1. Student Organizations

2. General Information  All student organizations are issued a unique fund code by the Business Office. The fund code is required for making deposits, issuing checks and balance inquiries.  Submit the BO-7500 to setup a student organization fund code.  Student organizations may not use the name of the College or an abbreviation of the name of the College as part of their name.  Financial managers of student organizations must be full time employees of the College and ensure that the student organization is following College policies and procedures.  Submit the BO-7570 to change the financial manager for a student organization.

3. General Information  Student organizations may not open bank accounts or keep cash on hand.  All fundraising and organization activities must be approved by the Department of Student Life.  Student organizations may not use the College’s tax exempt identification number.  Student organizations must be financially self supportive.  Refer to Student Organization Handbook from the Department of Student Life. http://life.southtexascollege.edu/student-activities-leadership- development/student-organizations/student-organization-handbook-2/

4. Deposits  All money collected by the student organization must be deposited at a Cashiers station no later than 48 hours (2 working days) following an event  All deposits must be accompanied by a Department Deposit Worksheet form  Provide the student organization’s fund code  Make deposits to account code 270002  Retain the pink carbon copy of the form for club records  Verify the deposit through the organization’s balance  Deposits post overnight

5. Payments  Inform vendor to submit a W-9 form to Purchasing  Payments can be made payable to the advisor/financial manager; these payments do not require a W-9 form  Payments are based on the student organization’s available balance  Do not use corrective tape or liquid on the disbursement request form  Neatly strikeout the information, or prepare a new form

6. Payments  Complete and submit the Student Organization Accounts Payable Disbursement Request form (BO-7520)  Ensure that the form has the appropriate signatures and fund code  Attach supporting documentation (quotes, receipts, etc.)  Obtain approval from Student Life for artwork related purchases  All purchases must be made from account code 270004  Ensure that the total payment amount on the disbursement request form totals to the supporting documentation  If picking up a check, please wait until you hear from Accounts Payable  Enroll in direct deposit if you are the student organization’s advisor or financial manager

7. Payments  Student organization payments follow the Accounts Payable check cycle  Deadline for paperwork is Monday afternoon  Submit receipts within 5 business days for prepayments  New Food Services IDT form for student organizations (BO- 5330)  Planning is imperative

8. Travel  All student organization travel must be approved prior to departure  Complete and submit the Student Travel Authorization at least 15 days in advance (BO-5500)  Attach all required paperwork (waivers, itinerary, quotes, etc.)  Ensure that the form has the organization’s fund code and the appropriate signatures  Do not use corrective tape or liquid on the travel form  Neatly strikeout the information, or prepare a new form  Travel payments are based on the student organization’s available balance

9. Travel  College employees traveling with the student organization must complete and submit the Travel Authorization (BO-0600)  A minimum of one advisor must accompany the student organization  Inform vendors to submit W-9 form to Purchasing  Submit travel voucher form within 10 days of returning from trip  Planning is imperative

10. Website

11. Questions?