advisors' & Coachs' FAQs
All Fundraisers must be approved by ASB
Submit an ERF at least 3 weeks prior to marketing your fundraiser.
Check the status of your ERF request BEFORE marketing begins
Deposit all money with the Fundraiser Deposit form
Checks must be made out to EVHS Athletics/ your sport
All donations must be deposited with the Donations Deposit Form
This includes online donation drives - ALL fundraising of any kind must be approved by ASB
Checks must be mailed directly to EVHS School Bank.
NO CHECKS can be cut without an invoice AND prior approved receipt.
All Purchases must be prior approved via an RPO (Request for Purchase Order)
Reimbursements must be prior approved and receipts signed and submitted asap
Contracts for busses or other long term items must be approved BEFORE scheduling
Acceptable Purchases Include:
Awards for your team leaders
Food and decoration for team banquets
Uniforms or other clothing items that students have raised money to pay for
Equipment for team usage
Travel and/or hotel for tournaments
Security Officer and/or Custodial reimbursement to EVHS Facilities account
Unacceptable Purchases Include:
Coaching bonus or payment to any staff member
Gifts or Gift Cards
Approved = Club Approval, Advisor Approval, ASB Approval AND Admin Approval
Check the RPO Tracker for the status of your RPO BEFORE spending any money
Sports are Clubs at EVHS and must follow all club rules
Hold regular meetings and make sure all of your purchases, donations, expenses, etc. are approved by your team, ASB & the Administration.
Keep and maintain your club Google Drive with ALL minutes, Invoices, Quotes, and copies of your receipts. (By law you must keep all records for at least 6 years)
Renew your club charter annually
Complete club finance training in August or January AND complete the finance training online quiz with a score of 100%.
View and study this presentation.
Quiz released in the fall
Once all paperwork is submitted and accepted your club account will be active