HOW TO PURCHASES ITEMS WITH CLUB FUNDS
If your club is interested in using raised funds for the purchase of supplies, attire or other items to support the club through fundraising, here are the steps you must take:
TO PURCHASE ITEMS FOR A CLUB, USE ONE OF THE FOLLOWING METHODS:
1. REIMBURSEMENT: You may purchase the approved items then submit valid receipts to be reimbursed for your expenses which MUST be approved by your club advisor. Please review ALL documents on the “How to be Reimbursed” link below and provide all required documentation to the Activities Office black mailbox outside of the office door, or email them to firstname.lastname@example.org:
“How to be Reimbursed” link: https://www.fjuhsd.org/Page/4133
2. PURCHASE ORDER: You can alternatively acquire a “quote” or “statement” from a vendor that outlines the anticipated cost of the items you want to purchase. You must provide this quote/statement to the activities clerk at email@example.com along with the vendor contact information and the vendor W-9 form. A Purchase Order (PO) will be created and submitted for approval through our weekly ASB meeting. The PO will then be emailed to your vendor and copied to you to start the ordering process. After receiving ALL of your ordered items and verifying that the order is complete, you must then submit the final invoice to the activities clerk so that payment can be issued to the vendor.
NOTE: Do NOT place orders with vendors without an approved Purchase Order. Doing so runs the risk of the payment not being approved by our ASB or paid for.