Student Funds

  • Forms:


    All money collected by students for club purposes must be deposited into a student account owned by the district. See the bookstore for your club's account number and balance or to get one started.  

     
    *Under no circumstances can a sponsor hold money for a club overnight or establish any other means for housing student funds*

    Things to Remember:
    1. Student funds belong to the students in your club as outlined in the club constitution.
    2. Spending from the account must be initiated, voted, and signed off on by the students, Sponsor, and Activities Principal.
    3. All items purchased must be for the express purpose of benefiting the students in the club and match what was voted on and approved.

    Methods of Payment:

    Purchase Order (PO):
    A Purchase Order is essentially a line of credit that your club will open with businesses that accept them.  Your students determine the amount of the PO and can spend up to that total before closing it. Any funds not spent by the PO will remain in their account. A blanket PO can remain open throughout the year to purchase club supplies as needed or a PO can be opened for a one time purchase when a "quote" from the vendor is submitted.
    1. Ensure the business or vendor you intend to use is approved by our district by consulting the bookstore. If they are not approved yet, be sure to get them registered before continuing.  This can be time consuming but only needs to be completed once.
    2. Download the form above and hold a meeting of your student membership. The students must motion, second, and vote on the PO(s) and document it on the form.
    3. Make sure all signatures are on the form and submit it to the bookstore.
    4. An approved PO will be emailed to you by the bookstore after processing (allow up to one week). You may not purchase or order any item until after you receive this PO.
      • Items purchased on your behalf before a PO is processed may result in personal liability for the cost. Don't risk it.
      • Emergency or special circumstances must be consulted with the Activities Office.
    5. After each purchase is made, submit all invoices or itemized receipts to the bookstore with a Request for Payment (RFP) form completed and signed (available at the bookstore and Activities office).
      • Only the sponsor is approved to use the PO as stated in the minutes. Parents and students are not permitted to use the PO.
      • Do not spend beyond the total of the PO.  You may increase a PO amount by documenting a new motion, second, and vote using the same form above.
      • Receipts/Invoices may only contain the approved items for purchase. Do not commingle personal and club purchases on the same receipt.
      • Receipts must be submitted on the very next business day after the purchase to ensure our District complies with our vendor agreements.


    Check:
    If a business or vendor requires a check for payment (because they do not accept a PO) the process is similar to the PO request.
    1. Ensure the business or vendor you intend to use is approved by our district by consulting the bookstore. If they are not approved yet, be sure to get them registered before continuing.  This can be time consuming but only needs to be completed once.
    2. Retrieve a written quote from the business detailing the exact total and what services they intend to render. The form they provide to you must say "quote" because it verifies their understanding that you haven't purchased anything yet.  
      • Never sign any agreement or contract obligating payment.  You may be held personally liable.
      • All contractual agreements must be submitted to Activities well in advance for review and approval.
    3. Download the form above and hold a meeting of your student membership.  The students must motion, second, and vote on the check and document it on the form.
    4. Make sure all signatures are on the form and submit it to the bookstore.
    5. Once the check is cut (Thursdays, allowing one week for processing), you may place the order.
    6. The check may only be released to the vendor after you have received what you paid for. Verify all purchases before relinquishing the check.

    Reimbursements:
     Reimbursements to the club sponsor will only be approved if what the club needs is not available by PO or check. This will be determined by the Activities Office under special circumstances. Sponsors should never use their personal funds expecting reimbursement without explicit approval first.
     
         1.  You must have an open PO under your name prior to requesting reimbursement.
     2.  You will not be reimbursed if you purchase any items from one of our approved vendors.  You must use a PO generated under that vendors name.