Student Club and Organization Finances

Commonly asked questions about student club & organization finances:

• What are Start-Up Funds & how to I apply?
  Start-up Funds of $50.00 are made available to currently registered student clubs and organizations on a first-come, first-serve basis one time each semester. To request start-up funds, student clubs and organizations must fill out the Start-Up Funds Request Form, no later than Tuesday at 12:00 noon in order to be considered at the following week’s Fiscal Affairs Council’s meeting.
• How do I get my student club & organization account number?
  Your club is assigned an account number after it has received its Start-up Funds for the first time. Only club officers that have been given approval on the Student Club and Organization Officer Registration Form are able to access the club account. Clubs can ask the Student Life and Leadership Office for their club account number.
• What happens if we receive a donation to our club?
  Any donation solicited or received by a student club or organization including, but not limited to, monetary, property, or service requires the involvement and approval of the OCC Foundation. For all monetary donations, the OCC Foundation will assist in the coordination of receiving the funds and depositing into the appropriate student club or organization account in the OCC Bursar’s Office. Please refer to Section G: Donations Procedure for more information. Independent GoFundMe accounts are not allowed, clubs can use the OCC Foundation crowd funding account.
• How does my Student Club and Organization get a reimbursement or request a Purchase Order?
  Completion of District Forms
  

  1. Please complete the respective request form and submit any supplemental documentation along with it. Supplemental documentation for the various forms include: 
     1. Club Check Request Form (PDF) (Under $100.00)
        1. Scanned copy or photos of itemized receipts
        2. Credit Card statement showing payment (as needed)
        3. Checks may be mailed or picked up at the Bursars Office, please include a valid mailing address for check recipient if check is to be mailed.   
        4. Students must include their OCC ID numbers.
     2. Purchase Order Request (PDF) (Over $100.00)
        1. Quote for item being purchased
        2. Outlined contact information for the vendor that is being paid for.
     3. Club Minutes for Expenditure Approvals (PDF) 
        1. Must outline the expenditure  and  its  approval  during a club/organization meeting. Needs to be signed and completed in its entirety. 
  2. Please ensure that all financial paperwork has your account numbers listed. (If you do not know your account number, please contact our office)

   

  Advisor Approval

  1. Email your advisor requesting that they review and sign the financial documents.
  2. Email documents to both:
     
     1. Eva Shaffer
     2. Student Life and Leadership department
  3. Attachments in your email should include:
     1. Club Check Request form signed by advisor and club officer.
     2. Previously mentioned supplemental documents (i.e. receipts, credit card statement,  invoice,  etc. )
     3. Payment of invoices requires that an account number and purchase order number be listed.
     4. Club Minutes for Expenditure Approval Form signed by club advisor and club officer.

   

  Student Life & Leadership Department Approval
  

  1. After approval from the club/organization advisor is obtained, the Student Life & Leadership Department will review the financial paperwork for approval, denial, or additional documentation or information.
  2. Once approved, the Student Life & Leadership Department will email the Bursar’s Office approving the financial document for processing and copy the originator and club/organization advisor.