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The Dollars & Cents
of Club Finances
strict rules apply to the use of club funds . . . read carefully!
Snow College provides different ways to access the money in your club account. Failure to abide by the policies and proceedures of student organizations will result in such funds being frozen and/or surrendered into the main club account under the direction of the Student Body President. All forms must have a reciept associated in order to make a purchase or collect reimbursement.
Petty Cash: This form is used for purchases you have made for your club that are less than $35. Simply fill out this form with your Advisor's signature and submit it to the Cashiers Office. You must have a reciept accounting for the expenditure attached to this form (Petty Cash pdf).
Check Request: This form is used when requesting payment to a group or an individual. You must have documentation attached to this form in order to process the request. If the organization or individual is providing a contracted service for the college, a Snow College Contract must be completed and signed by both parties prior to actualization of such service. A Snow College Contract can be obtained through the Director of Student Activities and my only be signed by the Director of Student Activities or other authorized purchasing agents of the college. No student may sign a Snow College Contract. No student may sign any other contract from an outside agent. There are no exceptions (Check Request pdf).
Purchase Order: This form is used when purchasing material goods from outisde organizations (such as t-shirts, dance decorations, etc.), particulary when such purchases are over $30 and below $2000. If the purchase is over $2000, then state law mandates that the college bid out for such goods or services. Such a process takes time and does save your organization money; however, you must plan accordingly in order to get the full benefit of your purchase (Purchase Order pdf).
Travel Advance: This form is used with your travel plan to request and reserve college vehicles. In addition, this form allows you to get per diem money (cash) for your group members to be used for meals and other such items while travelling. This form is also used to reconcile any expenses you incurred for your group while travelling such as hotel fees, car rental fees, etc. You must have reciepts attached to this form in order to get reimbursed (Travel Advance pdf).
Remember, you cannot encumber the college for your club's expenses. In other words, the college will not be responsible for any unpaid or unauthorized expenses. If such a case occurs, then the total amount due will be placed on the club president's student account and such student's records/transcripts will be held until the debt is paid.