Advisor and Coach Resources

ASB: Basic things to know about public monies…

• Activities conducted by student groups on or off school premises are ASB and, therefore, all money handled/collected must be deposited to the Associated Student Body Fund the same day that they are acquired.
  
• All purchases/expenditures are to show evidence of prior student approval through documented club minutes.
  
• Purchases are to be made with an ASB purchase order.
  
• Reimbursements for activities are done on a rare occasion due to unforeseen circumstances (not because you ran out of time to process a PO).
• All purchases must be pre-approved by the activities coordinator for a set amount.
• All reimbursements must have original receipts attached
  
• Follow school district purchasing/payment procedures for spending public funds.
  
• Bills are to be paid by school district warrant. All bills, receipts or invoices require a staff signature to indicate that merchandise has been received;
  
• A student signature (Club officer) is required in order to pay the bill from student funds.
  
• All money received must be deposited into the school district depository bank account via the ASB bookkeeper. Receipts are required; they provide a record of responsibility, verify amounts and record whether the money received was cash or check.
  
• NEVER place money from students/parents/club/activity into your personal account!
  
• Do not keep money at your teaching station, on your person, in your car or at your house.
• If you will be handling money off campus/outside of regular school hours, you will be issued proper cash box/bag with the appropriate receipting materials.
• All deposits must be made in the “night drop box” at Safeway the same day that they were collected if the ASB office is closed.
• An alternate drop location for monies is the KSD district business office during regular business hours
  
• Each club/sport/activity is to maintain records. Club history.
• Minutes (turned in yearly prior to leaving for the summer to ASB office)
• Current records are to be maintained on school premises and accessible at a moments notice. This is a requirement by the State Auditor’s Office.
• Club minutes are permanent records; do not dispose of them
  
• Each ASB club or activity is assigned an account number. This number is unique to the activity and is used on all deposit information and purchase orders.
  
• The school bookkeeper is the building’s ASB bank. Activities should compare their records with the bookkeeper’s account balance periodically. Every approved fundraiser has an account automatically created in the computer receipting system. This allows reports to be quickly generated for the advisor to see how much was raised and by what students.
  
• Money can only be accessed through the purchasing system.
  
• Summer Activities?
• Arrange to make summer deposits to the school district central business/accounting office.
• All summer activities are to be approved before conclusion of the school year while students are still in attendance
  
• All district employees must be paid through the district payroll office; Boosters are not able to directly pay employees.
• The Human Resources screening and hiring process must be complied with.
• Boosters may make donations to the school district in order to fund certain events/staffing with prior approval by the RSD CFO/Principal/Activities or Athletic Director. Considerations of acceptance are often determined by Title IX law
  
• DJ’s, bands, and other self-employed groups are required to complete a consultant’s contract. Services must be provided before vendors can be paid.
• Contracts can only be made by RSD school board/designe
  
• DO NOT HANDLE BOOSTER MONEY.
• If you handle booster money, it becomes ASB (public) money and must be deposited into the ASB account the same day handled.