Financial Procedures

FINANCIAL PROCEDURES

1. A budget will be established that is fair to all programs. Long range rotation of large purchases (uniforms, etc.) will be planned so that major requests may be accomplished over several years.

2. All purchasing of athletic equipment and supplies will be done by the Athletic Director approval after evaluation of requests and price quotes across all programs. (This includes all expenditures that the QB Club agree to fund or purchase for programs)

   1. 1. 1. 1. Coaches must have authorized approval and a purchase order number before placing an order with a school vendor. The district office is responsible for setting up new accounts with vendors.

            2. If the coach/advisor is placing an order for the booster club, it is their responsibility to make sure the vendor does not enter the order or sale on the school's account. When making a purchase on behalf of the QB Club (with QB Club funds):

               1. 1. 1. The purchase must be made through an account separate from the Aitkin Public Schools – ISD#1 accounts.

                     2. Any purchases must have prior approval of the Athletic Director.

3. All Fund Raisers for the benefit of and Aitkin sport or activity must have prior approval from the Activities Director. If you expect to receive benefit from the Aitkin Quarterback Club, the AD will need confirmation on arrangement before payment request. All cash or checks received from the fundraiser must be deposited in the appropriate activity account before any purchases or expenses are paid. (Including Quarterback Club)

4. Donations to the activity from various clubs, organizations, and private sources must be reported to the Activities Director.

5. ALL FORMS AND REQUESTS must be given to the Activities Director in a timely fashion. Please complete all necessary forms and return any receipts.

Click here for 20-21 Fundraising Packet

FOR PURCHASES OUTSIDE and LOCAL OF AITKIN

1. Purchase Order requests will be done through the AD office. Coaches/Advisors will contact the AD about a purchase order to use for supplies, entry fees, and other items before purchase. The AD will use the Smart eR Requisition/Purchase Order Process to purchase necessary items.

2. Once approved, a PO number will be emailed to the AD and the AD will inform the coach/advisor or vendor on the approved purchase order.

UNIFORMS ROTATION

The activities office will designate a rotation for purchasing new uniforms. The amount of money allotted has been based on factors such as the number of squad members, the expense of the uniforms needed, the availability of other sources for purchasing uniforms, etc. Basic supplies are covered annually. The following schedule will be followed:

Click link to access Uniform Rotation