Question: Can ASB charge service fees to clubs, teams and general athletics if they do not follow pre-approval procedures on expenses? For example, if an expense was incurred without a requisition or purchase order, may ASB impose a service fee when the expense is presented? The purpose is to have the process followed and all expenses pre-approved. Any service fees collected are deposited into the General ASB account and used for the benefit of the entire ASB.

Response: Although it is a very creative idea, we do not believe it appropriate to charge a fee to clubs, teams and/or general athletics for not following pre-approval procedures as there is not a true expenditure that can be backed up with a receipt.  Rather, the correct penalty for not following the pre-approval guidelines would be to not allow any charge to be charged to ASB that was not pre-approved in the first place.  Since Education Code REQUIRES pre-approval, we suggest that if pre-approval is not obtained, then the expenditure is not approved when presented after the fact. This means that the individual incurring the expenditure will be out of pocket for the cost.  Believe us, it would take only one time for that individual to understand how serious and real the requirement is!

5/13/09