Purchase Orders

Purchase Order Requests need to be completed FIRST - this means PRIOR to making a purchase

• • Always have club expenditures discussed and approved in a club meeting - this should be documented in club minutes

  • Have your club treasurer or student club representative sign this form BEFORE submitting to ASB

  • Approval of a purchase order request MUST be reflect the club’s approval in the club minutes. 

  • No blanket club minutes listing PO’s for the year unless they are EXTREMELY SPECIFIC

  • Personal Reimbursements (i.e. checks written to individuals) to be used under approved, special circumstances- most vendors used will accept a form of payment which we can provide via student funds (i.e. ASB Check)

After the Request has gone through the ASB Meeting:

• You will be notified and provided with a signed copy of the actual Purchase Order (which will include the PO number)

• ONLY At this time, may you shop for/order your items

• DO NOT order/purchase ANY items before you have been issued the PO

• All PO’s are one-time use only

Check Requests

Once a PO has been issued and you have made your purchase(s), it’s time to pay for those items.

Complete the Reimbursement Form available in the ASB office and attach the original, itemized, and signed receipt or invoice reflecting the actual amount being paid and give to the Activities Accounts Clerk.

• Even if the vendor does not charge taxes, your club is still responsible for paying them as CUSD is not tax exempt and is required by law to pay taxes.

Submit immediately after using the PO to allow vendor to be paid in a timely manner.

Check requests cannot be submitted for approval in the same meeting as PO requests.

Allowable Expenditures

Must be directly linked to the students’ benefit

Examples:

• Materials for after school sales

• Supplies for lunch activities, costumes, events, athletic equipment not supplied by the district, etc.

• Club T-shirts, spirit packs

• Field trips

• Supplemental equipment for student use (e.g. telescopes) - supplementing NOT supplanting

• Awards

• Fees (Membership fees or practice fees)

Remember that prior to ANY money being spent, the expenditure HAS TO BE approved by students in the club and by ASB, documented in club meeting minutes, and a PO must be opened and approved.

If you have questions regarding an allowable or unallowable expenditure, please speak with the Activities Accounts Clerk or Activities Director.

Unallowable Expenditures 

Examples:

• Regular curriculum or classroom supplies

• Salaries/Supplies/Equipment the district is responsible for

• Repair/maintenance of equipment/facilities

• Items for employee personal use

• Coach uniforms, attire

• Donations

• Gifts of ANY KIND (including gift cards)

If you have questions regarding an allowable or unallowable expenditure, please speak with the Activities Accounts Clerk or Activities Director.