ASB Club Purchasing Process

1. Club Officer/Advisor gets a quote for items they want to purchase.
2. Club votes on the purchase and records this in the Club Meeting Minutes.
3. Club Officer/Advisor makes a Purchase Order (PO) request and submits a PO with the Club Meeting Minutes to the ASB office.
4. PO requests approved on Tuesdays by the ASB Executive Board.
5. Once approved, the ASB office processes the PO and then sends it to the District Office.
6. When the PO returns from the District Office a copy is made for the Advisor.
7. After items have been purchased, Advisor signs original receipt and returns the receipt to the ASB Office.

Fundraising Process

Follow directions in each section (A, B, C and D) of the AHS Fundraising Activity Form and obtain required signatures

• Section A 
  • Describe fundraising activity and the intended use of proceeds
  • Dates of fundraiser
  • Estimated revenue, expenses, and profit
• Section B
  • Order all supplies with Purchase Order. Follow purchasing guidelines.
  • Conduct fundraiser, monitor cash and keep an inventory of sold items.
  • Turn all money into ASB office immediately after the fundraiser.
• Section C
  • Fill out accounting summary of fundraiser.
• Section D
  • Obtain signatures for final approval of reconciliation.

REMINDERS:

• Items ordered must be delivered to a school district building, not personal residence.
• Funds collected must be deposited within 24 hours/next business day by State law.
• All monies must be deposited intact. It is illegal to make purchases with fundraised money that has not first been accounted for and deposited into the district account.

• Club Meeting Minutes Template
   
• Fundraiser form
   
• Purchase Order Request
   
• Request for ASB Funds