Sun Prairie Band Boosters - Fundraising FAQ's
To learn more about the individual Fund Raisers - please go to our SPBB Fundraisers Page.  

How do I access my Student’s Ledger? (on CHARMS):

• Please go to www.charmsoffice.com.
• Log in as a parent.
• Our school code is: SunPrairieASBand.
• Use your student’s school ID number (usually 5 digits...you may need to ask your student) as the temporary password if this is your first time in Charms. (You will be prompted to change the password for future visits to the site.)
• Click the “Finances” icon to view your student’s statement.
• Listed as TOTAL BALANE DUE, if there is a Credit Balance, your student has earned fundraising monies. If there is a Debit Balance, your student owes for fees of some sort.  (All fundraising money and fees will be explained in the sections below the initial summary, so just scroll down for more details)

How Do I Use Funds for a Field Trip?:

• Follow the above steps to access your student’s account.
• Once you are looking at your student’s statement, you’ll need to print (usually CTRL+p). You will only need to print the first page (summary).
• Staple the statement to the field trip form and return to the instructor and write on the form how much of your student’s funds you want to use toward field trip fees.
  • If you are using a partial fundraising payment, please also attach the remaining balance due to the field trip form as per usual.
• The band director will send a list to the Band Booster Treasurer at the time of the trip of everyone using funds and the amount each student is using.
• ***Please note that the Transfer Funds tab will not work for field trips as those requests go directly to the Treasurer and field trip forms and fees need to go through the teacher first. For some Sound of Sun Prairie fees the Transfer Funds tab will work and will send an email to the Band Booster Treasurer, but unless there are enough funds to cover all of the fee, he or she will not be able to actually transfer the funds.
  • For instance, if your student has earned $250 in fundraising credits and owes $35 for shoes, $10 for gloves, and $800 for fees, you can request a transfer for the shoes and gloves, but until the remaining $595 payment is made, the partial payment cannot be transferred to the fees.
    
    

When Are Funds Available?:

• Fundraising monies are available in Charms as soon as possible, but we do have to wait until we receive payments from our vendors or parents depending on the fundraiser. Some of our fundraisers involve hundreds of checks, so please allow a few days or sometimes up to a couple of weeks for processing. Please remember that all of our chairpersons and board members are volunteers, most with full-time jobs.
• Please be patient as some of these fundraisers involve several steps with several parent volunteers involved, but if you have any questions about a particular fundraiser, please feel free to contact the Band Booster Treasurer at [email protected]. He or she will do his or her best to either answer your questions or put you in contact with someone who can. ☺

What are the policies of SPBB Student Ledger Use?

1. Ledgers are to be used within the fiscal year they are earned, no later than August 1st of the preceding school year.
2. All Student Ledger funds not used within the fiscal year, are transferred to SPBB General Fund on August 1 of following fiscal year.
3. Requests for use of  Student Ledgers for below items require a 2 week notice to the treasurer ([email protected]) in order to properly process the information and write a check, unless otherwise noted.  
4. All field trip requests must have a printed statement from CHARMS showing the student’s balance and the amount you would like to use from the ledger.  Please staple this statement to the permission slip.

Approved Sun Prairie Band Boosters Uses 
*Please note - any trips may not include some meals expenses.  For full details of how & when these funds can be used go to the SPBB Ledger Use Guidlines

1. Band field trips/clinics
2. HS Jazz Groups Festivals/Clinics
3. Other trips TBD
4. Sound of Sun Prairie
5. Summer Music Camps, approved by band director
6. Honors Ensembles tuition, if accepted; including Wisconsin State Honors Ensembles, WYSO, Winds of Wisconsin.
7. Private Lessons, teacher approved by band director
8. Band Lesson Academy