ASB ACCOUNTING PROCEDURES STATE MANDATED REQUIREMENTS
Clean Audit • No findings on last audit!!!!! VERY exciting! • Please help us continue this trend! • Touch base regularly with club president or Class Governor • Ask Club President in September what they need from you as the club advisor BEFORE you agree (field trips, fundraising expectations, conference requests, etc.) • Count money or check accounting BEFORE they turn money into Patricia • Sign all paperwork (requisitions, date requests, etc.)
The following are pointersto continue clean audit: Fundraisers: You must have all fundraisers approved by ASB and Administrator prior to publishing or posting any media about event. Attach copy of flyer if applicable. 2)Deposits: Must have backup paperwork when turning in money. 3) Expenses: Must turn in signed Requisition with original receipts. All CC transactions must include detail receipt. DO NOT REIMBURSE FROM CASH BOXES. DO NOT PAY CASH PRIZES FROM MONEY COLLECTED. 4) Checks: Payable to ESHS (or ESHS Tennis, ESHS Key Club, etc.) NOT made out to coach/advisor!
5) Make checks payable to ESHS Ex: ESHS Key Club, ESHS Football 6) Do NOT mix…. Personal expenses with school expenses on same receipt. 6) Gratuities… NOT reimbursable over $20 7) Personal/borrowed items Do so at own risk. Lost items will not be reimbursed. (issue at HC) 8) Snackbar: All snack bars must have an inventory and tally sheet at the end of every sale and turned in with deposit.
9) Ticket pre-sales: All events that require pre-sales, must have school issued tickets and turn in a spreadsheet with deposit. 10)Purchase Orders: Once PO has been provided to vendor you must return to ASB clerk. Once order is received you must turn in your packing list/invoice. Billing/shipping must be ESHS address. 11) Gifts: When purchasing gift cards for coaches, volunteers, and/or players they must not exceed $25. 12) Volunteer Coaches: Can be paid from your ASB account if they were board approved. If employed by district must be paid through payroll, then DO will bill your ASB account.
12) Carryovers: Must spend your money before the end of the school year, can’t carry over more than 20%. 13) Coaches /Advisors: All forms have to be signed by coach/advisor. Parents are not to sign their name, have them sign their student’s. Make sure total deposit matches back up paperwork and is turned in at the same time in a timely manner. If paperwork is missing or does not match, we will contact you. If not resolved within 2-3 days funds will go directly to ASB account. (Per statement on Date Request)