|Club Constitutions | Receipt Books | Purchase Orders | Cash Turn In |
Check Requests | Approvals Needed | Fundraiser Requests |
Fund Raiser Revenue Potentials | Confirmation of Delivery | School Year 2003/2004 |

Club Constitutions

Good news..... You don't need a new constitution if the advisor is the same as last year. New Advisors need to fill out a new constitution. I have them in my office and will gladly give you one and help you if you need my help in filling it out.

Receipt Books

Use a receipt for every transaction. White copy goes to the person giving you money. Yellow copies go with your cash turn in paper when you make a deposit. Pink copies remain in the receipt book. Turn in used receipt books to the bookkeeper; they must be saved for the auditors. Do not collect any money from students prior to seeing me for the necessary approvals.

Purchase Orders

Purchase orders must be used for every purchase per District Policy.
NO CHECK WILL BE ISSUED WITHOUT A PURCHASE ORDER Purchase Orders are easy to fill out and may be made up for the school year to cover all purchases for any given vendor. For example if you buy items at Costco, you can have an open purchase order for the 2002/3 school year for Costco. Three examples are provided at the end of the Staff Handbook ASB section. I will be glad to assist you in filling them out. You can only get them from me.

Cash Turn-In

DO NOT KEEP CASH OR Checks IN YOUR ROOM OVERNIGHT
Deposits are to be made daily! Small deposits are fine. Use a pink cash turn in sheet for each deposit for your club. They are on the counter near the Xerox machine. FROM = your club name SOURCE = what the money is from. Examples: candy sale, beef stick sale, uniform payment, etc. The Total Turned In MUST match the amount of your attached yellow receipts. Your signature goes in the space after BY: When you accept checks the students name and the club name MUST be on the check. If this information isn't on all the checks I will return the deposit to you. If the cash/check turn in doesn't match the receipts, I will return the deposit to you. There is an example of a filled out Cash Turn In Sheet at the end of this packet.

Check Requests

Check Requests Turn in check requests at least three days before you need the check. Sometimes the ASB doesn't meet on a given day due to other activities. Other times absence of the bookkeeper or difficulties getting signatures delays things. DO NOT EVEN REQUEST A CHECK IF YOU HAVEN'T ALREADY COMPLETED A PURCHASE ORDER. Example of a filled out check request is at the end of this packet.

Approvals Needed

Remember that these items need approval: Club Constitutions, Purchase Orders, Check Requests, Fund raiser Requests. Plan ahead and allow a minimum of 3 days for processing.

Fundraiser Requests

Fund raisers MUST be approved by the ASB and an Administrator prior to getting a purchase order approved or ordering your fund raising items. I have the fund raiser requests in my office and will be glad to help you with them. Remember Raffles or games of chance in any form are not allowed.

Club Constitutions | Receipt Books | Purchase Orders | Cash Turn In | Check Requests | Approvals Needed | Fundraiser Requests | Fund Raiser Revenue Potentials | Confirmation of Delivery | School Year 2003/2004 |

This page last updated 9/10/04