Organization Finances

Managing your student organization’s budget is one of the most important tasks org leaders take out, and it can be confusing, especially if you are new to your role.  Below you will find forms, resources, key terms and more to help navigate student org finances.  Have questions?  Reach out to Liza Hodge ([email protected]) or FAC ([email protected]) for help!

Forms

• Create Allocation – Form used to request additional funds for operating expenses, capital purchases, or travel in the current academic year.  Allocation requests are then reviewed by FAC and either approved or denied.  
• Create Expenditure – Form used to track student org expenses in Presence.  Submit expenditures immediately after they occur, as this allows you to better track your budget.
• P-Card Purchase and Amazon Purchase Form – Complete this form to alert CSLE you would like to make a purchase. This form can be used for purchases through most online vendors including Amazon.
• Reimbursement Request – Please complete the top portion of the check request form and email it to [email protected]. The form will be signed by the Associate Director of Student Leadership and Engagement and FAC chair and forwarded to Business Services for processing. Please note the last day of the fall and spring semester is also the deadline to submit all reimbursement requests. Attach a valid receipt to all requests containing the following information:
  • Business name
  • Date
  • Item(s) purchased (including the price of each item
  • Total amount of bill
  • Method of payment. 
• Fundraising Approval Form – All registered student organizations wishing to sponsor a fundraising event must receive approval from the Center for Student Leadership and Engagement (CSLE). This form must be submitted and you must meet with CSLE at least 14 calendar days prior to your scheduled event.
• Marketplace Online Payment Store or In-Person Payment Options – Student organizations can work with Business Services to set up an online payment system or in-person payment options for programs and events. Student Organizations must receive prior approval for fundraising from CSLE.
• Student Org Contract Request Form – Artists, speakers and/or performers that are brought to campus by student organizations must sign a contract to receive payment for services. Students are not allowed to and should never sign a contract on behalf of Macalester. This form should be completed at least 2 weeks prior to your planned event.
• Compostable Dishware Order Form – MCSG provides free compostable dishware to student organizations for their events as part of Macalester’s Zero Waste initiative. After submission of this form, student orgs will be sent an email notification when the order is ready to be picked up in Mailing Services.
• Student Org Travel Request Form – All student organization related travel must be pre-approved. To get approval, trip organizers must complete the travel request form at least three weeks in advance of their trip if ANY of the following conditions apply:
  • You are requesting money from the Travel Fund to support this trip
  • Your trip is overnight
  • Your trip is over 50 miles away from campus
• Student Org Storage Space Reservation Form – Use this form to request storage space and keys for your student organization.

Resources

• FAC Liaisons – Each Student Organization has two FAC members who serve as liaisons to your student org. Liaisons can help you navigate questions regarding your budget, assist with planning for next year’s budget, and a connection point for any other questions you may have.  If you do not know who your liaison is, email [email protected] for their contact information!
• CSLE Desk – The place to go to check out a P-card for purchases (if you are an authorized signer) or for general questions regarding anything student orgs.
• MCSG Financial Code – This document outlines all financial policies that apply to student organizations and guides the decision-making processes of the Financial Affairs Committee.  The financial code is reviewed and updated annually by FAC and by the MCSG Legislative Body.

Key Terms & Definitions

• Additional Allocation – Funding requested during the current year (for travel, new events, etc.) Orgs are welcome to request an additional allocation from FAC during the academic year, typically within the first 2-3 weeks of classes beginning.  
• Annual Allocation – The annual operating budget for student organizations for the following academic year.  Funding requests are submitted each spring and reviewed/approved by FAC and the MCSG Legislative body.
• Authorized Signer – Student org members who are able to check out a Pcard from the CSLE desk. Authorized signers are able to be selected once a semester and can be submitted through Presence.
• FAC – The MCSG Financial Affairs Committee.  FAC manages the student activity fee and allocates it to on-campus organizations to fund speakers, events, and other aspects of campus life.
• Flexi Funds – $100 in funding each semester that is guaranteed for all active student organizations.
• FOAPAL – Spending is associated with your org’s unique FOAPAL number provided by the college when you were chartered. Think of this as your org’s bank account number. To ensure you know your org’s FOAPAL utilize any of the following resources:
  • Check your org’s Google drive
  • Ask the CSLE Desk Assistants located in CSLE on the second floor of the Campus Center
  • Check your Transition Document in Presence
  • Email [email protected]