Clubs & Organizations

Club Budget Request Form 

Event Procedures

If the club wishes to conduct an event (community service project, conference, workshop, etc.) on campus, the club must get approval with the Director of Student Activities.

The club advisor must submit a Facilities Request form. Submitting this form does not guarantee the club space for their event. Because campus events are planned months in advance, it is wise to make arrangements as soon as possible.  If set-up is needed for an event, a Maintenance Request form must also be submitted.

If the club wishes to use food services, the club advisor must submit a Request for Food Services form to SAGE dining services. You may also contact sagedining@mtaloy.edu.  

All request forms can be found on the MyMAC Portal Page under the Requests tab.

Fundraising Guidelines and Requests

Most fundraising activities by student organizations are not large enough to worry about tax deductibility. In special cases, the college will work with you for tax deductions.

Complete the Fundraiser Approval Form. If you plan to call or contact businesses, please contact Institutional Advancement (advancementoffice@mtaloy.edu) to get approval for your fundraiser prior to setting it up. All fundraising requests must be approved before you may proceed. If you need tax exempt information, please contact the Business Office (businessoffice@mtaloy.edu).

Fundraisers may range from charitable projects to raising funds on campus to defray the cost of College-approved projects and events. (Fundraised money may not be used to donate to political campaigns).

Be sure to deposit funds in the Business Office regularly. Proceeds may not be deposited in personal checking accounts, or through third party apps like Venmo or Cashapp. You may set up a jotform for credit card payments by contacting Student Activities (studentactivities@mtaloy.edu or 814-886-6321), Communications (marketing@mtaloy.edu), and the Business Office (businessoffice@mtaloy.edu). A credit card machine is also available for sign-out in the Business Office. Deposits will always be made to the Club's "Unrestricted Account." Please submit all checks and cash.

Club Accounts & Expenditures

Once recognized by the Student Government Association, the Office of Student Activities and the Business Office create both "Restricted" and "Unrestricted Accounts" for Student Organizations.

Unrestricted Funds are funds gathered through fundraisers and donations to the organization. Clubs and organizations are required to deposit these monies in their Unrestricted Account. Please give the Business Office five days of advance notice in order to use these funds.

These funds can be used for most purposes as long as the club members and advisor has authorized the expenditure. Unrestricted funds may not be used to purchase alcoholic beverages.

The Office of Student Affairs holds a Small Games of Chance license for organizations interested in conducting raffles or other games of chance. The Director of Student Activities approves all gaming requests.

Restricted Funds are funds awarded upon approved request to a student organization by the Student Government Association after completing their service project requirements and meeting the requirements of staying active as a club or organization.  Staying active requires holding two meetings each month, sending a member of their board to the All-Clubs SGA meetings, and completing their service projects.  When requesting restricted funds, the club must have a cost estimate of the items they need, the reason the money is needed, and where the items will be purchased.  The request of funds will not be approved without this information.  When using these funds, Clubs and organizations are required to follow the same purchasing procedures as College offices. Use of unrestricted funds requires the signatures of a Club Officer and the Club Advisor. Use of restricted funds requires the signatures of the Club Advisor, a Club Officer, and the Director of Student Activities. Also see Service Project Guidelines (below) for eligibility details. 

Clubs will request to use these funds at SGA meetings by asking for a specific amount to be transferred into their accounts. Generally, a club may request up to $62.50 per semester, $125 per academic year. Restricted funds for the fall semester must be used by the Friday before Thanksgiving break begins and by the first Friday in April for the spring semester.  These funds do not roll from one semester to the next.  Funds must be used for items, programs, events, etc. during the semester in which they are being requested.  

Restricted funds CANNOT be used to:

• To fund community service projects

• Donate to charities or other nonprofit causes

• Purchase alcoholic beverages

• Discriminate against other individuals or groups on any basis

• Payment for student memberships in other organizations (unless approved by the Director of Student Activities)

• Lobby/campaign

• Purchase pins or commencement regalia

Restricted funds CAN be used for the following purposes:

• Promote the student organization through flyers, mailings, social media, and more

• Make copies and purchase supplies for the student organization at the College Support Center

• Purchase equipment (need to approve in advance by the Vice President for Student Affairs)

• Bring in speakers

• Attend meetings/conferences

• Purchase food

• Purchase fuel for a college-owned vehicle

Check Requests 

In order for the Business Office to issue a check for payment, a Check Request form must be completed. Check Request forms are only used when use of the Purchase Requisition system is inappropriate.

• Payment will not be made without supporting documentation.

• If using a new vendor, a W-9 will be required and need to accompany the check request.  Contact the Business Office to see if a W-9 is needed.  

• Five working days are required for a check to be issued after the Business Office receives the form.

• Checks may be mailed to the payee or picked up in the Business Office. The person requesting to pick up checks will be notified by e-mail that the check is available.

• Supporting documents (receipts) must be original and confirm dollar amounts. Let the Business Office know if you will need a copy.

Seven Day Rule for Receipt of Invoices:

When invoices are sent to a department, submit the invoice to the Business Office within seven days of receipt so that payment may be processed. If no purchase order exists, a check request with appropriate approvals should be submitted.

Recording Transactions

Revenue received through organizations must be documented by the person accepting payment. Submit the revenue to the Business Office along with a Transaction Record of Cash and Revenue form. The following information must be provided on the form: date received, amount received, description of revenue, account number, form of payment (cash, check, credit card), organization accepting the payment, and the employee who accepted the payment.

Receipts

Payments accepted by departments within the college must be acknowledged by a college receipt. One copy is retained by the college and one copy is given to the person making the payment. Receipts contain the following information:

• Date received

• Amount received

• Description of revenue

• Form of revenue (cash, check, etc.)

• The identity of the person receiving the revenue

• The identity of the department receiving the revenue

Reporting & Depositing Cash Received

All cash received by organizations must be hand-delivered to the Business Office as quickly as possible. A TROC form, cash, and other supporting documents are to be prepared and delivered to the Business Office.

Cash receipts are not to be intermingled with petty cash funds or used for making purchases normally made from petty cash. Cash receipts are not to be used for making personal cash advances to individuals or for cashing checks.

Checks Received

All checks and money orders must be made payable to MOUNT ALOYSIUS COLLEGE. Checks must be endorsed immediately. The endorsement should read: FOR DEPOSIT ONLY - MOUNT ALOYSIUS COLLEGE.

Service Project Guidelines

All clubs must perform one community service project per semester to be eligible for college funding. There are two types of community service projects., a direct community service project and an indirect community service project.  All clubs must do at least one direct community service project per year.  A direct community service project is defined as working directly with an organization, doing physical labor and engaging in hand-to-hand service. An indirect community service project is defined as food drives, clothing drives, or a donation drive of another needed item to benefit those in need. All community service projects should benefit the community (on or off campus) and clubs should not receive any compensation for their project.

The project must have a 50% participation rate by the active club members in at least two hours of service. In order for your club service project to be approved, please submit the Club Community Service Application. Clubs will also notify the Vice President of Service of any service projects during meetings.  

Once a project is completed, you are required to submit a completed community service project form here: Community Service Tracker. Please ensure that only one person from the club submits the hours using the "club" option for the group. The other members may use this form to submit hours they worked as well as long as they do not use the label "club" to do so.

Travel & Campus Vehicle Guidelines

Club Trips

Club trips for service projects, workshops, and conferences must be approved by the Club advisor and the Director of Student Activities prior to the event. If approved, the club must complete and submit the following forms to the Director of Student Activities and the Vice President for Student Affairs. 

College Sponsored Event Participation Waiver & Release Form

The travel allowances are as follows:

• High Cost Area (population 200,000+):

  • Lodging- $159 per day

  • Meals per day - $45

• Low Cost Area (population 200,000-)

  • Lodging - $90 per day

  • Meals per day- $35

• Tips for meals, hotels, taxi, etc. Up to 20%

• Internet access charges by hotels will be reimbursed on a limited basis when there is a documented need.

• Mileage-per mile rate is $.40.

• Not reimbursable items: alcoholic beverages, personal phone calls and unrelated entertainment.

Vehicle Use Guidelines 

Driver Requirements

In order to use a college vehicle, students must find an advisor or graduate student who is on the driver list and must:

• Have a valid driver’s license. Drivers must submit their driver’s license number to the Business Office.

• Complete a driver record information request (sent to the Pennsylvania Department of Transportation).

• Have an accident-free driving record, without any moving violations or suspensions for at least two years.

• Have participated in a college sponsored van driver training course.

• Complete a vehicle request form (found on the MyMAC Portal Page). After the form has been completed, the request should be submitted to the Physical Plant Office for permission.

• If approved, the Physical Plant will send an email that a vehicle has been reserved and a copy of the request form.  Print a copy to record trip information. Return the form, gas receipt, and keys to the Physical Plant Office after the trip.

Vehicle Usage Guidelines

• The driver must inspect the vehicle before and after the trip and record any damage or cleanliness issues on the vehicle request form. If the gas tank is not full, indicate the approximate level on vehicle request form.

• Record odometer reading when departing and returning to campus.

• Return vehicles in a clean condition, with a full gas tank. Any cleaning or missing items will be charged to the organization. Promptly return the keys.

• College-owned vehicles may not transport non-college affiliated people without prior consent from the Director of Student Activities.

• Alcohol and illegal drugs are prohibited in all college-owned vehicles.

Sanctions for Violating Vehicle Usage

The following are sanctions for violating the Vehicle Usage Guidelines:

• Speeding - one year loss of club and driver privileges.

• DUI - two year loss of club and permanent loss of driver privileges.

• Unauthorized Driver - one year loss of club and driver privileges.

• Reckless Driving - two year loss of club and two year loss of driver privileges.

• At fault accident because of reckless driving will result in a two year loss of Club privileges and permanent loss of individual privileges.

• Detouring to Location Other Than That Listed - one year loss of club and driver privileges.

• Unauthorized Duplication of Keys - one year loss of club privileges and student referral to judicial system.

• Possessing Alcohol or Illegal Drugs in Vehicle - one year loss of privileges and referral to conduct system.

• Over occupancy - one year loss of club and driver privileges.

• Falsifying a Vehicle Request Form - one year loss of club privileges and referral to conduct system.

• Other sanctions may be applied through the Student Affairs Office for violations not outlined previously.

Recognition as a Club or Organization 

Criteria for being recognized by Mount Aloysius College as a club or organization are as follows:

• All clubs and organizations must complete either a Registered Student Organization Yearly Registration Form (existing clubs) or Application for New Clubs/Organizations (new clubs).  

• Clubs must be proposed, approved, and accepted at an active Student Government Meeting.

• An up-to-date constitution and active membership list that must be on file electronically with the Office of Student Activities within the first two weeks of the semester (available in the registration form).

• A representative of the club or organization must attend all Student Government Association All-Clubs Meetings per semester (should be a board member of the club)

• Clubs must fulfill a campus or community service requirement.

• Clubs must hold two meetings per month, with exceptions to shortened months due to college breaks.

• All clubs must have a constitution on file. For reference, refer to this Sample Constitution.