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ASB Fund Raising
All fund raising activities, such as candy sales and magazine sales must be
Approved by the Student Council and recorded in the Student Council minutes during the yearly budgeting process,
Registered with the building principal or designee ten days before beginning the event,
Covered by a goods and services contract,
Finalized with a Fund Raiser Profit and Loss Statement or Ticket Audit within ten days of the close of the fund raiser.
Forms
The following forms are REQUIRED for each fund raiser. A copy of each form must be sent to the District Business Office.
Notice of Intent to Raise Funds
Fund Raiser Profit and Loss Statement
Ticket Audit (if applicable)
The forms listed below are strongly recommended but not required.
Parental Permission to Participate in Fund Raiser
Sales Check Out Form
Cash Reconciliation and Sales Summary
Cash Count
Cash Box/Ticket Request Form
Goods and Services Contract
Candy and Other Merchandise Sales
The Parental Permission to Participate in Fund Raiser Form, the Cash Reconciliation and Sales Summary Form, the Cash Count Form and the Sales Check Out Form are very useful for candy and other merchandise sales. While not required by the Business Office, these forms provide a way to keep good financial control over these kinds of fund raisers.The Parental Permission to Participate in Fund Raiser Form provides a means to make parents aware that there is a fund raiser in progress and just what the responsibilities of the student are if the student participates.
The Sales Check Out Form is a record of sales activity by each student. The club treasurer records each student's name, quantity of merchandise issued, monies returned and merchandise returned. Students are required to initial the form when they check out candy and when they return candy and/or money. These forms provide the data necessary to prepare the Cash Reconciliation and Sales Summary Form described next.
The Cash Reconciliation and Sales Summary Form is used to transmit money and sales information from the club treasurer to the ASB bookkeeper. On the right is a place to record the money count. On the left is a place to record the inventory/sales count. The club treasurer completes the form, signs it and turns it in with the money to the ASB bookkeeper.
Cash Count Forms also provide a means to transmit money from the club treasurer to the ASB bookkeeper. For example, if a club is holding an ongoing candy sale, the club treasurer will keep the Sales Check Out Forms until the end of the sale. During the sale, the club treasurer will complete a Cash Count Form and turn it in with the sale money each day.
Occasionally vendors will provide similar forms. Vendor forms may be used as long as they contain the same information as the district forms.
Ticket Sales
Ticket Audits are required for all dances, proms, plays, talent shows and athletic events.Tickets and cash boxes are obtained from the ASB bookkeeper who will record the beginning ticket number when tickets are assigned. The tickets and cash box must be returned to the bookkeeper at the end of the event. The bookkeeper will immediately review the accuracy of the audit and deposit the funds.
Tickets should not be torn off the rolls in advance of the sale. Each ticket should be torn from the roll at the time money is accepted. Tickets must be torn in half at the time the buyer receives his goods, admittance, or whatever he has purchased. Half the ticket is given to the holder and the other half retained and turned in with the cash box. Tickets represent cash and any missing tickets will be assumed to have been sold by the club.
Special tickets such as those printed for proms must be sequentially numbered so that a ticket audit may be performed.
Cash/ticket boxes must be supervised at all times. Cash boxes left unattended have been known to disappear.
Student Stores
It is extremely important for student store managers to take regular periodic inventories of goods for sale. Monthly inventories are strongly recommended. An annual inventory as well as an annual Profit and Loss Statement must be submitted to District Business Office. A Notice of Intent to Raise Funds Form is not required. The District Purchasing Agent will prepare whatever contracts are necessary as the result of bids on items sold in the stores.Annuals
Annuals are considered to be a fund raiser. However it is not necessary to complete a Notice of Intent to Raise Funds Form or a Goods and Services Contract. The annuals are a bid item with the contracts prepared by the District Purchasing Department. A Fund Raiser Profit and Loss Statement is required.Personal Checks
Personal checks may be accepted for fund raisers. Checks must be dated, signed and made out to the club, i.e., "Auburn High School DECA". Identification must be checked to verify that the individual signing the check is the same person whose name is preprinted on the check. Under no circumstances are personal checks to be cashed using club funds. Checks may be accepted for the exact amount of the sale only.Checks returned by the bank as non-negotiable will be subject to District collection procedures. As a last resort, these checks are submitted to an outside collection agency for collection. When this occurs, the outside agency adds a hefty fee which must be paid by the check writer. If the funds are not collected, they will be subtracted from the revenue of the fund raising activity.
Prizes
Prizes may be awarded through the ASB if they are of a "nominal" amount. In addition, such awards are not to have functional use; i.e., the person receiving the award cannot turn around and sell it. (For example, a plaque does not have functional use, whereas a cassette player does.) Cash awards are not considered appropriate in any situation.The vendor may provide incentive prizes of more than nominal value to students in connection with a fund-raising activity. Such awards must be made directly from the vendor to the student.
Employees of the District are NOT to be awarded prizes.
Sales Taxes
Washington state sales tax must be paid goods and services used by the ASB. Sales tax is not paid on food and items sold in a fund raising event such as a candy bar sale and year books. On purchases from out-of-state vendors, retail sales tax will be paid directly to the Washington State Department of Revenue by the Business Office. The price charged on items sold in fund raisers should be set high enough to include shipping and handling costs.