The Process

How do I make a check request?

Complete the form to request a check from the BWAB Treasurer. You will need to include 1) the name of the person requesting the check, 2) your phone number, 3) your address, 4) your email, 5) the team, 6) the date, and 7) the reason (i.e. “team t-shirts”).

Multiple check requests can be made at one time.

For each check request, you will need to include 1) the date of the expense/purchase, 2) the vendor name, business name, or name of the person being reimbursed, 3) a detailed and specific list of the items purchased, 4) a dollar amount for the check to be written, 5) the invoice number or date on receipt, and 6) the name and address for the person the check is being written to and mailed or any special instructions pertaining to the check.

What is the process for requesting funds from BWAB?

Teams should be fundraising as much as possible, including working concessions. All requests for financial assistance must go through the Athletic Department first. That includes things like charter busses or new uniforms. If your request is denied, you will need to first reach out to your season director with your request. They will review your budget and spending with you and confirm that your team has 1) attempted to fundraise on your own and 2) worked concessions. When those requirements are met, the season directors will help craft your request and bring it to the board’s attention for review and eventually a vote at the next regularly scheduled board meeting. Please remember BWAB does not vote on any spending toward teams. Each team has one vote and those in attendance make the decision.

How do I make a deposit?

All checks should be made out to “Big Walnut Athletic Boosters” or “BWAB”. Please ask the parents/sponsors to include the team in the memo line. 

To make a deposit to your team account, request a deposit slip from the BWAB Treasurer or pick up a deposit slip from the BWHS Athletic Office. You must submit a copy or a picture of the deposit slip along with the white slip from the bank. When submitting your slip to the bank, please be sure to note “HS” or “MS” along with your team. You will also be asked to notate the nature of the deposit, i.e. general donation, fundraiser, team cloth, etc. This ensures the BWAB Treasurer can account for it properly. If you deposit multiple donations at one time, please note the individual amounts and their nature so the BWAB Treasurer can break them out accordingly. There are three ways to submit your deposit information (remember to include the slip and receipt from the bank):

MAIL

Big Walnut Athletic Boosters

ATTN: BWAB Treasurer

P.O. Box 178
Sunbury, Ohio 43074

DROP OFF

You will find a box in the BWHS Athletic Office for the BWAB Treasurer.

EMAIL

Scan or photograph and send to bweagleboosters@gmail.com

As a parent rep or coach, can I submit a check request without my second signer?

Yes, if you are the parent rep or coach of record and have completed the required paperwork, you may request a check for purchases from vendors and the like without the second signer. For example, if your team purchases t-shirts from T-Shirt Company A, you can request a check to pay T-Shirt Company A without your second signer. If you are requesting a reimbursement to yourself, you must have both signers included in that request. No check requests will be approved to reimburse either the parent rep or coach without the second signer.

My team wants to help with concessions. What does that mean for us?

For every regular shift, a team earns $20/shift for the person working. Leads earn $40 for every regular game. Teams can earn quite a bit of money this way! For example, in one school year alone, a high school team earned nearly $5,000 by working concessions. This is a great (and easy) way for teams to bolster their fundraising. As an extra incentive, there is more money that can be earned by working concessions at specialty events throughout the year – an even bigger opportunity for team fundraising! Be sure to check frequently for concessions opportunities.

2023-2024 Top Teams in Concessions – Over $19,000 Earned!

1. Boys Lacrosse

2. Girls Volleyball

3. Girls Soccer

4. Girls Lacrosse

5. Softball

2023-2024 Top Teams in Concessions – Over $11,500 Earned!

1. Boys Lacrosse

2. Girls Volleyball

3. Softball

4. Girls Soccer

5. Boys Basketball

Can our team accept Venmo or PayPal payments?

No. While Venmo and PayPal are convenient for personal transactions, they don't meet the financial and legal requirements for our organization. To ensure transparency, proper record-keeping, and compliance with nonprofit regulations, we use secure payment methods that provide detailed documentation and accountability. These measures protect both the organization and our donors, ensuring that all contributions are properly managed and allocated. This is as much protection for BWAB as it is for parent reps and coaches. Please remember that using services like Venmo and PayPal have personal tax implications.

How does my team get approval for a fundraiser?

The BWHS Athletic Department provides a form to request approval for a fundraiser. BWAB does not approve or deny any team fundraisers. Our only role – and our goal – is to help support team fundraisers by helping you promote your event and encouraging participation. Teams can request fundraiser approval through the BWHS Athletic Department here.

Are we sales tax exempt?

Yes, we can email you a copy of the needed paperwork. We also have W9 forms available should a vendor need it.

Can my team have a debit card?

No. There are no checks and balances with debit cards. In addition to the risk of loss, there is also a risk of fraud and abuse because debit cards skip the approval process built into the current process. Unfortunately, debit cards provide little to no way to reconcile for bookkeeping to follow the IRS regulations we face as a 501(c)3. Our debit card policy provides a greater level of transparency and accountability and serves to protect all parties involved from accusations of mismanagement, theft, or abuse. You are good stewards of your money. The BWAB provides that extra layer of assurance for you and others that every penny is accounted for. In addition, parent reps often change from year to year, and debit cards would have to be frequently reissued, causing additional confusion and risk.