Organization Finances

Funding/Purchasing Procedures

All registered student organizations are eligible to apply for funding through the Office of Student Activities. Selected members of SGA and the Office of Student Activities professional staff  will review applications. Funding requests are accepted in April for the upcoming academic year. Additional applications will be accepted throughout the year via contingency funding.

Organizations should seek guidance and must receive approval before expending any University funds regardless of the source of the funds.  However, there are general guidelines that can assist organizations in their preliminary planning and budgeting.  Organizations should be aware that there are two types of accounts that student organizations may access to spend funds and each has different guidelines governing appropriate expenditures from the fund.   The two different fund types are:

• '21' or gift fund accounts (these accounts can contain gifts, donations and dues paid by organization members) - connect with the Business Office for more information.

• '11' or allocated fund accounts (these accounts contain funds allocated, for use during a specific academic year, by the University) - connect with the Office of Student Activities for more information.

Funding Opportunities to Student Organizations

Student Organization Funding

The purpose of the Student Organization Funding is to provide opportunities for registered student organizations to offer campus-wide programs. All registered student organizations are able to apply for funding in April to then be reviewed and disbursed in September. Only registered student organizations are able to receive funding.

Contingency Funding

Contingency Funding is available to newly created student organizations, organizations who did not apply for funding for the current academic year, or organizations who have already responsibly utilized the funds they were initially allocated. 

McMichael Student Experience Enrichment Fund

The purpose of the McMichael Student Experience Enrichment Fund (MSEEF) is to support co-curricular opportunities for students.  MSEEF funds can be used to defray the direct costs of such experiences and should also enhance the lives of others in the SU community.  Click here to receive more information and to apply.

Organization Purchases & Reimbursements

All organizations receiving university funding can access their account in three ways: 1) They can purchase items and then bring an itemized receipt to Student Activities for reimbursement; 2) To receive a cash advance, students may stop by Student Activities and receive a Petty Cash Voucher, and then get up to $100 from the Business Office; 3) For large purchases, a meeting can be set up with Student Activities and a staff members can make the purchase with their corporate credit card.

Cash Reimbursements

All cash reimbursement must be approved by The Office of Student Activities. A student and/or a student organization cannot move forward with the process of a cash reimbursement without contacting the Office of Student Activities prior to the purchase.  Moving forward without approval for a cash reimbursement will result in no reimbursement.

Student organizations with active accounts in the Office of Student Activities may request up to $100 (cash) per day.  This can be accomplished in two ways:

1. Cash Advance: obtain a petty cash voucher from the Office of Student Activities in the amount you need.  The voucher will be cashed at the Business Office. You must present your receipt with the yellow copy of the petty cash voucher to the Business Office within five days of receipt of money.

2. Cash Reimbursement: you may purchase your supplies and submit the itemized receipt to the Office of Student Activities to obtain a petty cash voucher.  The Business Office will cash your voucher.

Purchase Orders

In order for organizations to make purchases over $100, student organizations must complete a form through Lounge and be approved prior to purchase.  Upon approval and purchasing of items, an itemized receipt should be turned in to the Office of Student Activities.

All purchases must directly relate to their student organization.  Students may only purchase what they have been approved to purchase.  All purchases involving food require a list of attendees in order to be reimbursed.  Failure to provide itemized receipts will result in no reimbursement.

Check Requisition

If services and/or goods are rendered prior to completing a purchase order, then a check requisition is needed. A check requisition will NOT guarantee payment.

1. Bring itemized receipts from purchases to the Office of Student Activities.

2. A Student Activities Staff Member will fill out a check request detailing the reason for the expenses and the total amount of the reimbursement.

3. If the check requisition is turned in by noon on Tuesday, the check will be sent out on Friday of that week.  If the check requisition is turned in after noon on Tuesday, the check will be sent out on Friday of the following week.