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ASB Cash Disbursements
All payments must be made either by warrant by the Business Office at a regularly scheduled Board meeting or by imprest fund check. Each payment must be substantiated by an itemized invoice or receipt with authoritative signature verifying receipt of goods or services and authorization to pay. Authorization must be made by the building ASB advisor and a student representative.
PAYMENT REQUESTS BY WARRANT
Each ASB or building secretary prepares payment requests as invoices are received for goods and services. The secretary forwards these requests to the Business Office for processing on the Monday prior to a Board meeting. The Business Office staff mail warrants (checks) to vendors on the Tuesday following the Board meeting.
IMPREST FUNDS
The imprest checking account is used for convenience and efficiency in expediting small disbursements. It is also used for paying entertainers for assemblies where immediate payment is required, for ASB tournament fees and expenses, and payments to referee associations.
It is best to use the regular warrant process for payments for merchandise in order to save the imprest account for emergencies. Merchandise vendors usually allow 30 days for payment, a timeline that can be easily met by the warrant process. Under NO circumstances may imprest checks be used to make salary payments to district employees.
Each checking account has a maximum balance established by Board resolution. To bring the account up to the maximum balance each month or each Board meeting, a claim for reimbursement must be submitted to the District Business Office. The warrant prepared as the result of the reimbursement request is the ONLY kind of deposit that may be made into the imprest checking account. All other deposits must be made into the District US Bank depository account.
The reimbursement process requires the submission of two types of forms, the Imprest Checking Account Replenishment Request and the Imprest Checking Report. The Imprest Checking Account Replenishment Request summarizes the Imprest Checking Reports prepared for each imprest check. Instructions for completing each form that appear on the following pages are listed below.
Imprest Checking Account Report
Prepare one Imprest Checking Account Report for each imprest check written. Begin with the checking account balance before the check is written and conclude with the checking account balance after the check is written.Attach original receipts or invoices in the space provided unless the documentation is too large. Attach oversize documentation to the back of the report.
Imprest Checking Account Replenishment Request
List all checks written since the last replenishment request. For each imprest check, record the check date, check number, payee name, a description of the service or item purchased, the PO number, the account number to be charged and the amount. The request must be signed by student representative and the primary advisor. The warrant number and date will be filled in by the Business Office.ASB CASH DISBURSEMENTS INSTRUCTIONS:
PAYEE
Record the name of the vendor.INVOICE NUMBER
Record the number of each invoice.
ACTIVITY NUMBER
Record the account code that each invoice is to be charged to. More than one account code may be used if appropriate.INVOICE AMOUNT
Record the amount of each invoice. If more than one account code is listed, a corresponding amount to be charged must also be listed.TOTAL FOR PAYEE
Record the total of all invoice amounts that will be paid to the vendor.WARRANT NUMBER
Leave blank. For the elementary schools, the Business Office will record the warrant number for each vendor in this column as soon as the warrant is written. After each Board meeting, the Business Office will send each elementary building ASB secretary a copy of the updated Payment Request for Warrant Form. Secondary schools will receive a copy of the Voucher Register instead.PRIMARY ADVISOR SIGNATURE
The primary advisor must sign each form. For the elementary schools, the primary advisor is the building principal. For the secondary schools, the primary advisor is designated by the building principal. By signing the form, the advisor is verifying that the goods or services have been received and the invoice may be paid as presented.STUDENT SIGNATURE
Each form must be signed by a student representative, usually the ASB treasurer. The student signature provides evidence of student involvement in the disbursement of funds as required by law.DATE PAID
Leave blank. This date will be filled in by the Business Office.DOCUMENTATION REQUIRED
Attach invoices, pink copy of District purchase orders if originally prepared for the item, pink copy of District receiving report if item received through the District Warehouse or yellow copy of building purchase orders.