COACHES & CLUB ADVISORS
Purchase Orders/Check Requests
* Purchase Orders must be obtained from the Finance Clerk. A log is kept to track all PO numbers. The date, group, vendor, and reason must be filled in prior to releasing the PO/Disbursement.
*All check requests and purchase orders must be approved by ASB/Assistant Principal of Business & Activities before they can be used (POs) and invoices paid. All requests must be filled out and signed by the Advisor/Coach, and submitted to the Finance Clerk, accompanied by original receipts and signed packing slips, including the date received.
*ALL PURCHASES MUST BE PRE-APPROVED.
*All disbursements must be signed by the ASB President, the Activities Director, the Principal or Assistant Principal of Business & Activities PRIOR to being paid.
*Checks are written and signed by the Finance Clerk. Checks must then be signed by the Principal or Assistant Principal of Business & Activities. They are then returned to the Finance Clerk for distribution.
Fundraisers: Revenue Potential Test Forms
A Revenue Potential Test form (on the Calendar Request Form) must be filled out and kept on file for all fundraising activities. It is critical that you turn in this form with ALL the requested information included PRIOR to turning in any check requests or money to be deposited. Additionally, all fundraising activities must have prior approval and be placed on the calendar by the Activities Office. There should be NO selling out of turn.
DO NOT reimburse yourself from your sales. All cash must run through ASB on the books –remember, cash in – cash out. This isrequired by the auditors. Although itmay seem easier to reimburse yourself this way, future fundraising can bejeopardized if the correct procedures are not followed.
FORMS
Calendar Request Form- please stop by the Activities to pick up this 3-part form.
