Student Involvement Financial Policies

All clubs must adhere to the Student Involvement Financial Policies

  1. The group is responsible for all group finances, money and transactions.  Although there are many people who will help and assist you with your money, ultimately the group must take ownership and responsibility for their own finances.  This means your treasurer should know of and be a part of all transactions. Additionally they should become familiar with all the policies and procedures around money and finances and be sure the club is following them.  We will attempt to provide all the necessary information, trainings and resources to help ensure that groups can take responsibility for their financial situation. Groups failing to meet their financial responsibilities may lose their ability to conduct financial business and/or lose their official recognition status as a group.
  2. All group money must go through the university. As a group you are in a sense an extension and representative of the university, therefore you are also bound by the same rules, guidelines, policies and laws that the university must follow.  ALL MONEY (purchases, membership dues, payments, fundraisers, cash collections, food sales, etc.) should go through either your group’s university account and/or the GSBA club funding. Groups are not allowed to have any other accounts through any other banks.

Financial Accounts & Buying Things

Student Government and Club Finances

  1. The group is responsible for all group finances, money and transactions.  Although there are many people who will help and assist you with your money, ultimately the group must take ownership and responsibility for their own finances. This means your treasurer should know of and be a part of all transactions.  Additionally they should become familiar with all the policies and procedures around money and finances and be sure the club is following them.  We will attempt to provide all the necessary information, trainings and resources to help ensure that groups can take responsibility for their financial situation.  Groups failing to meet their financial responsibilities may lose their ability to conduct financial business and/or lose their official recognition status as a group.
  2. All group money must go through the university.  As a group you are in a sense an extension and representative of the university, therefore you are also bound by the same rules, guidelines, policies and laws that the university must follow. ALL MONEY (purchases, membership dues, payments, fundraisers, cash collections, food sales, etc.) should go through either your group’s university account and/or the GSBA club funding. Groups are not allowed to have any other accounts through any other banks. 

Club Financial Accounts

All clubs must keep their money in a Gonzaga University account. No clubs may keep external accounts.

There are three types of club accounts associated with most Gonzaga clubs.

  1. Local club funds: this the standard operating account for club funds.
  2. Agency Funds: Agency funds are for clubs that have an associated national organization, e.g., DECA.
  3. Fundraising Account: All clubs have an account for which funds can be donated into. This club is connected to your gift to clubs account.

How to purchase items:

  • All purchase requests must be submitted 6 working days prior when using a credit card, and 15 working days prior for a check! (this is because we have to work with Accounts Payable to acquire checks and POs)
  • Login to Zagtivities
  • If your purchases are connected to an event, make sure you first complete the Event Request form in your Zagtivities page.
  • To complete a Purchase Request
    • Click “Finances” on the right hand side
    • When prompted, complete the finance section
    • Once your “event” has been approved, Ashley Seick will generate a purchase requisition for your item: this will create either a Purchase Order for you to send the company, or generate a check for the company. If you have asked us to purchase items or rent rooms etc., purchasing will order those items.
    • If there are small items or things easier purchased with a credit card a CENTER FOR STUDENT INVOLVEMENT staff member may be able to work with you to order the items – please note this request in your Purchase Request Form,
    • If you messed up and did not submit a purchase request prior to 6 or 15 (for a check) days you will need to speak with a CENTER FOR STUDENT INVOLVEMENT staff member. Please do not purchase items expecting a reimbursement. All reimbursements must have staff pre-approval.
  • If your purchases are connected to an event, make sure you first complete the Event Request form in your Zagtivities page.
  • To complete a Purchase Request
    • Click “Finances” on the right hand side
    • When prompted, complete the finance section
    • Once your “event” has been approved Brother Steve will generate a purchase requisition for your item: this will create either a Purchase Order for you to send the company, or generate a check for the company. If you have asked us to purchase items or rent rooms etc., purchasing will order those items.
    • If there are small items or things easier purchased with a credit card a CENTER FOR STUDENT INVOLVEMENT staff member may be able to work with you to order the items – please notate this request in your Purchase Request Form,
    • If you messed up and did not submit a purchase request prior to 6 days you will need to speak with a CENTER FOR STUDENT INVOLVEMENT staff member. Please do not purchase items expecting a reimbursement. All reimbursements must have staff pre-approval.

Selling Items

  • There are two ways to collect $$ CashNet or Collect Cash with a cashbox.
  • When you complete your Zagtivities event form you will be asked if you are using a cashbox or Cashnet (an online system GU’s paypal).
  • Cashbox: You will collect and return your cashbox and inventory from/to Brother Steve. When collecting cash, clubs must complete and turn in a cash collection sheet.
  • Each club has a unique cashnet page, you can request a cashnet page or have your item added to your current cashnet form. The CashNet request form is on Zagtivities, under the “Student Involvement” page, click forms – there you will see the cashnet form.

Contracts:

  • A contract is a legally binding document. We want to make sure that you and your club are protected and prevent your liability. If you are contracting with an artist, venue or other, you must meet with the Assistant Dean or Associate Director of Student Involvement, may sign your contract. If the contract is above $5000 the VP of Student Development or Dean of Student Engagement will need to sign your contract.
  • Gonzaga University requires mutual indemnification on contracts and will rarely pay deposits; we prefer to wait to pay for services rendered.
  • Lecture contracts and some other artist contracts require the performer/agent sign include and sign the mission clause in the contract. See below: “If any actions by Artist or Artist's employees, agents, servants, or representatives are in conflict with any policies, mission, rules or regulations of Purchaser while Artist is on Purchaser's property, and Artist or its employees, agents, servants or representatives fail or refuse to correct the same upon verbal notification by Purchaser, then Purchaser shall have the right to immediately terminate the performance and cancel the Contract and this Rider with no liability whatsoever. Artist(s) and Artist's employees, agents, servants and representatives shall not be under the influence of any intoxicating beverages, narcotics or drugs at any time while on Purchaser's property. Any violation of this provision will result in immediate termination of the Contract and this Rider by Purchaser with no liability whatsoever” (Item 26 in lecture contract rider).

GSBA Club Funding:

  • GSBA recognized clubs can request up to $3000 in club funding. Club sports may request an additional $3000.
  • GSBA uses a rubric for club funding approval.
  • GSBA will pay bills directly and rarely transfers money directly into club accounts.

Reimbursements and cash advances:

  • CENTER FOR STUDENT INVOLVEMENT encourages clubs to plan ahead, but we know that sometimes things happen. When travelling you can request a cash advance for travel or club expenses. To do this clubs will request a cash advance and individual will receive a check or direct deposit. To their account. Upon return from their event the individual must bring ITEMIZED receipts and the remaining cash to CENTER FOR STUDENT INVOLVEMENT and give to the club business manager.
  • Reimbursements: Clubs and individuals may receive reimbursements. Itemized receipts (not just credit card slips) are required. Bring your receipts into the CENTER FOR STUDENT INVOLVEMENT office and complete the reimbursement form. These forms must be signed by the person receiving the money as well as a CENTER FOR STUDENT INVOLVEMENT staff member.

Signatories for Club accounts Club reimbursements and other forms must be signed by the club officer and a CENTER FOR STUDENT INVOLVEMENT staff member.

Purchasing (P-Cards) and Gas Cards:

  • This policy will be nailed down after a meeting in June with Deena and Linda.
  • Beginning in 2016 some clubs will be allowed to use P-cards for purchasing. Only Gonzaga University Student Employees are eligible for a p-card. Each club is permitted up to two p-cards via the student employees. The limit for p-cards for clubs not traveling is $300, when clubs are traveling their limit will be raised to a reasonable amount based on CENTER FOR STUDENT INVOLVEMENT approval. All p-card holders are responsible for reconciling their own p-cards. P-cards may not be used to purchase alcohol or drugs or individual meals. Using a p-card is a privilege and may be revoked at the discretion of the CENTER FOR STUDENT INVOLVEMENT staff or accounts payable.
    • Gas Cards can be checked out so that you and your club members do not need to use your own money and wait 2-3 weeks to get reimbursed.  Just fill out the "Rental Car Gasoline Card Authorization" form, which can be found on the Controller's website or in the CENTER FOR STUDENT INVOLVEMENT Office, and bring the completed form to CENTER FOR STUDENT INVOLVEMENT for approval. Double check the gas card is not expired!!

Sponsorships, Donation & Fundraisers

Seeking Sponsorship or Donations

  • University Advancement is the office at GU that works with donations and sponsorships – they can help to navigate the rules with taxes, etc.
  • When you complete your Zagtivities event form you will be asked if you are seeking sponsorship/outside donations.
  • University Advancement will contact you via email or write instructions in the Zagtivities event form on any steps or requirements you have.

Picking a Sponsor

  • Think about picking a sponsor that will compliment your club's brand.
  • You can't be sponsored by a beer company, sex related, tobacco, and marijuana or drug companies.
  • Bar sponsorships (must be pre-approved by CENTER FOR STUDENT INVOLVEMENT). Clubs can acquire sponsorship dollars from bars or discounts for food/events. Clubs may not place logos of bars on uniforms/clothing/articles for which people under 21 will wear. Clubs may place signs at events or logos on brochures or programs for club events.
  • This means choose a sponsorship that doesn't conflict with the GU mission.

Think about what you want from your sponsor

  • What can you give your sponsor in return?
  • Logos/names on the back of shirts*
  • Jerseys or helmets with business stickers
  • Banners at games/events
  • Social media shout outs
  • Special events at their business
  • Tournament named after them…"The Pepsi Ultimate Frisbee Tournament"
  • *Any collaborative logos or shirts that say Gonzaga University and the name of the sponsor must be approved by Marketing and Communications - you can work with CENTER FOR STUDENT INVOLVEMENT to help you on this! No clubs are able to use the GU Bulldog image with a sponsor logo/name- that is owned by Athletics. Additionally, no alcohol/tobacco/beer images may be used.
  • There is ONE caveat! Clubs can't technically advertise prices or discounts - for example, clubs can't said visit Pepsi and get 15% off.
  • When you go to spend your donation money - make sure you are indicating or telling CENTER FOR STUDENT INVOLVEMENT/Brother Steve you want to spend out of the donation account (it's different)! This money can be deposited into your fundraising account.

Restrictions and rules for club fundraising:

  • No raffles/gambling (Federal and State Law)
  • Gif cards: Clubs must track the names of all recipients of gift cards or prizes. Recipients of gift cards must complete a W-9 form; this form along with the gift card form must be turned into the controller’s office.
  • All money must be collected/tracked through GU – this means no “gofundme” and other websites. (Accounts payable is working on a website where student orgs can collect donations with a cashnet back end).
  • We have to be careful when a business is providing a sponsorship and getting advertising benefits. E.g. having a logo on a poster, versus having a table at the event.