This page provides information to all student organizations on how to properly use their funds allocated to them.
There are three different ways for student organizations (both RSOs and Core Council members organizations) to utilize their programming funds. No matter which way an organization decides to utilize its funds, it must submit an electronic request — called a funding request.
These funding requests can take any of the following forms. Using the plus signs on the right-hand side, please expand each type of funding request to learn more about that specific type to determine if that request is the proper one for you.
A cash advance is a request to borrow money from Student Development and Activities’ petty cash box for programming related to the mission of your organization. Each cash advance request has a limit of $100 at a time.
To ensure that there is enough money in the petty cash box, all cash advance requests must be submitted at least two weeks prior to your event. In the event that there isn’t enough money in the box, this provides the SDA enough time to refill the box to accommodate your request.
Once your request has been submitted and subsequently approved, the treasurer of the organization should arrange to pick up the requested money. At the time of pick-up, the student will be made aware that two items must be returned within five business days of the event taking place:
Any leftover cash and change
An itemized receipt that shows every purchase paid for by the cash advance
Failure to return either or both of these items will result in the student reimbursing the petty cash box for the full amount of the cash advance.
If you would like more information on cash advances, when to properly utilize this method of funding as opposed to other methods, etc., please reach out to the Assistant Director for Leadership & Involvement.
A reimbursement is a request to be reimbursed for out-of-pocket expenses that a student made on behalf of their organization. Reimbursements can only be submitted via the funding request form after the event has already taken place and should be submitted within five business days following the event.
To properly submit a reimbursement request, you must upload a clear and itemized receipt that shows every purchase for which you are looking to be reimbursed. Prior to the request being approved, it must first be approved by the RSO president or treasurer, the RSO advisor, the Assistant Director for Leadership & Involvement, and finally the Business Office.
All reimbursements are issued via e-check/direct deposit. If you have not yet signed up for direct deposits through the college (or are unsure), there is an e-check request form embedded in the funding request form that you must fill out and attach to your form for the reimbursement to be completed properly.
If you would like more information on reimbursements, when to properly utilize this method of funding as opposed to other methods, etc., please reach out to the Assistant Director for Leadership & Involvement.
Every Student Development and Activities team member has been issued a company card and has been cleared to make purchases on behalf of student organizations. As officers of student organizations, you have limited access to use these company cards for the benefit of your organization, but should only be used when other funding methods are not appropriate (i.e., online purchases, catering, large orders, etc.).
When requesting the use of a company card, you must have all elements of your order predetermined and ready to go — which item(s) you’d like to purchase, how many of each item you’d like to purchase, the cost of each item and the total amount, etc.
If you would like more information on company cards, when to properly utilize this method of funding as opposed to other methods, etc., please reach out to the Assistant Director for Leadership & Involvement.
Once you’ve determined which type of funding request you’d like you use, submit the request on MMC Engage using this link, which will take you to the funding request submission form. All requests will be submitted using the same form and will be differentiated between cash advance requests, reimbursement requests, and requests for an MMC company card based on the answers in the form.
All transfers of money in and out of your account (budget allocations, expenses, etc.) must be recorded in your internal records by the treasurer of the organization.
For RSOs with Fundraising Accounts:
If your RSO has a fundraising/exchange account, you are able to submit cash advance requests and requests for the use of an MMC company card. The procedure for accessing fundraising money is the same process as described as above.
If your RSO does not have a fundraising account but would like one, please reach out to Madeline Kling, Assistant Director for Leadership & Involvement for information on how to have one opened for your organization.