Each registered student club has been assigned an on-campus account. Under no circumstances may student organizations open off-campus accounts. Your club records should include your account number and account history. Every student organization has a six-digit fund account number (Banner FOAP account). When processing transactions, you will need to provide a four digit extension that details the transaction. Most common four-digit transaction extensions for Clubs and Organizations:
7102 Office/General Supplies
7132 Dues and Membership Fees
7133 On Campus Meeting/Event Expenses (Dining Services, Media)
7143 Advertising and Public Relations (IMPACT)
All Expense Transactions for Club and Organizations should follow this example:
Fund number-6323-transaction extension-61
Student clubs are entitled to the creation of a FOAP Banner Account. Funds roll over year to year, however, no money is allotted to clubs at their creation or at the beginning of each academic year. All funds must be raised by the individual club/organization. Oversight of these accounts will rest primarily with the Treasurer in conjunction with the Office of Student Involvement and Leadership. To utilize the account, the club President and Treasurer must attend a session at the beginning of the academic year that will instruct on how to properly use the funding. The Office of Student Involvement and Leadership is the Financial Manager for all student club accounts. Should a club need to spend money from their account, the club Treasurer will work in conjunction with SIL for signatures on reimbursements, cash advances, and/or check request forms.
There are two Financial Managers within SIL that may approve and sign off on appropriate paperwork; these are the Director of SIL (Ian Jamieson) and the Program Coordinator (Kat Slaby). When submitting any paperwork for reimbursement purposes, please go to the Office of Campus Life Front Desk (lower level of the AUC, suite 161) and turn this in. The Front Desk Worker will work in conjunction with the Financial Managers to get the paperwork signed and will then notify the club member that the paperwork may be picked up and taken to the Business Office for reimbursement. Please see the Student Club/Organizations Handbook for further details and specific paperwork requirements.
Club funds are university resources and are therefore subject to standards and potential audits by external agencies. Receipts for all purchases must be maintained by your club treasurer or designee. All funds your organization raises must be deposited into your club account on the business day after they are raised; save all Business Office deposit slips.
Club officers are responsible for maintaining a positive balance in their fund. Each month, a summary statement taken from Banner accounts will be provided by SIL to each club. It is imperative that you reconcile your expenses and deposits on this account each month, so as to assure accuracy in the university and club records. This process emphasizes the need for your club to retain budget records on all activity so that you have a backup of detail from which to compare.
Clubs that have overdrawn their account will be notified in writing by SIL. Upon notification, club leaders have a specified time to submit a plan for making-up the deficit. If the club does not attain a positive balance within one semester of when the notice of deficit is given, the club will become inactive.
Account maintenance forms
You may download all forms related to account maintenance from the Clubs and Orgs Documents webpage including:
Getting Funds for Your Organization
Recognized organizations can obtain funds in three primary ways: Fundraising; Appropriations Board; and Dues. Additionally, the Student Life Council has allocated funds to support travel. Details on each of these funding options are listed below.
You must complete a Fundraising Planning Form and receive written approval before conducting any fundraising activity. Funds must be deposited into the club account within 48 hours of receipt. Clubs that do not deposit funds in this timely manner risk being placed on inactive status. Contact the Student Involvement and Leadership Office for in-depth information on fundraising.
Lear more >
Funding may be available to your club through the ASPLU Appropriations Board. Your club must be registered and in good standing with the university. Contact ASPLU for further information and the petition process.
ASPLU Appropriations Form >
Student Life Council Funding Request
The Student Life Division will support student travel to conferences and events away from the campus. The support can only be a portion of the total cost, and the sponsoring organization must submit a written plan that specifies how participation in the event/conference will benefit the PLU community. Generally, funding will only be awarded if a program or event will be held on-campus following the travel.
Request for Financial Support Form >
Reimbursements Under $75
If a club officer pays for goods related to a club function or need, an original itemized receipt must be attached to a Reimbursement Request Form located on the Clubs and Orgs website (www.plu.edu/clubs) and presented to the Office of Campus Life Front Desk (located in the lower AUC, suite 161) for reimbursement approval. If you do not have a proper itemized receipt, you or your club member may not be reimbursed except under the rarest of circumstances.
Reimbursements Over $75
If your reimbursement exceeds $75.00, the university will not give you cash on the spot, but will require a check request form. This may and can take up to two weeks’ time. If you want the check mailed to your home, provide the Business Office with a stamped envelope. Otherwise, leave your phone number so that they can call you once the check has been issued and can be picked up. Again, if you do not have a proper receipt, you or your club member may not be reimbursed for your expenditure.
Check request forms are available in SIL or online. Complete the request, attach supporting material (i.e. itemized receipts), get approval from the Financial Managers within SIL and forward the request to the Business Office. Retain a copy for your records. Please note, checks are only processed once a week. Approved requests must be in the Business Office no later than a Monday for check issuance on Friday.
Rather than using your own money for club purchases, you are entitled to request a cash advance for up to $50 from the Business Office. The cash advance form must be approved by the Financial Managers in SIL before presenting it to the cashier in the Business Office. Once you have purchased the items you need, original itemized receipts and any money that is left must be taken to the Business Office for reconciling against the cash advance. Unreconciled advances will be debited from your student account. Don’t forget to retain copies for your records!
The university allows $.45 per mile reimbursement for travel on official club business. You must complete an Auto Mileage Form and submit it to the Financial Managers in SIL for approval. The amount will then be paid out of your club account and appear as an expense on your Banner activity report. See travel section for more details!
Auto Mileage Form >
SIL or the Business Office will provide you with deposit slips. You can deposit any income at the Business Office window. The four-digit extension for account income is 5706. Make sure you retain copies of all deposit slips for your records!!!
Student Involvement and Leadership Administrators that can sign your cash advances, reimbursements and check requests: