Purchasing

What can orgs spend money on? What can’t orgs spend money on?

Student org money can be used for…

Student org funds can be used to fund student org events, capital item purchases, and travel (transportation and lodging)
Because student orgs are funded by the student activity fee, which all students pay, funded student organization events and initiatives must be open to all Macalester students.
- The exception to this policy is if the event or meeting is being funded using the org’s $100/semester “Flexi Funds,” which can be used towards members only if an org chooses.

Student org money cannot be used for…

Plastic Water Bottles, Dish ware, Travel Fund, Gift Cards, Donations, Alcohol, Tobacco, Firearms
Food in excess of $10/person per event. Food requests in excess of $10 per person may be requested, but must be justified with details outlining the food that will be ordered, expected attendance, the significance of the food to the event, and the significance of the event to the activities and mission of the organization

Orgs can spend approved funds via the methods below!

Approved funds are…

Check out a P-Card from CSLE’s front desk
- Only Authorized Signers who have signed the Authorized Signer agreement form by the semesterly deadline may check out a P-Card. Orgs may have up to four Authorized Signers.
- The CSLE Desk is located on the 2nd floor of the Campus Center. Desk Hours: M-F: 8am-8pm, Saturday: 1-5pm, Sunday: (closed).
- P-Cards can be checked out for a maximum of three hours.
- Each org does not have it’s own P-card, orgs can check out one of four cards.
- If P-Card is lost or stolen call Wells Fargo at 1-800-932-0036 AND call Melanie LaBrasseur at 651-696-6444 (leave voicemail over the weekend, Melanie will return the call on Monday)
Request a purchase through CSLE
- Fill out the CSLE Purchase Assistant Form or email [email protected] and Melanie LaBrasseur can help make a purchase online or over the phone for you!
- This is a good option if your org did not complete the authorized signer form in time or if you have a more complex order you need help navigating!
Reimbursement
- A reimbursement is when an org leader or member spends their own personal money and gets paid back by the college.
- Bring the receipt(s) to the CSLE Desk and Desk Assistants will have you complete a check request or petty cash form and help you with next steps.
- The CSLE Desk is located on the 2nd floor of the Campus Center. Desk Hours: M-F: 8am-8pm, Saturday: 1-5pm, Sunday: (closed).

Contracts for vendors, speakers, or performers
- ONLY CSLE staff can sign contracts on behalf of Organizations. Students are not allowed to and should never sign a contract on behalf of Macalester
- Orgs should complete a contract request form in Presence. This form should be completed at least 2 weeks prior to your planned event. Contract request forms received after the deadline may be denied or delayed, and contracts can not be issued after a program has already taken place.
- Once the contracting worksheet is completed, a contract will be sent to the Artist/Performer contact person via email along with any required tax paperwork. They must fill out, sign, and return all required documents before a payment can be processed.
- Paperwork must be received at least two weeks prior to event to guarantee payment by the day of performance.
- No payments will be made without a fully executed and signed contract from the Artist/Performer. If you have any questions regarding contracts or payments, contact the Associate Director of Student Leadership and Engagement, Emi Menk, at 651- 696-6259 or via email at [email protected].
Journal Entries (JEs)
- JEs are Like Venmo for internal fund transfers at Macalester!
- You will likely use a JE if you are splitting the cost of an event with a department or other org.
- CSLE can help you complete a JE – email [email protected] for support!