Bookkeeper writes check. 15 P a g e
16 P a g e
Fundraising Request and Revenue Potential Purpose: The Fundraising Request and Revenue Potential form has two main purposes. The fundraising request portion requests permission to hold a fundraiser on or off campus and helps the Activities Directors and AP of Activities calendar fundraisers (remember only two clubs/organizations may fundraise at the same time). The revenue potential creates a plan for your projected expense and profit. This is the most important portion when it comes to approval of your fundraiser in order to be fiscally-wise. Required with Form: Properly filled out with as much specific, detailed information as possible. Most will require PO form to be completed if you ll be spending money. **If you do not have funds in your account to pay the start-up fees relating to your account, you ll need to complete a loan request (ASB Loan Request Form). Approval and Notification Process: 1. Form turned into ASB for approval 2. Form checked by ASB Vice-President and Activities Director. a. Check that fundraiser type is a district approved revenue source. b. Verified that it is a fiscally-wise fundraiser. c. Check that dates requested are available. 3. Fundraising Request and Revenue Potential presented for approval in the ASB Meeting on Tuesday or Thursday. 4. Requests approval form given to club/organization advisor (Fundraising Approval and Recap) a. Please remember notification WILL be given and you may not start the fundraiser or spend money prior to this notification. 17 P a g e
18 P a g e
Fundraising Approval and Recap Purpose: The Fundraising Approval and Recap form has three main purposes. First, it will notify that you that fundraiser has been approved and with which specific dates. Second, after your fundraiser is over, it will show your final fundraising reporting with actual dollar amount for cost, income, and revenue and explain any discrepancy based on your initial Revenue Potential. Third, your deposited funds will be verified based on your fundraiser recap. Required with Form: Properly filled out with as much specific, detailed information as possible. All signatures from club/organization including advisor AND student treasurer. Proper documentation of fundraiser (noted on form) Approval and Notification Process: 1. Form turned into ASB 2. Form completed by club/organization after fundraiser is complete and turned into ASB. 3. ASB verifies correct fundraiser procedures and documentation. a. You will be notified that the fundraiser is officially done and the funds are verified. b. Please remember notification WILL be given and you may not just assume that it is finished. 4. Your funds will be available to spend. 19 P a g e
20 P a g e
ASB Loan Request Form Purpose: The Loan Request form is used in order to request funds from ASB that you will be paying back within three months. This is typically needed to start a fundraiser and/or a brand new club (Fundraising Request and Revenue Potential form) when there is no funds to begin. Required with Form: Properly filled out with as much specific, detailed information as possible. Signature from Advisor Fundraising Request and Revenue Potential (used to prove plan and ability to repay loan) Approval and Notification Process: 1. Request Form turned into ASB for approval with proper documentation. 2. Request Form checked by ASB Treasurer and Activities Director. a. Any non-completed items will be given back to club/organization advisor for fixing prior to approval. 3. Request presented for approval in the ASB Meeting on Tuesday or Thursday. 4. Loan granted and notification will be given. a. Please remember notification WILL be given and you may not start the fundraiser or spend money prior to this notification. 5. Loan repayment will be made when funds are deposited from fundraiser by the ASB Bookkeeper. 21 P a g e
22 P a g e
ASB Funds Request Form Purpose: The Funds Request form is used in order to request funds from ASB that you will NOT be paying back. ASB Funds must be used for items relating to CARS (cultural, athletic, recreational, or social) purposes. Requests of ASB Funds must fall into one of these criteria. Other considerations include the number of students impacted and the quality of the impact on students. Please note that ASB will not approved large requests that do not benefit a large amount of the student body. Required with Form: Properly filled out with as much specific, detailed information as possible. Signature from Advisor Approval and Notification Process: 1. Request Form turned into ASB for approval with proper documentation. 2. Request Form checked by ASB Treasurer and Activities Director. a. Any non-completed items will be given back to club/organization advisor for fixing prior to approval. 3. Request presented for recommendation of approval in the ASB Executive Council (meetings held the first Wednesday of the month) a. Advisor will be notified of decision. i. If request is denied, you will be given a reason within 24 hours of meeting date. ii. If request is recommended, it will proceed to the general ASB Meeting the following Thursday. 4. Request presented for approval in the ASB Meeting on Thursday. 5. Request approved and signed by ASB Treasurer, Activities Director, and AP of Activities. 6. Funds can be spent a. Please remember notification WILL be given and you may spend money prior to this notification. 23 P a g e
24 P a g e