This page serves as a resource for UA clubs and advisors. If you have questions about any of the financial policies listed below, please contact the VP of Finance (firstname.lastname@example.org) or Student Activities Staff (email@example.com).
No group should make expenditures in excess of $50 from their account unless those budget items are specifically included in the organization's budget, the money has been award from the Senate, Finance Committee, or Diversity Council, or the expense has been approved by the VP of Finance.
Check requests should be submitted by the organization's Treasurer. If the Treasurer is unable to fulfill this responsibility for some reason, check requests should be submitted by the club's President.
Check requests (with corresponding receipts) and purchase orders must be submitted on Wednesdays and there is a one week turnaround. For example, if a check request is submitted on Wednesday, September 18th then the check will be available the following week on Wednesday, September 25th. If a check request is submitted on September 19th, the check would be ready on Wednesday, October 2nd.
Exceptions will be made for emergency circumstances only at the discretion of the UA VP of Finance. Planning should be done on the part of student organizations to ensure that checks will be secured in sufficient time for their event. For example, if the Campus Activities Board is hosting an event on September 20th, they need to submit their check request by September 11th in order to have the check available in time.
If a check request is submitted for payment of a band or other performer, it should be accompanied by a contract that clearly states fees and method of payment. Remember, contracts need to be requested three weeks in advance and must be requested by either the Director or Assistant Director of Student Activities on your organization's behalf.
All payments must be made by check. No cash payments will be made.
If your organization needs funds in advance to purchase items you may submit a check request, following the procedure outlined above, and in the note section write "advancement." The check should be made payable to someone who has access to a local bank. Receipt(s) for the purchase must be submitted to the "Receipts" bin in the UA Office within two weeks. Any unspent funds must be deposited with Campus Safety.
Tax Exempt Forms
Tax will not be reimbursed on purchases made in New York State. Extra copies of the tax exempt form are available in the UA Office. Some vendors will ask to keep a copy of the form so it is best to take multiple copies when you are out getting supplies. If you have difficulty using a tax exempt form with a particular vendor, please contact Student Activities staff for help in resolving the situation.
Requesting Funds That Are Not In Your Budget
To request funds that are not already in your group's budget, you must submit a Senate proposal. Requests for conference funding should be made directly to the Finance Committee. To solicit funding from Diversity Council, your organization must be a member of the Council and should submit the request directly to the VP of Diversity Initiatives.
Accessing Funds from Senate, Finance Committee, or Diversity Council
To access funds awarded by Senate or Finance Committee, complete a check request and see the VP of Finance for any questions about the process. To access funds awarded by Diversity Council, complete a check request and have the VP of Diversity Initiatives initial the request before submitting.
It is expected that any time spent on the part of the club/organization or its members for meetings or the planning, implementation, or execution of an event is on a volunteer basis. As such, no monetary payments can be made to club/organization members for their role(s) in club/organization activities. This applies to advisors as well.
Accounts Payable (located in the basement of Smyth Hall) cashes any checks written by the Undergraduate Association up to $50 with Naz ID. Please do not leave any money in the UA Office folders. Only $50 in check may be cashed per day.
Prizes and Gift Cards
Cash prizes may be given out for different contest or tournaments; however, the total amount may not exceed $225 and must be distributed as follows - $100 first place, $75 for second place, and $50. Any deviation from this must be approved by the Director of Student Activities.
Clubs may purchase gift cards as prizes or a "thank you." Each individual card may not exceed a value greater than $50. Whenever possible, gift cards should be purchased directly through the vendor rather than at a store kiosk. After a give card has been given, the name of the recipient must be recorded and this information should be submitted to the VP of Finance. Failure to do so may result in an organization losing its ability to purchase gift cards.
These cards are available for students to sign out from the Director or Assistant Director of Student Activities and can be used to purchase food and related supplies for club meetings and events. A reservation should be submitted via email (firstname.lastname@example.org) and include the club's name, line of the budget from which the expense will be deducted, a brief explanation of items to be purchased, and when the card is needed. Requests will be filled on a first-come, first-served basis. Cards must be returned with a receipt within 24 hours. Misuse of the card or failure to return it in a timely manner may result in loss of privileges for the club.
Club members/advisors will only be reimbursed for purchases made on an organization's behalf with submission of a valid receipt. Reimbursements must be requested no more than two weeks after the original purchase date. Remember, tax for purchases in New York State will not be reimbursed.
No alcohol may be purchased, restaurant receipts must be itemized, a 15-20% gratuity is acceptable and will be reimbursed, and container deposits will be reimbursed.
If your club is collecting money for a clothing sale, event admission, or fundraiser, you should sign out a cash box for collection. This helps to keep money safe and organized. Cash boxes can be signed out from the Director or Assistant Director of Student Activities.
To reserve a cash box, sent an email stating the club's name, reason for collecting money, and dates needed to email@example.com. Up to $50 in petty cash can be made available for change with prior request and approval.
If your club needs to place an online order of any kind, schedule a meeting with the Director or Assistant Director of Student Activities.
Fundraisers and Donations
Any monetary donation made to your club/organization should be deposited with Campus Safety. Checks should be made out to the Nazareth College Undergraduate Association, not your club or an individual.
To make a donation on behalf of your club/organization, you should deposit all funds collected with Campus Safety then fill out a check request and attached any required donation form for the organization receiving the funds. Once the check is cut, your club is responsible for delivering or mailing the donation. It is a good idea to include a letter from your club indicating how and why the funds were raised and why the charitable organization was chosen as the recipient.
Bake sales may only happen if an outside vendor with the required health permit is providing the food or the items are pre-packaged. To host a bake sale, you must also secure approval from the Director or Assistant Director of Student Activities.
The UA has accounts with Salvatore's and Papa John's for clubs to order pizza. By ordering through the UA account you get a special rate and orders are automatically tax exempt. If you choose to order pizza from another vendor, follow the standard check request process to complete an advancement or reimbursement.
To order pizza through Salvatore's:
Call 585-461-5555 and ask to charge your order to the UA account at Nazareth College which is attached to phone number 585-389-2331. Make sure to give them your name and phone number for delivery. When your order arrives, sign the receipt and include the club name, and add an appropriate tip. You will need to leave a copy of the receipt (with your club's name and budget line) in the "Receipts" bin in the UA Office.
To order pizza through Papa John's:
Call 585-383-6000 and ask to charge your order to the Shults Center 1 account at Nazareth College which is attached to phone number 585-389-2320. Make sure to give them your name and phone number for delivery. When your order arrives, sign the receipt and include the club name, and add an appropriate tip. You will need to leave a copy of the receipt (with your club's name and budget line) in the "Receipts" bin in the UA Office.
College Bookstore Purchases
To purchase items from the College Bookstore, you will need to first go to the College Bookstore and determine which items will be purchased and ask the staff there to calculate the cost of the items (with the department discount applied).
Bring this information to the Director or Assistant Director of Student Activities and they will fill out the required purchase order for you. Take the purchase order to the College Bookstore and use it to pay for your items. When the transaction is complete, attach the receipt to the purchase order and put it in the "Receipts" bin in the UA Office.
Any money a club receives, whether cash or checks, should be deposited with Campus Safety within 24 hours. Clubs are also required to report any receipt of goods or services given in a payment of liability to the organization. Clubs must give and retain a duplicate of a receipt to any person or organization paying $25 or more in cash to the organization.
At the end of the spring semester, by the last day of classes, clubs must submit any outstanding check requests, turn in their record of account, and submit an inventory of any physical materials the organization owns.