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. 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) 7141 Photocopying 7143 Advertising and Public Relations (IMPACT) 7144 Postage/Mailing All Expense Transactions for Club and Organizations should follow this example:
Fund number-6323-transaction extension-61 8200xx-6323-xxxx-61
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: