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ASB

How to Complete the GREEN REQUISITION FORM

 

*Seeking Requisition for a check/reimbursement should never be a last minute procedure.  Pre-approvals should be completed at least 2 weeks before you desire to spend money.

 

*If you do not have an account, this Requisition WILL be DENIED.  To create an account, you will need to complete all of the necessary club/organization paperwork (see activities director).  After completing the necessary paperwork, you will need to complete a GREEN requisition sheet, requesting a new account to be set up in your Club/Organizations name.

 

Request for a Check: If you were pre-approved to spend money, you may request a check to be made to the person or business in which the pre-approval was given. 

To do so:

1.     Mark the area designated for a check. 

2.     You must also include the date of the pre-approval and the line in which the pre-approval was approved in the Student Council minutes.

3.     Pay to the order of:  All information MUST be filled in

4.     What to do with the check?  You MUST CIRCLE what you want the accounts clerk to do with the check.  If you circle “mail the check”, the check will be mailed to the address that you provided.  If you circle “Advisor will pick up check”, then you will make the time to pick up the check from the accounts clerk.

5.     Quantity, description, price, total.  You MUST fill this in.  DO NOT write “See Receipt/Invoice”  If for some reason the Original Receipt/Invoice becomes detached from this requisition your description is what we have to go from if you want any reimbursement.

6.     Did you use a P.O. to purchase the items?  If so, you must include the P.O. #.  You may need to look at the Student Council minutes in which you were pre-approved to obtain a P.O.

7.     Signatures:  Make sure that you and your student Representative of your club/organization have signed this requisition.

8.     Name of Account and Account #:  be sure to include the correct information in these areas

9.     MOST IMPORTANT!  YOU MUST ATTACH THE ORIGINAL RECEIPT/INVOICE TO THIS GREEN REQUISITION.  Copies are not acceptable.  Shipment list of materials is not acceptable.  An order form is not acceptable.  Receipts/invoices must show what you purchased.  If receipts are not itemized or readable, you will not be reimbursed until you can provide an acceptable receipt/invoice.

 

Request for a Transfer of Funds:  Your club/organization may want or need to transfer funds into another ASB account.  If this is the case, you first need to seek pre-approval by filling out the BLUE Pre-approval form.  After being approved to transfer funds, you may use this GREEN Requisition to transfer those funds. 

To do so:

1.     Mark the area designated for transfer of funds.

2.     You must also include the date of the pre-approval and the line in which the pre-approval was approved in the Student Council minutes.

3.     Pay to the order of:  Write in the ASB account that you want your money to be transferred to

4.     Quantity, description, price, total.  Write the purpose for the transfer and the specific amount to be transferred. 

5.     Signatures:  Make sure that you and your student Representative of your club/organization have signed this requisition.

6.     Name of Account and Account #:  be sure to include the correct information in these areas

 

Request for Incoming Funds/Donations:  At times you may have funds that are given to you to be placed into your account.  If this is the case, you will need to fill out this GREEN Requisition for.  There is NO NEED for pre-approval when given funds. 

To do so:

1.     Mark the area designated for incoming funds/donation.

2.     Pay to the order of:  Write in what account the money will be going in.

3.     Quantity, description, price, total:  write in who gave you the incoming funds or donation.  Please write the specific amount to be placed into your account.

4.     Signatures:  Make sure that you and your student Representative of your club/organization have signed this requisition.

5.     Name of Account and Account #:  be sure to include the correct information in these areas

6.     IF you are given a donation, Buckingham has a special donation form that MUST be attached to this

GREEN SHEET.

 

Other:  Sometimes this requisition sheet will be used to open and close accounts.  To open or close an account you MUST obtain Pre-approval first. 

To do so:

1.     Mark the area designated as other.

2.     You must also include the date of the pre-approval and the line in which the pre-approval was approved in the Student Council minutes.

3.     Pay to the order of:  Write in the specific name of the account you wish to open or close.

4.     Quantity, description, price, total:  In this area write what you want to do with the account.

5.     Signatures:  Make sure that you and your student Representative of your club/organization have signed this requisition.

6.     Name of Account and Account #:  be sure to include the correct information in these areas.  If you are creating a new account, you need not put an account # because you will be given one as a result of this request.