Student Organizations Frequently Asked Questions
Revised 12/2015
Where can I find Student Organization guidelines & forms on-line?
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Our forms are fillable on-line. Complete form, print & obtain necessary signatures.
At the bottom right corner of the busfin forms page – http://www.emich.edu/busfin/forms.php
What is a recognized student organization?
Recognized student organizations are groups that have obtained University recognition with the Office
Of Campus Life, 345 Student Center. It’s a formal acknowledgement of the rights of the group to exist at
the University.
What is the Student Organizations Portal?
The portal is an on-line website where each active group has its own site. Your group must be active in
the web portal and your current officers and adviser must be listed in order to purchase goods and
services. https://orgsync.com/login/eastern-michigan-university?redirect_to=%2Fbrowse_orgs%2F867
Why is my student organization not showing up in the student organization web portal?
Contact the Student Organization Campus Life Office, 345 Student Center, (734) 487-9322/734-4873629 to see if your Organization is disabled for some reason.
How do I add or remove a member, adviser, or signer in my stu org web portal?
Changes can be made by the Officers who hold Administrative positions.
 Log into the Student organization Portal.
 Enter your stu org name in Search box – click on stu org icon. This will take you to your Home
(Profile) page.
 Scroll down and click on Manage Profile box.
 Click on Update and Renew Profile box
 Make your changes.
 Changes will not take effect until approved by the administrators of Student Organizations, 734487-3629
To invite people:
Click on the People Tab – Click on Invite People
Insert email addresses – select group - submit
What is a Student Organization Fund?
A university fund code that begins with an X and is officially recognized by Campus Life.
How do I get an X-fund?
Complete the following 3 steps in order:
1. Obtain recognition from the Greek Life & Student Organization Campus Life Office, 345 Student
Center.
2. Establish your Student Organization Portal. Include your Officers, Faculty/Staff adviser and a list
of members.
3. Submit a completed Student Org Fund Application available at
http://www.emich.edu/scontroller/accounting/docs/stuorgfundopenapplication.pdf to 212
Hover.
You only have to apply for an X-fund one time. For fund name changes send email to
busfin_generalaccounting@emich.edu referencing the X-fund#, old name and new name.
How long does it take to obtain an X-fund?
If your application is in order, within 3-5 business days or less. We will email you the fund#.
What’s my X-fund number?
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Log into the Student organization Portal.
Enter your stu org name in Search box – click on stu org icon. This will take you to your Home
(Profile)page.
Scroll down and click on Manage Profle button: Scroll down to Admin Only Paige : Organization
Fund Account = Xxxxxx – 200001 – 80
1st = Xfund# - 2nd = Organization# - 3rd = Program#
Who are the authorized signers?
 Authorized signers are the following required officer positions: President, Vice-President,
Treasurer, and the Faculty/Staff Adviser. Secretary is optional.
 Documents for expenditures require 2 authorized signers
 Signers can be 1 Student Officer and the Faculty/Staff adviser OR 2 Student Officers
How do I make a deposit?
 Complete the Deposit Voucher found at http://www.emich/sbs/billing-payments/forms.php
 Submit 2 completed copies of the Deposit Voucher along with monies to Cashiers Office, 201
Pierce Hall. Keep a copy for your records. See Example
Eastern Michigan University
Deposit Voucher
Department:
ABC Student Assoc
Date:
9/1/20
Detail Code:
Fund
X12345
Org
200001
(If Assigned)
Account
Program
0624
99
Activity
Location
Description
T-shirt sales
Amou
$100.
Account Total
Fund
Org
Account
Program
Activity
$100.
Location
Shortage
Please include the FOPL for O/S above.
Currency/Coin
$100.
Checks
Credit Cards
MasterCard
Visa
Discover Card
American Express
Credit Cards Total
$0.0
TENDER TOTAL
Preparer:
Phone:
A. Treasurer
734-368-7651
$100.
Signature:
Address:
Box 001 Student Center
Check One:
Instructions:
• Complete this form in its entirety. For questions, please call 487-2159.
• Please write the fund, org, account and program numbers on the front of all checks.
• If you would like a copy of this form with a cashier's signature for your records, you will need to present cop
to the Cashier's Office when dropping off the deposit.
FOR OFFICE USE ONLY:
Processed
Initials_______________
Notes
How do I ask for funds from Student Government?
Training is required for student organizations seeking fund from Student Government.
Student organizations that are seeking funding from EMU Student Government are required to
complete an online training course and submit information online before having their application
considered.
The training course is at https://sites.google.com/site/emustudentgovernment/home/studentorganization-funding-allocations-training
For more information see the Student Government Web Training Portal at
https://sites.google.com/site/emustudentgovernment/
How do I receive funds from another EMU Department or another Student Org?
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Give your X-fund number to the EMU Department or another Student Org?
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The Department or another Student Org will complete an inter-Department transfer form
available at
http://www.emich.edu/controller/accounting/docs/InterDepartmentTransfer.pdf
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The Department or another Student Org will email the completed form to
busfin_generalaccounting@emich.edu or deliver it to General Accounting in 212 Hover.
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General Accounting will post the funds to your X-fund within 3-5 business days.
How do I purchase Goods from my student org fund?
 “Goods” are supplies, materials, travel costs, etc.
 Your X-fund balance must be sufficient to cover the expense
 When Purchasing Goods:
o Obtain an invoice from the vendor.
o Print a W-9 form available at http://www.emich.edu and have the vendor fill it out. See
the Customer Service area in larger organizations or the Owner or Manager of smaller
organizations.
o Complete a Direct Pay fillable form
o Send the documents to General Accounting212 Hover for approval
o General Accounting will forward the information to Accounts Payable
How do I Purchase Services from my student org fund?
 “Services” include disc jockeying, performing readings, comedy, dance, storytelling, magic acts
etc.
 Your fund balance must be sufficient to cover the expense.
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Non-EMU External Vendors: Prior to engaging the services of an independent contractor you
must obtain and submit a completed Independent Contract Approval Status Request available at
http://www.emich.edu/purchasing/docs/IndependentContractorApprovalRequestForm020112.pdf to the Controller’s Office in 201 Hover. Two student authorized signatures are
required.
o
If the Independent Contractor Approval Status Request form is approved and the vendor
is deemed to be an Independent Contractor:
 Complete a Standard Agreement Between Owner and Contractor
available at
http://www.emich.edu/purchasing/docs/StandardAgreement022514.pdf
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Complete a Statement of Work Form available at
http://www.emich.edu/purchasing/docs/STATEMENT-OF-Work.pdf
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Print a W-9 form available at http://www.emich.edu and have the
vendor fill it out. See the Customer Service area in larger organizations
or the Owner or Manager of smaller organizations.
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Forward the documents to 212 Hover.
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If the Independent Contractor Approval Status Request is approved and
the vendor is deemed to be an employee consultant (please note, this is
rare):
Complete the New Academic Hire Packet available at
http://www.emich.edu/ah/Forms/AHRPacket.pdf
Forward the information to Human Resources in 140
Mckenny Hall
How do we pay another EMU student for Services from our student Org?
EMU Students have to be paid through Payroll on the HR Additional Compensation
Approval Request form found at www.emich.edu/hr/compensation/forms.php.
Complete the form. Two authorized signers are required. Submit the form to 212 Hover,
Accounting. Accounting will route the form to Career Services. Career Services will route
it to Payroll.
I have already purchased the “goods”. How do I get reimbursed?
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For Goods: Complete the Direct Pay form available at
http://www.emich.edu/controller/payable/docs/DirectPay.pdf payable to the person
who purchased the goods.
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Attach original clearly marked itemized PAID $-0- balance receipts showing type of
payment.
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Credit card slips are not acceptable in lieu of itemized receipts.
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For “Services: reimbursements are not allowed due to IRS tax ramifications.
How do I give an Award to an individual?
 Your X-fund balance must be sufficient to cover the expense.
 Create an award letter to the recipient that provides:
The name of the award
How the award was earned
Recipient’s name; EID and address
 If the recipient is not an EMU student:
Attach the award letter to a completed Direct Pay form available at
http://www.emich.edu/controller/payable/docs/DirectPay.pdf
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If the recipient is an EMU student;
Attach the award letter to a completed Request for Student Charges and
Awards form available at http://www.emich.edu/sbs/docs/RequestForChargesor-Awards.pdf.
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Deliver the documents to the Controller’s Office, 201 Hover.
The Controller will route the documents to General Accounting.
General Accounting will route the documents to Student Business Services.
Student Business Services will apply the award to the recipient’s student
account.
If the award generates a credit on the recipient’s student account, Student
Business Services will generate a payment to the recipient.
May we use the University’s Employer Identification Number?
 Student groups may NOT use the University’s EIN number.
 Contact your national organization to see if you can use theirs.
 You may apply for your own online at www.irs.gov
Who processes the checks? Accounts Payable, 112 Hover.
May we pick up the check?
 No. Picking up checks is an audit violation. All checks are to be mailed;
 We would prefer though to have vendor supply us with ACH information(similar to the
way staff receive paychecks).
How long does it take to process direct pays once AP receives it:
 Allow 5-7 working days provided all the paperwork is in place and accurate for the
request to be entered into Banner.
 Checks or ACH payments are processed on Tuesdays of each week
 Vendors are paid Net 30 and will be paid on the closest scheduled distribution date.
How long does it take to process reimbursement once AP receives it?
 Reimbursements received in Accounts Payable no less than 8 business days prior to the
designated Employee Reimbursement date will be mailed or Direct Deposited on the
appropriate Tuesday.
 Those received less than 8 days before the Employee Reimbursement date or contain
incomplete or incorrect information will be delayed to the following designated
reimbursement date.
Who do we contact if the check has been mailed and the vendor should have received the check but
has not received it?
 Accounts Payable, 734-487-0022 – Have vendor’s name, address and amount of check.
Where can I get more information?
 Campus Life – 345 Student Center – 734-487-3045 or 487-3629
Katherine (Kate) Curley – kcurley@emich.edu
Aryka Rice – arice14@emich.edu
Bianca Anderson – bander37@emich.edu
 General Accounting – 212 Hover
Customer Service-734-487-1321 or busfin_generalaccounting@emich.edu
Lillian Tusson – 734-487-1440 ltusson@emich.edu
Judy Griwicki – 734-487-1113 jgriwicki@emich.edu