SY17-18 Finance Training ASB Finance Compliance Overview Presented by Moriah Banasick, CPA Controller & Peishan Jiang, Accountant

Common issues that turn PTA/PTSA activities into an ASB activity Money is given to a school employee Money is kept in school safe (PTA must have own locking mailbox) Inventory is purchased by the ASB School holds and inventories the items for resale Students are the only ones performing the work PTA/PTSA group uses the school’s name (without adding PTA, PTSA or Boosters) Money is deposited into a school district account School district staff are involved during time they are being paid by the school district. Money raised during the school day, on school property, and using school personnel, and/or school materials is ASB public money!

PTA/PTSA activities: Planned, managed and operated under the direction of the parent group Event must be clearly advertised as a PTA/PTSA activity All contracts and/or agreements must be signed by the PTA/PTSA PTA/PTSA funds and ASB funds must be kept separate at all times and NEVER commingled Note: PTA/PTSA’s cannot submit reimbursement requests or request an item be purchased through the School District. PTA/PTSA’s cannot sell reserved spots in the parking lot. Assemblies- must discuss with Principal and sign-off by Superintendent beforehand. The School District has limitations on staff appreciation such as flowers and gifts due regulations.

Gifts & Principal Role Gifts funds to the school through the District Gifting Process All gifts shall become District property and shall be accepted without obligation relative to use and/or disposal. Any gift having a value of $5,000 or greater shall be subject to Board Approval. District gifting forms and procedures may be found at: https://www.issaquah.wednet.edu/district/regulations Principal must approve gifted items. The school may not be able to approve the purchase, so make sure to do this before purchasing. Items may need other departmental approval such Capital Projects before accepting a gifted item.

ASB- Principal Role RCW 28A.325.020 Associated student bodies–Powers and responsibilities affecting. As used in this section, an "associated student body" means the formal organization of the students of a school formed with the approval of and regulation by the board of directors of the school district in conformity to the rules and regulations promulgated by the superintendent of public instruction: PROVIDED, That the board of directors of a school district may act or delegate the authority to an employee of the district to act as the associated student body for any school plant facility within the district containing no grade higher than the sixth grade. For schools with grades lower than sixth grade, the board may designate the Principal to act as the ASB.

ASB- Overview Must be optional, noncredit, and an extracurricular event that is Cultural, Athletic, Recreational, or Social. A fundraiser form must be completed and signed by the appropriate personnel. (two weeks before the start) Most common ASB Fundraising Issues: Purchase orders were not processed or approved before the fundraiser began. Fundraiser Reconciliations are not completed or supported. Approvals did not occur properly or timely. Inventory and Cash Receipting did not agree. Revenue Projections were not made All monies should come to the Principal Secretary on a daily basis and under no circumstances should ASB money be left in a classroom or taken home for safekeeping, by either students or staff!

ASB- Online Fundraising Including but not limited to Snap-Raise, Go Fund me, Kickstarter, Donors Choose, Indigogo, Bandcamp, and etc. where donations are made through third-party vendors for the district are PROHIBITED due to the 24 hour deposit law. All online fundraisers and sales are prohibited unless pre- approved through the Finance department with a contract. There is an option to collect fundraiser donations online through our district website! https://web.issaquah.wednet.edu/Touchbase/signin.aspx

ISD Fundraising for Charitable Purposes A revision to RCW 28A.325.030 permit student groups in their private capacity to conduct fundraising activities, including soliciting donations, for charitable purposes. Examples of Charitable Fundraisers are: Use of funds must be only for the advertised purpose. Examples of charitable fundraisers may include: funding scholarships and student exchange programs, assisting families whose homes have been destroyed, supporting bonafide charitable organizations, community projects. Charitable purposes do not include any activity related to assisting a campaign for election of a person to an office or promotion or opposition to a ballot proposition. All expenses, including start-up costs, must be paid from the proceeds of the fundraiser or by donation. ASB private money must be held in private money accounts 6000 series within the ASB fund. See Regulation, 3540/P, Student Fund Raising for Charitable Purposes

Resources District Contacts Jiang, Peishan-District Accountant 425-837-7013 Banasick, Moriah- Controller 425-837-7139 Justice, Jeri- Secretary to Director of Purchasing 425-837-7071 Maybee, Sue- Director of Purchasing 425-837-7070 All of the Issaquah School District Regulations, Procedures & Forms can be found here http://www.issaquah.wednet.edu/district/regulations WASBO Resources WASBO-Activities Coordinators Handbook WASBO-ASB Fundraising Resource Guide