Fundraising:
*Just Some Reminders*
ASB Representation
O Students must be a part of the decision-
making and approval process.
What is Public Money?
Public money is designated as public money of
the school district and this money:
O may only be used for legitimate activities of
the ASB.
O Cannot be used under the general heading of
gifts, including charitable donations,
scholarships, etc.
O Cannot be used for any personal or private
use
What is Private Money?
O Private money is money that is advertised and
raised to be given away for a specific purpose
(heavenly hats, etc.)
O Private money cannot be given in exchange
for goods or services.
O Charitable fundraising must recover direct
costs; however profits may be shared and so
stated.
O Expenses of a charitable fundraiser must be
paid from the profits.
Gifts
O Although it is illegal to give gifts or gift cards,
prizes or awards may be given in recognition
of achievement under certain conditions,
none of which may be curricular or curricular
related. All members of a group must have
the same opportunity to earn the award or win
the prize.
O Gift cards or gift certificates cannot be
purchased with ASB money.
O Prizes or awards may be given if they are of
nominal value (usually less than $25) and has
no functional use.
Is it Gambling?
O A raffle is…a game in which tickets bearing an
individual number are sold (<$100!) in which a prize
is awarded on the basis of a drawing…(RCW
9.46.0277)
O Two raffles may be conducted per year without being
licensed (proceeds must be less than
<$5000)…Crescent is not currently licensed. (RCW
9.46.0321)
O Individuals under 18 may sell tickets only if:
Three members over 18 must supervise the raffle
One member over 18 must manage the raffle.
(WAC 230-06-010)
1.
2.
Approval Needed
O All fundraising activities must be requested
and approved through the ASB Student
Council PRIOR to beginning a fundraiser.
Fundraising packets are available in the
office.
O Request PRIOR approval to expend ASB
funds before making a purchase. Don’t
spend your own money without prior
approval (you may not be reimbursed.)
What NOT To Do
O Do not fundraise without prior approval.
O Do not buy without pre-approval.
O Do not sign contracts with vendors (only
administrators can do this).
O Do not use cash from a sale to buy or pay for
anything. (State law!)
Also, DON’T
O Give complementary tickets for athletic
events or other ASB activities.
O Use ASB money to send flowers, recognize
staff, buy gift certificates or gifts.
O Forget that a principal or advisor can
overrule a student-authorized purchase.
O Pay for services with cash
DO
O Keep accurate records and ask questions
frequently.
O Get student approval for all purchases
(grades 7-12).
O Use the budget process to teach good
accounting principles.
O Keep an inventory of supplies and
equipment (Starting, Purchases, Items Sold,
Ending)
Staff Supervision Should:
O Exhibit strong leadership – follow all district
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policies and comply with state laws
Schedule facilities in advance
Require minutes of all meetings
Provide student participation and authorization
Be visible and available for all activities,
meetings, and projects
Make sure equipment and supplies are in good
working order
Enlist help of parents but always with a staff
member present
ASB or Booster?
O It is ASB if it is money raised during the school day, on school
property, using school personnel, or school materials is public
money.
O What turns a parent group fundraiser into an ASB activity?
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Cash receipts are turned into the school or stored in school safe.
Students handle the cash receipting reconciliation process.
Inventory is purchased by ASB.
School holds and inventoried goods for resale.
Majority of work is performed by students.
Parent group uses school name (without adding “boosters”)
District facility use not following district policy
District personnel involved during staff time
Event workers wearing official school apparel implying a school
event.
Step 1: Plan
1. Why is the group fundraising?
2. How will you raise necessary funds? Decide on
a fundraising event.
3. Decide when the event will happen (please plan
at least two weeks out).
4. Decide what is needed (supplies, equipment
needed)
5. Decide who is needed (students and proper
supervision)
Step 2: Initiate Authorization
Team leader fills out
Request for Fundraising
Coach/Club
Advisor
Student
Club
Leader
Student
ASB
Leader
Staff:
ASB Advisor,
Bus. Mgr,
ASB Secretary
Step 3:
Students and Advisors Must Sign
Step 4: Conduct Event
O Ensure proper supervision
O Track all sales on paper! Use the paperwork
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provided.
For ticket sales, use tickets provided in numerical
order. Document any lost or stolen tickets.
Write down all donations (who and how much)
Ensure proper money handling. Two people always
handle sales. Two people count starting and ending
cash.
Ensure paperwork is complete at the end of the event
Inventory items must be pre-counted. Left-over items
at the event of the night must be accounted for.
Facilities must be left clean and orderly at the end of
the event.
Cash Handling
O Always request a change fund from the school
bookkeeper for sales (change should not be made
from receipts or personal funds.)
O Under no circumstances should ASB money be
taken home for safekeeping, neither by staff or
students nor deposited into a private bank
account. Money must be turned into the office
daily.
O All cash from sales, dues, etc. must be receipted
and deposited intact (as received).
O At the end of each day and/or end of the event,
turn all money into the office. If office is closed,
seal the money into a bank pouch (provided) and
put into the mini-safe in the teacher’s lounge.
Step 5: After the Event
O Make sure all receipts and/or packing slips
are turned into ASB bookkeeper.
O Reconcile paperwork with bookkeeper.
Communicate!
O Talk with ASB Advisors & Administrators
(Do you have permission and have the right
people involved? Are policies being followed?)
O Talk with Bookkeepers
(Do you need a cash box? Are there supplies
that must be purchased? Are policies being
followed?)
O Talk with Facilities people
(Do you need to use a specific room or special
equipment?)
O Talk with Students. Keep them in the loop!