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! Yes, even if the money was allocated to you by the CFB.  If you spend money without approval from these two people, you could be held personally responsible for the expense. Auditor's are asked to approve or deny spending requests within 48 hours of receiving them.  Please give your auditor at least 48 hours to respond to your 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 entertainmer.  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.  In addition...

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.

• 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, and 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

Click here to view a more comprehensive document on Financial Procedures.