ASB &
ACCOUNTABILITY
ASSOCIATED STUDENT BODY FUND
AHS Advisor Training
Auburn High School
June, 2014
OVERVIEW
ASB Background

Responsibilities: Budget, Proposals,
Fundraisers, Purchase Orders, Disbursements
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ASB Musts
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ASB Nevers
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Booster Clubs & PTSA’s
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Audit Issues
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What Do You Know About ASB?
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Resources
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Questions
ASB BUDGET
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Annual budget preparation
Club & Activity budgets
1. Fundraiser/Activity Proposals
2. Anticipated revenue
3. Anticipated disbursements
4. Transfers
Requires ASB Council Approval (document in
minutes)
 District office review and final School Board
approval

PROPOSALS
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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
FUNDRAISERS
THE 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
FUNDRAISERS
THE ASB OFFICERS MUST GIVE APPROVAL FOR ALL FUNDRAISERS:
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Will the project be fun?
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Will it require outside help?
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Are funds available to purchase the sale merchandise?
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Is adequate budget capacity available for expenses?
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Will we have to request a loan from the student council?
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Has this type of sale worked before? Could it with a different
approach?
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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
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Special liability insurance may be required

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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.
FUNDRAISERS
PRIVATE MONEY


ASB Officers must give prior approval
Verify beneficiary is a legitimate charitable
organization
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Follow district policies & internal control procedures

Advertisements must indicate intended use
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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 MANAGEMENT
CASH HANDLING
Students and Parents pay at the Business Office
during hours of operation or online via the ASD
website.


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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?
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Are travel documents required?
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Will there be inventory to track?
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Is a Food & Beverage Form Required?
P-CARDS (CREDIT CARDS)

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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 GOODS
Bring 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.
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Must keep a positive balance in every club and class
at all times.
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Must exactly record cash and checks from the receipts
to the deposit slip and deposit daily.
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Must explain all voids and refunds and when receipts
don’t match deposit (in writing).
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Must comply with the Bid Law.
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Must stay within your approved budget.
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Must keep adequate inventory records on school store
items and reconcile sales to money periodically.
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Must use your common sense and if your common
sense needs backup, call the business office for advice.
ASB NEVERS
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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 prenumbered receipts must be used.
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Never use white out, pencil, or scribble out anything.
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Never throw away source documentation.
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Never cash checks out of the ASB change fund or
fundraising receipts.
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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
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Lack of approvals and reconciliations

Meeting minute records
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Deposit issues (internal control monitoring)
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Safeguarding assets
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Budget
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Cash receipt procedures
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Incentives
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Allowable expenses
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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.org
Resource Material & Monthly ASB Committee Meetings

Marty Fortin, Director of AWSP Learning Centers
fortin@awsp.org
QUESTIONS
BOB JONES
ACTIVITIES/ATHLETIC ADVISOR
bjones@auburn.wednet.edu
253.931.4888
Debra Podesta
District Office
Debbie Sumner
AHS ASB Bookkeeper
dpodesta@auburn.wednet.edu
dsumner@auburn.wednet.edu
253.931-4936
253.931.4895