SALD > Clubs and Organizations > Spending Club Money

Spending Club Money

If you are going to spend money… any money at all, whether it is allocated (money given to you by the Co-Funding Board or CFB) or generated money (money your club has earned)... please note the following:

Your club’s treasurer and your club’s auditor must approve each individual purchase first! If you spend money without approval from these two people, you could be held personally responsible for the expense. Auditors are asked to review spending requests within 48 hours of receiving them. Allow your auditor at least 48 hours to respond to financial requests.
If you are going to purchase t-shirts (or any other item for your club to use or sell), you must have a purchase order or check request from Student Activities. The purchase order or check request must have both the club treasurer’s and the club auditor’s signatures, and you must obtain the purchase order or check request prior to making the purchase. If you make a purchase without a signed purchase order or check request, you are personally responsible for the expenditure.
If you hire an entertainer, you need a contract signed by either the director or the assistant director of Student Activities prior to booking the entertainer. In order to pay an entertainer, you need a check request with both your treasurer’s and your auditor’s signature. If you hire an entertainer or speaker without these signed documents, you are accepting personal responsibility for paying the entertainer.
If you intend to purchase an item and then be reimbursed, it is safest to email your club treasurer and club auditor before making the purchase. If your purchase is pre-approved you can be sure that you will be reimbursed. If your purchase is not pre-approved there is a chance that you will not be reimbursed.

You cannot be reimbursed for sales tax.

You cannot be reimbursed for the purchase of alcohol!

You cannot be reimbursed for money you paid to a service provider. A service provider is anyone who is being paid for work. Speakers, singers, referees, costume designers, etc. are all service providers and must be paid with an institutional check. Complete a check request in Mary Commons 208 for your auditor to sign. The check request must be accompanied by a contract for services.

You cannot be reimbursed without the appropriate documentation. Original receipts, an actual canceled check or an original credit card statement are the only acceptable documentation for reimbursements. Receipts must have expense details, such as a list of items purchased. Handwritten notes, emails and carbon copies of checks will not be accepted as verification of an expense.

In addition, if you want to be reimbursed for food you must provide an itemized receipt of the food that was purchased and your must provide the names of the individuals who ate the food.

You cannot be reimbursed for prizes or gift certificates unless you report the value of all prizes over $25 along with the names of the individuals who received the prizes to Trish Doran at pdoran@csbsju.edu. Prizes or gifts of de minimus value (less than $25.00) that are not a payment for service can be excluded from withholding tax and so do not need to be reported. However, cash and gift certificates are never excludable regardless of the value. If you give out gift certificates or cash, you must report the value of the gifts and the names of all recipients to Trish.

You cannot be reimbursed for mileage on a personal vehicle. If you drive your own vehicle on behalf of a club you can be reimbursed for 2/3 of the gas expenses if you provide original receipts.

If you request money from the Co-Funding Board, but have not received confirmation of funding from the CFB, do not assume that you can make purchases.

To be safe:

do not spend money unless the funds are in your account

do not spend money without prior approval from your club treasurer and club auditor

Check requests, purchase orders and auditor approvals are all processed through Trish Doran, Student Activities, Mary Commons 208. Phone: x5038 Email: pdoran@csbsju.edu

Trish has office hours from 9:30 am to 3:30 pm daily for assisting clubs.

To obtain your club’s budget numbers… contact your club auditor. Club account numbers will only be given to club leaders.

If your auditor is an SJU senator, your account is housed at SJU—Wimmer 201. If your auditor is a CSB senator, your account is housed at CSB —2nd Floor Main. Your club’s check requests, deposits, etc will be processed through the business office on the campus where your club is housed. If your club does not have an account number, contact the CFB @ cfb@csbsju.edu

To access your club’s accounts report the name of your treasurer to Trish/Student Activities by emailing pdoran@csbsju.edu. She will ask the Business Office to give the treasurer on-line account access through Banner. The treasurer will receive instructions via email on how to use Banner to check a club account. Report any change in treasurer to Trish.

Who is my club auditor? Visit the CFB website or click on the following link: CFB If your club is not listed, contact the CFB.

If you want to spend the money in your club account you can do so with…

1. A purchase order

The best way to make a purchase with club money is by obtaining an institutional purchase order. Purchase orders are used when you want to buy supplies from a vendor or shop for items at a local merchant.

Please Note: not all local merchants accept purchase orders.

To create a purchase order, club treasurers should:

Visit Trish Doran between 9:30 am and 3:30 pm in Student Activities, Mary Commons 208. Trish will generate a purchase order for the items you wish to purchase.
Contact your club auditor and let her or him know that there is a purchase order awaiting approval in Trish’s office.

All purchase orders must be initiated by your club’s treasurer and signed by your club’s auditor. Without these approvals, purchases are the financial responsibility of the purchaser.

All invoices and original receipts from purchases must be returned to Trish. Students who make purchases are personally responsible for amounts that do not have adequate documentation. Clubs that do not provide receipts for purchases will be subject to purchasing and charging restrictions.

2. A check request

You can also use a check request to spend the money in your club account. Check requests are used if a vendor requires you to pay for an item before it is shipped or if you are paying for a speaker, a performer or a service. Please note: You cannot be reimbursed for money you paid to a service provider. All service providers must be paid with an institutional check.

To fill out a check request treasurers should:

Print and complete a check request. Check requests are online at the Business Office’s website or in Trish’s office.
Your check request must be accompanied by documentation to verify the expense (an invoice, receipt, order form or contract).
Club treasurers should sign and drop off completed requests with Trish Doran in Student Activities, Mary Commons 208
Club treasurers should notify their club auditor that there is a check request awaiting approval in Trish’s office. Allow at least 48 hours for your auditor to approve a request.
Trish will forward approved requests to the appropriate Business Office. CSB check requests require 2-5 days for processing. SJU requests requires at least 5-7 days for processing.

3. An institutional credit card

If you want to make an online purchase, obtain your auditor’s approval and then contact Trish via email at pdoran@csbsju.edu for help making a purchase with an institutional credit card. Institutional credit card numbers are not given to students.

Institutional credit cards can also be used to make travel arrangements if the travel expenses have been approved and the necessary funding is in the club accounts. The CFB can fund up to 2/3 of club travel expenses. Club’s that receive such funding must deposit the remaining 1/3 of estimated travel expenses in the club’s generated account before travel arrangements are made.

What if I spent money out of my own pocket for a club expense? Students are discouraged from spending their own money on club expenses. Please note the following:

You cannot be reimbursed for sales tax!

You cannot be reimbursed for the purchase of alcohol!

You cannot be reimbursed for paying a service provider!

You cannot be reimbursed without appropriate documentation.

You cannot be reimbursed for prizes or gift certificates until you report the names of all recipients to Trish by emailing pdoran@csbsju.edu.

You cannot be reimbursed for mileage on a personal vehicle. If you drive your own vehicle on behalf of a club you can be reimbursed for 2/3 of the gas expenses if you provide original receipts.

You cannot be reimbursed without auditor approval.

You can be reimbursed for auditor approved expenses.

If you do need a reimbursement and you spent less than $100.00:

Complete a Club Cash Disbursement Voucher in Trish’s office.
This form must be signed by your club’s treasurer and auditor. Leave the form in Mary Commons 208 for your auditor to sign. Remember to:

attach original receipts to verify the expense
notify your auditor that he or she has paperwork waiting to be reviewed.

Trish will notify the individual being reimbursed when the club auditor has approved the paperwork.
The individual being reimbursed must take the signed form to the appropriate business office to receive a cash reimbursement.

If you spent more than $100.00, and you need a reimbursement:

Complete a check request form.
Attach original receipts to verify the expense.
Have the club treasurer sign the check request form and drop it off in Student Activities, Mary Commons 208, CSB.
Let your auditor know that there is a check request to be signed.
Trish will forward check requests to the business office to be processed once they are signed. Checks can be picked up at the Student Accounts window on the campus which houses your club account.

Student Accounts does not notify individuals when checks are ready.

You cannot be reimbursed for an expense unless the expense was approved by your club auditor. Do not order items (such as t-shirts) with the intention of using allocated money unless you have auditor/CFB approval!!!!! If you make a purchase without prior auditor approval, you are personally responsible for the expense.

If you are making a purchase from a vendor that our institutions have not previously paid, you will need to ask that vendor to provide a W-9. A Form W-9 is a document issued by the United States Internal Revenue Service (IRS) for taxation purposes. W-9's are collected by institutions -- such as CSB/SJU --that pay vendors or hire independent contractors (speakers, singers, etc). The form is used to gather information about the vendor or contractor, and must be on file in the CSB/SJU Business Offices before a payment can be made.

A completed W-9 can be faxed to 320/363-5006, Attention: Trish, or the form can be scanned and emailed to pdoran@csbsju.edu.

If you make an on campus purchase through the bookstore, IT Services or food services, please email your auditor with the purchase details prior to the purchase. Wait for your auditor to approve the expense.

If you need to pay an invoice you do not have to complete a check request. Simply bring the invoice to Mary Commons 208 for auditor approval.

If your club intends to travel email Trish at pdoran@csbsju.edu for help with reservations. Allocated funds can be used to cover 2/3 of travel costs. Generated funds equaling 1/3 of travel costs must be deposited into the club’s generated account before travel arrangements are made.

What is the difference between an allocated and a generated account? There are two types of club accounts.

An allocated account is used to keep funds that are granted by the Co-Funding Board. These funds are usually granted for a specific purpose. Clubs cannot donate allocated funds.
A generated account is used to store any funds that your group raises on its own through activities such as selling t-shirts. Money that is generated through fundraising must be spent according to school policy.
All club funds, allocated and generated, must be kept in campus accounts. The use of allocated and generated funds requires auditor approval.

What is the CFB? TheCo Funding Board (CFB) is comprised of four students from each senate. The group meets as necessary and is charged with the duty of allocating a portion of the student activity fee for jointly organized groups and events that add to the communities at CSB/SJU. The CFB is also responsible for auditing the accounts of each club.

Club audits are due on the 15th of every month. An audit is a report of a club’s monthly spending, both allocated and generated. Audit forms can be found on the CFB website, and club treasurers should complete the form, and send it to the club’s auditor. If audits are not completed in a timely manner, a club’s accounts can be frozen.

Please note that your Banner balance might not show actual funds available. For example, CSB/SJU charges for food and transportation can take several weeks to post. It is important for the club treasurer to keep a log of expenses and deposits to compare against Banner.

How does a group or club apply for funding from the CFB? In general, the funding process is an annual one. Budget proposal forms are found on the CFB website: http://clubs.csbsju.edu/cfb/ All clubs requesting any level of funding are required to complete the form on a yearly basis. All club budget proposals must include the club mission statement and an explanation of how the proposed expense fits the club’s mission.

At the start of the academic year, new requests for allocated and spontaneous funding will not be considered until the Co-Funding Board convenes. Clubs that require money in the fall prior to CFB hearings (usually during the first month of the school year) must request that money via email during the previous spring. The CFB sends out an email reminder about such requests each spring.

All expense requests that draw on allocated or generated funds must be approved before finals week. No new requests for the use of funds will be reviewed after the last day of classes or during the summer/prior to the first day of classes in the fall.

New requests for the use of generated funding can be submitted to your club auditor beginning the first day of classes in the fall.

Clubs are divided into three different classifications:

Competition clubs are not required to present before the Board. Complete and submit the budget forms on the CFB website.
If an Academic Club is asking for less than $500, they are not required to make a presentation. If they are asking for more than $500, then they have to both submit a budget form and make a presentation before the board.
Special Interest Clubs are required to present if they ask for more than $300. If they are asking for less than $300, they do not need to present, but should complete a budget form.

Academic Clubs
Accounting Club	French Club	Pre-Dentistry Club
Art Club	German Club	Pre-Med Club
Biology Club	Math Society	Pre-Optometry Club
Chemistry Club	Nursing Club	Pseudonym
Communication Club	Nutrition Club	Psychology Club
Economics Club	Philosophy Club	Social Work Club
Education Club	Physics Club	Spanish Club

Special Interest Clubs
AKS Sorority	Cultural Fusion	Marketing Club
Aikido Club	Drama Club	Military Science Club
Amer Sign Language	Ducks Unlimited	PTAT
Amnesty Intl	Echo	Plant Science Alliance
Archipelago Assoc	FLOSS	PRiSM
Asia Club	Fides Et Ratio	SIFE
Ballroom Dance	Fishing Club	SFCT
CAB	Global Aids Awareness	Students for Life
CGR	Intl Affairs Club	Studio One
Campus Greens	Investment Club	Swing Catz
Climbing Club	JEC	The Record
College Democrats	KJNB	Trapshooting Club
College Republicans	Magic the Gathering	Up ‘Til Dawn
Computer Gaming	MAGIS	Witness Me

Competition Clubs
Crew Club*	Cycling Club*	SJU Lacrosse*
CSB Dance Team	Golf Club*	SJU Rugby*
CSB Lacrosse	Outskirts Snow Crew	SJU Volleyball*
CSB Rugby	Pre-Law Society	Speech Team
CSB Volleyball	SJU Footy Club*	Ultimate Frisbee Club*
		Water Polo Club*

*See SJU Club Sports Funding Procedures

SJU Sports Clubs must comply with the Funding Request Process Policy on the Student Activities website. All funding requests must be reviewed and approved by the SJU Club Sports Commissioner prior to submission to the Co-Funding Board or Senate. Funded events must take place during the time period that begins two weeks before the start of the academic year and concludes two weeks after the end of the academic year.

The CFB Co-Chairs review budget proposals. Clubs will receive an email announcing presentation times. Check your club email account regularly. Clubs will be notified of funding amounts after the allocation process, and money will be transferred as soon as possible.

If your club needs funding early in the school year, you must apply for that funding during the prior spring. Each spring clubs will receive an email asking if they would like to receive $50 for Involvement in the fall, and if they will need money during the first month of the upcoming school year. Clubs must respond to this email if they want money in the fall prior to date that the CFB convenes.

What is Spontaneous Funding? This funding is for unexpected club expenditures. There is an application for this Funding on the CFB website. Spontaneous funding is not an alternative to regular funding, and clubs cannot apply for this funding if the request was part of the annual budget and denied. In short, Spontaneous Funding does not supplement or replace annual funding requests.

I’ve heard that the CFB lends money to some groups… Loans are usually granted to clubs that want to produce an item for fundraising. Loans are not grants; they must be repaid before the end of the fiscal year. Applications are on the CFB website.

What is re-absorption? This is a term for the process where the Business Office takes the money out of all accounts at the end of the fiscal year. Allocated money that was not spent during the fiscal year is reabsorbed on June 30 and not returned. Remaining generated money is returned for use during the next fiscal year.

Miscellaneous financial policies that pertain to clubs

The value of all prizes over $25 that are purchased with club money along with the names of all individuals who received the prizes must reported to Trish Doran by emailing pdoran@csbsju.edu. Prizes or gifts of de minimus value (less than $25.00) that are not a payment for service can be excluded from withholding tax and so do not need to be reported. However, cash and gift certificates are never excludable regardless of the value. If you give out gift certificates or cash, you must report the names of all recipients to Trish!

If a group sells an item other than clothing, it is taxable. Groups must report the total amount such sales to the appropriate business office (the CSB office/Diane Van Beck at dvanbeck@csbsju.edu if the group's account is at CSB; the SJU office/Jeremy Scegura at jrscegura@csbsju.edu if the account is at SJU).

If a group wishes to charge items against student ID cards, the group must have approval from the appropriate Student Accounts office, again based on the location of their account. Contact Dave Schneider at dschneider@csbsju.edu at CSB or Jeana Koening at jekoenig@csbsju.edu at SJU.

Clubs must contact the Student Accounts office for approval prior to collecting student ID numbers.
Even if you have permission from Student Accounts to charge items on student ID's, you cannot collect ID numbers via the internet. Email charging to ID’s is not allowed!
You cannot charge student IDs for items that are not yet produced. Items for sale must be available at the time account numbers are collected.

On-campus fundraising requires permission from Student Activities. Call x5038. Off-campus fundraising requires permission from Institutional Advancement. Call X5027 at CSB or email Jill Dalager Brunner at jbrunner@csbsju.edu. At SJU call x3819 or email Troy Fritz @ tfritz@csbsju.edu. In addition, club sponsorships must be handled through Institutional Advancement. Do not make arrangements with outside businesses unless you have permission from Jill or Troy.