Managing Organization Spending Accounts

Your organization’s treasurer should manage your club account in conjunction with your organization advisor. Your advisor must approve all spending before spending takes place and can submit requests for reimbursement or payment to be made from the organization account. It is the responsibility of the organization’s faculty advisor to insure that sufficient funds are available for purchases. All funds must be deposited into an organization account. Organizations are not allowed to hold petty cash.

Guidelines for Organizational Spending Club Funding Allowances

• $10.00 each for organization t-shirts. The number of shirts requested cannot be greater than the number of club members.
• $500 a year for guest performers, speakers, bands etc.
• $125 per hotel room per night. Organizations should maximize room occupancy with four students to a room whenever possible.
• $175 for airfare per person round trip.
• Organizations may fund national conference fees for up to three members each year.
• Organizations may fund regional conference fees for up to ten members each year.
• Only the designated faculty/staff advisor can receive university funds for the cost of travel, hotel, or conference fees.
• Equipment purchases can be funded as long as the equipment requested is aligned with the mission of the organization. Any equipment purchased with university funds must be stored on campus and be available for use by club members at all times.

Items/Events that CANNOT be funded:

• Student meals and/or entertainment costs during trips, travel, conferences etc.
• Promotional events or materials for an individual’s self-interest or a specific office or academic department.
• Food/refreshments for regular organizational meetings.
• Private social events.
• Cash awards, scholarships, or gift cards.
• Alcohol or weapons.
• Political campaigns: University funds cannot be contributed to any local, state, or federal political parties or campaigns.
• Items for personal use that do not pertain to organizational business/functions
• Event/fundraiser held to raise/create personal revenue for members of the organization.
• Scholarships or donations: Funds can be used to host events to raise funds for these purposes as long as events are open to the entire campus and the charitable purpose of events are clearly communicated.
• Payments or salaries for leaders/advisors of student of organizations.

Walmart Card Checkout Request

To check out our university Walmart card for campus club/organization purchases, a Walmart Card Checkout Request form must be completed, signed by your advisor and returned to Micah Martin.

The Walmart card must be returned within 24 hours of checkout with original receipts to Micah Martin.

To obtain this form, email [email protected].