THE FUNDRAISING PROCESS
(For a printable PDF version of this explanation, please click here.
Money used to run and maintain the volleyball program is obtained through fundraising. The following outlines the process to ensure amounts raised are “deposited” into the LHS Volleyball Boosters’ Account.
Before Fundraising
After Fundraising
(For a printable PDF version of this explanation, please click here.
Money used to run and maintain the volleyball program is obtained through fundraising. The following outlines the process to ensure amounts raised are “deposited” into the LHS Volleyball Boosters’ Account.
Before Fundraising
- The “Application for Fundraiser” form must be completed for EVERY fundraiser. This form can be found below. **NOTE: This is the form by which the LHS Financial Secretary ensures the amounts collected are “deposited” into the LHS Volleyball Boosters’ Account.
- The LHS parent coordinator for the fundraiser must complete the fundraising form BEFORE the fundraiser event. The LHS parent coordinator signs the “Application for Fundraiser Form” as the “Requested by”/”Sponsor Signature.” Questions on how to complete this form can be directed to the Volleyball Booster Treasurer or Coach Foley.
- Email the completed fundraising form to Coach Foley at [email protected], or place it in her mailbox at LHS.
- Coach Foley signs the form and submits it to the LHS Financial Secretary.
After Fundraising
- The LHS parent coordinator should obtain from the Fundraiser Organization the amount collected during the fundraiser that will be paid to LHS Volleyball. It is the responsibility of the LHS parent coordinator to know the amount being collected from the fundraiser (by family, if applicable,) and communicate this information to the Volleyball Booster Treasurer and Coach Foley.
- Fundraiser checks must be sent directly to LHS. No cash/check/monies should be collected by a parent/volunteer. All fundraiser monies must be collected directly by Lakewood High School.
- Fundraiser organizations must write out the check to “Lakewood High School Volleyball” and put “Volleyball” in the memo line.
- Mail checks to the attention of Rachel Foley at Lakewood High School, 9700 W 8th Ave, Lakewood, CO 80215.
Fundraising Paperwork
EXPENSES [THE REIMBURSEMENT PROCESS]
(For a printable PDF version of this explanation, please click here.)
The following outlines the process to obtain reimbursement/pay expenses associated with the LHS Volleyball Booster Club.
Important notes:
1) The person incurring/committing the expense is to complete the “Coach Pre-Approval of Expense” form (see below) and submit to Coach Foley via email to [email protected] or place it in her mailbox at LHS. Any questions on how to complete the form can be directed to the LHS Volleyball Treasurer or Coach Foley.
2) Coach Foley will review, and if approved, will send the “Coach Pre-Approval of Expense” form back to the requesting party with her approval indicated on the form. If Coach Foley does not approve of the expense, she will communicate the reason why.
3) If Coach Foley’s procurement card is not used, the person seeking reimbursement of expenses or paying a bill needs to complete the “Accounting Memorandum” (found below) and to attach the original receipts supporting the expenditure. Without receipts, reimbursement cannot occur.
4) Submit the “Coach Pre-Approval Expense” form, the completed “Accounting Memorandum” and receipts supporting the expenditure to Coach Foley at [email protected] or place them in her mailbox at LHS.
5) Coach Foley will sign the “Accounting Memorandum” and submit the expense to the LHS Financial Secretary for payment.
(For a printable PDF version of this explanation, please click here.)
The following outlines the process to obtain reimbursement/pay expenses associated with the LHS Volleyball Booster Club.
Important notes:
- ALL EXPENSES MUST BE FULLY APPROVED BY COACH FOLEY PRIOR TO COMMITTING TO THE EXPENSE. YOU WILL NOT BE REIMBURSED FOR EXPENSES THAT HAVE NOT BEEN PRE-APPROVED BY COACH FOLEY.
- All expenses anticipated to exceed $3,500 MUST BE COMMUNICATED to Coach Foley significantly in advance of being committed. All expenses anticipated to exceed $3,500 MUST go through a formal bidding process as directed by Jeffco School District and coordinated through the LHS Financial Secretary.
- All expenses exceeding $300 need to be paid directly to the company. The district frowns on reimbursing individuals with expenses exceeding $300.
- Whenever possible/practical, work with Coach Foley and use her procurement card. Please note that her card has spending limits and a credit limit.
- The Chair of the event is to ensure that the total expenditures do not exceed the approved budget for the event.
1) The person incurring/committing the expense is to complete the “Coach Pre-Approval of Expense” form (see below) and submit to Coach Foley via email to [email protected] or place it in her mailbox at LHS. Any questions on how to complete the form can be directed to the LHS Volleyball Treasurer or Coach Foley.
2) Coach Foley will review, and if approved, will send the “Coach Pre-Approval of Expense” form back to the requesting party with her approval indicated on the form. If Coach Foley does not approve of the expense, she will communicate the reason why.
3) If Coach Foley’s procurement card is not used, the person seeking reimbursement of expenses or paying a bill needs to complete the “Accounting Memorandum” (found below) and to attach the original receipts supporting the expenditure. Without receipts, reimbursement cannot occur.
4) Submit the “Coach Pre-Approval Expense” form, the completed “Accounting Memorandum” and receipts supporting the expenditure to Coach Foley at [email protected] or place them in her mailbox at LHS.
5) Coach Foley will sign the “Accounting Memorandum” and submit the expense to the LHS Financial Secretary for payment.