ASB TRAINING 2015
1
What is ASB
A formal organization of
students, including
subcomponents or affiliated
student groups such as student
clubs, which is formed with the
approval and operated subject
to the control of the board of
directors.
Any activity which is
conducted in whole or part by
or in behalf of an ASB during
or outside regular school
hours and within or outside
school grounds.
2
Required
An established student
government. Student Officers
have many responsibilities for
the management of the ASB
budget and the club, activities,
and fiscal operations.
All activities must have
approval and supporting
documentation of student
approval.
A constitution for selfgovernment approved by the
Board of Directors.
3
Supervision
Advisor or coach ensures the
students are in compliance
with state and district laws,
rules, regulations, and policies.
Ensure the welfare of
students.
Encourage participation.
Provide direction, counseling,
guidance, and supervision at
all times.
ASB FORMS
Fundraising Activity
check off list
Overnight Travel
Parent Permission to
Fundraise
Procurement
cardholder agreement
Fundraising Deposit
Fundraising Activity
Shipment Return
Fundraising checkout
inventory report
Request for quote
Fundraising recap and
profit analysis
Affidavit of lost receipt
Credit/Return
Merchandise
ASB FORMS
Request for Purchase
Check request
Monetary Donation
Agreement
Request for purchaseathletic equipment
Overnight travel with
students
Equipment/material
donation agreement
Charitable fundraising
activity
ASB imprest fund check
authorization
Fundraising
reconciliation
Timecard
Ticket sales
report/reconciliation
Advisor/Coach
agreement
Signatures
ASB Bookkeeper
Carol Maul
Team/Club
Leader
Activity
Coordinator
Janis Maracic
Coach/Club
Advisory
Student
Leader
Principal
Jerry Holsten
ASB TRAINING 2015
1
Purchasing
2
Paying Bills
Activities conducted by ASB
student groups with school
approval or with district
supervision on/off school
premises are ASB. All money
raised must be deposited to
the ASB student body fund.
Bills are to be paid with a
school district check ONLY!
All purchases are to show
evidence of prior student
approval through a budget
item and a record of
disbursement through the
student activity meeting
minutes.
Student signature is required
in order to pay the bill from
student funds.
Purchases are to be made with
an ASB PO.
All bills, receipts or invoices
require a staff signature to
indicate the merchandise has
bee received.
3
Deposits
All money received must be
deposited into the school
district depository bank
account via the ASB
Bookkeeper, Carol Maul.
Receipts are required!
Verify amounts and record
with money received was
cash or check.
Revenue for ASB consists of
fees, fundraisers, and
donations.
Do not keep money
overnight!
Club
minutes are
required
ASB
Bookkeeper
is the Bank
Each club
has their
own acct #
Plan ahead
for activities
during
vacations or
summer
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JAN
FEB
MAR
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Scheduled dates
Team members
Project title
Scheduled dates
Team members
APR
MAY
JUN
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Parent Groups/Booster Clubs and Donations must be
registered with the State of Washington Secretary of
State, Charitable Division as a non profit. All fiscal
transactions must be managed independent of
District. Read “musts” on page 5 of the manual.
PTSA/PTA must be registered with the National
Congress of Parents and Teachers and the Washington
State PTA. This is not a “school related” organization.
Fundraising for this group belongs to the PTA.
All district employees are paid through payroll at
the District Office. Please check with Eurydice
Pentz for any forms needed.
DJ’s, bands, and other self-employed
groups are required to complete a
Consulting Contract prior to hiring.
All groups/clubs are to stay within
the approved budget, and balances
are to be in the positive.
If in doubt as ASB, Carol Maul!
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Time for
a short break
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