ASB Accounting and Student Bank Procedures and Protocols - In addition to the ASB Constitution by-laws and regular ASB procedures, the following procedures and protocols must be followed (click on link to go straight to the info):
Amazon Business Account for all ASB/ Club purchases:
If you are a Tier 2 or 3 club and plan to order supplies for an activity or event, you no longer have to spend your own money to be reimbursed if you use the ASB Amazon Business Account.
Be advised - if club members order through personal Amazon accounts they WILL NOT be able to be reimbursed for those expenses. Clubs are required to order through the ASB office account for supplies. Please tell your club members of this requirement.
If you are a Tier 2 or 3 club and plan to order supplies for an activity or event, you no longer have to spend your own money to be reimbursed if you use the ASB Amazon Business Account.
- Link to the ASB Amazon Order Request Form: https://tinyurl.com/GunnASBAmazonOrders
Be advised - if club members order through personal Amazon accounts they WILL NOT be able to be reimbursed for those expenses. Clubs are required to order through the ASB office account for supplies. Please tell your club members of this requirement.
Ticket Sales and Deadlines/Sales Cut-Offs:
All ASB and Class sponsored events that require tickets, where tickets will NOT be sold at the door to the event (i.e. Prom, designated dances, etc.), will have a firm deadline for when ticket sales will be permitted. Tickets sales must be completed two full school days prior to the event. The ONLY exception to this will be if the venue or contracted company has an earlier deadline that we must adhere to for reasons of counts, transportation, facilities, etc. This buffer of two days will allow our ASB office to organize the finances, admin to check eligibility, and student leadership to plan effectively for the event.
All ASB and Class sponsored events that require tickets, where tickets will NOT be sold at the door to the event (i.e. Prom, designated dances, etc.), will have a firm deadline for when ticket sales will be permitted. Tickets sales must be completed two full school days prior to the event. The ONLY exception to this will be if the venue or contracted company has an earlier deadline that we must adhere to for reasons of counts, transportation, facilities, etc. This buffer of two days will allow our ASB office to organize the finances, admin to check eligibility, and student leadership to plan effectively for the event.
Fundraisers and Required Supervision:
All requested fundraisers must continue to follow the current procedures (Link to Fundraising Specifics). An Event/ Fundraiser Application Packet must be filled out and submitted to the ASB office to be passed by the Executive Council. Any fundraiser that involves a group of students meeting at the same place for an event/activity MUST be approved by the Administration prior to going to the Executive Council. Whenever groups of students are congregating in the same place, adult supervision is required. For example, merchandise sales do not require any adult supervision other than the signature of the advisor/coach on the request for fundraiser form. However, any event such as a dance, Open Mic, etc. requires admin approval and adult supervision. The student leaders in charge of the event should make an appointment with Ms. Hall and bring a written proposal of the event including date, time, location, logistics, and budget. Ms. Hall will bring the proposal to the admin team and get back to the student.
- Club Event/ Fundraiser Application: 2 Fridays before the week you want to hold your event (10 days)
- Facility Requests: Must be turned in to Facilities Secretary in the Main Office TWO weeks prior to use date for "IN HOUSE" (school, club, etc.) events and one month for outside community events.
All requested fundraisers must continue to follow the current procedures (Link to Fundraising Specifics). An Event/ Fundraiser Application Packet must be filled out and submitted to the ASB office to be passed by the Executive Council. Any fundraiser that involves a group of students meeting at the same place for an event/activity MUST be approved by the Administration prior to going to the Executive Council. Whenever groups of students are congregating in the same place, adult supervision is required. For example, merchandise sales do not require any adult supervision other than the signature of the advisor/coach on the request for fundraiser form. However, any event such as a dance, Open Mic, etc. requires admin approval and adult supervision. The student leaders in charge of the event should make an appointment with Ms. Hall and bring a written proposal of the event including date, time, location, logistics, and budget. Ms. Hall will bring the proposal to the admin team and get back to the student.
Request for Cash Box with or without change
**IMPORTANT** since fundraisers will be taking place online for the most part, all clubs will be expected to use the Titan Webstore for fundraisers and money collection. Speak with Mrs. Hall about setting up your fundraiser on the webstore!
(For on-campus fundraisers during a non-distance learning school year) A Request for Cash Box form must be submitted two days prior to your event. The maximum amount of cash that you can request is $40.00. This helps to ensure that all groups needs can be met. Please make sure that the student in charge of the cash box does not leave the box unattended. Also, all monies must be deposited immediately in the SAC after sale is over. Please make sure that this is included as part of the clean-up process.
- Cash Box Request: 2 days prior to event, minimum
**IMPORTANT** since fundraisers will be taking place online for the most part, all clubs will be expected to use the Titan Webstore for fundraisers and money collection. Speak with Mrs. Hall about setting up your fundraiser on the webstore!
(For on-campus fundraisers during a non-distance learning school year) A Request for Cash Box form must be submitted two days prior to your event. The maximum amount of cash that you can request is $40.00. This helps to ensure that all groups needs can be met. Please make sure that the student in charge of the cash box does not leave the box unattended. Also, all monies must be deposited immediately in the SAC after sale is over. Please make sure that this is included as part of the clean-up process.
Reimbursements, Request for Account Funds, and Deposits through ASB:
Reimbursements - Any student group, club, or team with an ASB account must turn in original receipts for reimbursement and the request for reimbursement form with an advisors and student representatives signature to the ASB office within 30 days of the event. This will help us to keep more accurate records of accounts and monitor cash flow.
- Reimbursement Requests: 2-week minimum
Reimbursements - Any student group, club, or team with an ASB account must turn in original receipts for reimbursement and the request for reimbursement form with an advisors and student representatives signature to the ASB office within 30 days of the event. This will help us to keep more accurate records of accounts and monitor cash flow.
Requests for Funds/ Purchase Orders:
If a club wishes to use funds currently in their account and does not want to pay out of pocket, they need to complete a Purchase Request form, including minutes from the meeting where the expense was approved. This form is provided below, and can also be used for Purchase Orders.
- Purchase Request: (for hotel/ flight/ other transportation reservations) 2-week minimum
- Purchase Orders: 4-day minimum - request from Account Clerk in SAC.
If a club wishes to use funds currently in their account and does not want to pay out of pocket, they need to complete a Purchase Request form, including minutes from the meeting where the expense was approved. This form is provided below, and can also be used for Purchase Orders.
- All approving signatures – advisor, club/class officer, and Activities Director must be obtained before anything in to the ASB Accountant for Student Executive Council approval.
- All forms must be filled out completely, and be detailed.
- If the requisition is for entry fees, a copy of the entry form must be completed and attached.
- If the check is to be mailed with an order form, you must attach a copy of the order form along with the original form to be mailed with the check.
- Purchase Orders – Payment will not be made until the packing slip and invoice are received. Packing slips must be signed and dated after items are received and verified by the advisor for accuracy and turned in to the ASB Accountant.
Depositing funds for Club Events or from Fundraisers - Any student group, club, or team with an ASB account must deposit any money earned or collected through fundraisers/dues within 24 hours of the event (or on the Monday after a weekend event).
- Individuals/ advisors/ coaches should not hold on to cash or checks.
- All checks must be payable to Gunn High School.
- To ensure that your club account is credited for the money that was earned and to ensure your funds are in a secure location, PLEASE TURN IN ALL MONEY TO THE STUDENT ACTIVITIES OFFICE by required deadline.