Financial Information
Organizational Funds
Another important member of the student organization leadership
team is the treasurer. It is his/her responsibility to manage the
finances of the group. Deposits, check requests, petty cash
reimbursements and other transactions should be carried out by the
treasurer of the organization. The president and faculty/staff
advisor are the only other members of the organization that may
complete financial transactions.
Two information meetings are scheduled at the beginning of each
academic year for student organization treasurers. Treasurers of
student organizations, Greek housing units, and residence halls
will be contacted in early fall and must attend one of those
meetings. At this meeting, a treasurer's handbook is supplied and
contains instructions for specific transactions. Also, account
numbers and copy access codes are distributed at this meeting. Any
discrepancies between the records of the student organization
treasurer and those on file at the Programs for Leadership and
Service Education (PuLSE) office should be questioned promptly.
Greek housing units also may have a Butler student organization
account which is used primarily to charge copy center expenses,
bookstore charges, mail charges, food service charges, facilities
management expenses, and public safety charges. It is suggested
that copies of these charges be sent to the Programs for Leadership
and Service Education (PuLSE) office. At the beginning of the
academic year, a positive balance must be in the account against
which charges can be made during the year.
Every student organization must maintain its financial
account at Butler University. Records of student
organization accounts are maintained in the Programs for Leadership
and Service Education (PuLSE) office. All deposits, withdrawals and
check requests should be made through this office. Outside
bank accounts are strictly prohibited. There are several
reasons for this:
- treasurers change each year, and records are apt to get lost or
not forwarded,
- maintenance of records by the Programs for Leadership and
Service Education (PuLSE) office ensures continuity,
- banking institutions often charge fees, which won't occur
through the Programs for Leadership and Service Education (PuLSE)
office,
- the Programs for Leadership and Service Education (PuLSE)
office is more convenient than an off-campus site, and
- having all funds pass through the Programs for Leadership and
Service Education (PuLSE) office ensures that money be used for
authorized expenses only.
Financial Reports
Each month, a financial report generated by the Business Office
will be sent to each student organization treasurer if requested.
It is the responsibility of the treasurer to reconcile the account
with their own records. Questions regarding any discrepancies
should be discussed with the Programs for Leadership and Service
Education (PuLSE) office.
Student organization balances roll over from one year to
another.
Treasurer's Handbook
It is imperative that each student organization carry a positive
balance in its account. If a student organization slips into a
negative balance, that organization will not be able to participate
in any campus programs or make any further transactions until the
account is cleared.
Treasurer's Handbook (PDF)
Advance Money
Check Requests
Contracts
Deposits
Fundraisers
Food Services Charges
Grants
Monthly Reports
Postage
Purchase Order
Reimbursements
Tax Exempt Number
Transfer of Funds
Travel
Van or Car Rental
Advance Money
- Advance money to cover incidental expenses may be obtained from
a student organization account.
- Event limit per organization is $200.
- Cash Advance Forms can be obtained from Programs for Leadership
and Service Education (PuLSE).
- Once signed by a PuLSE staff member, the form can be taken to
the Student Accounts window in Jordan Hall to obtain cash.
- SAVE ALL RECEIPTS of expenditures. These must be ORIGINAL
receipts, not copies.
- Within two weeks of purchase, take all receipts to PuLSE to
file an expense report.
- If a satisfactory expense report is not filed, the account may
be frozen and the advance will be charged to the student's
individual university account.
- Student funds may not be used for the purchase of alcoholic
beverages.
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Check Requests
- To have a check written from a student organization account, a
proof of purchase is required by the Business Office (i.e. a bill
or invoice). An ORIGINAL COPY of the invoice/bill is required.
Copies are not acceptable. The federal ID number of the company is
also necessary. If a check is cut to an individual, a social
security number is required. Also, if the vendor/company has never
been contracted by Butler University, a W-9 form must be completed
by the company (the company/vendor should have a copy of a
W-9).
- Bring the invoice/bill to PuLSE.
- A request for payment (RFP) will be prepared and sent to the
Business Office for preparation of a check.
- Check requests must be made by the end of the day on FRIDAY for
the check to be ready by the END of the FOLLOWING WEEK.
- Checks will be mailed from the Business Office unless a request
is made that they be picked up. Checks may be picked up in Programs
for Leadership and Service Education.
Checks Returned for Insufficient Funds
Checks returned for insufficient funds are sent to the Student
Involvement and Leadership Programs office. If school is in
session, the check will be turned over to the treasurer of the
student organization for follow-up. If school is not in session,
the Student Involvement and Leadership Programs office will
follow-up with the student whose check has been returned. Until the
check is reissued, the amount of the check is deducted from the
student organization account.
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Contracts
- For your protection, students are not authorized to sign
contracts.
- If a contract is involved in planning a campus event, it must
be reviewed and signed by the Director of PuLSE.
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Top
Deposits
- Bring all student organization deposits to Programs for
Leadership and Service Education. Do not take them to the accounts
window in Jordan Hall.
- Checks must be endorsed on the back with the student
organization account number.
- Large amounts of coins MUST be wrapped.
- A receipt will be issued for your records.
- Any returned checks (for insufficient funds) will be the
responsibility of the student organization.
Return to
Top
Fundraisers
- Before a student organization begins a fund-raising project,
approval must be obtained from a PuLSE staff member as well as the
Faculty/Staff Advisor of the organization.
- Fund-raising Applications are available in the PuLSE
Office.
- Any organization sponsoring a fund-raiser is responsible for
all incurred debts.
- The sponsoring organization is expected to file a report with
Programs for Leadership and Service Education after the event has
concluded. Summary report forms are also available in PuLSE.
- Ticket/Money Raffles are considered "gaming/gambling" according
to Indiana State Law. If an organization is considering this,
please talk to the staff in PuLSE.
Return to Top
Food Service Charges
- The food service office (317-940-9764) must be contacted
regarding all on-campus catering.
- Your student organization account number is required at the
time of food order.
- Please request that a copy of these charges be sent to
PuLSE.
- The charges will automatically be withdrawn from the student
organization account.
- As Aramark has the exclusive contract for catering on campus,
clearance must be obtained from their office to bring in food from
outside vendors for events scheduled in University buildings
(Residence Halls are excluded).
Return to Top
Grants
The Student Government Association offers grant money for
special programs/projects. Contact the treasurer of SGA for details
at (317) 940-9361.
Return to Top
Monthly Report
- Each month a financial statement of transactions will be sent
to each student organization.
- Statements should be checked carefully for errors.
Return to Top
Postage
- When mailing student organization-related mail, place your
student organization account number in the upper right hand corner
of the envelope.
- If more than one envelope is being mailed, you may place a
rubber band around the envelopes and label (in upper right hand
corner) only the top envelope.
Return to
Top
Purchase Order
- If a company requires a purchase order number prior to
purchase, contact PuLSE.
- The following information will be needed to issue a purchase
order number: name/address of the company, federal ID tax number,
and estimated cost.
Return to
Top
Reimbursements
- If you have spent personal money for a student organization
expense, bring all receipts to Programs for Leadership and Service
Education. These must be ORIGINAL receipts, not copies.
- If the expense is less than $100, a petty-cash slip will be
issued which can be cashed at the Student Accounts window in Jordan
Hall.
- Reimbursements larger than $100 will require a check to be
written. This will take approximately one week to process.
Return to
Top
Tax Exempt Number
A tax-exempt number has been assigned to Butler University and
its organizations. Contact PuLSE if you need this number.
Return to
Top
Transfer of Funds
Transfer of funds between campus organizations or University
departments may be made in the PuLSE Office.
Return to Top
Travel
Programs for Leadership and Service Education can assist student
organizations with travel and hotel accommodations and
reimbursements.
Return to Top
Van or Car Rental
- A purchase order for rental must be requested through
PuLSE.
- All drivers (students, faculty, and staff) must be approved by
the University.
- Please have the following information when requesting a rental
purchase order: list of drivers, date of travel, vehicle delivery
date, time and location, and vehicle return/pick up
information.
- The Purchasing Department will then obtain the vehicle for
you.
- This process may take several days, so please plan ahead.
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Thank you for your participation as a faculty/staff advisor! If
you have any questions or concerns, please contact the Programs for
Leadership and Service Education Office at (317) 940-9262!
Treasurer's Handbook
It is imperative that each student organization carry a positive
balance in its account. If a student organization slips into a
negative balance, that organization will not be able to participate
in any campus programs or make any further transactions until the
account is cleared.
Treasurer's Handbook (PDF)
Advance Money
Check Requests
Contracts
Deposits
Fundraisers
Food Services Charges
Grants
Monthly Reports
Postage
Purchase Order
Reimbursements
Tax Exempt Number
Transfer of Funds
Travel
Van or Car Rental
Advance Money
- Advance money to cover incidental expenses may be obtained from
a student organization account.
- Event limit per organization is $200.
- Cash Advance Forms can be obtained from Programs for Leadership
and Service Education (PuLSE).
- Once signed by a PuLSE staff member, the form can be taken to
the Student Accounts window in Jordan Hall to obtain cash.
- SAVE ALL RECEIPTS of expenditures. These must be ORIGINAL
receipts, not copies.
- Within two weeks of purchase, take all receipts to PuLSE to
file an expense report.
- If a satisfactory expense report is not filed, the account may
be frozen and the advance will be charged to the student's
individual university account.
- Student funds may not be used for the purchase of alcoholic
beverages.
Return to
Top
Check Requests
- To have a check written from a student organization account, a
proof of purchase is required by the Business Office (i.e. a bill
or invoice). An ORIGINAL COPY of the invoice/bill is required.
Copies are not acceptable. The federal ID number of the company is
also necessary. If a check is cut to an individual, a social
security number is required. Also, if the vendor/company has never
been contracted by Butler University, a W-9 form must be completed
by the company (the company/vendor should have a copy of a
W-9).
- Bring the invoice/bill to PuLSE.
- A request for payment (RFP) will be prepared and sent to the
Business Office for preparation of a check.
- Check requests must be made by the end of the day on FRIDAY for
the check to be ready by the END of the FOLLOWING WEEK.
- Checks will be mailed from the Business Office unless a request
is made that they be picked up. Checks may be picked up in Programs
for Leadership and Service Education.
Return to
Top
Contracts
- For your protection, students are not authorized to sign
contracts.
- If a contract is involved in planning a campus event, it must
be reviewed and signed by the Director of PuLSE.
Return to
Top
Deposits
- Bring all student organization deposits to Programs for
Leadership and Service Education. Do not take them to the accounts
window in Jordan Hall.
- Checks must be endorsed on the back with the student
organization account number.
- Large amounts of coins MUST be wrapped.
- A receipt will be issued for your records.
- Any returned checks (for insufficient funds) will be the
responsibility of the student organization.
Return to
Top
Fundraisers
- Before a student organization begins a fund-raising project,
approval must be obtained from a PuLSE staff member as well as the
Faculty/Staff Advisor of the organization.
- Fund-raising Applications are available in the PuLSE
Office.
- Any organization sponsoring a fund-raiser is responsible for
all incurred debts.
- The sponsoring organization is expected to file a report with
Programs for Leadership and Service Education after the event has
concluded. Summary report forms are also available in PuLSE.
- Ticket/Money Raffles are considered "gaming/gambling" according
to Indiana State Law. If an organization is considering this,
please talk to the staff in PuLSE.
Return to Top
Food Service Charges
- The food service office (317-940-9764) must be contacted
regarding all on-campus catering.
- Your student organization account number is required at the
time of food order.
- Please request that a copy of these charges be sent to
PuLSE.
- The charges will automatically be withdrawn from the student
organization account.
- As Aramark has the exclusive contract for catering on campus,
clearance must be obtained from their office to bring in food from
outside vendors for events scheduled in University buildings
(Residence Halls are excluded).
Return to Top
Grants
The Student Government Association offers grant money for
special programs/projects. Contact the treasurer of SGA for details
at (317) 940-9361.
Return to Top
Monthly Report
- Each month a financial statement of transactions will be sent
to each student organization.
- Statements should be checked carefully for errors.
Return to Top
Postage
- When mailing student organization-related mail, place your
student organization account number in the upper right hand corner
of the envelope.
- If more than one envelope is being mailed, you may place a
rubber band around the envelopes and label (in upper right hand
corner) only the top envelope.
Return to
Top
Purchase Order
- If a company requires a purchase order number prior to
purchase, contact PuLSE.
- The following information will be needed to issue a purchase
order number: name/address of the company, federal ID tax number,
and estimated cost.
Return to
Top
Reimbursements
- If you have spent personal money for a student organization
expense, bring all receipts to Programs for Leadership and Service
Education. These must be ORIGINAL receipts, not copies.
- If the expense is less than $100, a petty-cash slip will be
issued which can be cashed at the Student Accounts window in Jordan
Hall.
- Reimbursements larger than $100 will require a check to be
written. This will take approximately one week to process.
Return to
Top
Tax Exempt Number
A tax-exempt number has been assigned to Butler University and
its organizations. Contact PuLSE if you need this number.
Return to
Top
Transfer of Funds
Transfer of funds between campus organizations or University
departments may be made in the PuLSE Office.
Return to Top
Travel
Programs for Leadership and Service Education can assist student
organizations with travel and hotel accommodations and
reimbursements.
Return to Top
Van or Car Rental
- A purchase order for rental must be requested through
PuLSE.
- All drivers (students, faculty, and staff) must be approved by
the University.
- Please have the following information when requesting a rental
purchase order: list of drivers, date of travel, vehicle delivery
date, time and location, and vehicle return/pick up
information.
- The Purchasing Department will then obtain the vehicle for
you.
- This process may take several days, so please plan ahead.
Return to Top