1. Student Organizations receiving funds from the SCTC Student Senate must adhere to all related SCTC Business Office, MnSCU, and State of Minnesota Department of Finance policies in the organization’s activites.
   
   
2. All organizations must comply with the Equal Opportunity/Title IX policies.
   
   
3. All Student Senate funded organizations are required to maintain all related accounts with the Business Office.
   
   
4. All equipment purchased with Student Senate funds remains the property of St. Cloud Technical College and should be tagged appropriately.
   
   
5. Student Organizations are responsible for entering into a formal MnSCU professional services contract with speakers or service providers as required by Business Office policy.
   
   
6. Any and all funds raised by student organizations deposited into Business Office accounts must be dispersed according to related SCTC Business Office, MnSCU, and State of Minnesota Department of Finance policies.
   
   
7. Student Senate funds shall not be used to make a direct contribution to charitable organizations or individuals.
   
   
8. Funds may not be used as security for loans.
   
   
9. Club funds are to be used for an activity, event or program benefiting all members of the organization or St. Cloud Technical College.
   
   
10. Dispersals of club funds to individuals may be subject to state and federal income tax laws and could impact an individual’s financial aid.
    
    
11. All organizations must have an advisor.
    
    
    • Requests submitted for funding approval must have an advisor’s signature.
      
      
    • Advisors shall ascertain that funds are spent for intended purposes.  They will be ultimately responsible for all vouchers and other financial records.
      
      
    • Advisors will take care to prevent unreasonable risk or harm to participants during travel.

Receipting Money
The Business Office requests that advisors send students to the Business Office cashiers to deposit and receipt money related to club dues or other activities.  Students are asked to complete deposit slips that will accurately deposit moneys into the proper account.  Information required on the deposit slip includes: 

1. Club Name
2. Club’s Cost Center
3. Name of Activity (State Competition, National Conference, etc.)
4. Student Name
5. Dollar Amount

Purchase Orders
In order to pay for a commodity or service, a representative from the club officer team or advisor must first fill out a Business Office approved Purchase Requisition Form.  This must be completed prior to ordering the commodity or service to ensure that funds can be secured.  (Department of Finance Policy)

• When submitting a PO out of a club account, please attach a sheet listing the club members who received these services. (Example 1 – Only nine members attend state competition and are staying at a hotel, we need the names of those students.  Example 2 – Club has a pizza party for all members at the end of the year, write “entire club” on the PO request.)   Please allow 1 Full week for this process.  Most often it can be done sooner, but during crunch periods it may take this long. 
  
  
• Submit the PO request to the Administrative Assistant for you department. He/She will return the PO back to the club advisor so the advisor can place the order. An order cannot be placed until the PO is returned to the Advisor.
  
  
• When the merchandise is received with a packing slip, the packing slip needs to be marked with the date received and a signature of who received the merchandise.  The packing slip needs to be attached with the original invoice and “ok to pay” marked on the invoice along with the PO number and a valid signature of the advisor or treasurer.  This gets turned in to the Accounts Payable person in the BO. 
  
  
• If there is no packing slip, we just need the original invoice marked “ok to pay” and a valid signature of advisor or treasurer.
  
  
• If you want to reimburse a club member for a purchase that they made for the club, Attach the receipts to the PO request.  Enter the student’s name, address and student ID number under the vendor information.  Please indicate where you want the check sent.(Mailed or Picked up in the BUSINESS OFFICE)
  
  
• Purchase requisitions, exclusively from club funds, need be signed by the advisor and the club treasurer.  Instructor/Advisor costs need to be paid from the program cost centers either through purchase orders, or through employee expense reimbursement.  Purchase orders can be split between student club accounts and program cost centers.  In this case, signature of the Dean is also required on the purchase requisition.  In all cases, instructors need to have travel approval at the time of the purchase requisition, with out-of-state travel approved by the President.
  
  
• Purchases should be for employees and students only.  Spouses/family members, etc. cannot be included.
  

Cash Advances – When you have exhausted all of the above methods and you need cash to pay for hotels that won’t take a purchase order, or you want to give your students cash for meals, one of the following methods can be done to take care of this.

• Find out the cost of the hotel, meals or other items you may want to receive cash for and do a purchase order payable to St. Cloud Technical College.  Include an explanation as to why you are requesting the cash advance, a list of the students who will be receiving this money/or advisor who will be in charge of the money when traveling.  We will request a change order from the bank.  Please allow the 1-week as stated above and 2 extra days to receive the money from the bank.
  
  
• Once the money is received at the Business Office, you have the choice of the following options:
  
  
• Students can come to the Business Office and sign for the money.  (We need a list of the students to receive the money)
  
  
• A representative from the BUSINESS OFFICE can come to your area, hand out the money and have the student’s sign for it.  Please set up a time and place with your students and inform us of the arrangements so we can obtain coverage if needed. 
  
  
• The advisor/treasurer can sign the money out at the BUSINESS OFFICE, take care of handing out the money and get the student’s signature.