2026 ASB Workshop Online - ASB Bookkeepers & Secretaries (10.01.26)-ASB Bookkeepers & Secretaries Virtual Workshop PPT

ASB Bookkeepers & Secretaries Virtual Workshop PPT - 10.01.26

Pdf Summary

The document is a 3-hour virtual WASBO workshop for ASB bookkeepers and secretaries focused on daily processes, internal controls, and audit compliance. It is organized into three blocks: foundations and purchasing, cash handling/receipting and fund balance, and fundraising, parent groups, and audit prep.<br /><br />Key themes include the bookkeeper’s role as steward of student funds, ensuring all transactions are properly approved before money moves, and using ASB funds only for student-related cultural, athletic, recreational, or social purposes under the CARS test. The workshop explains ASB governance, account code series, and the difference between budget approval and purchase approval.<br /><br />A major section covers purchasing and payables, emphasizing a six-step process: confirm budget, obtain student council approval in minutes, secure competitive pricing if needed, submit a requisition, get required signatures, and pay only from an original itemized invoice. <br /><br />Cash handling guidance stresses two-person cash counts, pre-numbered receipts, prompt deposits, and reconciliation of receipts, deposits, and fundraiser forms. Fund balance reporting requirements include posting by August 31, keeping five years of reports online, monthly reconciliation, and avoiding negative balances.<br /><br />The final block covers fees vs. fines, fundraising procedures, and distinguishing ASB activities from parent/booster club activities. It also highlights legal considerations for raffles and the importance of keeping parent group money completely separate from district funds.<br /><br />The workshop closes with common audit findings, records retention reminders, a personal process commitment exercise, and information about WASBO badges, certification pathways, and additional resources.

Keywords

ASB bookkeeper

internal controls

audit compliance

cash handling

purchasing process

fund balance

fundraising procedures

student funds

receipting

WASBO workshop