Principles

• Monies should be expended in a manner beneficial to those students currently in school. Students must actively participate in the management of funds.

• Disbursement of monies derived by the efforts of a specific student club must be approved by that group. Any monies generated by the student body as a whole should be administered by the student council, and may be expended for reasonable and necessary expenses under the supervision and guidance of the governing board. 

• Each club should prepare minutes of all of its meetings. Approval to make any disbursements should be documented in the minutes. 

Student Activities Procedures

• Students must first decide on what items or services to purchase and obtain at least one vendor quote before proceeding. 

• Discuss proposed purchases during a student meeting. Students must vote to approve the purchase, ensuring it does not exceed the agreed spending limit and the vendor is agreed upon. 

• Record the purchase approval, vendor, and amount in the meeting minutes. Minutes must be approved and signed before proceeding. 

• When entering the requisition in Visions, include the approved and signed minutes and the vendor quote. Under Project, select 'Student Activities.' 

• A Purchase Order (PO) must be approved before placing any orders. Orders can only be placed after receiving the approved PO. 

• P-Cards are not to be used for Student Activities purchases under any circumstances.