Question:  We have received a request from one of our schools to send a senior activities adviser, the ASB adviser, the junior, sophomore and freshman advisers and possibly the Assistant Principal to a CADA Conference in <?xml:namespace prefix = st1 ns = "urn:schemas-microsoft-com:office:smarttags" /><st1:place w:st="on"><st1:City w:st="on">San Diego</st1:City></st1:place> in February using student body funds. This conference does not include any students, and the registration, hotel, transportation, meals etc. would likely be paid for with student body funds. Is this an allowable expenditure?  My office oversees student body funds and would approve or disapprove the expenditure.

Response: Student body funds must be used to promote and finance a program of worthwhile activity beyond those provided by the district. State law also requires that all student body expenses be pre-approved. In high schools and middle schools the student organizations are called organized student body associations because the students organize their activities around student clubs and a student council. The students are involved in making the decision about how the ASB funds are spent.

Because the distinction between allowable and unallowable expenses can be very confusing, it is always best that the governing boards of school districts adopt rules and regulations by which the student body is governed. If your district's governing board has not adopted such a policy for student body accounts, we would recommend that they do so, so that parameters are in place for the operation of the associated student body accounts and to assist with whether certain costs or allowable or not.

Expenditures must directly promote the general welfare, morale, or educational experience of the students to be an allowable use of student funds. In addition, student body funds cannot be used for expenditures that are the district’s responsibility. I am assuming that sending the advisers and possibly the Assistant Principal to a CADA conference is normally paid for using district funds. If so, student body funds cannot be used for the costs associated with the conference because this is normally the district’s responsibility. If conferences of this type are usually paid for from student body funds, then these costs could be paid from the same funds if the students have pre-approved it.

1/27/05