ASB Club Fundraising

Each class has a fund that is helpful and essential as they get to their Senior year. The Senior class fund helps support for example: Prom, Senior Shirts, Senior Awards, Graduation Cords and Class Photos.

1. Complete an ASB Activity Approval and Reconciliation Form. This is the form needs to be completed and submitted to ASB in order to start any type of fundraising. You only need to fill out box A, then submit the form to Ms. Lehni’s room at least 3 WEEKS in advance – ASB will then approve or deny it. Also, keep in mind that if you choose to fundraise by selling food, there is strict guidelines you have to follow which can be found on the back of the form.
2. A Request to Spend Form is a second form which you also need to use in order to spend any of your club’s money from fundraising. You just have to write down everything you want and the costs, then submit it to Ms. Lehni’s room 3 WEEKS in advance!
3. A Reimbursement Form is the third form which you can use if you end up spending your own money on your club and want to get the money back from your fundraised funds. If you are under 18, the funds will have to be paid back to either your parent or guardian. Also, be sure to specify when being reimbursed that you want the money to come from your club’s account and not ASB funding, because if you don’t specify, we will assume it’s from us and most likely not approve it. 

Thank you for Filling out an ASB Activity Approval and Reconciliation Form

Some Information you should know before filling out this form:

• This Form requires a signature from an ASB Student Council Representative, ASB Activities Coordinator, & Principal.
• When you complete this form, it should be submitted to Ms. Lehni’s Box in the main office so that it can be approved by ASB Student Council.
• ASB Student Council only meets on Mondays. If your form is submitted on a Thursday, it will not be reviewed until the following Monday.
• Once the ASB Student Council reviews and approves the form it is shared with the School Principal. The School Principal then has 5 school days to review and approve the form.
• Factoring in time for signatures please make sure you are filling out this form 3+ weeks before your event to allow for time and opportunity for ASB and Administration to review and ask any questions.
• Forms submitted less than 3 weeks before an event may not be approved.
• Submitting a form is not the same thing as approval of the form. Please check with Ms. Pitman before moving forward with your event/fundraiser.

For Food Sales and Bake Sales:

• ALL food sold during the school day must be Smart Snack Compliant (Washington has no exceptions for fundraising).
  • Use the food planner calculator to check that your items are smart snack compliant as you build your menu for school day events. Printed copies of the approval page (the printout showing it is approved from the USDA) must be turned into the fiscal office with the fundraising forms.
  • Other tools: The Food Buying Guide (FBG) Interactive Web-based Tool, Washington Food Choice Code
  •  For the purposes of this procedure, the school campus is defined as the areas of the property under the jurisdiction of the school that are accessible to students during the school day. The school day is defined as the period from midnight before, to 30 minutes after the end of the official school day.
• For all food sold during the school day, the group NEEDS approval from culinary services. They can be contacted at CulinaryServices@seattleschools.org and/or a catering request can be put in at School Nutrition to get permission or rejection before serving ANY food (if this step gets skipped the group running the event is responsible for paying Culinary Services for the cost of staffing the event – even if there was no Culinary Services staff working the event).
• Baked goods, like cookies or muffins, or dry items, like crackers or chips, can be sold but they should be purchased from a reputable source, such as a grocery store or bakery and be individually wrapped.
• Food items not prepared in a commercial kitchen need to be individually wrapped and labeled with a CLEARLY identified/marked with the following statement:
  • Baked goods were not prepared in a commercial kitchen following King County’s food handlers’ safety guidelines. These baked goods include the following ingredients…..then list the ingredients in case of food allergies (I suggest printing this and the ingredients list on separate address labels).

Thank you for Filling out a Ballard High School Request for Purchase Order Form

Some Information you should know before filling out this form:

• This Form requires a signature from our Fiscal Clerk, an ASB Student Council Representative, & ASB Activities Coordinator. ASB Student Council only meets on Mondays. If your form is submitted on a Thursday, it will not be reviewed until the following Monday.
• When you complete this form, it should be submitted to Ms. Lehni’s Box in the main office so that it can be approved by ASB Student Council.
• Once the ASB Student Council reviews and approves the Form it is returned to our Fiscal Clerk to begin the ordering process.
• If your order is time sensitive, please make sure you are filling this form out 3+ weeks before you need the item(s) to allow for time and opportunity for ASB to review and ask any questions and for the order to be made.
• Forms submitted less than 3 weeks before an event may mean that ordered items will not be available in time for the event.
• If you order is requesting funds outside of your specific club/team, include the requesting funding source (I.e. General ASB) in the Special Notes Section.
• If your order is approved and is to compensate an individual or group, you may be asked to provide their business license and W-9 for payment.
• Submitting a form is not the same thing as approval of the form. Please check with Ms. Pitman to determine if your purchase has been approved.

Thank you for Filling out a Seattle Public School Payment Order Form

Some Information you should know before filling out this form:

• This Form requires a signature from our Student Activity Treasurer, Activity Advisor, Activity Coordinator/ Principal, & Fiscal Clerk. ASB Student Council only meets on Mondays. If your form is submitted on a Thursday, it will not be reviewed until the following Monday.
• When you complete this form, it should be submitted to Ms. Lehni’s Box in the main office so that it can be approved by ASB Student Council.
• Once the ASB Student Council reviews and approves the Form it is returned to our Fiscal Clerk to begin the Purchase Order (Reimbursement).
• The reimbursement process takes at least 3 weeks, sometimes longer.
• If you are under the age of 18 and asking for reimbursement, it will be issued on your behalf to your parent or guardian. Make sure their name is included on the form so the reimbursement can be issued.
• If you are asking for reimbursement for Food, you must also provide a detailed original receipt, meeting agenda, and list of attendees.
• Submitting a form is not the same thing as approval of the form. Please check with Ms. Pitman to determine if your payment order has been approved if you do not see reimbursement after one school month.