STUDENT ACTIVITIES
FINANCIAL PROCEDURE MANUAL
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STUDENT ORGANIZATIONS
ABOUT UNIVERSITY CENTER AND STUDENT ACTIVITIES
The University Center team financially supports your organization in the following ways:
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Ensuring that the funding process is fair, open, and non-discriminatory
Advertising, assisting, coordinating, and advocating on behalf of your organization
Providing financial training, resources, and assistance in budget management
Where does the money come from?
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Student Activities fees are charged to students each semester; the funds are then distributed
amongst the Student Organization Governance Boards to facilitate programming initiatives for
the AU student community.
 Undergraduates pay $73.50 per semester
 Graduate students pay $30.00 per semester
USE OF STUDENT ACTIVITIES FEES FOR STUDENT ORGANIZATIONS
ACCEPTABLE USES
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Cultural, social, and educational enrichment programs
Recreational and social activities (under policy guidelines)
Student media and publications
Student Organization Travel (within prescribed limits)
Other student services (within prescribed limits
UNACCEPTABLE USES
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Alcohol and tobacco
Individual membership and dues
Donations
Personal gain
For questions regarding acceptable uses of Student Activity fees please contact Calvin Haney,
Associate Director with Student Activities: calvinh@american.edu
AMERICAN UNIVERSITY CLUB COUNCIL
Hours:
Monday-Thursday 10:30-8:30 and Friday 10:30-5:30
PHONE: 202.885.1427
EMAIL: info@auclubcouncil.com
LOCATION: MGC 250
3About AUCC
Mission: To support club success through activities in three areas:
Funding, Resources, and Coaching & Development
Funding: To allocate funds to all recognized undergraduate and graduate organizations at the
American University.
For more information about the AUCC Funding Request process please visit the
AU Club Council Funding Process review page: http://www.auclubcouncil.com/#!funding-/con8
Resources: To provide a center for clubs to access resources including storage, copiers, poster
materials, computer access with products to assist in the creation of posters (i.e. Photoshop,
Illustrator, etc.), and information about alternative funding sources, co-sponsorship
opportunities, club rules and regulations, etc.
Coaching & Development: To provide internal organizational and leadership development for
clubs and club leaders through open houses, training sessions, and one-on-one coaching.
AVAILABLE FINANCIAL RESOURCES
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Purchase Cards, Gift Cards, and Eaglebucks Cards
Portable Eaglebucks readers and Cashboxes
Avis Car Rentals
Eventbrite
Online Orders
Budgeting Templates
Checks and Purchase Orders
Aramark Catering
FINANCIAL REQUEST FORM
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This form is what all organizations will use as their primary way to use their group’s funds.
This form can be used for
o Online Orders
o Car Rentals
o Purchase Cards, Gift Cards, and Eaglebucks Cards
o Aramark Catering and 2fix Service Orders
Required Information
 Only financial approval members should sign submitted Financial Request Form
 If you are purchasing goods for an event, the 25Live confirmation# must be filled out
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Student Activities Advisor must approve all requests over $100
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SA Director or Senior Director must approve all contracts and purchases over $1,000
FINANCIAL REQUEST FORM CONTINUED
PURCHASE CARDS, GIFT CARDS, EAGLEBUCKS CARDS
 You would request a purchase card for any goods or services within the defined limits
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You would need a gift card if you are buying from Safeway, Giant, or Costco
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You would request an Eaglebucks card if you are buying supplies from a company that accepts
Eaglebucks. (http://www.american.edu/ocl/housing/eaglebucks.cfm)
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All these purchases must be less than $500
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Purchases under $100 do not need to be signed by your group’s advisors and can be submitted to the
front desk
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Purchases over $100 need to be approved by your advisor and should be submitted to your assigned
SA advisor
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Purchases over $250.00, you must meet with a SA Advisor before you submit your Financial Request
(Email your SA Advisor to schedule an appointment for review and signature)
CAR RENTALS
 If you need to rent a car for a particular event, you must use Avis because AU has a contract with them
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Reservation print-out must be attached with your request
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Student Activities will not give out credit cards for gas
ONLINE ORDERS
 All online orders must be managed by UC/SA, and approved by your SA Advisor.
(Email your SA Advisor to schedule an appointment for review and signature)
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Print and submit your online shopping cart and we will order the supplies for you. In addition, please
make sure to indicate the shipping method and when you need your purchases
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Send an electronic copy of your order of shopping cart to safinances@american.edu
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$500 limit is on these as well
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Try to order from Amazon so that you can utilize the Amazon Prime Membership (includes free 2 day
shipping)
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PayPal is no longer an acceptable form of payment
FUNDS COLLECTION REQUEST FORMS
To request the following:
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Cashboxes
Starter Cash up to $25 (if available)
Portable Eaglebucks Readers
Wristbands and Tickets
Required Information:
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Org Info
Event Info
Dates & Times of Sales
Pick Up Name
Items requesting
*Please Note: Eaglebucks reader
collections must be associated with the
sale of an item. (NO DONATIONS!)
About Portable Eaglebucks Readers and Cashboxes
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Request an Eaglebucks reader if you are charging people to attend your event.
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AU Students can either pay with Eaglebucks or cash.
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Cashboxes start with $25 in the box and are used to collect cash at an event. Make sure
you specify the amount for you started cash request
NOTE: Cashboxes must be returned with the initial $25 dollars in starter cash
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Students will be notified via email from the SA Finance team when your Eaglebucks
Reader request is confirmed.
Submission of a Funds Collection request form is required to request these services.
EVENTBRITE
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If you wish to do an Eventbrite, please
fill out the Eventbrite form located in the
Club Financials section of the SA Club
Handbook
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Eventbrite allows you to sell tickets to
your events online
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There is a charge to utilize this service
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Funds collected from Eventbrite ticket
sales will be deposited into your club
account 3-5 business days after your
event
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All Eventbrite Request must be
submitted to the UC/SA Front Desk
from 9-5pm M-F
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CHECKS AND PURCHASE ORDERS
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Any order that is over $500 must be paid via check.
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Every check request must also come with an invoice from the vendor and a W-9.
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Purchase orders are required for most vendor or contract orders for goods and services
above $500. These include guest artists/speakers, supplies, restaurants, etc.
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Professional Services Agreement (PSA)
PSA’s are required if you are bringing talent or a service to campus, this includes:
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DJ’s
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Speakers
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Bands
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Caterers
Important Notes about Contracts
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Students are not authorized to sign any agreements with external vendors, artists,
speakers, etc.
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All contracts using any club funds, including self-generated funds, are to be reviewed
and signed by AU officials. See your UC/SA Advisor.
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Students who sign contracts on their own may find themselves PERSONALLY LIABLE
for the terms of the contract.
ARAMARK CATERING
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Aramark is the food service contractor on campus and has exclusivity (or the right of
first refusal) to cater any event in the University Center footprint (MGC 1-5 and Tavern).
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https://american.catertrax.com/ is the website you would use to order Aramark.
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After placing an order attach the confirmation form to a financial request form (orders
cannot be placed until their SA advisor has been consulted and has signed off on the transaction).
FUNDS TRANSFER REQUEST BETWEEN
ORGANIZATIONS AND AU DEPARTMENTS
To Request the following:
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All transfers between organizations
AU departments, and offices
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Contract between parties agreeing
to issue funds
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Required Information:
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Name of receiving
department/organization
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FULL 18-digit account #
40-050510-(_ _ _ _ _)- (_ _ _ _ _)
Last 4-digits are your club acct #
Detailed Purpose of transfer
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Transfer Amount
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Clubs must submit a signed Funds
Transfer Request for to the UCSA
Front Desk
(Email your SA Advisor to
schedule an appointment for
review and signature)
DEPOSIT RECORD FORMS
To Request the following:
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All cash and check deposits received
through fundraising, events,
donations, dues, ticket or Eventbrite
sales etc.
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All Deposits must be made within 24
business hours of receiving the funds
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All Deposits must be made at the
UC/SA Front Desk from 9-5pm M-F
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Required Information
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Org Account #
Org Name
What Deposit is from with brief
explanation
Item and Denomination you’re
depositing
Total
Print name and email of who is
making deposit
RESOURCE TIMELINES
Checks/Purchase Orders (Individuals and Companies)
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30 business days before date needed
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Advisor and Financial Approval: processes within 10-15 business days
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A/P: checks cut within 7-10 business days
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All Checks must have a W9, invoice, and contract (if required)
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Travel Requests
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30 business days before date needed
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Advisor and Financial Approval: processes within 10-15 business days
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Once all required paperwork has been received and approved by Student Activities,
A/P issues check within 7-10 business days (if applicable)
Purchase Cards, Gift Cards, Eaglebucks Cards
Pick-ups and Returns
 Request is needed 3 business days before desired pick-up date
 Once card is issued you have a max of 2 days to use
 All cards are due back by 11am on due date
 You must pick up the card the day you requested it for, if you don’t pick it up we will
cancel your request.
 If you expect a delay or you are late please contact safinances@american.edu
Online Orders, Custom Ink Orders, Avis Car Rentals, Service Requests
& Funds Collection Requests
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All orders must be submitted at least 10 business days before needed. Please make sure
all appropriate paperwork is attached for fast processing.
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Tip! Submit a funds collection request the moment you plan an event. Resources go
FAST!
VIEWING STUDENT GROUP ACCOUNTS IN THE
STUDENT ORGANIZATION NETWORK (SON)
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You can access SON my visiting www.american.edu/SON
Two group administrators who attend club renewal training will be the administrator on
SON and will be able to view financial information
SON will provide your organization with a detailed transaction log in addition to other
group resources
Regularly monitor your SON account to make sure your funds are recorded correctly
o It is highly recommended to keep your own financial records and budget
FINANCIAL SANCTIONS
Late Notices
First Transgression: Email Warning
Once item is late an email notification is sent. The student has 24 hours to return the item
and/or respond. All pending requests will be suspended until item is returned.
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Second Transgression: Meeting with Advisor, Organization President/Treasurer and Student
Meeting will map out a plan to rectify the issue. All pending requests will be suspended until
item is returned.
Third Transgression: One Month of Fiscal Suspension of Student and/or Organization
Student and/or organization will have all financial requests suspended for one month.
Financial item must be returned immediately.
Fourth Transgression: Student or Organization Suspended for Semester
Student and/or organization will have all financial requests suspended for one semester.
Financial item must be returned immediately.
Lost Items
Purchase Cards & Eaglebucks Cards
If lost fiscal suspension of the individual or organization for the semester will occur. All charges
accrued while item is lost will be paid by organization. Individual or organization will be
placed on a one semester suspension.
Gift Cards
If lost, organization will be responsible for the full amount of the gift card. Individual or
organization will be placed on a one semester suspension.
Missing Receipts
- All receipts must be turned in
- Email warning for First Incident
- One Month of Fiscal Suspension for Second Incident of missing receipt the individual
or organization will be.
FINANCIAL STAFF
Ritanch Hans- Financial Administrator
AU Club Council Clubs
rhans@american.edu
Phone: 202-885-3397
Office Hours
Monday, Thursday, Friday 10:00-6:00
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Tuesday and Wednesday 9:00-5:00
Ebonie Smith – Financial Administrator
Graduate Groups, Student Government, Fraternity and Sorority Life
ebsmith@american.edu
Phone:
202-885-3399
Office Hours
Monday- Friday 8:00-4:00
Connor Becker – Assistant Financial Administrator
SA Financial Transaction Support Assistant
financialassistant@american.edu