Question: We have searched the manual over and over and we can't find any place where it states that purchase orders must be approved at a formal ASB meeting? What is your take on this? Please advise.

Response:  Pages 131 through 133 of the FCMAT "Associated Student Body Accounting Manual" provide detailed recommendations for the processing of a purchase order from ASB funds.  The purchase order is required to have three signatures: a student representative, a board designee (typically the principal) and the certificated advisor.  If the purchase order contains all three of these signatures, it is considered approved by the ASB.

The same applies to payment of the related invoice; although signatures of only the board designee and the certificated advisor are required . . . students should never sign checks.  This is assuming a proper receiving process has been followed, wherein the authorized receiver signs for the goods received and authorizes payment to the vendor.

Sound business practices also include presentation of all authorized payments at an ASB meeting for the student body to ratify.

6/23/08