Fundraisers must be approved by the school administration before they are held. Administrators will consider appropriateness, safety, and compliance with Education Code when reviewing and approving fundraisers. (Refer to the FCMAT Associated Student Body Accounting Manual, Fraud Prevention Guide, and Desk Reference for more detailed information)
TYPICALLY ALLOWED FUNDRAISING EVENTS
• Concession/Food Sales (After school)
• Entertainment
• Advertising
• Publications
• School Logo items
• Tournaments
• Car Washes
• Book Fairs
UNALLOWABLE FUNDRAISING EVENTS
• Raffles or games of chance
• Activities that pose liability, safety or risk concerns such as,
- Mechanical or animal rides
- Use of darts or arrows
- Objects thrown at people
PROCEDURE
1. Complete a Fundraiser Approval form and the Estimated Sales and Cost of Sales sections of the Fundraiser Budget form. The Fundraiser Approval form must be signed by a club representative and the club advisor and approved in the club minutes.
a. Forward the completed Fundraiser Approval form and the Fundraiser Budget form to the Activities Director.
b. After the fundraiser is reviewed by administration, the club advisor will be notified whether the event was approved or not.
c. If the fundraiser is approved, the Fundraiser Budget Form will be returned to you and kept until the fundraiser has closed.
d. The Cash Control for Fundraisers procedure (see below) must be followed.
Sample Fundriser Approval Form
CASH CONTROL FOR FUNDRAISERS
A cash box can be requested if cash will be accepted at a fundraiser, and it must be under the control of an adult at all times. Sound cash control procedures are essential from the time cash is collected until it is deposited in the bank. This not only deters fraud, but protects all parties from accusations of wrong doing. (Refer to the FCMAT Associated Student Body Accounting Manual, Fraud Prevention Guide, and Desk Reference for more detailed information)
PROCEDURE
1. Cash box request should be made to the Activities Director at least 72 hours before a fundraising event:
2. During the event, at least two people should control cash sales using one of the following cash control documents:
a. Tally Sheet
- Tally items as they are sold
- Total sales on sheet
- Count cash and complete Request for Cash Box form
- Total sales and cash must balance
- Write in beginning ticket number and ending ticket number for each pricing
level of tickets
- Calculate the total ticket sales on form
- Total ticket sales and total profit cash must balance on the form
3. If the fundraiser is a multiple-day event, a Cash Reconciliation form must be used at the end of each day. The cash must be counted by two people at the end of each day, and then recounted at the beginning of the next day. The two totals should match. On the last day of th event, the Cash Box form should be used for the final count.
4. The cash box should be returned to the Activities Director in a timely manner.
5. A student or advisor CANNOT USE THEIR PERSONAL ZELLE OR VENMO to receive funds. FCMAT explicitly states that school-related public funds must never touch personal bank accounts. If you would like to receive electronic payment, please see me about borrowing a Square terminal.
6. All profits from fundraiser must be turned in to the Actitivites Director by no later than two weeks after the close of your fundraiser.
- Cash is verified by Activities Director and the USB Treasurer, and a receipt is given to the advisor.
- Activities Director deposits money in the student body club account and USB Bookkeeper will add it to your club account.