Associated Student Body (ASB) funds are collected and used for various reasons. ASB funds are managed by Emerald. Collection and distribution of monies fall under the rules of the Auditor and ASB fund guidelines. It is very important to follow all financial procedures.
INCOMING MONIES IN THE ASB ACCOUNT
- DO NOT COLLECT ANY MONEY FROM PARENTS, STUDENTS OR DONORS. DO NOT COLLECT ANY MONEY AT ALL. YOU DO NOT WANT THAT LIABILITY. All monies need to go through the main desk and receipted. If you are collecting money for a class project you will need to send the student or parent to the main desk and have Nicole or Odessa receipt it. They will then give a white copy of the receipt to the person who submitted the money. The student can then show you the receipt for proof that the fee was paid. You will need to track who has paid the fee. The money will be deposited in to the ASB fund for your project.
- Regarding monies collected at events outside of A3. Please download Procedure for Money Collected at Events. Follow the instructions thoroughly and fill out the form provided. It is very important that two signatures are involved with all money turned in. You will then turn the money in to Nicole, Odessa or Emerald for receipting for receipting. You will be given the white copy of the receipt. This process needs to be followed.
OUTGOING MONIES FROM THE ASB ACCOUNT
In order to be reimbursed from the money collected in the ASB fund for your project, you will need to submit receipts on the School Check Request Form. Fill out the form, attach all receipts to the form and submit it to Emerald.
REIMBURSEMENT FROM GENERAL FUND
Reimbursements for General Funds will be submitted to the District for payment. The district processes reimbursements on Thursdays so please have your forms with receipts in to Emerald by Friday of the prior week so it can be signed and submitted in enough time to get your reimbursement in a timely manner. There are two different forms depending on whether you work for the district or for A3. If you work for A3 please fill out the Request for Issuance of Check, (½ green sheet), if you work for the district fill out the “Employee Expense Reimbursement Report. Submit the completed, signed form with your receipts attached to Emerald.