91探花

1. Student organizations must remain in good standing with 91探花. Breach of Center for Student Engagement and Leadership (CSEL) and/or 91探花 policies or federal, state, and local laws will result in loss of recognition as an 91探花 Student Organization. This loss in recognition includes the freezing of an organization鈥檚 financial account. Failure of the president and/or treasurer to attend mandatory student organization training in the fall and spring semesters will also result in the organization鈥檚 loss of recognition.
   1. All registered student organizations must maintain their financial account with the CSEL. External bank accounts are strictly prohibited.
   2. If your organization does not have a University financial account set up, please email involvement@ohio.edu for establishment.
2. Organizations may not use external applications (Venmo, square card readers, etc.)
3. It is the responsibility of the treasurer to provide documentation of receipts, invoices, deposit slips, or other financial documents if requested by 91探花 or affiliates. Treasurers should maintain a record of transactions throughout the year.
4. Organization funds cannot be used for the personal benefit of any organization members or the advisor.
5. Petty cash funds are prohibited. 
6. Alcohol and other intoxicants are prohibited uses of organization funds. 
7. In most cases, The CSEL can provide advance payment using a University Purchasing Card (Pcard) for large organization expenditures. This advance payment option is typically available for the following expenditures:
   1. Conference registrations
   2. Transportation reservations
   3. Certain group travel arrangements (e.g. team travel, field trips, etc.)
   4. Magazine subscriptions 
   5. Facility deposits 
   6. Large online purchases Contact the Associate for Student Organization Finances for Pcard use requests.
8. Necessary forms (vouchers, deposit slips, W-9, Supplier Information Forms, etc.) can be picked up at the Center for Student Engagement and Leadership in Baker 355 or on the Finance Forms webpage. The use of other forms is prohibited unless the Center for Student Engagement and Leadership grants permission.  

All registered student organizations are eligible for a financial account with 91探花. Review the 鈥淎ccount Information鈥� section below to learn how to look up your account number. If your organization does not have a financial account, please email a request for setup to involvement@ohio.edu.  

Student organization accounts are designated by the entity types 鈥�10鈥� and 鈥�80.鈥� You can think of these entities as 鈥渂uckets鈥� within your student organization account. These buckets are important for tax purposes. On many university forms requesting your account information, you will have to provide the entity and your four-digit account number. Here is how it is broken down:  

• Entities:
  • 10 entity: Your student organization鈥檚 10 bucket is designated for any funding that comes from the university. This may include funding provided to your organization from SAC or university departments and offices that operate as an entity of 91探花. 
  • 80 entity: Your organization鈥檚 80 bucket is designated for any funding that does not originally stem from 91探花 or tax dollars. This includes membership dues, fundraisers, and other money sources external to the university. 
• Four-digit account number: On the chart below, the four-digit account code is the 鈥淴XXX鈥� under the organization segment of the account string. All student organization account numbers begin with a 鈥�79,鈥� so university office鈥檚 often only ask for your unique 4-digit account number. As treasurer, it is important to note that this four-digit account code is commonly referred to as your 鈥渁ccount number,鈥� although there is a much longer account string (see below).

If your student organization鈥檚 full account number is requested, use the account string provided below after identifying which entity you are using. Replace the 鈥淴XXX鈥� with your 4-digit account code. 

*If your organization receives or operates with grant funding, the entity is 鈥�50.鈥� The 91探花 Foundation is responsible for grant accounting.  

Audits: The Center for Student Engagement and Leadership completes routine audits on all student organization accounts. The CSEL reserves the right to suspend any organizations with negative account balances or with transactions that do not comply with 91探花 policies, federal, state, or local laws.  

Identifying Your Account Number: Your organization鈥檚 account number is located on its BobcatConnect page. You can also identify your organization鈥檚 account number using Oracle Business Intelligence. Oracle is 91探花鈥檚 finance platform.  

1. Go to the Finance website.  
2. Scroll to the bottom of the page and click Oracle Business Intelligence (OBI). 
3. Sign in using your OHIO ID, click 鈥淒ashboard鈥� 鈫� 鈥淪tudent Funds Available鈥�
4. Click 鈥淐ost Center Lookup鈥� 
5. Insert your organization鈥檚 name in the 鈥淥RG desc contains any鈥� box and click 鈥淎pply鈥�
6. Your six-digit account number (79XXXX) is located under 鈥淥rganization鈥�  

Account Balance: All student organization finance information is public record, so you have access to see your fund balance. Follow the directions below to access your student organization鈥檚 account balance or watch this video. 

1. Go to the Finance website.  
2. Scroll to the bottom of the page and click Oracle Business Intelligence (OBI).
3. Sign in using your OHIO ID, click 鈥淒ashboard鈥� 鈫� 鈥淪tudent Funds Available鈥�
4. Insert your six digit account number (79XXXX) in both boxes beside 鈥淥rganization Between鈥� 
5. Once you click 鈥淎pply鈥� you will be able to view your student organization鈥檚 ending balance.  

Dormant Accounts: If a student organization has been inactive as a registered student organization for three years with no account activity, the CSEL will transfer any remaining funds in the organization鈥檚 account to a student organization contingency fund. This fund is used only for programs that benefit student organizations and activities. After extracting the funds, the student organization account is closed. Any funds removed from a dormant account will not go back to the organization if it re-registers after three years of dormancy.   

Student organizations may incur income in a variety of ways, including dues, fundraisers, SAC funding, grants, or other university funding support. If the Treasurer would like to set up a strategy session for income-generating activities, please email involvement@ohio.edu. 

Deposit Slips: Deposits are to be made within 24 hours of collection of money at Chubb Hall on the ground floor. All monies must be counted and sorted. Large amounts of coin must be rolled with the organization鈥檚 account number listed on the rolls. Checks may be made out to the student organization and must be endorsed with the 4-digit organization account number. Deposit slips should be completed as follows:  

• Indicate organization name (no abbreviations), account number, and date of deposit. 
• Indicate the amount of currency, coin, and checks. Total the deposit and sign (signature of person making deposit is required).
• Submit the deposit to the Chubb Hall Ground Floor window. Make sure you record the deposit in your organization budget. 
• Money collected during times when the Chubb Hall window is closed can be placed in the night deposit box. The night deposit box is located inside the South Court Street entrance of Chubb Hall. Receipts can be requested the following day.  

Fundraisers: Student organizations are permitted to host fundraising activities. Only registered student organizations may host a fundraiser on campus and/or use university resources. The organization assumes all responsibility and liability for the event. Fundraising must comply with the policies of 91探花 and all local, state, and federal laws and ordinances. 91探花鈥檚 definition of an income-producing project (fundraiser) is as follows: 鈥渁ny project which produces income, including that which involves the sale of tickets; any article of voluntary contribution.鈥� Income-producing projects may include, but are not limited to, bake sales, movies, dances, raffles, contributions, and sale of foods, beverages, or snacks.  

• Collecting monies: Your organization may collect cash for deposit, but you may not use credit card readers or other applications, such as Venmo, for collection.
• Tax ID: Student organizations cannot use the 91探花 Tax ID number for fundraising (this is a common request for fundraisers through Chipotle, Buffalo Wild Wings, etc.). 
• Promotion/Contests: Purchase of promotional items (mugs, shirts, etc.) is a permitted use of your organization鈥檚 student organization funds. The event or promotion must be related to promoting a specific and authorized university event, organization, or program. 
• Cash or Gift Certificates: Cash and gift certificates that are easily converted to cash are both considered 鈥渃ash.鈥� Cash is an allowable gift for students and members of the public only as a contest award (it cannot be used as a payment for service). The contest must be approved by the advisor and organization and must provide a benefit to the organization or university. Recipients of cash prizes must recognize the prize as taxable income. Contact the CSEL with questions. 
• Monies: All monies generated from fundraising events must be deposited in the organization鈥檚 bank account at Chubb Hall within 24 hours of collection.  

Senate Appropriations Commission: Student organizations are eligible to apply for funding through the Senate Appropriations Commission (SAC). SAC is "the subdivision of senate responsible for accepting funding requests, evaluating funding requests, and allocating funds for programs & events to registered student organizations at 91探花" (7.02). Student organizations can apply for the following: 

• New Organization Grant: Newly registered student organizations can apply for a $150 grant. In order to be eligible for this grant, the student organization cannot be more than 15 weeks old. Requirements and instructions are as follows:
  • Attend the mandatory student organization training that takes place at the beginning of each semester. 9
  • To apply, log onto BobcatConnect 鈫� On the Senate Appropriations Commission page, go to 鈥淔orms鈥� 鈫� 鈥淣ew Organization Grant鈥� 鈫� Complete the application. 
  • For further SAC assistance, email sac@ohio.edu.  
• Bi-weekly & Semesterly Funding: Student organizations can apply for both bi-weekly and semesterly funding through SAC. To apply for bi-weekly or semesterly funding, the student organization will have to complete the following: 
  • Attend the mandatory student organization training that takes place at the beginning of each semester. 
  • To apply, log into BobcatConnect 鈫� On the dashboard, click 鈥淢anage鈥� 鈫� Click your organization and go into the edit toolbar 鈫� 鈥淔inance鈥� 鈫� 鈥淐reate New Request鈥� 鈫� 鈥淐reate Budget Request鈥� 鈫� Select 鈥淪AC Bi-Weekly Funding鈥� or 鈥淪AC Semesterly Funding鈥� request process 鈫� Complete the application.  
  • For official and up to date guidelines on SAC funding, please refer to the Student Senate Handbook located under 鈥淔iles鈥� on 91探花 Student Senate鈥檚 BobcatConnect page. 
  • For further SAC assistance, email sac@ohio.edu. 
• SAC Audits: SAC performs routine audits throughout the year. Misspent or unused funds will be audited back to SAC. For more information regarding SAC audits, email sac@ohio.edu.  
• Research: 91探花 provides opportunities to faculty, staff, and students who are interested in receiving individual grants for research. 

Disbursement Vouchers: All payment requests must be made by submitting a completed Disbursement Voucher.  Do not under any circumstance pay bills directly with cash collected for dues, social assessments, fundraisers, etc. Before submitting a disbursement voucher, consider the following: 

• The voucher needs to be legible in order to be processed.  
• Completely fill in the date, organization name (no abbreviations), and account number. 
• It is required to indicate the name and address of the payee (person or vendor for which payment is being made).
• Indicate the expense distribution. If you have more than one receipt for the same person/vendor, you can list each receipt total on a separate line.
• List the combined total of all receipts.
• A detailed description of the expense(s) must be listed.
• Attach itemized receipts. Non-itemized receipts or credit card slips are not acceptable.  In special cases where a voucher represents a bill for printing of promotional fliers, a copy of the same is required. 
• Payment for National Membership dues requires a copy of the registration form or a copy from the organization鈥檚 National Handbook showing how much dues are per member. 

Once the disbursement voucher is completely filled out with both the advisor and the treasurer signatures and proper attachments, return the form to the CSEL (Baker 355). 

Student Organization Disbursement Attachment Requirements: Depending on your disbursement request, different forms must be attached to your disbursement voucher. Forms may be obtained at the CSEL or on the Finance website. Disbursement vouchers may take up to 30 days to be processed. 

*If your student organization wants to pay a student for a service (DJ, photographer, etc.), please contact the CSEL for specific instructions. 

Checks: It is the responsibility of the treasurer and/or their designees to pick up the checks requested and distribute them to the proper people. Checks are mailed directly to the recipients unless there is direct deposit. If a student has direct deposit previously set up, reimbursements will be deposited directly into their personal account.  

• Voiding Checks: If an organization requests a check and later determines that the check was issued in error, lost, or stolen, the organization must return that check to the CSEL and complete a "Void Check/Stop Payment Request" form. If a new check needs to be issued, the organization needs to re-submit their file copy of the original voucher along with the receipts. 

If a student organization member utilizes their own vehicle for travel, the student may be reimbursed for mileage if the organization approves. Mileage is claimed, but can be reduced to the amount of gas purchased. A student must save their gas receipt and fill out the Travel Expense Report for Students. Any travel liability is not associated with 91探花 if an organization is using their own vehicle.  

Organizations may use a university purchasing card to reserve hotel rooms if they are booking less than 10 rooms. If the number of rooms being booked is 10 or more, then it is considered group travel and requires a contract. The contract can be put through Bobcat Buy with the assistance of  Finance Customer Care to process the reservation.