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What is the process for an Activity or Purchase Request ?

Activity Request: If you want to have an activity on campus, you must fill out the Orange Forms will all necessary information and turn it into the Main Office. Your activity request will be voted upon by the student leadership class during their regular monday meetings. If needing a cashbox at the event you must also submit a "yellow" cash box request form. If approved you will see it in the weekly ASB minutes email. No activity may take place on campus without this approval

 Request to spend club money: Clubs wanting to spend money in their accounts must fill out a "blue" pre approval form to the students leadership class. If approved the club may spend the money and request a reimbursement. NO REIMBURSEMENT will be given unless pre-approval was submitted and approved by ASB.

Needing a Reimbursement: Fill out a "Green" form with all the information on it including when the purchase was pre-approved. AGAIN NO REIMBURSEMENTS will be given for purchases without prior approval.

 

How to Complete the BLUE PREAPPROVAL FORM

*Seeking pre-approval to spend money 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 pre-approval WILL be DENIED.  To create an account, you will need to complete all of the necessary club/organization paperwork (see activities director).  You will also need to complete a GREEN requisition sheet, requesting a new account to be set up in your Club/Organizations name.

 

Pre-approval for a Purchase Orders: Sometimes a business will ask for a purchase order # so that they can start filling your order.  An example might be the basketball team wants to purchase new uniforms from an athletics company.  The company needs a promise that the team will make good on their payment for the uniforms.  The company will ask our school to give a purchase order # which officially makes the promise that if the team does not pay the balance, the school ASB will pay the balance.  Companies do this so that they can run after the bigger organization (ASB General Account) for their money if a club/organization fails to pay.

To get a P.O., what do you need to do? 

1.     Put an X in the Purchase Order blank

2.     Fill in the current date

3.     Pay to the Order of:  You must fill in ALL information correctly and completely of the business that you are purchasing from.

4.     Describe exactly what you are purchasing, the quantity, unit cost and total.

5.     Circle Approximate Total if you think you are exact or pretty close to what the cost will be (remember to factor in tax and shipping).  If you spend far beyond what your pre-approved approximate total was, you may only be reimbursed for your approximate total.

6.     Circle Not to Exceed if you are not sure if your order may or may not change, thus changing the cost drastically. Write an amount that you are willing to pay up to, but no more than.  If you circle Not to Exceed and you do exceed the pre-approved amount, you will only be reimbursed for the pre-approved amount.

7.     Please attach any copies(not originals) of invoices or other information that might be helpful in validating your pre-approval.

8.     If you are pre-approved, you will be given a purchase order #.  You will give this P.O. number to the business that you are purchasing from.  Some businesses will ask that an official P.O. form be faxed before the order can begin.

9.     Once the company starts the order because they now have a P.O. they will then send you an official invoice.  Please attach this invoice to the GREEN Requisition form to request a check for final payment.  This GREEN requisition should be completed and turned into Student Council at least one week before you need your check.  DO NOT create a crisis for yourself.

 

Pre-approval for a Check:  You will ask for pre-approval for a check when you are planning to spend money directly from your budget to a business.  An example:  Your club wants to buy carnations from a local flower shop.  You have gone to the flower shop to price the carnations.  You do not want to spend your own money and then be reimbursed, so you ask the flower business to give you an estimate and or an invoice for the total cost of the carnations.  You get that estimate/invoice and you complete a pre-approval for a check to be made to the flower shop. 

What do you need to do? 

1.     Put an X in the Check blank.

2.     Follow steps 2-7 above

3.     If you are pre-approved and you obtain an original invoice/receipt, then you may request a check by completing the GREEN Requisition form.  Please attach this invoice/receipt to the GREEN Requisition form to request a check for final payment.  This GREEN requisition should be completed and turned into Student Council at least one week before you need your check.  DO NOT create a crisis for yourself.

 

Pre-approval for a Personal Reimbursement Check:  You will ask for pre-approval for a personal reimbursement check when you or someone else affiliated with your club/organization is willing to spend their own money, BUT want to be reimbursed from your club/organizations budget.  An Example:  Your club wants to go to the movies.  You ask for pre-approval for a personal reimbursement check to spend approximately $150.00 of your own money.  You have been pre-approved and you go to the movies and use your own money/credit card to pay for 10 tickets. 

What do you need to do? 

1.     Put an X in the Personal Reimbursement Check blank.

2.     Follow steps 2-7 above

3.     If you are pre-approved and you obtain an original invoice/receipt, then you may request a check by completing the GREEN Requisition form.  Please attach this invoice/receipt to the GREEN Requisition form to request a check for final payment.  This GREEN requisition should be completed and turned into Student Council at least one week before you need your check.  DO NOT create a crisis for yourself.

4.     If more than one person is requesting a personal reimbursement check, you may staple an attached list of each person’s name, address, etc.  Sometimes you are not sure who will be buying what, so you may want to do this.  If a person’s name is not attached to or on the pre-approval, they may not spend money and then be reimbursed.

Pre-approval for OTHER:  Other is often used when you want to transfer/donate money into another account. 

 

Understanding the Forms

 

How to Complete the ORANGE ACTIVITY/FUNDRAISER FORM

 

*Seeking approval for an activity or fundraiser should never be a last minute procedure.  This form should be completed at least 2 weeks before you desire to do your activity or fundraiser.

 

#1:  If you do not have an account number, you most likely have no account.  To create an account, you will need to complete all of the necessary club/organization paperwork (see activities director).  You will also need to complete a GREEN requisition sheet, requesting a new account to be set up in your Club/organizations name.

 

#2:

a.     Check the Fundraiser box ONLY if your purpose is to raise funds through sales. (i.e. shirts, bumper stickers, concessions, etc)

b.     Check the fundraiser box AND the Activity box If you are planning an activity that will result in the raising of funds (i.e. car wash, spaghetti feed, face painting, drama play, film festival, etc.)

c.     Check the Activity box ONLY if you are having an activity Only.  This means that there are no funds being raised at the activity.

#3:  The Date(s) that you give is the date that you wish to have your fundraiser or activity on.  If the date(s) that you give conflict with other fundraisers or activities, your ORANGE request may not be approved.  If you give an alternative date(s), then, if your first date does not work, the alternative date may (if no conflict occurs)be approved.  It is not mandatory to have an alternative date.

 

#4 Location:  Be specific as to where you will have the event.  Name, place, etc.

*Facilities Request:  Pay special attention to the need for a Facilities Request if you plan to use any facility at Buckingham.  Please obtain this form from Vicki, complete it and return it to Vicki for approval.  If you do not have a facilities request approved and on file with Vicki, your fundraiser or activity will be cancelled.

 

#5:  The time is not when it officially starts, it is when you start setting up and when you have cleaned up and are ready to go home. 

 

#6:  General Public means that ANYONE on the face of the Earth is allowed to attend your activity or fundraiser..

 

#7:  Sometimes at a fundraiser or activity student clubs/organizations want people from the outside to speak, perform or help.  Due to legal concerns, if this is the case with your fundraiser or activity, you MUST seek administrative approval before completing this form for approval.

 

#8:  Think about your activity or fundraiser:  How many people will be attending?  Give an approximation.  This is important because the facility/location that you request must be appropriate for the amount of attendees you think may come. 

 

#9:  Please be specific.  No generic responses.  If you need to attach an explanation to the ORANGE form, feel free to do so. 

#10:  PINK Revenue/Expense Report:  Before you do any fundraiser you must thoroughly think through all of the potential expenses and revenue. The completed PINK FORM (Potential side only)  must be attached to this ORANGE request form.  If this is not compete and attached, your request will be denied.

 

*Signatures:  The advisor must sign and a student representative (preferably President/Captain) of the club/organization must sign.

 

 

 

 

 

 

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.

 

 

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