Cuesta College Student Life & Leadership: Club Handbook

Money:

1. General Description

   Campus regulations permit on-campus fund raising by student organizations through noncommercial activities. Such fundraising activities would be for the purpose of:

   1. Collecting dues and initiation fees (this must be clearly stated within the club’s constitution)
   2. Accepting donations
   3. Charging admission to campus events
   4. Selling noncommercial items and publications (i.e., buttons, bumper stickers, arts and crafts produced by the group, and organizational literature). Items such as T-shirts publicizing the organization’s name may be sold with prior approval from the Student Life and Leadership office on the SLO Campus.
   5. Food concessions – See Food Policy.

   Examples of how the funds may be used include the following expenses which must relate to the purpose of your organization.

   • Publicity
   • Speakers
   • Literature
   • Transportation
   • Social activities (BBQs, bands, etc.)
   • Operational costs, postage, and office supplies
   • Equipment, if related to the purpose of the organization (e.g. sports equipment for sports clubs)
   • Conferences and retreats (funds may be used to send delegates to conferences or to host retreats or conferences)
2. Recordkeeping

   Student organizations using campus facilities to raise funds must keep and maintain complete and accurate records showing the means by which the funds were raised, the amounts spent, and the use for which funds have been or will be spent. Records should include ledgers, receipts, and contracts. The records must be kept current. No club expense will be approved without minutes attached showing correct motion approvals by club members.

   California Education Code § 76063 states, The funds shall be expended subject to procedures that may be established by the student body organization subject to the approval of each of the following three persons, which shall be obtained each time before any of the funds may be expended: an employee or official of the community college district designated by the governing board (Director of Fiscal Services), the certified employee who is the designated advisor of the particular student body organization (club advisor), and a representative of the particular student body organization (club treasurer).
   Amended Stats 1995 ch 201 § 1 (SB 4).
3. Club Finances

   As a duly recognized club on campus, each club has the privilege of banking services through the ASCC. No club is permitted to carry off-campus banking accounts. All funds are subject to strict compliance with standard accounting and auditing procedures, Education Code, and Cuesta College District and ASCC policies. Before funding is approved for payment, clubs must attach minutes from the meeting which authorized the expenditures.

*Note: If any Purchase Order or Expense Requisition arrives at the ASCC Finance Office without proper documentation or signatures, it will be returned and not processed until complete. Please plan your needs accordingly. Recognize that the paperwork gets delayed moving from office to office. It is your responsibility to initiate paperwork early enough to complete the process and reach the ASCC Finance Office by noon on Friday.

Money retrieval process from ASCC accounts

How to complete a purchase order requisition and/or expense requisition form

How to determine what kind of requisition you want to submit:

Purchase Order Requisitions:

If the vendor accepts purchase orders, mark the box for Purchase Order Requisition. When the form is complete, Fiscal Services will process and generate a numbered purchase order (PO) that can be presented to the vendor for purchase of goods.

Expense Requisition:

Mark the box for Expense Requisition after you’ve made your purchase. Attach your invoice or receipt(s). You will also mark this box for reimbursement for purchases made without a purchase order or when a vendor doesn’t accept a PO.

Using this guide and the Money Retrieval from ASCC Accounts flow chart will help you complete either request easily and without delays!

The following numbered steps correspond with the circled numbers on the requisition form. Please remember when completing this form to type or print clearly. The information must be legible.

1. Determine if this is a Purchase Order Requisition or an Expense Requisition (1A), then mark that box.
2. Date form is filled out.
3. ASCC or Club Account number
4. ASCC or Club Account name
5. Payee’s name
6. Payee’s address
7. Describe item/service, include date and name of activity if purchase is related to an event/activity.
8. Number of item(s) being purchased.
9. Individual price of item (complete this area only if you are getting more than one).
10. Total amount of item(s) or service for that line.
11. Total cost (including shipping and tax).
12. Club Treasurer’s printed name
13. Club Treasurer’s signed name
14. ASCC Account Coordinator’s printed name
15. ASCC Account Coordinator’s signed name
16. ASCC Finance Director’s printed name
17. ASCC Finance Director’s signed name
18. Club Advisor/ASCC Advisor’s printed and signed name
19. Coordinator, Student Life and Leadership signature

Your requisition will not be processed without the appropriate signatures and paperwork attached. Valuable planning time may be lost without them.

How to complete a money proposal

This guide will help you complete a Money Proposal easily. This form is to be given to the ASCC Advisor in the ASCC Office after you have completed and signed it.

Please remember when completing this form to type or print clearly. The information must be legible.

1. Date form is completed.
2. Date funding is desired.
3. Name of individual/organization requesting funding.
4. Name of individual who will attend ASCC meeting to present the proposal.
5. The college department the applicant represents.
6. Club name (if applicable)
7. Applicant’s college extension.
8. Actual title of event.
9. Total dollar amount you are requesting.
10. Justification for request.
11. Indicate preferred date(s).
12. Itemize individual costs related to your event.
13. Indicate how much applicant’s organization is contributing financially.
14. List other sources of fund raising for this event.
15. Provide an ideal number of students that will benefit from this experience.
16. Applicant signs here.

Your Money Proposal is now ready to be given to the ASCC advisor. If he/she is not in the office, place it in the ASCC advisor’s signature folder in the Student Life and Leadership Office. Your request will be submitted to ASCC for the established evaluation process.

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