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Coaches FAQ

PLEASE BE ADVISED THAT STATE OF CALIFORNIA ACCOUNTING AND THE DISTRICT OFFICE REQUIRES PRE-APPROVAL FOR PURCHASES AND RECEIPTS FOR REIMBURSEMENT 

 

1. If you do not have pre-approval for your purchase (i.e. PO#), you will NOT be reimbursed. 

2. If you do not have a receipt, you will NOT be reimbursed. 

3. If you have personal items on the receipt (called co-mingling) you will NOT be reimbursed. 

 

Q: “Who keeps records?” 

A: Coaches and the business office work together. State law requires that we have an accurate and complete record of all financial transactions for your group. 

 

Coaches may check out tickets, receipt books and cash boxes from Ms. Facha. Advance notice of materials will be needed will be expected (cash box request forms are in the business office). 

 

Q: “How do we order supplies, equipment, etc.?” 

A: A sport team can turn in a Budget showing estimated Income and Expenses (papers are in the Business office). Once approved by ASB the Business Office will type up the PO and put in the Coach’s mail box at JFK. Once you receive your PO#, the order can be placed or item purchased. 

 

On orders over $100.00, without a submitted budget, (see above) a Coach must submit a ‘requisition’ for a PO# for ASB approval (turn in to Business Office for next ASB meeting). Purchases may NOT be made over $100.00 without a PO #. See note above 

number 1. 

 

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