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.  YOU will find forms, resources, key terms and more to help navigate student org finances on Highland Hub.  Have questions?  Reach out to Garrett Meier ([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 Highland Hub.  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 (over $50) – Please complete the check request eform. 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:
    • Initiate the Macalester Check Request (eform).
    • Complete the form.
      • List the Worktags to be charged and the amount.
  • • If you are submitting a reimbursement for a Student Org-related expense, Check Request Approvers are: Bess Bieluczyk (under $1,000) or Garrett Meier (over $1,000).
    • Once the Approver has signed the eform, you will receive an email from PandaDoc with the signed PDF. The approver will send this PDF to [email protected] .
• Petty Cash Request (under $50)
  • The form MUST be initiated by the person who is requesting the reimbursement.
  • Requestor, enter your name and email, then the Supervisor / Approver’s name and email to initiate the form.
    • The Approver for Student Org reimbursements is Bess Bieluczyk
  • Requestor, add your MAC ID, the business need for the expense (Description – Reason for purchase) , org Worktags – this field is optional for the Requestor to complete,  the amount, and all receipts.  Be sure to click SUBMIT to start the approval routing.
    • Once the form is completed by the Requestor, it will be automatically routed first to the Approver.
  • The Approver will review request, check the receipt(s) by clicking on the attachment(s) and add the Worktags to charge.
    • Once the form is completed by the Supervisor / Approver, it will be automatically routed first to the Cashier.
  • Once the Cashier has reviewed the request, the form will be emailed to you as a completed PDF.
    • If you do not receive the completed PDF in a timely manner, open the acknowledgement email from Business Services regarding the form.  Here, you will be able to view the signatures to see who hasn’t signed, and you can contact them to bring their attention to the request.   See Form Notification & Checking Form Status for more information about form notifications.
    • DO NOT go to the Cashier/ Student Accounts office to pick up the Petty Cash Reimbursement UNTIL you have received the completed PDF.
  • Once the Requestor and/or the Supervisor / Approver has received the Signed Copy (PDF) of the Petty Cash Reimbursement, the Requestor should:
    • Bring to the 1st floor of 77 Macalester Street – Cashier / Student Accounts Office within one to two weeks: 
      • Petty Cash Reimbursement PDF printed
      • Original or printed receipt(s)
      • MAC ID
    • The person who is being reimbursed is the only person authorized to pick up the petty cash reimbursement. 
  • The Cashier will have the Requestor sign the Petty Cash Reimbursement acknowledging the receipt of the cash.  
• 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. Hours: Monday-Friday: 8:00 AM-7:00 PM; Saturday: 1:00-5:00 PM; Sunday: Closed
• 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 Involve.
• 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 Highland Hub
  • Email [email protected]