Club Financials

Updates for 2022-2023 funding requests:

• Presentations are no longer required from requesters. Funds council will review the request as submitted.
• In lieu of presentations, Funds Council meetings will be open with a public comments section.
• All funding requests will be reviewed, deliberated, and voted on by the Funds Council.
• Notification of approval, amendment, or denial of the request will be provided via CWU email.
• Club & org funding may still be referred to as "ICA funding", "club & org funding", "RSO funding", etc.

Funds Council Meeting Dates, Times, Locations, & Deadlines

Spring 2023

Winter 2023

2022-2023 Funds Council Summary (in progress)

Fall 2022

Fall 2022 Funds Council Approval Summary

Applications for the 2022-2023 Funds Council are being considered on a rolling basis.

Application is available at cwu.presence.io/forms > Funds Council Member Application

Training is required before participation, please read information in form before applying.

Please email Becca Seeley with questions about Funds Council applications.

Funds Council Information

• The Funds Council is a group of 5-9 students who are members of different Registered Student Organizations.
• Funds Council meets on a biweekly basis to review and vote on all requests.
• Funds Council meetings are open and include space for public comments.
• Students can apply to be a Funds Council member at the beginning of the Academic Year. Application timelines will be announced by SLICE staff prior to the start of the Fall quarter.
• No more than 1 member from each organization may serve on Funds Council.
• SLICE carefully considers the pool of applicants to ensure that students from a diverse range of organizational categories are represented.
• Funds Council members are responsible for serving as non-biased decision makers.
• Funds Council reviews Funding Requests with respect to the Funding Criteria Rubric, located on cwu.edu/clubs > Club Resources > Club Financials.
• Funds Council reviews all funding requests submitted, deliberates on the requests, and votes to either approve, amend, or deny the submitted requests.

Eligibility for ICA Funds

Only fully Registered Student Organizations are eligible to apply for funding from the Clubs & Orgs funding pot.

Allowable Funding Expenses and Limitations

• Club & org Funds may not be used to generate a profit. Any profit accrued must be returned to the club/org funding pot.
  • Therefore, clubs may not request funding to support club fundraisers. This includes publicity for a fundraiser and associated costs with reserving campus spaces for a fundraiser.
• Any items purchased with club/org funds for club members such as must be logged with SLICE and must be returned in between academic years for future club use.
  • Items may not be kept for personal use: In order for ICA clubs to request ICA funds for t-shirts or similar items, these items must be widely distrubted to all CWU students.
  • Items purchased through club fundraising, donations, or dues may be utilized in whatever manner the club deems fit.
• Club/org funds may not be put toward any item or activity that is associated with or holds academic credit. (textbooks, research equipment, credit related travel expenses).
• Club/org funds may not be used for club membership dues to larger external affiliations.
• Club/org Funds may not be used for any sort of charitable donation.
• Club/org Funds may not be used to purchase alcohol of any kind.
• Club/org Funds may not be used to support an experience or project that is an academic requirement.
• Club/org Funds may not be used to support an experience or project that counts toward academic credit.
• CWU Faculty & Staff are unable to utilize funds a Club/org Funds, including club advisors traveling with clubs.

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  All funds awarded by Funds Council are subject to review and purchasing either though SURC Accounting, SES, or SLICE. No funds awarded will be directly deposited into an individual club ledger.

• Approval from the Funds Council is the first step to access funds, but does not guarantee that funds will be awarded, as several processes are in place to approve expenditures of student fee funding.

• Clubs may access their awarded funds after approval from SLICE via CWU Email (only the original requester will receive this notification).

Using Personal Funds for RSO Activity

• Students are encouraged not to use their personal funds to financially support club activities.
• Students using their personal funds to support club activities should exercise caution, including keeping all receipts and a written log of all transactions.
• If students choose to use their personal funds with the intention of being reimbursed from the organization’s account, reimbursements are available if all are turned into the SURC accounting office and approved by the club’s account signers. Reimbursements will be cash, or a check sent in the mail for amounts over $300.

Reimbursements

• Return your receipts to SURC Accounting. Two account singers must approve the reimbursement. Forms must be signed at the SURC accounting office, forms cannot leave the office. Afterwards, the member being reimbursed can pick up their monies.
• Picture Identification in the form of CWU Connection Card or issued by a Government Agency is required for identification of both signers and the individual receiving the cash payment.
• Please note, if the transaction is for less than the total of the recipes, it must be made clear what amounts are being reimbursed.

Funding Request/Club & Org Funding Policies

• Funding is not supplied or guaranteed to Registered Student Organizations.
• RSOs may request funding from the RSO budget to support their events, projects, travel, and other expenditures on a case-by-case basis as approved by Student Leadership, Involvement, & Community Engagement (SLICE).
• Only fully registered, active Registered Student Organizations are eligible to apply for Funding from the RSO funding pot.
• Maximum request amounts for RSO events, projects, and travel are determined each academic year and are dependent on availability of funds year-to-year.
• SLICE will announce funding request limits and travel funding limits at the beginning of each academic year.
• RSO funds come from the Services & Activities (S&A Fees) supported by student fees for the express purpose of funding student services and programs.
• RSOs must utilize S&A Funding & the RSO funding pot appropriately and in accordance with RCW 28B.15.045.
• Reimbursement to students for organization expenses with RSO funding is an option, but is not guaranteed.
• Students are discouraged from spending their personal funds before a Funding Request is fully approved.
• All receipts must be turned into SURC accounting for reimbursement.
• Food purchases are reimbursement only.

Funding Request Deadlines

• Funding requests related to an event should be submitted at least 3-4 weeks prior to the event date.
• Funding requests for projects and non-food materials NOT related to an event should be submitted 2-3 weeks prior to the date needed.
• Funding requests including food, regardless of vendor, require additional university approval and should be submitted at least 3-4 weeks prior to the date needed.
• Funding requests for club travel must be submitted at least 30 days prior to the date of departure, no exceptions. A travel request form will also be required if requesting funds to travel. See travel section below.
• Funding requests including a paid service that requires a contract should be submitted at least 6-8 weeks prior to the event (i.e., guest speakers, DJs, artists, etc).
• SLICE reviews all funding requests on a case-by-case basis. SLICE reserves the right to deny any last-minute funding requests.
• Food Funding Requests & Reimbursement
• Except for CWU Catering and approved off-campus caterers, funding requests for food are REIMBURSEMENT ONLY.
• If your organization is awarded funds to purchase food from a commercially manufactured facility, you will need to purchase the food at your own expense and provide receipts to be reimbursed. If off-campus catering is utilized at an on-campus event, RSOs must get the approval of CWU Dining/Catering to bring the off-campus catering, as CWU Dining/Catering is the primary vendor of food service at CWU.
• Approval can be gained by emailing catering@cwu.edu (please copy SLICE@cwu.edu) sharing the date/time/location of food to be purchased as well as the menu – CWU Catering might be able to offer you a better price and service.
• The request amount must stay within Federal Per diem rates, in other words, there is a maximum amount that can be spent per person on food. Federal per diem rates vary by location and are typically adjusted yearly.

Step 1: Prepare to submit a funding request.

Before you submit a funding request, you should be prepared to answer ALL the following questions:

• How does this funding request relate to the purpose and mission of my organization?

• Have I discussed with my officers the need for funding?

• Have I consulted with a member of the SLICE staff to see if my goal is an allowable use of funds?

• Is my goal an appropriate use of Student Fee funds?

• Have I followed the process outlined in my organization’s constitution for requesting funding?

• Did the rest of my organization agree with the decision to request funds?

• What do I need funding for? How much money will I need?

• Who will benefit from the funds?

• When do I need to secure my funding by? Is there at least 24 weeks between now and the goal I want to accomplish?

• When will the funding be used?

• Where will the funding be used?

• Can I meet my goal without funds?

• How can I achieve my goal if funding is not awarded?

• If my funding request includes purchasing food, did I include in the request a) The date, time, location of the event, b) How many people I expect to attend c) The vendor I plan to use (CWU Catering, offcampus catering, Grocery store food)?

• Have I prepared a breakdown of expenses, including the item, the quantity of each item needed, and the vendor I plan to purchase from?

Step 2: Prepare your expense breakdown and answers to the funding request form.

Sample Expense Breakdown.

Step 3: Complete & Submit the Funding Request form on Presence.

Step 4: Have patience & monitor your CWU email.

• The request will be reviewed at the next Funds Council meeting with respect to the submission deadlines.

• Funds Council will review & vote on all requests with the respect to the Funding Criteria Rubric.

• RSOs will be notified via CWU Email from a member of the SLICE Staff about the results of your funding request – if it has been approved, amended, or denied. You may not access any RSO funding until an approval email is received.

Step 5: Access Your Funds.

• RSOs will be notified via CWU Email from a member of the SLICE Staff about the results of your funding request – if it has been approved, amended, or denied.

• Funding awarded from the RSO budget will be directly expended to the purchases indicated in your request. Funding awarded from the Request will NOT be deposited into the organization’s account.

• To make purchases or turn in your receipts to be reimbursed, contact the Student Fiscal advisor in SURC accounting.

Step 6: Turn in your Post-Funding Form.

• Organizations who are awarded Funding are required to submit a postfunding form no later than 14 days after funds are utilized.

• The Post Funding form will ask about how the funds were utilized and will ask students to reflect on their event, project, or travel.

• Funding requests related to an event should be submitted at least 3-4 weeks prior to the event date.
• Funding requests for projects and non-food materials NOT related to an event should be submitted 2-3 weeks prior to the date needed.
• Funding requests including food, regardless of vendor, require additional university approval and should be submitted at least 3-4 weeks prior to the date needed.
• Funding requests for club travel must be submitted at least 30 days prior to the date of departure, no exceptions. A travel request form will also be required if requesting funds to travel.
  • Funding requests for club travel submitted less than 30 days to travel will be denied without an option for reimbursement as the travel will not be CWU sanctioned travel.
• Funding requests including a service that requires a contract should be submitted at least 6-8 weeks prior to the event.
• SLICE reviews all funding requests on a case-by-case basis. SLICE reserves the right to deny funding requests.

Funding Request Timeline

• Funds Council meets biweekly on Thursday afternoons. See "Fall 2022 Funds Council Meetings" tab above for dates, times, locations, and deadlines.
• The deadline for all Funding Requests each quarter is one week prior to the final Funds Council Meeting of the quarter.
• Funding requests must be submitted ONE WEEK PRIOR to the next Funds Council meeting to be reviewed at that meeting.

Steps to Request Funding

Step 1: Prepare to submit a funding request.

Before you submit a funding request, you should be prepared to answer ALL the following questions:

• Have I discussed with my officers the need for funding?
• Have I consulted with a member of the SLICE staff to see if my goal is an allowable use of funds?
• Is my goal an appropriate use of Student Fee funds?
• Have I followed the process outlined in my organization’s constitution for requesting funding?
• Did the rest of my organization agree with the decision to request funds?
• What do I need funding for? How much money will I need?
• Who will benefit from the funds?
• When do I need to secure my funding by? Is there at least 2-4 weeks between now and the goal I want to accomplish?
• When will the funding be used?
• Where will the funding be used?
• How will these funds help achieve my goal?
• Can I meet my goal without funds?
• How can I achieve my goal if funding is not awarded?
• How does this funding request relate to the purpose and mission of my organization?
• If my funding request includes purchasing food, did I include in the request a) The date, time, location of the event, b) How many people I expect to attend c) The vendor I plan to use (CWU Catering, off-campus catering, Grocery store food)?
• Have I prepared a breakdown of expenses, including the item, the quantity of each item needed, and the vendor I plan to purchase from?

Step 2: Prepare your expense breakdown and answers to the funding request form.

Sample Expense Breakdown

Sample Expense Breakdown

Step 3: Complete & Submit the Funding Request form on Presence.

Step 4: Have patience & monitor your CWU email.

• The request will be reviewed at the next Funds Council meeting with respect to the submission deadlines.
• Funds Council will review & vote on all requests with the respect to the Funding Criteria Rubric.
• RSOs will be notified via CWU Email from a member of the SLICE Staff about the results of your funding request – if it has been approved, amended, or denied. You may not access any RSO funding until an approval email is received.

Step 5: Access Your Funds.

• RSOs will be notified via CWU Email from a member of the SLICE Staff about the results of your funding request – if it has been approved, amended, or denied.
• Funding awarded from the RSO budget will be directly expended to the purchases indicated in your request. Funding awarded from the Request will NOT be deposited into the organization’s account.
• To make purchases or turn in your receipts to be reimbursed, contact the Student Fiscal advisor in SURC accounting.

Step 6: Turn in your Post-Funding Form (available soon).

• Organizations who are awarded Funding are required to submit a postfunding form no later than 14 days after funds are utilized.
• The Post Funding form will ask about how the funds were utilized and will ask students to reflect on their event, project, or travel.

Deposits

• A deposit form needs to be filled out by the club/org member and a SURC Accounting staff will count the deposit and verify amount at the transaction window. Any differences in the amount of the deposit will be resolved prior to accepting the deposit.
• Checks should be endorsed with the Club/Org name.
• SURC Accounting will fill out a Receipt of Deposit form. A detailed description of what the deposit is for is needed (e.g. name of fundraiser, dues with person’s name, etc.). A goldenrod copy of the deposit slip will be given to the depositor at the end of the transaction for the Club/Org records.

*International coins will be taken out of the deposit amount and will not be credited to the club/Org account.

Reimbursements

• Return your receipts to SURC Accounting. Two account singers must approve the reimbursement. Forms must be signed at the SURC accounting office, forms cannot leave the office. Afterwards, the member being reimbursed can pick up their monies.
• Picture Identification in the form of CWU Connection Card or issued by a Government Agency is required for identification of both signers and the individual receiving the cash payment.
• Please note, if the transaction is for less than the total of the recipes, it must be made clear what amounts are being reimbursed.

Requesting a Check

• A check request is required for large purchases or services provided and cash advances over the amount of $300.
• An address is required on all checks cut by the university.
• Payment to an individual for services for any amount requires an invoice or an A-19 & W-9 for tax purposes and a contract. A-19 and W-9 are available in SURC Accounting.

Cash Advances

• Two authorized signors will approve the cash advance amount (any amount up to $300) and how the funds will be spent.
• Any cash advance requests for over $300 will need to schedule a meeting with SURC Accounting as different CWU policies apply to these kinds of transactions.
• SURC accounting can be contacted at SURC/Club.Accounting@cwu.edu
• A third club member (does not have to be a signer) can pick the cash advance.
• Similarly, both signers and person picking up the cash advance must provide picture identification.
• The club will have 7 days from when the cash advance is picked up to return any remaining change and receipts to SURC accounting.
• If change and receipts are not returned within 7 days, the club account may be frozen.
• All club signers should frequently check their ‘@cwu.edu’ for any emails from SURC Accounting about missing forms/receipts.

Cash Advance Policy Notes

• If the full amount of the advance is not used, any unused funds must be redeposited into the Club/Org account.
• When you are redepositing funds, notify the accounting clerk that the funds are a redeposit of an earlier advance.
• Club/Org cash withdrawals have a limit of $300.00 per day per Club/Org.
• An Authorized Signer cannot authorize their own expenses.
• For advances greater than $300.00, a check will have to be cut and an expense form filled out, however, the requirements for the advance will be the same as that of a cash advance. Checks require a 3 day minimum processing period after the second signature is received, checks will be mailed unless you’ve stated otherwise.

Club to Club Transfers

To transfer funds from one Club/Org to another Club/Org, an expense form must be completed through SURC accounting and signed by two signatories from the Club/Org who is transferring the funds out of their account.

Club to Department Transfers (Payment for an On Campus Service)

• Payments for on-Campus services such as the Scheduling Center, Duplicating, Publicity, Dining and Catering must be arranged with each office and an estimate or invoice must be submitted to SURC Accounting.
• An expense form must be completed and proof of funds available returned to the office the club is seeking services with.
• Clubs are responsible for following through on arrangements for services, including changes in orders, cancellations, pick-ups, etc. Once services are completed, final charges will be sent directly to SURC Accounting and club ledgers will be updated accordingly.