Student Organizations

General Information All student organizations are issued a unique fund code

by the Business Office. The fund code is required for making deposits, issuing checks and balance inquiries. Submit the BO-7500 to setup a student organization fund code.

Student organizations may not use the name of the College or an abbreviation of the name of the College as part of their name.

Financial managers of student organizations must be full time employees of the College and ensure that the student organization is following College policies and procedures. Submit the BO-7570 to change the financial manager for a

student organization.

General Information Student organizations may not open bank accounts or keep

cash on hand.

All fundraising and organization activities must be approved by the Department of Student Life.

Student organizations may not use the College’s tax exempt identification number.

Student organizations must be financially self supportive.

Refer to Student Organization Handbook from the Department of Student Life.http://life.southtexascollege.edu/student-activities-leadership-development/student-organizations/student-organization-handbook-2/

Deposits All money collected by the student organization must be

deposited at a Cashiers station no later than 48 hours (2 working days) following an event

All deposits must be accompanied by a Department Deposit Worksheet form Provide the student organization’s fund code Make deposits to account code 270002

Retain the pink carbon copy of the form for club records

Verify the deposit through the organization’s balance

Deposits post overnight

Payments Inform vendor to submit a W-9 form to Purchasing

Payments can be made payable to the advisor/financial manager; these payments do not require a W-9 form

Payments are based on the student organization’s available balance

Do not use corrective tape or liquid on the disbursement request form Neatly strikeout the information, or prepare a new form

Payments Complete and submit the Student Organization Accounts

Payable Disbursement Request form (BO-7520) Ensure that the form has the appropriate signatures and fund

code Attach supporting documentation (quotes, receipts, etc.) Obtain approval from Student Life for artwork related

purchases All purchases must be made from account code 270004 Ensure that the total payment amount on the disbursement

request form totals to the supporting documentation If picking up a check, please wait until you hear from Accounts

Payable Enroll in direct deposit if you are the student organization’s

advisor or financial manager

Payments Student organization payments follow the Accounts

Payable check cycle Deadline for paperwork is Monday afternoon

Submit receipts within 5 business days for prepayments

New Food Services IDT form for student organizations (BO-5330)

Planning is imperative

Travel All student organization travel must be approved prior

to departure

Complete and submit the Student Travel Authorization at least 15 days in advance (BO-5500) Attach all required paperwork (waivers, itinerary, quotes, etc.) Ensure that the form has the organization’s fund code and the

appropriate signatures

Do not use corrective tape or liquid on the travel form Neatly strikeout the information, or prepare a new form

Travel payments are based on the student organization’s available balance

Travel College employees traveling with the student

organization must complete and submit the Travel Authorization (BO-0600) A minimum of one advisor must accompany the student

organization

Inform vendors to submit W-9 form to Purchasing

Submit travel voucher form within 10 days of returning from trip

Planning is imperative

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Questions?