10 Golden Rule of Finance for Coaches and Advisors
Fundraising Rules for Coaches and Advisors
• Review the written policies for handling money (cash or checks) directly. Review those rules with all who are participating in the fundraiser.
• Do not sign contracts with vendors without prior authorization. Usually contracts must be signed by the Business Department at the District Office and acknowledged by the school board.
• Request and have approval for ASB funds PRIOR to making a purchase. Plan ahead. Do not purchase anything with your own money without prior approval. Do not use cash from a sale to buy any additional items.
• All fundraising activities should be requested and approved through your ASB PRIOR to starting your fundraiser. Fundraising packets should be made available in the ASB office.
• Activities such as dances, games, car washes, and spaghetti feeds where admission is charged must use pre-numbered tickets, or another accounting method, and records kept to reconcile receipts. Do not make up your own receipts, you must use official school forms.
• Keep an inventory of all resale items. Examples include hats, socks, jerseys and practice gear. The State Auditor will probably ask for this paperwork.
• If you are attending an off campus event keep records of all students’ registration, amount paid and attendance. Usually an overnight stay requires School Board approval
• Advise the financial office when you receive items ordered via email, fax, or in person by submitting a copy of the packing list or invoice. This is the way vendors get paid.
• If you receive a bill from a vendor, approve it (or correct it) and send it on immediately.
• Verify that a Booster Club fundraising event is not an ASB activity. Ask yourself “Would a reasonable person in the community think that this was a Booster Club or School activity?”
• If in doubt…ask questions. Call the Athletic Director, Activities
Director, ASB Secretary or Business Office with your questions.
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