Team Finances

Useful forms and links for Team Managers

Team Funding and Budgeting Process  

Voluntary Donations (formerly known as Fairshare) - PAID TO AVHS

Sports are an important part of our High School!  Unfortunately, sports are 100% self funded here at PUSD.  That means if we don't raise enough money to pay our coach stipends and to cover all team costs, we have a risk of that sport becoming obsolete at the High School.  Refer to AVHS Voluntary Donation statement. Boosters does NOT collect or process Voluntary Donations.  These payments should be made to AVHS and turned in to the Activities Desk, to Sue Baldus.  Team Managers/Team Treasurers may collect these checks, as a convenience for parents, and turn them into the office.  Checks must be written to AVHS only with student ID/sport name in Memo line. 

Parents can also pay online directly to AVHS through Future Fund. 

Team Expenses - PAID TO AV ATHLETIC BOOSTERS AND HELD IN YOUR TEAM ACCOUNT

As Coaches, we know that there are many more expenses our teams incur, other than what the Voluntary Donation covers.  That is why each team creates a budget and plans to fundraise based on their annual needs.  

Budgets must be completed by coaches, with assistance and direction from our Treasurer, Laurie Whiteland  Budget Template 20-21 

  1. Coaches are required to submit budgets to the Athletic Director for approval prior to the start of their season.  Once the budget is approved, the AD will send a copy of the approved budget to Laurie Whiteland.

  2. No payments will be made on behalf of your team until the budget has been submitted and approved.  Only budgeted expenses will be reimbursed.

  3. You are responsible for making sure your team does not close the year with a negative balance.  No checks will be drawn for teams with accounts that have a negative balance.  Period.

  4. Consider the necessity of purchases.  Can uniforms be used multiple years?  Make sure you are shopping around for competitive prices and shipping.  

  5. Please track what fundraisers work and which do not.  We strictly prohibit the use of Snap Raise.  Their fees are exorbitant and represents a misuse of our donors money.  Future Fund campaigns can be created through Team Pages, which mimic the functionality of Snap Raise.  eTeamSponsor has also been used successfully in the past as long as the fees are negotiated upfront to be competitive.

AVHS Athletic Boosters is a 501c3.  This means all donations that are made by parents are tax deductible.  It also means that those donations are voluntary.

The privilege of being a 501c3 organization is jeopardized when we do not follow the non-profit rules. 

Fundraising activities includes donations from parents for athletic gear, team apparel, etc.  Boosters can accept cash, checks written to AV Athletic Boosters, Stripe (if you have the Stripe dongle), payments setup through Team Pages with links to a Future Fund Campaign, other fundraising campaigns (Team Raise, etc).   

It is NOT acceptable to collect cash/Venmo/etc as a team representative and then to accumulate that money personally and write a check to Boosters for the cash amounts from your personal bank account. 

Please refer to our FAQ's. If you have questions which are not answered here please message avathleticboosters@gmail.com with you question.

The Treasurer will aim to give you transparency into your actuals by:

  1. Uploading income statements onto Team Pages at the end of every month. 

  2. Sending a monthly financial statement which lists transactions, as well as Voluntary Donation percentages .

SO!

  1. Create your budget for approval by Laurie  Whiteland to include all expenses expected for the year and estimates of fundraisers to cover those expenses.

  2. Make sure you communicate to your parents that Voluntary Donations (formerly known as FAIR SHARE) checks be written to AVHS and turned in to the Activities Desk.

  3. Deposit your checks and monies raised through fundraising activities to AV Athletic Boosters according to the guidelines on the Team Check Request & Deposit form

  4. Request checks directly through Laurie Whiteland including only budgeted expenses, and copies of receipts to substantiate and SIGNED by the AD or Head Coach. Check request form  

Check Request Process for Amador Valley Athletic Boosters Club

Check Requests can be made in person by filling out and printing the SIGNED  Check Request Form and dropping it to the Activities desk at AVHS C/O Laurie Whiteland, AV Athletic Boosters Treasurer.  Invoice receipts must be attached, no credit card receipts accepted.

Check Requests may be submitted by email to Laurie.whiteland@gmail.com.  Please make sure to include scanned copies of  SIGNED check request form and all receipts.

  1. ALL check requests must be accompanied by receipts or invoices and be SIGNED by Alphonso Powell (AD) or Head Coach prior to submitting your check request.

  2. Check Request Form 'Team Name to Charge' is your team (Football, Sideline Cheer, Wrestling, etc.) .

  3. Check Request Form 'Account to Charge' is the expense account to be charged from your financial statement (Tournament, Fundraising, Team Uniforms & Apparel, Team Equipment, Team Training Fees, Athlete Recognition, Banquet, Hudl, Travel, etc.)

  4. All expenses MUST be listed on the submitted and approved Team Budget before payment can be made.

  5. Check request cutoff is Thursday.  Checks will be cut on Sunday and mailed out 1st thing Monday morning to the Vendors address on file. Please note address changes on check request.

  6. Urgent Check Request? Contact Treasurer directly. 

  7. Need starting cash for an event?  Please contact Treasurer directly with 7 days notice, including denominations and amounts needed.​

Check Deposit Process for Amador Valley Athletic Boosters

Cash & check deposits MUST be accompanied by a printed and signed Check Deposit form.  Cash & Check Deposit Form

Deposits can be turned in to the Activities Desk (C/O Laurie Whiteland, Treasurer AVHS Athletic Boosters) or Chris Lovelock, Financial Secretary, (3705 Smallwood Ct, Pleasanton).

  1. All checks for deposit must be payable to "AVHS Athletic Boosters".  We CANNOT accept checks made payable to AVHS. 

  2. MEMO line of check may reference sport or athlete but NOT 'Pay To' field.   

  3. Turn in deposits timely we can not accept checks more than 6 months from check date.

  4. Fill out a separate deposit form for each event.

"Reason/Event" field refers to where the money was raised, for example: Snack Bar, Team Photos, etc.

"Account to Deposit to" refers to the sports or teams Income Statement account, based on approved budgets.  Only the following values are acceptable: Donations, Fundraising, Miscellaneous, Pig Skin, Snack Bar, Team Uniform and Apparel.