ASB Badge #05 Purchasing and Contracts-ASB Badge #5 PowerPoint

ASB Badge #5 PowerPoint

Pdf Summary

This WASBO Badge #5 module outlines required purchasing and contracting controls for Associated Student Body (ASB) activities, including consultant/personal service agreements, fundraising contracts, and vending machine operations.

All ASB purchases must follow district policies and applicable WAC requirements, and must have <strong>prior Student Council approval</strong> before a purchase order (PO) is issued. Approvals must be documented in permanent meeting minutes. If the purchase is connected to a fundraiser, a fundraiser/activity proposal must also be approved. Typical ASB purchasing steps include confirming budget capacity, completing a requisition, preparing a PO through the district purchasing department, and reviewing/following bid laws. Districts may require quotes, travel documentation, inventory tracking, and/or personal services contracts.

The module stresses training all ASB-related staff (coaches, advisors, etc.) on procedures to reduce liability and maintain a strong paper trail. Written orders are preferred over phone orders. If purchasing/procurement cards are allowed, districts should have written rules covering cardholder assignment, limits, receipt submission, documentation, card return, and consequences for noncompliance. Limited reimbursements may be allowed with prior approval, but must include original receipts (not statements) and proper signatures.

Guidance is provided on <strong>independent contractors vs. employees</strong>. Contractors sign a district personal services agreement and generally invoice through Accounts Payable; employees are paid through payroll. District employees cannot be paid as independent contractors. Contractors with unsupervised student access must pass background checks/fingerprinting.

For fundraising and third-party/crowdfunding contracts, the document emphasizes careful contract terms, authorized signers, sales tax/resale certificate rules, auditor expectations, fee transparency, data/security concerns, and Washington requirements that revenues be deposited intact and fees paid separately. Conflicts of interest and prohibited acts under RCW 42.23.070 are highlighted.

Finally, it details controls for <strong>district-managed</strong> vending (inventory logs, two-person counts, receipts, reconciliations, smart-snack compliance) and recommends <strong>vendor-managed</strong> vending with contracts, insurance, item counters, commission verification, documentation, timely deposits, and vendor staff identification/vetting.

Keywords

WASBO Badge #5

ASB purchasing controls

Student Council prior approval

purchase order (PO) process

WAC compliance

bid laws and quotes

procurement card policies

reimbursements with original receipts

independent contractor vs employee

fundraising and vending machine contracts