Team Sport Accounts

Associated Student Body Calendar of Events

Understanding Individual Sport Team ATHLETIC Account and Finance office process

1. Head Coaches:

   • Access ASB Works to verify the account balance. Only head coaches receive an email from the Finance office for access. 

2. SPORT BUDGET SHEET

• Turned into the Athletic Director before the season begins

ATHLETIC TEAM EXPENDITURE: 

1. Expenditure Approval Meeting:

• • • AD and the coach will review the budget 

    • PRE-EXPENDITURE BEFORE PURCHASE LINK

      • Must be submitted and approved by the Athletic Director & Principal before purchases. 

    • Approval and Verification: AD approves expenditures and fundraisers and emails verification of approval.

2. Purchase and Reimbursement:

• REIMBURSEMENT FORM LINK-  Athletes, parents, or coaches submit reimbursement forms for pre-approved expenditures only. INCLUDE THE REQUIRED ORIGINAL RECEIPT(S) OR INVOICE to avoid non-reimbursement. This includes Tournament flyers. 

Non-Reimbursement for Unapproved Expenses:

• Anything not previously approved may not be reimbursed.

• Gift Card purchases are not accepted and will not be reimbursed. 

ATHLETIC TEAM ACCOUNT PURCHASE & APPROVAL PROCESS

• 1. Check the Athletic team account and make sure that the item is not already provided by the school.

  2. Determine if fundraising is necessary to cover the cost of items or if this will be a request from the Athletic Director or Boosters by checking with the AD.

Design Approval:

• • • • Apparel, Sweatshirts, and T-shirt designs must be emailed and pre-approved by the Athletic Director and Principal. Only school colors are allowed.

Pre-Approval for Other Items:

• • • • Any other items teams wish to purchase must be pre-approved before purchasing. Failure to do so will result in non-reimbursement.

      • Invoices will be paid by the Athletic Director through the Bookkeeper. No equipment should be bought without AD approval. 

1. The "Golden Rule": Pre-Approval First

No purchase should be made until the official pre-approval form is fully signed.

• The Risk: If you spend money before the form is finalized, the district cannot reimburse you.

• The Timeline: The approval process typically takes 4–5 business days, but it is strongly recommended to start the process at least two weeks in advance to account for busy schedules.

2. Who Can Submit Forms?

The K12 system is a "closed loop." For security and auditing reasons, only school employees can initiate or sign financial documents.

• Authorized Users: Only Coaches, the Athletic Director (AD), or school staff.

• Parents/External Individuals: You cannot submit or sign these forms. If an external person initiates a request, it must be reprocessed and restarted by the Coach or AD.

3. Handling Money (The "No-Touch" Policy)

To ensure transparency and protect individuals from liability, there is a strict protocol for handling funds:

• Direct Payments: All payments must be processed directly through the school.

• No Private Collections: Coaches and parents are prohibited from collecting or handling team funds directly. This ensures a clear paper trail for auditors and prevents any "he-said-she-said" scenarios regarding team accounts.

4. The Approval Workflow

1. Initiation: The Coach or AD starts the form.

2. Routing: The form moves through the system for required signatures (e.g., Coach, AD, Principal).

3. Verification: The form is not considered "approved" until every required party has signed.

4. Notification: Once the final signature is secured, an automated notification is sent to the person who started the request (the Coach or AD). Only then can the purchase be made.

FUNDRAISING PROCESS:

ALL FUNDRAISING MUST BE CLEARED WITH THE ATHLETIC DIRECTOR. 

1. Fill out and turn in the Fundraiser Form to the Athletic Director. 

2. The Athletic Director will consult with the LAHS Administration for approval of the fundraiser. 

   • The Athletic Director must give final approval to hold any fundraiser. 

• • Coaches must be present at the fundraising event. 

FORMS NECESSARY:

• BUDGET FORM

• EXPENDITURE FORM

• REIMBURSEMENT FORM- 

• FUNDRAISING FORM

Separate Financial Accounts 

TEAMS CANNOT HAVE A FINANCIAL ACCOUNT THAT IS OUTSIDE OF THE SCHOOL. It is against school policy to have an account that is not under the school's control and deposited at the school’s bank. Failure to comply with this policy may result in the termination of your employment as a coach. 

TEAM FUNDRAISERS 

Must be approved by the Athletic Director and Principal

Fundraiser Form- 

1. Fundraisers must be approved at least 2 WEEKS in advance by the Athletic Director and Principal.  

2. REQUEST CASH BOX AT LEAST 2 DAYS IN ADVANCE FROM THE FINANCE OFFICE IN PERSON OR EMAIL gina.brownson@mvla.net

3. PICK UP THE CASH BOX  DAY OF THE EVENT

4. RETURN CASH BOX BEFORE 4 PM DAY OF THE EVENT - COMPLETE WITH DEPOSIT FORM AND ASB TALLY SHEET OF WHAT WAS SOLD (forms will be included in cash box)

   • DO NOT reimburse monies from the original receipt (that is a separate process)