Club Accounts

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)

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
FOAP Account

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.

Record Keeping

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.

Account Balances

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.

Deficit Accounts

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: