1. Welcome! 2009-2010 School Year 2 nd Annual ASB Workshop August 31, 2009 Lynne Geist Box 802A (643) – 7876

2. Agenda Communication and Cooperation Who Should Pay? Does this money go to ASB or site donations? Cash Controls Student Rewards and Incentives Partnerships and Relationships Refresher: Paperwork Online Forms Resources Q & A

3. Communication and Cooperation To ensure that you are on the right track, clearly communicate your plans and ideas for fundraising and activities. If you want help or guidance, Call extension (643)-7876 Send an email to: lynne-geist@sac-city.k12.ca.us Prior to October 1 st, submit Request for Fundraiser Approval to the business office before actually engaging in fundraisers. Submit additional Request for Fundraiser Approval (s) as you plan other events later in the year. What needs to be ordered for the fundraiser? Communicate BEFORE ordering!

4. As part of the process of planning for any fundraiser, you need to ask the following questions: What will the money be used for? Is this appropriate for student activities? At the middle or high school level, has the Student Council approved the expenditure? Communication and Cooperation

5. What are some ways to pay for it? (BEST) Order from the vendor, invoice to be paid by business office (OPTIONAL) Order through the district by purchase order, business office to reimburse district (POOR) Purchase by staff member, to be reimbursed Who Should Pay?

6. Submit your paperwork to the business office timely to get vendors paid directly Often, teachers, principals, or parents pay for an event, then ask for reimbursement Field trips Fundraising materials Party food and supplies Decorations They do this because they are not aware of an alternative

7. Does this money go to ASB or to site donations? Possible sources of money Actual student fundraising – ASB Parent payments toward a field trip - ASB Commission checks – ASB Vending machines School photographer

8. Does this money go to ASB or to site donations? Donations For student activities – ASB For classroom or teacher - Donations Money collected from staff for spirit wear - Donations Grants awarded to teachers for classroom supplies – Donations Fees collected from parents for lost or damaged textbooks or library books - Donations

9. Cash Controls Cash must be counted at the time of receipt by two people Whoever receives cash or checks gives a numbered receipt to the other person Deposit to Bank of America as soon as possible – at least once per week Do not use un-deposited cash to buy more supplies or cash personal checks

10. Student Rewards and Incentives Many schools offer incentives or rewards to students for attendance, benchmarks, or good behavior Appropriate rewards are certificates, stickers, pencils, ribbons, etc For example, a pizza might be a good way to reward the entire class Coordinate with your cafeteria manager or Nutrition Services

11. Student Rewards and Incentives Cash awards, gift cards, articles of clothing, calculators, cameras, and other personal items are not appropriate purchases using ASB funds. Likewise, they are not allowed by Board Policy because they are considered a gift of public funds If you truly want to reward your students with these type of gifts, see if you can get local businesses to donate them Contact the business office via phone or email before purchasing rewards and incentives to ensure compliance with Board Policy

12. Partnerships and Relationships When you order, using a local vendor offers several benefits: Immediate access for delivery and follow-up No shipping charges Sales tax is taken care of at time of purchase Supports local economy Vendor may have children in SCUSD

13. Refresher: Paperwork

14. Online Forms Inside Sac-City ISO – Process Management System “Click Here” Accounting Services Forms Frequently Used Documents Accounting forms Request for Fundraiser Approval Purchase Order Request Disbursement Request ASB Deposit – Summary Recap

15. Resources Intranet Prior Year’s Handout http://insidesac-city.sac- city.k12.ca.us/apps/docs.asp?Q=1259 Student Body Procedures Manual FCMAT (Fiscal Crisis Management Assistance Team) www.fcmat.org Associated Student Body Accounting Manual Help Desk Archive

16. Fax, mail, or phone your order to: ORIENTAL TRADING CO., INC. P. O. Box 2308 Omaha, Nebraska 68103-2308 1-800-875-8480 Specify “Ship-To” address The invoice comes directly to the business office Account Number: 252-080 DO NOT PLACE YOUR ORDER ONLINE Resources

17. Q&A