Table of Contents

Engage Financial Tab - link coming soon

 

Activities Fee Committee Defined 

The Activities Fee Committee (AFC) is made up of Student Government Association representatives who have been voted into their positions. The committee includes a representative from each year and the President of the Student Government Association. Allocation of funds to active student organizations is determined by this group each semester through the processes described below. 

Activities Fee Committee (AFC) Funding Requirements

Any recognized student organization which is eligible for University funding will receive an account number. Governing council organizations (i.e. IFC, ISC, etc.) are not eligible to receive funds from the activities fee committee. 

  • Funds can be requested from the Activities Fee Committee (AFC) for the upcoming academic year during the current Easter Semester by the following process.
    • Student leaders will receive an email from the Office of Campus Activities in March that will include a link and prompt to begin the process to request funds for the next academic year.
    • The AFC request form must be completed using Engage and can be found under Campus Activities. Please read the instructions and guidelines carefully as your application can be rejected if it does not follow them. To have a successful application, one must include accurate number for attendance and a thorough budget of each event for the previous year. 
    • The Activities Fee Committee will meet and discuss all completed applications. If the committee has questions about the application, they will reach out to the individual student organization. Applications will be measured on their focus and realistic ability to develop events that foster belonging for interested students. 
    • After the AFC has reviewed applications, student leaders will be notified of what funds have been allocated to their organization for the next academic year. This information will be communicated by the end of the current Easter Semester.
    • If an organization is not able to complete the AFC application in the Easter semester or completes it but does not receive funding, the organization leadership will have an opportunity to fill out the Emergency AFC form in the Advent semester. More details about the Emergency AFC process are found in this section.

  • Emergency AFC Funding
    • The Emergency Activities Fee Committee (AFC) funding period is where a limited amount of funding will be allocated to organizations who were unable to apply or who did not receive funding when applying for AFC. This occurs in the beginning of the Advent Semester.
    • During this period, student organizations will need to include all of their financial information, as well as supporting information, in their Engage applications to receive funding. The AFC allocation committee will meet and determine allocations. Once completed, you will receive an email about the amount awarded and funds will be transferred into your organization’s account within a couple of weeks.  
  • The AFC distributes funds to facilitate activities and events for students. If your organization is funded by the AFC, you must read and follow these stipulations for using the funds:
    • AFC funds should be used to promote and support events and activities on campus. Priority should be for events that serve large numbers of students and benefit the campus as a whole. They should not be used towards hourly wages, salaries, or other personal payments. However, you can pay individuals for services tied to events (e.g. a band, a driver for an event, graphic designer).
    • AFC is just one funding source for organizations. Organizations are strongly encouraged to generate multiple sources of revenue for their activities, as AFC funds cannot typically cover all expenses for an organization. Some examples include fundraising, collecting membership dues, and co-sponsoring with other organizations and/or departments. These additional funds will be taken into account when AFC funds are being allocated.
    • AFC allocations are not intended to further the efforts of university departments, all of which have a separate university budget process. Organizations can, however, co-sponsor with departments or other organizations, if the event lines up with the goals of the organization.
    • While student organizations are allowed to support each other financially through co-sponsorship of events and activities, direct donations to university departments or off-campus organizations (charities, political, religious, etc.) are prohibited.
    • Fundraising: Student organizations are allowed to use their AFC funding to finance/support a fundraiser and raise money for charities. However, direct donations to charities or other costs are prohibited. If a student organization wishes to host a fundraiser, they need to do that through a campus event or activity that supports student engagement on campus on a larger scale. For example, your club wants to make a donation to Animal Harbor. Since you aren't allowed to make a direct donation, you could use your funds to host an event that raises money (like asking students to donate money for petting puppies). The funds you raise can then be donated. Student organizations are allowed to fundraise for their own organization through workshops, item sales, or other activities that take place on campus. We encourage you to budget carefully for all fundraisers you may host.
    • AFC funds can be used towards items that promote and help represent the student organization, such as pins, t-shirts, hats, uniforms, etc. However, this must be pre-approved by the Coordinator for Student Activities. We ask that you budget carefully for any items that you look to purchase for members and/or events.
    • Student organizations can use their funds towards conferences and travel as long as the trip benefits the organization and/or the campus. Each conference as well as travel and lodging-related expenses must be pre-approved by the Coordinator for Student Activities.
    • AFC money may never be used towards any alcohol purchases.
    • Items purchased for end of the year gatherings by AFC funding must be pre-approved by the Office of Campus Activities. 
    • AFC funds for active organizations, once received, will stay in your account until it has been used. Funds will not be reclaimed year-to-year unless the organization has been inactive for an extended period of time defined by AFC. 
    • AFC reserves the right to reclaim all funds from an inactive organization. The funds will be returned to the AFC fund account for distribution to other organizations. Please review the requirements to maintain an active status.
    • At the end of any semester, organizations that have not spent their allocated funds in the manner planned for in the AFC hearing process may have any remaining funds reclaimed, at the discretion of the Student Activities Office.

Budgeting Best Practices

  • Officer's’​ ​Responsibilities:​ ​Checks​ ​and​ ​Balances
    • Your organization is responsible for its own finances and financial records. In order to maintain good financial control, it is necessary for more than one person to hold responsibility for financial transactions. The philosophy of checks and balances is an important one to maintain to ensure the integrity of the organization’s budget and to prevent overdraws.
  • Planning​ ​for​ ​the​ ​Fiscal​ ​Year
    • Budgeting
      • At the beginning of each fiscal year, officers should plan the potential activities of the year and create a budget for each of these activities. This budget will provide a general basis to determine how all funds of the organization will be used in the coming year. Be certain to document key assumptions you have made in creating your budget, including costs associated with events (including transportation if an event will be held off-campus). The document should include:
        • Last year’s actual expenses and income.
        • The present year’s budget (projected expenses and expected income).
        • The present year’s actual year-to-date-total expenses and income.
        • The variance between budgeted and actual expenses and income.
    • Financial​ ​Reporting
      • The organization’s treasurer must prepare a financial report at least each semester and at the end of the term of office. The financial report provides information about that semester’s financial activity and a year-to-date summary. One copy should be submitted with the student organization’s Easter semester re-registration with the Campus Activities Office. The financial report must include the following:
        • Balance sheet as of the end of the previous month.
        • Statement of income and expenses for the entire fiscal year or fiscal year-to-date.
        • Comparison of budget and actual income and expenses.
        • Explanation of significant variances from budget.
  • Collecting​ ​Income
    • Cash receipts include all revenue collected by your organization including but not limited to cash, checks, wires, Venmo, Cashapp, and PayPal transactions. Whenever possible, it is important that actual cash not be used by your organization—using cash for transactions prevents the accountability of officers and is difficult to track and document. Your organization should request that income to your organization be in the form of a check or cashier's check, made payable to your organization. All revenue must be deposited in the organization’s University account and recorded immediately upon receipt. Checks should be deposited frequently (at least weekly or as cash accumulates during a collection week). It is important for individual members selling tickets or other items to understand that they are responsible for the tickets in their possession and for the income generated by the sale of those tickets. Similarly, they are responsible for the cost of these tickets or items if they are not returned.
    • Paying​ ​Expenses
      • Cash disbursement (or “accounts payable”) is the process of paying the expenses of your organization and entering those payments in your financial record. Payments or reimbursements should only be used for expenses that are for the purpose of the organization, as the organization has defined its mission in its constitution. In other words, student organizations are not permitted to use the organization’s account for individuals’ expenses. By following some simple guidelines, your organization will be well on the way to good financial management.
      • DO
        • Pay invoices/expenses with checks or electronic transactions, not cash.
        • Keep good documentation of bills received and paid.
        • Pay within the vendor’s terms and avoid interest charges.
        • Stamp or mark invoices “paid” to avoid double payments.
      • DON’T
        • Pay for personal expenses with organizational funds.
        • Pay bills twice (always mark invoices PAID once payment is sent).

Spending

  • Once funds are allocated, there are a number of ways to access them.
    • Request a Check: Many organizations need to request a check for a speaker, band, etc. Anyone from outside the University must submit a series of forms for the Treasurer’s office. As this is a complicated process, please come by the Campus Activities Office at least a week before the check is due in order to complete the forms and send all completed materials needed to request the check to the Treasurer’s Office.
    • Request Reimbursement: Oftentimes when spending for a student organization, it is convenient for the student to use his/her own personal funds and then seek reimbursement. If this is the case, please visit the Office of Campus Activities with the receipts to secure a reimbursement form (Form 19). You also can use the purchase request form on your organization’s manage page in Engage.  Complete this form and the Campus Activities Office will send the form to the Treasurer’s Office.
    • Purchasing Card: Campus Activities has a University credit card. To use the credit card for your student organization, fill out the Engage form on your organization’s financial tab to ensure that the credit card will be available for the time period that you are wishing to use it. These credit cards must be used responsibly and be returned within 24 hours of being checked out. It is essential that student leaders keep receipts from these credit card transactions. If a receipt is lost, it will be the responsibility of the person who checked out the card to contact the store to request a copy of the receipt. On the back of the receipt please write the name of the organization, the organization’s account number (231xxx), and the reason for purchase. If the card is not returned within three days of the deadline, the individual could be denied future use of the card(s).

Transfer of Student Organization Treasurer  

  • The outgoing treasurer should complete the following checklist prior to leaving office:
    • File all financial records for the past year (receipts, monthly statements, etc.). Student organization records should be kept a minimum of five years and secure access for new organization members must be established.
    • Complete the financial report.
    • Review the financial report with the new Treasurer; submit one copy to Campus Activities upon annual re-registration. Discrepancies and resulting actions should be documented in writing.
    • Reconcile all debts or have a written plan on file describing how any debts will be settled in the future.
    • Include a transition packet that lets the new treasurer know about the processes and procedures that the treasurer typically completes.