Finance Office
Hours:
Monday - Friday
8:00 am to 3:45 pm
*The finance office is closed to students during class hours
**Hours may vary as school business dictates
For Finance Office Questions, please contact:
Kimberly Espino, ASB Finance Technician
finance@schscougars.org 619-660-3537
FAQs
A Charter "creates" and is the "founding document" for any organization
(Like the Constitution is for the United States of America)
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The Charter defines what the organization IS as well as what it can DO
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The Charter form must be completed every year
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First, get your Club/Athletic Charter approved.
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Then, fill out a Fundraising Request Form.
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Wait for approval before fundraising. Your club advisor or coach must be present during fundraisers.
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Please contact the Finance Office if interested in collecting funds online.
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$200.00 LIMIT (Purchase Order is not necessary)
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Fill out a requisition form (signatures required: advisor and student representative).
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Attach receipts (the original receipt must accompany the requisition along with the credit card receipt if that applies). Meeting minutes are highly recommended as an attachment to your requisitions.
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Submit to the Finance Office mailbox.
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Provide copies of ANY ITEM required to accompany the check. Please note the information on the top of the ASB Requisition form. (Example- “Mail copy w/check).
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Before any club makes a commitment to purchase any goods, it must prepare a purchase order and obtain all the required approvals.
By using this process, you guarantee you have the funds available in your account to make your purchases.
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Contact the vendor and place your order (let them know you must use a P.O... This is our policy). If the vendor will not accept a purchase order, call the Finance Office to discuss options.
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Have the vendor provide a written estimate of the final cost.
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Fill out a requisition form, attach the estimate and check the top where it says, “Purchase Order”.
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Make sure to have all required signatures (advisor and student representative).
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Submit it to the Finance Office.
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A Purchase Order will be created and submitted to the ASB for approval.
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The Finance Tech will fax the purchase order to the vendor to begin processing your order.
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When your merchandise arrives, bring the invoice and packing slip to the Finance Office for payment processing.
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If there is no packing slip, please write on the bottom of the invoice "Merchandise Received: OK to pay" and sign.
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Entry Fees for events will need Purchase Orders.
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Fill out a requisition form (signatures required: advisor and student representative).
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Attach supporting documentation.
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Note on the top of the requisition form if you wish to have it mailed for you, or if you would rather the check placed in your mailbox.
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Submit to the Finance Office mailbox.
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Purchase Orders are submitted to the ASB when they meet. Payment will be processed on the next check writing day.
Checks issued for invoices and purchase orders will be issued every Friday.
These must be submitted to the Finance Office for processing by Tuesday. The Finance Office submits these to ASB for approval prior to payment. ASB meets every day during Block 3. Cut off dates will be announced and emailed in advance. Remember to allow enough time to submit your requisitions for payment prior to your event, Winter Break, Spring Break, Summer Break, and the week before Memorial Day.
The Finance Office will comply with June 30 year-end deadlines.
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Please notify the Finance Office at least two days in advance of the event. A cashbox, deposit slip, and instructions will be provided. The cashbox needs to be counted and verified by two people.
The cashbox needs to be returned as soon as possible. If it is an evening event, the cashbox needs to be locked overnight and returned the next day. A deposit receipt will be provided at the time of return.
On some occasions, an iPad and device are available for accepting card payments and/or "tap" payments such as GooglePay and ApplePay.
App based payment methods, such as VENMO and CASH APP are not allowed and go against FCMAT guidelines. Please speak to the Finance Office for alternative payment methods.
Please bring all checks and cash to the Finance office as soon as possible.
Fill out an Account Deposit Slip. The form needs to be signed by at least two people verifying the deposit amount is correct.
The deposit will be processed and a receipt will be given at that time.
Athletics
Questions?
Please reach out to the Director of Student Activities Jenny Serban at jserban@schscougars.org or Finance Technician TBD at TBD@schscougars.org
Athletic Clearance
The Finance office must clear all athletes before they can participate in any practice, tryout or competition per CIF regulations.
The following must be done:
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Physical examination by a doctor.
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Proof of personal insurance or purchase of school insurance. Information on school insurance may be obtained at the Finance Office.
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Online form must be submitted and the email confirmation page must be brought to the Finance Office with a current physical to clear.
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Once the forms are completed, the athletes presents the clearance packet to the Finance Technician who reviews the paperwork and will issue a cleared physical form for the athlete/cheerleader to give to the coach.
Student Insurance
All students participating on athletic teams must carry adequate insurance coverage as required by the Education Code,Section 32220, et. seq.
If you do not have insurance, we have an optional student insurance plan available at a minimal cost.
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When a student is injured and is covered by the school plan, the student is to pick up a claim form from the Finance office.
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This form must be completed by the student’s parents and presented to the doctor or hospital.
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The school merely acts as a medium in supplying the insurance and assumes no liability, either for the injury or for subsequent negotiations with the company.
Please bring printed copy of School Insurance to the Finance Office.
ASB Sticker
ASB directly funds the athletic programs and fund all student activities. All students are encouraged to purchase an ASB Sticker to receive discounts on school activities and awards that are paid for by the ASB.
The cost of an ASB Sticker is $40 and is nonrefundable.
What do I get when I buy an ASB Sticker?
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Free admission (when you show your ASB Sticker) to all home athletic events
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Discounted admission for dances, away athletic events, and other ASB events (to name a few)
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Lettered athletes are required to purchase an ASB Card.
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Merchandise giveaways