Fundraising and Money

Fundraising and Money

Administrative Procedure 6310

 All business transactions resulting in a receipt of cash or credit will be received by authorized personnel only.  Receipts will be issued at the time monies are received.  A copy of the receipt with the cash shall be deposited daily to the business office.  The Director of Fiscal Services, or his or her designee, is responsible for depositing as needed to the bank.

Any expenditure shall be approved and processed through recognized district accounting and budgeting procedures.  There must be proper accounting detail to support each transaction. 

1. All monies received must be turned into the business office.
2. All Fundraising activities must be pre-approved by the Associate Dean of Student Services and Athletics.
3. All Fundraising activities that represent the college or will be advertised in any way must be pre-approved by the Public Information Officer.
4. All artwork for any item purchased with district or club monies must be pre-approved by the Public Information Officer.
5. All Checks should be sent to the business office and made out to ASG (with your sport in the memo line - ie softball, baseball, women's basketball)
6. All Fundraising (support letters) must be pre-approved by the Associate Dean of Student Services and Athletics as well as the Public Information Officer.
7. All fundraising money will be deposited into club accounts.  The money spent from these accounts must be pre-approved  - the same as any other purchase.  All purchase policies apply - club account purchases are NO different than district account purchases.
8. Do Not Collect money or "hold onto" money - make sure all donations are sent to the business office - money that is physically received must be turned into the business office (same day) - team purchases must be approved and all expenditures accounted for.