Tracking monies.

[DonRotolo]

We use Google Docs to keep track of purchases, and store receipt images there as well.

One person is the purchasing agent, and places all orders. The head coach is the agent's deputy in case he's unavailable. The PA verifies we don't already have the requested item(s), and tries to locate better pricing. McMaster is convenient but expensive...

A coach puts everything on his credit card, and the spreadsheet and images are used to request reimbursement from the school.

Next year, we also want to implement the position of receiving clerk. This person checks in all received orders, follows up when there are problems (underage, overage, order not received, etc), and keeps students accountable for received items they use.

[treffk]

We(I) used to keep a ledger and excel sheet of all incoming and outgoing funds on top of what the school tracked themselves so I could verify nothing was being pulled for other school activities. This was a big deal for us because even though we are listed as a school program(allowing us to be under their 501c3) they do not (normally) support us financially. All reciepts were to be turned into me and I copied all of them and submitted a copy to the school for reimbursement. This also helped when it came to do the BOM because I generally got to do it the night before competition based on receipts since I am usually non-technical/non-engineering.

Since I have graduated the team has stopped having a student track funds due to lack of interest from the students. I'd prefer we keep a record ourselves so we have copies of everything and have a quick list of all sponsors instead of having to get a printout of the funds from the school.

[SenorZ]

Thanks again for the input. We're using the Ed Foundation because they'll do reimbursements with receipts and a signature (from me). The school ASB account only wants to do POs, and even then can be a little too scrutinizing of what we want. The Ed Foundation money is ours, and no one can touch it. The ASB account is a school account, and the money is school money, which we don't like the sound of... especially if we're moving thousands of dollars around each year.