What is the Student Accounts Program? The Student Accounts program is a portion of the WSHS Band Boosters general band account held for the benefit of the Band and Guard students who have participated in band fundraisers.
Why do we maintain Student Accounts? Student Accounts are kept so students will have a mechanism for offsetting band related fees and trip costs.
Why must the Band Booster maintain the accounts? The fundraisers that provide opportunities for the students to earn credits are held under the auspices of the WSHS Band Boosters, Inc. and with the approval of the WSHS Student Activities Director. Since the Band Boosters are a tax-exempt organization, its earnings must be spent on band-related activities. In order to preserve our tax-exempt status, we must ensure that the funds earned by students are spent only on band activities.
How do Credits get into a Student's Account? Credit is placed into a Student Account only as a result of that student's participation in a Band Boosters sanctioned fundraiser. Fundraisers held for the benefit of Student Accounts are clearly identified in advance. Direct deposits to Student Accounts are not authorized.
When are funds credited to the Student Account? For each fundraiser, the individual student's account will be credited when all payments for that fundraiser have been turned in by the student to the fundraiser coordinator, audited, and provided to the Treasurer for deposit. Credits from the Scrip fundraiser will be credited once a month, following the end of each month.
What if a student cannot collect from a customer? It is the student's responsibility to collect funds from the customer to who they sell goods. The cost of any goods sold to a non-paid customer will be deducted from the student's account if the Band Boosters is unable to dispose of the goods at cost. No profit will accrue from the sale to that customer.
Is there a limit on the balance in a student's account? Student Account balances are not limited; however, students, especially Seniors, should monitor the balance in their account and plan accordingly.
For what band activities can Student Accounts be used? A student’s account may be used to offset the cost of any activity sponsored by the WSHS band program. This includes, but is not limited to:
Marching Band Fees
Band Activity Fee
District Band Fee
Solo & Ensemble Fee
Indoor Percussion/Winter Guard Fees
FCPS Instrument Rental
Spring Trip Costs
How does a student designate credits to be used from his or her account? To authorize expenditure from an account, the parent/guardian must email student accounts at student.accounts@WSHSspartanband.org to request the authorization. Please see attached for for addtional detials.
What happens if a student’s account does not have sufficient funds to cover the requested deduction? If a student requests a deduction in an amount larger than his or her balance, then the full amount of the student’s balance will be deducted and the student will be billed for any remaining amount due. Disbursement from a student account can not exceed the balance of the acccout.
What happens when fees are due before a student has a chance to earn money for his or her Student Account? Fees for all students are due on the date specified by the Director of Bands. The Student Account is not a mechanism for providing students with credit. This policy means that Freshmen and new students will not normally have the opportunity to pay their first fees by deduction from their accounts. Fees that are not paid on time subject students to actions according to Fairfax County Public School guidelines.
Can a student transfer funds from their account to another student in the Band or Guard? Funds can only be transferred among siblings participating in the Band or Guard programs. No transfer of funds is authorized between non-family members.
What refunds from Student Accounts are authorized? To maintain the tax-exempt status of the Band Boosters, no refunds of fundraiser profits are authorized for any reason. The fundraising balances of students who move or leave the band will revert to the Band Boosters General Account with the exceptions discussed below.
What happens to a student’s account if he or she withdraws from band? If a student withdraws from band or does not enroll in band the following year, any balance will be held in his or her account until they graduate. This account can be “activated” again if the student re-enrolls in band at a later date.
What happens to funds remaining in a student’s account upon graduation? Upon graduation, any balance remaining in the account will be transferred to the Band Boosters General Account. The only exception is that funds may be transferred to an account for the student’s sibling if the sibling is currently in the WSHS band program or is entering as a Freshman.
What happens to a student’s account if the student moves? In the event the student moves to another school funds may be transferred to a similar account managed by a comparable organization upon written request from the band program at the student’s new school.