LHS Boosters exists to serve the students and staff of LHS. We strive to raise funds and provide service while also maintaining our status as a registered nonprofit in the state of Washington. In order to do that, we have some procedures in place to ensure fiscal responsibility and to make sure our nonprofit status remains intact.
This page contains a brief overview of the procedures that you may find helpful as you partner with us to raise funds for your club, sport, or organization. If at any time, you have questions or ideas, please contact our Treasurers at treasurer@lhsroyalboosters.com. We are here to help, not to make things complicated or difficult.
Procedures for Fundraising
IMPORTANT: At least one Coach or Advisor associated with your club or sport must be a Booster Club member before we can facilitate your fundraiser or collect funds on behalf of your sport or club. Become a member online here!
When conducting a fundraiser, the assumption is that all proceeds from your fundraiser will be deposited into your Booster Club account. The Boosters will hold your funds for you and your group can draw on those funds to spend on gear, trips, and related expenses using the procedures explained later on this page. Funds do carry over year to year, but please read the information later on this page regarding carryover.
When conducting a fundraiser, please use the Fundraising Event Request Form.
- It is important that you contact the Booster Club and inform us you are planning on having a fundraiser for your Club and/or Team since most fundraisers require the use of our insurance and/or tax identification number.
- Ultimately, if anything were to happen, injury, improper procedures, mishandling of money, etc. the Booster Club would be held liable.
- We must be contacted prior to the planning of your event so we are aware of the event and we can discuss with you the proper procedures to follow.
- Also, it is imperative that a responsible adult over the age of 18 years collect the raised funds, count the money and have it verified by another adult and then fill out an LHS Booster Club deposit form to submit with the funds.
- The Booster Club will advertise your event in its communication channels. If specific logos or wording is needed, please email social@lhsroyalboosters.com.
- Please contact the Booster Club treasurer if you need a copy of our W9 or documentation of our 501(c)3 status.
Once you have completed the form, return it to our Treasurers at treasurer@lhsroyalboosters.com or place a signed paper copy in our mailbox in the main office. We will not be able to accept your funds until this form is complete. Then conduct your fundraiser!
Depositing Your Raised Funds After Your Fundraiser is Complete
There are many types of fundraising events that our clubs and sports engage in:
- Bake sales, rummage sales, catalog sales, sales of “goods”
- Online sales with a vendor
- Restaurant events where a percentage of the proceeds are returned to the organization
- Car washes, straight donations, walk a thons, pass the hat
- Online auctions
Regardless of how your funds are collected, the money collected will come back to your sport or club as a check, cash, or online payment. There are several ways to route those funds to your LHS Booster account to ensure that the money is associated with your club or sport. It is vital that you communicate with us to avoid any confusion about where the funds are coming from and where they should be routed to.
- If the funds are being collected via cash or will be sent to LHS Boosters via check, please use this Deposit Form when submitting the cash or check.
- If the check is being mailed to LHS directly, complete the form as soon as possible at the end of your event and indicate that the check is being mailed so that when we receive the check, we can match the mailed check with your form.
- Often, vendors will neglect to label the check with the specific club or sport, so if the check only says “LHS” or “LHS Boosters” and we don’t have a form to match it with, we will not know to put that money into your club’s account.
- If the funds are being sent via ACH or online payment, please work directly with our Treasurers to ensure that the funds are sent securely and that the transaction is set up properly. A deposit form is still required.
Requesting Funds from Your Account
After you’ve raised funds, it might be time to make that purchase of new gear or draw from your account to attend that special event, tournament, or conference! Well done!
Each month at our general meetings, we produce a report showing each club or sport’s balance. We encourage at least one representative from each club or sport to attend our meetings to participate in the ongoing business of our Booster club and to support the work we do to support LHS students and staff.
When it is time to draw on your account balance, you can use this Check Request Form. This works in two ways:
- You can request that a check be written to a vendor for the purchase of a service or goods.
- You can request that a check be written for the reimbursement of purchases already made. All receipts must be attached to the check request form in order for the check to be approved and written.
- You must have an LHS Booster Club account for the current school year to request funds
- Please complete this form to request a check for expenses for an LHS Team or Club supported by the LHS Booster Club
- Attach all receipts to the form. If the total of the purchases on the receipts does not match the requested amount, your check may be delayed
- Once completed, this form should be returned to the LHS Booster Club mailbox in the main office
- Checks will be issued as quickly as possible. Checks will be issued and delivered to the requestor via the LHS Office or mailboxes. Mail will be checked 1-2 times weekly, and time is needed to process requests.
Fund Balances
Funds remaining in accounts will carry over from year to year. This allows clubs and sports to save up for larger expenditures. However, clubs and teams that do not have members with Boosters, do not seem to be actively raising funds, and/or do not seem to be active at all may be at risk of having their balance re-absorbed into the Booster’s general fund for use in other Booster activities. This happens rarely when clubs are deactivated, but does happen from time to time.
We do our best to partner with our LHS clubs and sports. We are eager to support the work that you do to enage students and families to make LHS a place where students feel seen, welcomed, and want to participate. We hope that you will reach out to us if you have any questions or suggestions for how we be your partners in this work!
Lynnwood High School Booster Club 