Debt and Accounting
1. Debt
All organizations are required to maintain accurate financial records with the Office of Student Life. If an organization should end the fiscal year with a negative balance in their Self Generated Account, the Office of Student Life reserves the right to hold or suspend recognition until the debt is paid. Additional limitations on funding are subject to rules and regulations as outlined by Student Government.
2. Accounting
The following processes must be followed once funds are awarded to an organization. Funds will remain in the Student Government account and can be used for reimbursements and other payments upon submission of proper receipts or invoices. The Office of Student Life is responsible for processing and submitting the necessary paperwork related to the use of these funds*. The following outline explains some of the procedures:
a. Organizations receiving funding for supplies can pay for them out of pocket and submit original receipts to the Office of Student Life for reimbursement.
b. Catering in the amount of $100 or more requires an Official Function Form prior to the event signed by the student organization advisor. Contact the Office of Student Life (303-556-3399) for more information.
c. Organizations receiving travel funds must contact the Office of Student Life prior to the departure date. A Travel Authorization Form must be completed and a number assigned before reimbursement can be made. For prepaid conference registrations, the registration form along with the names of the attendees is required. Upon return, the individual(s) claiming reimbursement should submit all original receipts.
d. Organizations that receive funding for contractual services (i.e., bands, speakers, etc) must contact the Office of Student Life prior to their events**. Contractual agreements paid out of pocket are not reimbursable.
e. Funds are available two (2) weeks following the request date. Reimbursements are sent to the payee mailing address and are usually sent out within two (2) weeks from date of submission to Office of Student Life.
*Please be advised that no funds will be transferred to the student organization accounts. All checks will be mailed to the vendors/payees.*
**A W-9 form and a Scope of Work or Purchaser Order may be required for services provided. No organization or officers may contract with individuals/business on their own accord. All contracts with vendors are subject to University guidelines. Please contact the Office of Student Life before contracting with any vendor.**