Question:
Can student funds be allowed to pay for the lunch of a guest speaker? I saw the area on "hospitality" and wondered if meal compensation was included in prohibited expenses for an ASB. I would think that others may be joining the guest for lunch.Response: ASB organizations have a lot of flexibility and discretion about how they may use their funds, but there are overlying principles that guide what is allowable and what is not. Clubs are established with a constitution that outlines policies and rules, and bylaws that outline specific operational parameters. In addition, clubs operate under the same regulations as ASB organizations. And, there is also a board approved board policy and administrative regulations regarding student body funds which give additional direction and parameters.
The following questions should be asked when making a determination of whether or not the expense constitutes an allowable use of ASB/club funds:
§
Does the expenditure promote the general welfare, morale and educational experience of the students?§
Have the students agreed to the expenditure?§
Is the expenditure a responsibility of the district?§
Has the ASB/club or the district paid for this expenditure in the past?§
Is the ASB/club being asked to pay for the expenditure because of district budget cuts?Since your background information in your questions does not specifically tell us who is paying for the guest speaker/consultant, we are assuming that the ASB is paying the contract, and that the expenditure was pre-approved by the correct representatives (student representative, club advisor and principal/designee). We are also assuming that there is a signed contract approved by an authorized signature. If this assumption is not true, and the district is paying for the guest speaker, the district should also be the entity paying for the lunch, if appropriate, as the lunch is a result of the contract, not a separate transaction. In some contracts, meals are a part of the total amount, so if that is the case, you wouldn’t pay for the meal at lunchtime and then also be paying for it again as a part of the total contract cost. Contract review is important at all times, and in this case there is a clear example as to why!!
So, the answer to your question is "maybe", as you can tell. First find out whose responsibility it is, then make sure lunch is not part of the total contract cost and go from there!
9/21/07
