COLLECTING MONEY (UPDATED 5/23)

Regardless of the method used to collect money. All money collected but be documented and matched up to the items sold or services provided. There must be a way to verify that all money collected was turned in to the school. Without this link, the fundraiser cannot occur. All money collected must be turned in to the accounting clerk within 24 hours.

Method 1: Online

Step 1:  Email treasurer@ihsvikings.org

• Name of Club
• Item Name
• Item Price
• Description of Item
• Any Variants of the Item
• Dates Item is on sale
• Any Additional Info you Need to be Collected
• Optional: Item Pictures or Club Logo

Step 2: We will email you a report of who bought your items at the end of your sale or on set dates you request an update. You can also have students print their receipts and collect them as proof of payment.

Step 3: The online web store is closed out once a month and on that date, money is transferred into your club account.

Method 2: Viking Vendor

Step 1: Email treasurer@ihsvikings.org

• Name of Club
• Item Name
• Item Price
• Dates of Sale

Step 2: Decide if you are selling during Normal Vendor Hours (Before School and Lunch) or if you are selling for an after-school fundraiser.

Normal Vendor Hours: Bring the items you are selling to the Student Union and we will sell everything for you and return any unsold items to you at the sale’s end.

After-School: We will prepare a cash box, change, and iPads for you to use at your fundraiser. We can train your club officers how to use the iPads before your event and even have an ASG member at your event to help with sales. iPads and cash boxes must be returned to an Administrator or the Student Union within 24 hours by board policy.

Method 3: Other

If the first two options do not work for the nature of your fundraiser please see Mr. Willer in the Student Union to find a solution that meets the School Board’s Cash Controls policies.

Collecting Money for a Non-Profit:

Money being raised cannot be collected thru our online or iPad system. Money being raised for a nonprofit must be collected and given directly to the nonprofit. Checks must be addressed to the name of the non-profit and credit cards/apple pay cannot be accepted. It is the group’s responsibility to take the collected money directly to the nonprofit to donate. A receipt of this donation will be turned into Mr. Willer’s box in the Student Union. Fundraisers cannot be split where a portion goes to nonprofits. All the collected money must go to the nonprofit or none goes.

CLUB BUDGETS

In order for clubs to spend or collect money a club budget must be on file and approved by the club in the club minutes. A form will be given to each club at the end of the year to complete for the next school year or as clubs are approved. If a club starts requesting to spend money significantly different from the budget clubs will be asked to update their budget.

SPENDING MONEY (UPDATED 5/23)

2023 – 2024 Update: All requests to spend forms for purchases must be accompanied by the club minutes where the club approved the purchase. All signatures must be done in pen.

Reimbursements

Reimbursements are the most common way a club will spend money.

Before a club makes any purchase the club will need to approve the purchase in an official club meeting where minutes are taken. Then the club will need to submit a “Request to Spend ASB Funds” form and wait to have that approved by the Student Council. These approvals are done weekly.

After the request is approved a club member, parent, or advisor may purchase the items saving the original receipt. Only items approved on the request form can appear on the receipt. A copy of the original receipt and an “Authorization to Pay” form. then turned into Ms. Menke’s box in the Student Union or Main Office. Checks received before Wed at 8:00 AM will be ready for pick up or mailed out on Friday morning.

When turning in paperwork for the check you will need four items: Club Minutes, Request to Spend Form, Receipt, Authorization to Pay Form.

Invoices

Invoices are when a company or organization sends a bill and wants a check written directly to them.

Before a club requests an invoice from a company the club will need to approve the purchase in an official club meeting where minutes are taken. Then the club will need to submit a “Request to Spend ASB Funds” form and wait to have that approved by the Student Council. These approvals are done weekly.

After the request is approved you will then request an invoice from the company. A copy of the invoice and an “Authorization to Pay” form are then turned into Ms. Menke’s box in the Student Union or Main Office. Checks received before Wed at 8:00 AM will be ready for pick up or mailed out on Friday morning.

When turning in paperwork for the check you will need four items: Club Minutes, Request to Spend Form, Invoice, Authorization to Pay Form.

Paying People (Services)

Any time a club needs to pay a person for their time or services this process is more complicated and many steps need to be completed before the work can begin.

Before any work begins the person your club is hiring must complete the district consultant package and the club will need to approve the consultant in an official club meeting where minutes are taken. Then the club will need to submit a “Request to Spend ASB Funds” form and wait to have that approved by the Student Council. These approvals are done weekly. Depending on their contact with students they may be required to get a TB test and or fingerprinted. When the consultant contract is completed they will turn it in to Office Assistant (Ms. Deanda). No work can be completed until the contract is approved by the School District.

Once approved, the person can begin their work. When all work is completed the consultant will turn in an invoice for their services to Ms. Menke’s box. Please note because of tax and payroll requirements these checks are sent out by the district office, not the school site.

Things You Cannot Buy

• Gifts of any kind, including gift cards
• Any supply, salary or repair or maintenance cost that is the responsibility of the school district
• Articles for the personal use of district employees
• Expenses for staff/faculty meetings
• Employee application gifts or meals
• Donations to another organization
• Donations to families or students in need
• Cash Awards to anyone

FUNDRAISERS (UPDATED 5/23)

Clubs may host fundraisers throughout the year to build up their club balance. All funds collected for your club must follow the policies outlined in the collecting money procedures. Anytime your club is collecting money it is considered a fundraiser. All fundraisers must be pre-approved by submitting a Master Calendar Form.

2023 – 2024 Update: All fundraisers must be approved in club minutes.

Food Fundraisers

Food fundraisers may take place after school only except for the two club rushes that take place throughout the year.

When handing out food club members must wash their hands and wear food-safe gloves. Food being sold cannot be homemade.

The following fundraisers are not allowed under FUSD Policy:

• Games of chance including but not limited to door prizes, raffles, 50-50 auctions
  • If someone needs to pay to have a chance to win the prize, this constitutes a raffle and is not allowed. Everyone needs to have a fair chance of winning the prize.
• Door-to-Door Sales
• Car Washes
• Selling Food During School Hours
• Fundraisers with a high risk of injury
• Renting of District Property

USING SCHOOL FACILITIES (UPDATED 5/23)

Clubs are privileged to use school facilities to conduct meetings and activities. Clubs may use school facilities as long as the following conditions are met:

1. Their club advisor or another staff member is present to provide supervision.
2. Approval for the facility has been granted by the facility manager (Currently Ms. Gill)

To obtain permission from the facility manager please use the list below.

Room/Time
Club Advisors Room During Lunch – No Approval Required

Club Advisors Room After School/Weekends – Club Advisor Emails Ms. Gill for Approval then submit Master Calendar to ASG.

Valhalla – Approval form Mr. Ballin then Club Advisor Emails Ms. Gill for Approval then submit Master Calendar to ASG.

Sports Facilities During School – Approval form PE Department Chair then Club Advisor Emails Ms. Gill for Approval then submit Master Calendar to ASG.

Sports Facilities After School –  Approval from Athletic Director then Club Advisor Emails Ms. Gill for Approval then submit Master Calendar to ASG.

Room 104, Courtyard or Pavilion – Club Advisor Emails Ms. Gill for Approval then submit Master Calendar to ASG.

Cafeteria During School – Approval from Mr. Willer then Club Advisor Emails Ms. Gill for Approval then submit Master Calendar to ASG.

Cafeteria After School – Club Advisor Emails Ms. Gill for Approval then submit Master Calendar to ASG.

Other Classrooms – Approval from the classroom teacher Club Advisor Emails Ms. Gill for Approval then submit Master Calendar to ASG.

When your advisor emails Ms. Gill please include the first step approval if needed. This will help prevent delays.

Copies of approvals should also be attached to the Master Calendar Form.

By union agreement, custodial support will most likely be assigned to your event. Your club will be responsible for these fees. Ms. Gill will provide your advisor with an estimate of these costs before your event.

MASTER CALENDAR FORMS

2023 – 2024 Update: All Master Calendar Submissions must be approved in the club minutes and be attached to the Master Calendar Form.

When to Fill Out a Form

A Master Calendar Form is required for fundraising. Anytime your club plans to collect money a Master Calendar form must be submitted. Even if you are collecting donations from club members a master calendar must be filled out for the donation drive.

A Master Calendar Form is required for events after school.

A Master Calendar Form is required for Field Trips & Overnight Trips.

A Master Calendar Form is required for any Weekend Club Activities.

A Master Calendar Form is required for a Guest Speaker.

A Master Calendar Form is not required for regular club meetings.

How to fill Out the Form

Download the Master Calendar Form and be sure to complete all parts of the form. When completed the form needs to be signed by the club president, advisor, and the staff member supervising the event. Facilities must be approved for use before submitting your master calendar form. Once submitted it can take up to two weeks for items to be approved. You cannot advertise for your event until the master calendar has been approved.

CLUB ACCOUNT (UPDATED 8/23)

Each club has an official account which club funds are stored and spent from. You can track the balance of your club account by contacting treasurer@ihsvikings.org or finance@ihsvikings.org. The club balances from 8/23 can be accessed at https://drive.google.com/file/d/1Km_LuTQgSGB1OO-4co8X-5H2Y0hrLOss/view?usp=sharing.

New clubs will have an account opened for them and start with $0. Usually, new clubs will ask members/officers for small donations to start raising funds for their club. After that, your club can host fundraisers to build up your balance.

Clubs that have remained inactive for over a year will have their club account dissolved, and the funds will be moved into the general fund that can be spent by the Student Council on behalf of all students.

Club funds cannot be kept in an advisor’s room.

At the end of a school year, clubs may not carry over large balances into the next school year. The 20% rule states that your club can carry over a maximum of 20% of what you spent in the past year. For example, if you start the school year with $2,000 and end with $1,000, you spent $1,000 and can only carry over 20% of that, which is $200. This is a guideline set by the state to ensure that clubs are not building up funds with no plans to spend them. At the end of the school year, clubs will have an opportunity to tell ASG why they would like to keep an amount higher than the 20% rule allows. An example of this would be that your club is saving up money for a large event in the following year. Exceptions will be made on a case-by-case basis, but if your club does not let ASG know that you would like to keep more money in your account and a reason for it, the 20% rule will apply.

RULES FOR CLUB POSTERS

1. Only use masking tape to hang up posters (blue painter’s tape is preferred).
2. Posters are not allowed to be placed on murals, floors, ceilings, glass, or display cases.
3. There must be a date written somewhere on the poster.
4. Posters must be taken down after the event being publicized has passed.
5. Poster content must be approved by your club advisor before hanging it up.
6. Do not publicize an event if it has not been approved by ASB. However, if you talk to Mr. Willer and he says it is okay to publicize the event before it has been approved, feel free to do so.
7. Club posters will be taken down if these rules are not followed or if posters contain inappropriate phrases/pictures. Please monitor your posters for graffiti, posters will be taken down if inappropriate things have been added to them or otherwise destroyed.

CLUB ADVISORS RESPONSIBILITIES

When students ask if you are willing to be a club advisor the following Responsibilities are required of you as an advisor. The total number of hours will be determined by the number of events your club decides to host. 

Virtual Meeting & Events:

1. An advisor must be present online during all official club virtual meetings and virtual events. In the event the advisor cannot supervise a meeting they must ensure a certified teacher is in place to supervise.

Meetings:

1. Assist students in creating a club constitution that contains the bylaws and rules of the club. Advisors should ensure that the constitution is followed by all members of the club.

2. Advisors must supervise and attend EVERY meeting or activity planned on campus; and any formally recognized club activities held OFF campus. In the event the advisor cannot supervise a meeting they must ensure a certified teacher is in place to supervise.

3. Assist club officers in keeping track of attendance and monitor behavior.

4. Assist students in making their own decisions. Help students to clarify their goals, to work through their problems, to plan activities and to continually evaluate their efforts.

5. Supervise nomination and appointment of officers and members and be sure that the process follows the club’s constitution.

Events:

1. Be aware of all events and actions being planned.

2. Be sure that the district office and not the advisor signs all contracts with vendors.

3. Be sure that all events planned are chaperoned. Evening activities and dances will be limited due to supervision and facilities space.

4. All events must be approved by ASG. For events using on campus facilities, the advisor will verify with officers that forms are turned in correctly and on time.

Money:

1. Facilitate purchase of materials for fundraisers, eventss, etc; make sure that ALL MONEY is run through the student activities office.

2. It is the responsibility of all clubs to keep records of all financial transactions and submit original paper work to the schoolbook keeper in a timely manner.

3. All financial decisions must be made by the students and said decisions must be recorded by submitting a Purchase Approval from to the student union.

4. Deposits and reimbursements must use specific forms that are found in the Student Union. There are copies online as well.

5. Clear all fundraising through the activities director. All fundraising must meet the healthy food guidelines, which are also included in this packet. Ensure that a master calendar form is filled out before the fundraiser and that all money is turned in at the end of a fundraiser.