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Campus programs raising and/or using funds for any purpose must have written documentation signed off by the representatives of the student body (ASB) and from the administration to proceed. In order to do so, this page provides a brief summary and overview on setting up Fundraiser Requests and POs (Permission to Order) through the proper channels!
Prior to anyone on campus spending student funds, they MUST be an officially recognized club on campus with paperwork for the CURRENT ACADEMIC YEAR. Charter forms must be submitted and approved before any other request can be made. Those are linked below:
Prior to spending funds, Teams and Clubs should fill out Meeting Minutes with a brief overview of a budget for the calendar year. It serves as a "budget" of sort, so that there is record that students and advisors have discussed, to some capacity, how funds are used. This only needs to be done at the start of the year, after which PO's would be opened separately. PO's still need to be opened for each expense mentioned in the Minutes.
In the space below, you will find the Fundraising Form and the PO (Permission to Order) protocol to approve club fund spending on anything.
Fundraisers
Fundraisers
To submit a FUNDRAISER REQUEST, please follow the following procedure:
Fill out the Fundraising Request form by clicking the space above or clicking the link here. You should provide information about how the fundraiser will function.
Check the Advisor email. A PDF will be generated and sent out.
On Tuesdays and Thursdays, ASB will vote to ratify and approve Fundraiser forms. Once those are approved, a second email should be received indicating the Fundraiser is good to go! If you do not receive that by the end of the day, please contact Mr. Sarao.
NOTE: Fundraiser forms must be approved before any funds are raised. If funds need to be used, please submit a PO request. If any adjustments are alterations are needed please email Mr. Sarao to make those adjustments.
POs (Permission to Order)
POs (Permission to Order)
To use Club or Team funds on anything, PO Requests must be first be sent and approved prior to spending! These are legal channels to show that students and faculty were both involved in approving the action.Â
To request a PO, the requesting team/club Advisor must send out an email. The email should include the following:
The email should be sent and addressed to the finance office (tammywhite@guhsd.net) and the ASB Advisor (nsarao@guhsd.net)
The items to purchase should be specified, as well as the requested maximum dollar amount that could be spent (please overshoot, otherwise a second request must be submitted to raise it).
A student from the participating club/campus organization should be CC'ed into the email. The representative student must hit "Reply All" and respond that they approve of the use of funds.
ASB will vote and approve these on Tuesday and Thursdays. If you hear nothing back after the following voting day, please contact either the finance office Mr. Sarao for more information.
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