ASB (Associated Student Body)

ACTIVITY GROUP FINANCES

    There are over 50 different groups and clubs organized at Lewis and Clark High School. These groups stimulate the interest of the students in the various phases of school life. These groups, whether large or small, use the same type of financial system.

    Money collected from dues, ticket sales, performances, etc., is turned into the Business Office immediately. Collections other than ticket sales or donations must be collected on proper receipts by the collecting organization. When tickets are sold, they are sold by the organization, and the money is turned into the Business Office. The Business Office issues receipts to the individual and group who turns in the money.

    Funds are deposited in the bank by the Business Office, and a proper record is kept of the group's account.

    Funds spent must be approved by the group and this action recorded in their minutes. This is done under the direction of the advisor and the activities coordinator. These groups carry on their business using "Roberts Rules of Order."

    When a group plans to spend some money, regardless of how much, a PURCHASE ORDER AND REQUISITION MUST BE OBTAINED FROM THE BUSINESS OFFICE prior to purchase. This purchase order is signed by the ASB treasurer, the activity advisor, the business manager, or the principal and is taken to the store where the merchandise is to be purchased. The store, in most cases, will charge the item and submit a bill and invoice to the Business Office. The advisor will be required to sign the bill or the invoice, and it will be paid, by check out of the group's funds.

MONEY HANDLING PROCEDURES

  1. Requests for a cash box(es) requiring change should be given to the Business Office one day in advance of the function.

  2. Such requests should be made by an advisor.

  3. Advisors should pick up the box from the Business Office. If it is necessary to send a teacher aide, a note must be sent bearing the date, time, student's name, and the name of the organization. However, full responsibility for the cash box rests with the advisor until it is returned to the office.

  4. Tickets should be handled the same way as cash.

FUNDRAISING

    Fund-raising activities are necessary to support the many clubs, teams, and activities at the school. To avoid conflict with sales and drives, secure approval for the fund raiser from the Business Office Manager. This will be done by filling out a Fund Raising Packet and turning it back in.

ARE YOU RECEIVING MONEY?

  1. Count it!

  2. Receipt it (note cash and checks separately.)

  3. Deposit it (with bookkeeper or bank) Today!

  4. If selling tickets or merchandise, number the tickets; count merchandise or tickets BEFORE and AFTER sales; report the number sold.

  5. NEVER keep money in your desk or classroom.

  6. NEVER exchange checks for cash.

©2007 Lewis & Clark High School