Question
: Is it appropriate to charge a club for mileage/use of a school vehicle and what would a reasonable fee be? Our district reimburses mileage at 0.485 per mile, would that same amount be appropriate to charge a club for using a school van?Response
: Allowable expenditures from ASB funds need to be directly linked to the students’ benefit and also must be outside of what must be and has been provided by the school district’s general funding sources in the past. There is no "list" of what is acceptable or not (and legal or not), so we always suggest that school districts specify in their ASB policy what is considered appropriate. Also, if the expenditure is for a middle or high school, like yours, the students have to be involved and agree on the decisions of how the ASB funds are to be spent prior to them occurring, with the advisor and principal/designee also approving. For elementary schools, the students’ prior approval is not necessary, but the principal or designee must pre-approve the expenditure.The following questions should be asked when making a determination of whether or not the expense constitutes an allowable use of ASB/Club funds:
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Does the expenditure promote the general welfare, morale and educational experience of the students?§
Have the students agreed to the expenditure? (organized ASB only)§
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?§
Does the expenditure benefit a group of students?So, the answer to your question is yes, it would be appropriate to charge a club for usage of a school vehicle since there is a cost to the district. Most districts have set prices for vehicle use, so check board policy and/or transportation literature of what charges are. It would be reasonable to assume the charge to the club would be the same as charged to other programs for the same usage.
Whenever questioning ASB fund expenditures, always remember that students have to approve of all expenditures charged to the ASB funds. That is the major guideline. Secondly, board policy must be followed and there must be a direct benefit to the student. Also, when you are in doubt of appropriate expenditures in any case, including student body funds, it is appropriate to ask your independent auditor as they will be auditing these funds annually and it is best to ensure that they are in agreement when you have new situations such as what you have asked here.
11/7/07
