Training module for club sponsors on the rules and regulations for handling money and fund raising

1. $$$ Money 101
HOW TO CORRECTLY HANDLE THE MONEY
FOR YOUR DEPARTMENT, GROUP OR
ORGANIZATION

2. Department Chairs
 Material needs: a requisition must be filled out
correctly with warehouse item numbers and
quantities needed and submitted to the accounting
clerk to obtain a purchase order number.
 The balance of the department account will be
accounted for by the clerk and you as department
chair will be kept informed of the balance

3. Sponsors
 Deposits must be done frequently. DO NOT keep
money in your classroom or on your person.
 Always give a receipt for any money received
 Turn the receipt book in to the clerk for
reconciliation each month
 When making a deposit, ensure the clerk counts the
money in front of you and gives you a receipt for the
amount of the deposit.

4. Sponsors
 NEVER use your own money to purchase anything
related to your organization or event.
 You will not be reimbursed. If you use your own
money, it is considered to be a donation to your
organization or event and will not be reimbursed
 A check request must be submitted to purchase
items. Only Alief approved vendors can be used. See
the clerk for a list of approved venders.

5. Fund Raisers
 NO Checks can be accepted for any fund raising
…cash only
 Check with the clerk to reserve FR dates.
 Only pre-approved vendors for fund raising can be
used.
 Candy, soda and chips can only be sold after school


6. Assessment
 Question: As a department chair, can you order
directly from the warehouse?
 Answer: NO. You must submit your order to the
accounting clerk with warehouse item numbers to
obtain approval and purchase order number
 Question: I am too busy to go down to the account
clerk’s office on a Friday so can I just put all my
club’s money in my desk drawer until Monday?
 Answer: NO. Make time to take the money down and
deposit it. The money cannot stay in your classroom
even if it is locked up.

7. Assessment
 Question: Can my organization have a bake sale
during all lunches this week?
 Answer: No. Due to the state dietary regulations, no
other food can be offered during lunch other than the
cafeteria food.
 Note: The Senior class has two days during the
school year that they are allowed to sell “junk food”
items during lunch