Associated Student Body

Laws * Rules * Regulations For Washington State Schools

ASB Funds Tip Sheet

DO

• Double check the rules about raffles
• Use the budget process to teach good accounting principles
• Carry an inventory of Student Body supplies and equipment including athletic supplies
• Remember that ownership of all ASB purchases technically belongs to the district
• Get student approval for all Student Body purchases
• Know that trophies and other awards can be purchased with Student Body funds
• Remember that funds received as an honorarium for a school group (choir, band, debate) must be deposited as ASB funds
• Check your district policy regarding formal purchase orders requirements for Student Body expenditures
• Know that School District funds and ASB monies can share the expenses for student projects or activities
• Keep accurate records, Ask questions frequently
• Attend a WASBO (Washington Association of School Business Officials) workshop

 

DON'T

• Issue complimentary tickets for athletic events or other Student Body activities
• Deposit money in separate savings or checking accounts at a local bank
• Use ASB monies to send flowers to a person in the hospital
• Assume that sending student delegates to state or national conventions or other trips cannot be paid in part by Student Body funds
• Make major purchases without referring to the state bid law
• Accept citizen or group donations to the Student Body for scholarships without School Board approval
• Use Student Body funds to pay for students to attend summer athletic camps without checking WIAA rules
• Forget that a Principal/Advisor can overrule a student authorized purchase
• Hold a fund raiser for a scholarship fund without double checking with your business office
• Pay for services with cash

 

CHECK

• School district policies in place for ASB funds
• Students and staff involved in preparing ASB budget
• ASB budget submitted and approved by school district directors
• ASB fund raising activities (types) are submitted and approved by the School Board
• Procedures are established to have all collected funds be deposited intact
• That all disbursements have student approval
• ASB records are maintained for at least six years
• Separate records are maintained for each school in a multi-school district
• The State bid law is observed

 

Questions???

Check with your business office or

• WASBO 206-368-4706
• Gambling Commission 360-438-7654
• WA State Auditor's Office 360-586-4692
• AWSP 360-357-7951
• WIAA 425-746-7102

 

 

Main Menu

General Definitions

Common Issues from Audits

General Concepts on the Use of ASB Funds

Guidelines for Fundraising

ASB Funds Tip Sheet

Common ASB Questions

Student Body Funds Quiz

 

Washington Association of Student Councils

Susan Fortin, Director

2142 Cispus Road

Randle Washington 98377-9305

(360) 497- 7131 · Fax (360) 497-7132

 

Prepared by Martin E. Fortin, Jr.