Student Club Resources

Club Event Reimbursement Process and Forms

MBA Clubs that are affiliated formally through the MBA Association will work with the VP of Finances with reimbursement and budget questions. All other reimbursement inquiries should be directed to mbasa@umn.edu.

If you make an approved purchase on behalf of a student organization or purchase something for the MBA Programs Office, you will be reimbursed as a University “Vendor.”  If you are requesting reimbursement for a professional development conference or case competition visit the Case Competition page for the correct process. The steps below outline how to complete the club event reimbursement process. 

Reimbursement How to Guide

Step by step guide on how to submit a reimbursement request including the do's and do not's of reimbursements.

Reimbursement Request Form

Google form to request reimbursement and upload itemized receipts.

First time reimbursement requests will need to be set up as a University Vendor by submitting either a W-9 Form or W-8BEN Form.

Tax forms can be emailed to MBA AASET at mbareqst@umn.edu.

Do's and Do Not's of Reimbursements

DO get an itemized receipt, which shows the details of all items purchased.

DO NOT submit a credit card receipt without the purchase details. You’ll be required to go back to the vendor and get an itemized receipt.

DO get a separate receipt for alcohol charges.

DO NOT make alcohol purchases without prior approval.

DO complete your reimbursement request through the Google form AND upload your receipts for timely processing.

DON’T submit your reimbursement before the occurrence of the event being purchased for. It will be rejected and you will be asked to resubmit after the event has occurred.

DO turn in your reimbursement within 30 days.

DO NOT request reimbursement for items that were not purchased in your name

**NOTE: If you are sharing expenses with another student, only the student who made the purchase will be reimbursed. This means that you may need to further coordinate among yourselves the correct re-allocations. Reimbursements that require re-allocation between a group of 2 or more students cannot be processed until all students in that group submit their separate requests. 

DO make sure that receipts are clear and easy to read for processing.

DO NOT leave out important information when taking a screen shot, including but not limited to: the vendor name, date of purchase, purchaser name, etc.

DO fill in the tip amount, total and provide a signature (where required) on your receipts. 

Contracts

What is a contract?

A contract is ANY document which contains terms and conditions and requires a signature from a delegated authority of the University of Minnesota. Students are not approved to sign contracts, only the Dean of the Carlson School can sign contracts. Any purchase that is over $5000 is also considered a contract and will need to be approved by the Dean. You must have an approved contract in place before you start promoting your event. 

Best practice when planning an event is to send any document that requires a signature to the Academic Affairs & Student Engagement Team (AASET).

How to Submit a Contract

Contract Submission Form

Guide on How to Submit Contracts

Contract requirements

• • The name on the contract should read as follows: ‘Regents of the University of Minnesota through its Carlson School of Management’ . Your name can only be listed on a contract as the "point of contact for event".

  • Full payment cannot be made until after the event, due to the University's Net 30 policy It is the student leader's responsibility to inform the vendor of the University's Net 30 payment policy.

  • Only the Dean of the Carlson School can sign contracts.

  • Either the contract needs to have itemization that lists everything provided by the vendor and its cost or a supplemental document with this information is required.

  • When submitting a contract for approval and signatures you must send Mary Kate, misak001@umn.edu, an itemized event budget document that details all of your event expenses. This is required for Dean signature on contracts.

Timeline for Planning events with multiple contracts or events over $5000

• 12 Weeks Before Event Date: Meet with AASET to discuss your event planning needs. You will need to be able to answer the 5 w’s Who, What, Where, When, Why?, and have an event budget

• 10 Weeks Before Event Date: All contracts for your event and your itemized event budget are due. Submit all contracts, invoices, and all expenses using the Contract Request Form

• 1 Week After Event Date: Submit Final Invoices by emailing  the invoices to Mary Kate, misak001@umn.edu

Event Promotion

Academic Affairs & Student Engagement Newsletter

Events that are posted on the mbaclubs calendar will be automatically added to the weekly newsletter, with little detail. Clubs are encouraged to submit an event announcement with event more robust details- when appropriate- to be added to the newsletter. Groups can submit their event announcement to the Newsletter Content Google Form to be published in the newsletter. Submit your newsletter submissions by the end of day Thursday to be included in the following Monday newsletter.

Master's Lounge Bulletin Board

Students can also post on the Master's Lounge bulletin board. Please only post flyers on the bulletin boards. Flyers will be removed from doors, walls and other areas by custodial services, according to Carlson School policies.

University/Carlson Community

Organizations can contact Meghan Leatherman (mmullane@umn.edu) for assistance in communication their events to the University of Carlson School communities. Meghan consults with the Carlson School's communications team on the feasibility of press releases for larger events and needs at least 3 months in advance for large events.

Media Requests

Any media requests for Carlson School faculty, staff or students should be coordinated on a school-wide level so we all maintain a consistent message with external entities. If you should receive a media request, please forward them to Phil Miller (pjmiller@umn.edu), so we can coordinate a response with the Carlson School's communications team.

Full-Time MBA Events: MBAA Clubs Calendar (mbaclubs@umn.edu)

All Full-Time MBA Club events need to be added to the "mbaclubs" calendar so all MBA students can view the details of the event and RSVP accordingly. Club leaders should schedule their event on the calendar with the following procedure"

• • 1. Create the event on their personal/club calendar. Clubs should include all details of the event - who, what, where, when, why, how much, etc.

    2. Invite mbaclubs@umn.edu to the event as a guest.

    3. The event is reviewed and approved or denied by the moderator, MBAA VP of Communications. An "approved" event will be "accepted" by the mbaclubs calendar, and the moderator will assign a classroom if the event is over the lunch hour. If the event is declined, the club should reschedule their event following the same procedure.

    4. When the event is approved by the VP of Communications, the club may invite others to the same calendar invite for their event. Club leaders should send out a signup sheet through Google Sheets to track their RSVPs.

Part-Time MBA Events: PT SLC Calendar mbaslc@umn.edu 

A student group should contact Meghan Leatherman to obtain editing access to the calendar (password protected; only for club leaders), or to have your event added to the calendar.

Ordering Food for Events

For the protection of students, staff, and the public attending a meeting, conference, special event, etc., on University of Minnesota property, food must be prepared in, and/or provided by the University of Minnesota Food Service or a licensed commercial food service and have the approval of the University Environmental Hygiene Officer (EHO) or designated person. Approval is granted through submission of a University Food Permit Form for review. For events at which only cooked/prepared food to be served is pizza obtained from commercial establishment, a Pizza Event Only Form can be used instead.

No home-prepared foods are allowed at a permitted event except for those events conforming to all the requirements of Bake Sales and Potluck Events.

When a University Food Permit is not required:

• Events where 25 or less individuals attend

• Internal University faculty, staff, service unit or office events to which the general campus community is not invited (Events open to an entire academic school, department or college are not considered an internal event)

• Private events, which must be contracted according to Administrative Policy: Using and Leasing University Real Estate.

• Events for which all food is prepared entirely by the University Dining Service

• Events where the only foods served are prepackaged and considered non-potentially hazardous by MN Food Code (canned /bottled beverages, dry baked goods, bagels, breads, cookies, chips, jams, preserves, honey, nuts, dried herbs, packaged spices and spice mixes, dry cookie, cake, bread mixes)

More information around food safety policies on campus can be found on the Building Code Department's web page.

Coca-Cola has been granted exclusive beverage vending rights on the U of M Twin Cities campus. This contract stipulates that Coca-Cola soda, juice, and bottled water are required for events. Call 612-624-7000 for more information.

Spending Limits for Food and Refreshments

Student club leaders should follow the University's Business Expenses Policy when planning meal expenses. Dollar limits within the Expense Allowability Grid include all associated charges (food, beverages, taxes, tips, etc.) excluding room rental fees. Total expenses must be calculated based on the planned number of attendees and must be well documented in advance, despite actual attendance.

Meal limits for business expenses must not exceed the following limits:

• Light Refreshment: $10 average per attendee

• Breakfast: $35 per attendee

• Lunch: $35 per attendee

• Dinner: $75 per attendee

On-Campus Vendor

1851 Heritage Catering 612-624-7173 go1851@umn.edu 

Off-Campus Vendors

It is up to the discretion of each club regarding who they would like to use as an external food vendor.  A list of caterers that are commonly used for student events is available for reference here. 

Tipping Guidelines

Restaurant & Bar Service Tabs

• 18% maximum tip 

• If the restaurant automatically adds gratuity it is a max of 20% allowed

Food and Grocery Delivery

• 15% if delivery service sets up your food buffet

• 10% if food is delivered with no set up

• Use your discretion for high dollar orders (i.e. typically on a $1500 food order a $100 tip is sufficient)

• Use your discretion if a delivery fee is charged

DJ, Photo Booth, and other services

• Do not provide a cash tip or tip via PayPal or any other electronic payment site

• Tip is typically included with payment processed through the University

Alcohol

The Carlson School of Management upholds Minnesota state laws and University policies and regulations related to alcohol. This policy does not supersede or nullify applicable institutional policy or laws.

The Carlson School of Management, as the responsible party of record for an event, assumes the responsibility of compliance with all applicable laws and University policies regarding alcohol as well as host liability for the conduct of persons attending school-sponsored events. This policy is intended to apply consistent standards of approval to minimize risk and to effect an appropriate academic climate for teaching and learning, research, and public engagement.

Process for Approval 

The process for approval for distribution, purchase and service of alcoholic beverages at official school sponsored events held on University property must meet University and Carlson School criteria before an event can be held.

1.  Event must serve a genuine professional networking need

2.  Must involve significant numbers of alumni or community business professionals 

3.  Must be served in an approved space by a licensed vendor

If the event meets the above criteria, you must contact the Academic Affairs & Student Engagement Team (AASET) and complete an Application to Service Alcoholic Beverages at an On-Campus Event (Form UM 23). Forms must be submitted to Office of Risk Management at least 21 days prior to the event.

Student Clubs and Organizations must have Unrestricted (1701) Funds in order to purchase alcohol.

Payments

While planning events for student clubs and organizations you may have to purchase supplies, food, or work with a vendor. Below are your options for how payments can be made. For large purchases and purchases that aren’t time sensitive (event is more than a week away) you are encouraged to meet with Mary Kate to process the payment.  When in doubt, email Mary Kate (misak001@umn.edu) to talk through your specific events and which option will be the best fit.

Option 1: You can pay yourself and get reimbursed

If you are comfortable paying for what you need for your club/event on your own credit card you are free to do so. To be reimbursed, you will need to follow the reimbursement process outlined here. Please note that it can take between 4 and 6 weeks from the time you send in your reimbursement request until your check arrives to you in the mail.

Option 2: AASET can pay prior to the event using club funds

Put a half hour of time on Mary Kate's calendar to meet and go through the purchase. Before the meeting be prepared with the “who, what, where, when, why” of your purchase. If you are planning to order food for an event (pizza, boxed lunches, something fast) you can fill out this Student Club Food Delivery Request Form and Mary Kate will follow up with you. Please fill out the form at least a week before the event.

Option 3: AASET can pay after the event using club funds

If your vendor is able and willing to send an invoice for the charges and be paid according to the University's Net 30 policy, touch base with Mary Kate (misak001@umn.edu) to ensure the vendor is set up in the University system. It is the student leader's responsibility to ensure that the vendor understands the payment policy and when they can realistically expect their payment to arrive. After the event, send the invoice to Mary Kate using the Contract/Invoice Submission Form and Mary Kate will send it  along to the administrative team to be paid. 

Cash Events

If cash is being collected for events/activities managed through the MBA student clubs, club leaders must work with Meghan and Mary Kate to setup the cash collection process through the MBA Programs Office. An example would be: The partners club is going to a Gopher hockey game and tickets are $15 each. Partners Club will pay $10 per ticket and students will pay $5 cash for each ticket.

Step 1: Work with vendor to secure ticket price and purchasing details

Step 2: Email Mary Kate the details of your event: Date, time, contact at the ticket office, amount each student will be paying and the number of event tickets you need purchased

Step 3: Create a sign up Google doc for your event and share it with Meghan and Mary Kate

Step 4: Email students about your event and ask them to sign up to attend. You must include a sign up deadline. 

Step 5: Once your sign up deadline has passed. Contact Meghan and Mary Kate to establish a cash collection start date 

Step 6: Communicate cash collection date to RSVP list. Please make sure that students know they must bring exact cash (no checks) to the MBA Programs front desk

Step 7: All cash collected will be deposited into your club account in your restricted funds

Cash should not be collected and used to off-set any one student's own personal, out of pocket expenses, which eventually will be reimbursed by the MBAA or the MBA Programs Office. All cash collected should be submitted, per the process above, and any reimbursement request submitted accordingly, for event-related our of pocket expenses.

Graduate and Professional Student Assembly Grants

(Available for Full-Time MBA students only)

The Professional Student Government (PSG) serves many functions at the University of Minnesota, chief among them ensuring that the University, in all its offices, programs, schools and departments, works in the interests of excellence in the graduate and professional experience. PSG provides various grants to student organizations in order to enhance the learning experience for graduate and professional students.

The MBA Association is the representative body for the Carlson School with PSG, representing Full-Time.

PSG Academic Initiative Grants

Offer funds for the enhancement of the graduate and professional student experience at the University of Minnesota. The primary purposes are to provide funding to events, programs, and services that have the direct involvement of and impact on graduate and professional students, and to expand and enhance academic programs and research opportunities on campus that contribute to the overall academic development of graduate and professional students.

PSG Social Event Funds

Offer funding opportunities in support of social events that will enhance the professional and personal development of graduate and professional students. This funding opportunity offers partial funding for event expenses such as honorarium, food and beverages, and rentals.

PSG Small Events Program Funds

Encourage graduate and professional students to become involved and to work towards the betterment of the U of M community, the Small Events Program will provide these students with easy access to money of up to $50.

PSG Travel Grants 

GAPSA has travel grants to help support necessary professional or academic travel for current professional students. Eligible travel expenses include airfare, ground transportation, lodging, and conference/meeting registration fee.

Students

As University policy dictates, all gift cards received as a prize or gift that are given to students are considered taxable income. University policy dictates that gift cards must be $25 or less. No gift cards can be provided to students for virtual events.

When submitting your reimbursement request you must list the names of each person who received a gift card and the gift card amount.

Speakers

If you are bringing in a speaker, volunteer guest, etc for an event a small thank you gift is a common practice at the Carlson School. You can use club funds to purchase a small thank you gift, examples being a coffee cup, pen, gift card, etc. No more then $50 should be spent on a thank you gift, with the average gift cost ranging around $25.  

Staff and Faculty

Best practice is to not get an employee of the University a gift card. A Thank You note is great!

Classroom Reservations

Office of Classroom Management

If clubs need other room options they may reserve a classroom through the Office of Classroom Management. Club presidents can visit the Office of Classroom Management's Classroom Schedule Viewer for available room locations in Carlson, Hanson and across campus. Available rooms can be reserved at the same website under scheduling. The Office of Classroom Management does not charge registered student organizations an event fee for classroom space that is reserved for a weekday. Weekend room reservations could result in a fee. (Please note the MBAA Student Club # is 886 , PTMBA SLC # is 1879, GSHRL # is 871 ). 

Reserving a Room Step by Step Process

1. Go to https://classroom.umn.edu/ 

2. Click "Schedule in Astra"

3.  Click on the Twin Cities Astra link

4.  View the classroom calendar by clicking "Twin Cities GPC" and finding your date and filter by the building

5. Click "Request an Event"

6. In the Event Request Wizard dialogue box, select "Twin Cities General Purpose Classrooms" do not select "Twin Cities- Carlson School of Management"

7. Fill out the form with event details.

8. After choosing your event date and time, click create. Doing so will populate the Meetings area where you will reserve the space. Check the box for the event you just created and click "Request Rooms"

9. Using the "Saved Filter" dialogue box, click the drop down symbol "v" to see a list of buildings. Use the page function to locate CSOM as a building option. Choose "CSOM".

10. Select an available classroom.

11. Provide your name and contact info under the "Signature Line" area. (Please note the MBAA Student Club # is 886 and PTMBA SLC # is 1879)

12. Submit your request.

ONLY CAMPUS LIFE PROGRAMS (CLP) and REGISTERED STUDENT ORGANIZATIONS (RSO) CAN RESERVE ROOMS THROUGH THE OFFICE OF CLASSROOM MANAGEMENT. Please Contact aaset@umn.edu with room reservation questions.

Carlson Departmental Rooms and Executive Center Requests

Send all requests for the Carlson Executive Center rooms, 3M Auditorium, and the CSOM and Hanson Hall Atriums to csrmschd@umn.edu with event details. 

Weekend Room Reservations

If a University affiliated group reserves a General Purpose classroom on Saturdays, from 8:00am-4:00pm in Carlson or Hanson Hall, they will not receive a charge from Facilities Management. If a group chooses to reserve a General Purpose classroom on a Sunday or outside the 8:00am-4:00pm Saturday time slot, they will be charged the fee below based on how many rooms are reserved. (1-7 rooms reserved: $282.00 fee, 8-14 rooms reserved: $565.00 fee)

Fees are charged per day and payment is expected prior to an event. Fees are subject to change without notice. events in rooms seating more than 200 will receive a custom proposal. Please be aware that Facilities Management may also have to charge an excess cleaning or damage fee, should a group leave the space in poor condition. If either fee were assessed it would be done on a time and materials basis. 

Students making weekend room reservations must submit the request at least two weeks in advance and complete the After Hours Facilities Request. 

Carlson Building Services

Custodial

Although student organizations are required to clean up thoroughly after an event, additional custodial services (i.e. additional trash containers) can be requested. Fill out the Building Request Form seven days before the event. Charges may be assessed for custodial services depending on the event day or time and the number of people attending.

Staging Area for Caterers or Equipment Storage

The may not always be separate spaces to provide staging areas of storage for equipment. However, there are a few classrooms and smaller meeting rooms (breakout rooms) located around the perimeter of the Carlson School atrium that may be reserved. Users are responsible for providing appropriate floor coverings to protect the carpet for extra custodial services if additional carpet cleaning is required due to lack of proper protection.

Receiving Dock at Carlson

Your event coordinator is responsible for receiving equipment and directing set-up. Please call the Zone Administrator for Zone 2 at Facilities Management at 612-624-2900, or the Building Manger at 612-624-3842 with specific questions. The loading dock is located at the east end of the building.

 AV & Equipment

As available, this equipment is issued by Building and Event Services at no charge to Carlson departments on a first-come, first-serve basis with priority to 3M and Atrium reservations.  Requests for these items must be submitted at least 7 business days prior to the event date (or noted on initial "Room Reservation Request Form") to: csrmschd@umn.edu    

• • • 9 ~ 6' rectangular banquet tables (not available for set up inside OCM-scheduled general purpose classrooms)

    • 19 ~ Cafe (high top) tables

    • 1 ~ Portable Coat Rack (with 200 coat hooks)

    • 5 ~ Wireless microphones (3 handheld and 2 lapel) for 3M Auditorium only

Podium, easels, video, etc. can be requested from Carlson School IT. Applicable fees may apply. 

Room Set-Ups

Specialized set-ups may be arranged for the Executive Center classrooms. A seven day notice is required for these requests

After Hours Emergency Numbers

Heating, Ventilation, Lights, Plumbing, and Elevators: 612-625-0011

Security Monitors (locked classrooms): 612-624-COPS

Police (Emergency): 911

University Police: 612-624-3550

Free Security Escort Service: 612-624-WALK

Computer Help in CSOM Classrooms

Located: CSOM 1-148

Call: 612-625-5550

Email: csomhelp@umn.edu