ASB Budget Building

Types of School Budgets Building Budget: Used to fund school expenses. Does not fund ASB expenses. ASB Budget: Used to fund student activities, cannot be used for building expenses Student Money, students MUST be involved in all aspects of the budget and spending of all money.

Building Budget Pays for staff salary, libraries, books, copiers etc. Managed by building Principal and school budget committee. Not used to fund student activities

ASB Budgets Used to fund student activities, cannot be used for building expenses/Curriculum Must be used for Cultural, Athletic, Recreational, or Social purposes. (C.A.R.S) Student Money: Students must be involved in all facets of the budget building process Expenses can only be approved by the agreement of the Advisor, the students, and the fiscal officer Any use of Roosevelt (facilities, logos, equipment) teams or students ties the fundraiser to the school and the money must be deposited into the ASB account. The Principal has absolute authority regarding any ASB budget items

Roosevelt ASB ASB 1000 General ASB Specific Accounts: Benefits whole school Specific Activity Accounts 2000 Athletics Specific Team Accounts: each team has their own account 3000 Class Council Accounts Specific Class Council Accounts: each grad year has their own account. 4000 Clubs Specific Club Accounts: each club has their own account

Terms to Remember! ASB: Associated Student Body. ASB Budget: Overall student body activities budget ASR: Associated Students of Roosevelt, name that the Roosevelt ASB chooses to use. Budget Capacity: Your “ability to spend”. It does not represent real dollars in the bank. Just as you budget and plan to save for a trip, you cannot pay for the trip until you have real dollars in the bank. There are no credit cards in ASB!! Line Item: A line in the budget that designates a specific projected cost. (ex: uniforms) Carryover: unused dollars from the previous budget cycle

Budget Planning One of the best ways to think of budget planning is to think of how we all plan for the expenses of a trip somewhere. We will use a trip to Portland to show the students how to plan for expenses (establishing a budget capacity) and find funding for the proposed expenses.

“How planning an ASB team account is like planning a trip to a Portland Timbers Game” Savings account: $100 (like carryover) Lawn mowing in the neighborhood: $ 50 (like fundraiser) Job at market: $100 (like fundraiser) Grandparent give: $100 (like booster contribution) Total: $350 Transportation cost to Portland, train ticket: $120 Hotel accommodation in Portland: $100 4 meals at $15 per meal, $60 total for the trip. Ticket for entry to game: $25 Taxi to and from hotel to game: $30 Souvenir: $10 Total projected cost: $345

“Translating trip to Portland to ASB Team budget building.” Uniforms $2000 Team building $500 Trip to Away Tournament $ 1500 Capital Expense, buy portable batting cage for team $ 800 Equipment $500 New pop up screen Batting Tee New set of catcher gear Sources of funding: Existing ASB budget, called “Carryover” $1000 Fundraising $2000 Direct Donation, either individual, or by group (Booster) $2300 Total anticipated income $5300 Total projected expenses $5300

Let’s look at a few examples…

Clubs Example #1

Clubs Example #2

Football

Commonly asked Questions Question: “We want to change the budget and use those dollars for something else, can we do that?” Answer: No. Once the budget is set, it cannot change. You can fund a lesser similar project but not change the overall budget or add dollars. Question: “We had a great fundraiser and raised a lot money. We want to use it now for a big party at the end of the season. Can we do that? Answer: You cannot exceed your budget capacity. Any extra raised has to be carried over to the next year. Question: “We want to expand our program and need to buy a new spring floor. We plan on having a big camp to pay for it. Can we do that? Answer: Yes, as long as the camp is properly insured and the money goes into the ASB

Filling in your form: Once you have opened the Budget Worksheet, complete the following steps ASB Code: This information is located on the left of your reconciliation report next to your club name Group/Cost Center Name: This is the name of your club Calculating your beginning balance: Take the amount that is currently in your account Subtract any expenses you anticipate having during the remainder of the school year. Add any revenue you anticipate gaining for the remainder of the school year or over the summer. Fundraisers Donations ETC. The number you have left will be the beginning balance line item on your budget worksheet. You are now ready to begin putting together your budget. When you are finished creating your budget, please save it into your personal files as: yourclubname_2016 Upload a copy to the electronic dropbox located in step three of the instructions section on the website Be sure to turn in a signed copy to Ms. Plesha’s box in the main office