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Associated Student Body (ASB)

Fiscal Services

Associated Student Body (ASB)

ASB money belongs to students. That single principle drives every rule on this page — and it is why the paperwork exists.

What ASB is for

ASB gives students a chance to learn how a small business actually runs, and to contribute something to their school. It exists solely for the benefit of students — to support their general welfare, morale, and educational experience, and to make their extracurricular life better.

New to ASB bookkeeping at your site? Watch the walkthrough first — it covers submitting ASB paperwork through Informed K12 and saves a lot of back-and-forth.

Informed K12 "How-To" video Video (opens in a new tab)

How an ASB activity runs, start to finish

Five stages. Do them in order and the paperwork takes care of itself; skip a stage and it usually has to be unpicked later.

  1. Plan the activity

    Check that your activity appears on the board-approved fundraising list. If it is not on the list, it cannot go ahead — call Student Accounts before you promise anything.

  2. Get pre-approval

    Complete the pre-activity revenue form for your ASB type. Organized ASB also needs a student-government vote recorded in the minutes.

  3. Collect the money

    Use pre-numbered receipts or controlled ticket stock. Log ticket inventory out before the event and reconcile it after.

  4. Deposit promptly

    Complete an ASB deposit slip and get the money to the office the same day. Cash is never held overnight in a classroom.

  5. Reconcile and close out

    Submit the ticket sales report or receipt book log so the activity can be closed against its pre-approval.

Which kind of ASB is your school?

This determines which forms you use and who has to approve spending. If you are not sure, call Student Accounts on (951) 509-5068.

Organized ASB

Students hold elected offices, run their own meetings, and vote on how their money is spent. Student officers approve expenditures, so requisitions and purchase orders flow through the student government.

Forms used: Pre-activity revenue forms, requisitions, and purchase order forms.

Unorganized ASB

Typically elementary and middle schools, where there is no elected student government. The principal approves activity and spending on the students' behalf.

Forms used: Pre-activity revenue forms only.

ASB forms

Grouped by the stage of the activity you are at.

Collecting and depositing money

Event and ticket sales

Purchasing from ASB funds

Rules and guidance

The two documents that govern what ASB can and cannot do.

The rules that catch people out

Cash is never held overnight

Money collected at an event goes to the office the same day, with a deposit slip. A locked classroom drawer is not a safe.

The fundraiser has to be on the list

If your activity is not on the board-approved fundraising list, it cannot go ahead. Check before you promise anything.

Two people count the money

Cash is counted and signed for by two people. This protects the staff member handling it as much as it protects the students' funds.

ASB and booster money never mix

ASB funds belong to the students; booster funds belong to a separate organisation. They stay in separate accounts, always.

Who to call about ASB

Student accounts
Carolina TheuerAccounting Technician, Student Accounts
Phone
(951) 509-5068ASB, PTA, and booster clubs
Fiscal Services
(951) 509-5080If you cannot reach student accounts
Hours
Monday – Friday, 7:30 a.m. – 4:30 p.m.9 KPC Parkway, Corona, CA 92879

Running a parent group rather than a student one? See PTA & booster clubs.