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The Dollars & Cents About 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 procedures of student organizations will result in such funds being frozen and/or surrenders into the main club account under the direction of the Student Body President. All forms must have a receipt 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 2 signatures. One can be yours and the other needs to be your Advisor's signature. Once you have completed the form you can submit it to the Cashiers Office (in the GSC). You must have a receipt accounting for the expenditure attached to this Petty Cash form.
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 Leadership and Service and may only be signed by the Director of Student Leadership and Service 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.
Purchase Order: This form is used when purchasing material goods from outside organizations (such as t-shirts, dance decorations, etc.), particularly 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.
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 traveling. This form is also used to reconcile any expenses you incurred for your group while traveling such as hotel fees, car rental fees, etc. You MUST have receipts attached to this form in order to get reimbursed.
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.
REMEMBER . . . you MUST have the money in your account before you spend it!