Student Organization Money Management

Each student organization is fully responsible for its own finances. Officers should be aware that they are responsible to know the policies below and follow them accordingly. Your Responsible Office is available to hep make purchases and advise you in your endeavors.

Responsible Office:

Campus Wide: The Office of Student Engagement, Katelyn Martin, Katelyn.Martin@cuanschutz.edu

Associated: The Office of Student Engagement, Katelyn Martin, Katelyn.Martin@cuanschutz.edu

Affiliated: The College/School's Department Representative

- Reach out to the Student Engagement Coordinator, Katelyn Martin, Katelyn.Martin@cuanschutz.edu, if you are unsure who to contact.

Associated Finance Guide

Associated student organizations must operate financially outside of CU Denver. This guide will assist your organization with the process of setting up an off-campus bank account and provide some tips for additional financial and fundraising resources.

Before beginning this process, we encourage you to touch base with your national headquarters (if applicable) about any procedures and policies they have in place for you to set up a bank account.

Opening an off-campus bank account
Applying for an EIN
Fundraising Tips
FAQ

Collecting Funds

You can only collect funds electronically and with a credit card.

Electronically collected funds can be set up through a website. You will need to provide a speed type (that recognizes revenue) and account number. Work with your responsible party to access these account numbers.

-Email Katelyn.blanas@cuanshcutz.edu to setup the registration and collection of funds.

-Email the office of communications to set the registration and collection of funds, communications@cuanschutz.edu.

-Your advisor will need to be present if collecting funds in-person.

-If collecting funds in-person, you can rent iPads from Student Affairs.

-Email Katelyn.blanas@cuanshcutz.edu to rent the iPads from Student Affairs.

Campus Wide and Affiliated student organizations: funds shall be deposited into one or more of the organization’s advisor or department’s university accounts in accordance with campus fiscal policies. Funds will be deposited and managed by the Responsible Offices and the student organization treasurer. Student organizations may not deposit monies into any bank account outside of the university. Please work with your advisor and department business manager to manage.

Associated student organizations: are not permitted to deposit funds with the university. Therefore, if an account is necessary, the associated student organization is responsible for maintaining bank accounts outside the university. The university will bear no responsibility for these accounts.

Recognized student organizations shall not donate university funds, including monies generated from fundraising activities, as a contribution or charitable gift to any organization. Any contributions to political campaigns involving the nomination, retention, or election of any person to any public office, or to urge voters to vote in favor of or against a ballot initiative must comply with all applicable laws and university policies.

This prohibition does not include donations to non-profit organizations when (1) the donation is directly related to achieving the university's educational, research, or public service mission and (2) the donation has been approved in advance by the Vice Chancellor. See the Administrative Policy Statement titled: “Donations.”

Student Organizations may except donations. Tax deductions are not available to donors. Student Organizations are not considered non-profit.

Recognized student organizations applying for financial assistance in the form of an award from external organizations, like a foundation, community civic group, or local business, may do so using the related identifying information of the university (e.g. tax identification number, etc.). When an organization secures an award, the check should be made payable to the “Regents of the University of Colorado” and deposited according to university fiscal rules and policies.

-Associated organizations are not allowed to apply for awards or financial assistance using the university name or tax identification number.
-Award applications filed by an affiliated and campus wide student organization must be reviewed and approved prior to submittal by the Responsible Office.

Affiliated and Campus Wide recognized student organizations are allowed to conduct fundraising activities on campus. All fundraising activities, including printed materials soliciting donations for the benefit of the student organization, must be reviewed and approved by the Responsible Office. Fundraising is the act or activity of soliciting and collecting gift revenue benefiting the University. Examples of fundraising activities include the collection of gifts or money through contributions or donations, sale or auction of merchandise or services, collection of registration or sponsorship fees, imposition of admission charges or registration fees, and/or membership fees. Student organizations are strictly prohibited from securing a raffle license as a fund-raising activity.

All procedures outlined in the University of Colorado, Office of the University Controller, Finance Procedural Statement titled: “Fundraising Events” must be followed for all fundraising efforts and supersedes any statement within this policy.

You will need 1 month of planning to set up gift cards for an event. Process to set up Gift Cards:

-Campus wide organizations work with the Student -Engagement office and Affiliated organizations work with your Responsible Office.

-Send and receive approval for a recognition program.

-Receive approval for the gift card program

-Need to identify a staff member as the primary “supervisor” of the program.

If your organization is interested in purchasing an item there are two ways to start your purchase. For the lowest cost and for on-time arrival, the purchasing process should begin at least 4+weeksbefore the date required. Please do not contact the Procurement Department on your own.

Request Funding from Student Senate: This should be 6+ weeks before the date required.

-Organizations must submit paperwork including detailed description of intentions for funds, who will manage them, and how you will manage them, by the priority deadline, if applicable, to receive priority. If the funds are to be used for events, please include estimated dates and locations. Click here for the form.

-You will need to use this form to list any purchases.

-The form will be reviewed and voted upon by the student senate at their bi-weekly meetings.
-Student Senate will inform the student organization of the decision after their bi-weekly Monday meeting.

-Student Senate will also inform the Student Affair's Business Manager of the allocated funds.

Campus wide student organizationswill be responsible for submitting all Senate approved purchasing requests to the Student Affair’s Business Manager, Ariel Redell ariel.redell@cuanschutz.edu, with the Purchasing Request form.

-Purchases must not go over the Senate approved dollar amount (including S&H costs).

-All purchasing requests must be submitted to the Student Affair’s Business Manager at least 3 weeks prior to the event (depending on the type of request, some items may take additional time to process i.e., branded materials, etc).

Affiliated student organizationswill be responsible for submitting all purchasing requests to their responsible office.

-Purchases must not go over the Senate approved dollar amount (including S&H costs).

-The responsible office will reach out to the Student Affair’s Business Manager, Ariel Redell ariel.redell@cuanschutz.edu, to request the Student Senate SpeedType, which will be used to complete approved purchases. The Student Affairs Business Manager will also require an itemized invoice or receipt related to the approved purchases.

Campus wide student organizations will be responsible for submitting the purchasing form to the Student Affair’s Business Manager, Ariel Redell ariel.redell@cuanschutz.edu.

-Purchases must not go over the amount in your account (including S&H costs).

Affiliated student organizations will be responsible for submitting all purchasing requests to their responsible office.

-Talk with your responsible office for instructions.

Tools & Resources

CU Campuses

CU Anschutz Medical Campus

Campus Student Services

Student Senate

Student Organization Money Management

Student Senate

Student Organization Money Management

ALL Associated Organizations

Collecting Funds

Depositing Funds

Donations/Contributions

External Awards

Fundraising

Gift Cards

Request Funds from Student Senate

If Granted Money from Student Senate

Purchasing

Student Senate