For detailed information on all Business and Appropriations-related policies and procedures,
please read the Student Council Treasurer's Manual. [Download Now  ]
Newcomb Hall Business Services Office
The Newcomb Hall Business Services Office provides financial advisement and support to all student organizations that receive Student Activities allocations. In addition to handling the accounting function, the Newcomb Hall Business Services Office is a valuable resource in the areas of budgeting, payment processing, and account reconciliation. Many groups visit the office on matters related to budget procedures, fund-raising, bank account establishment, etc. The Business Services Office is located on the fourth floor of Newcomb Hall.
Office hours are Monday – Friday from 8 a.m. to 5 p.m. (excluding holidays); a staff member can be reached by phone at 924-0867 or via email at .
Student Activities vs. Self-generated Funds
At the onset, the distinction should be made between money allocated to the organization from the Student Activities Fund and money which the organization earns or collects on its own. The Newcomb Hall Business Office holds the money from the Student Activities Fee allocations until it is spent by the organization. The use of Student Activities Fee allocations is restricted to specifically approved purposes. The self-generated funds that the organization collects (ie: membership dues) are held by the organization and may be deposited in a bank account in the name of the organization. These funds are unrestricted and may be spent as the group sees fit. If the group makes an expenditure against these funds, the group may request reimbursement and/or direct payment to the vendor from its Student Activities allocation (as long as the expense was approved in the budget).
Making Expenditures
Each expenditure MUST be supported by objective, verifiable documentation that the goods and/or services were received by the organization as stated on the Expenditure Voucher Form. Only the original copies of these documents can be accepted by the Newcomb Hall Business Services Office. Requests for payment and/or reimbursement must be submitted within 60 DAYS of the invoice date. For expenses paid at the time the product is purchased (over-the-counter - ie: gas, hotel, supplies, etc), the receipt date will serve as the "invoice date." Funds will not be released to any organization that doesn't provide sufficient documentation of expense. State regulations prohibit photocopies where state funds are involved. The Expenditure Voucher is incomplete without such documentation. Please reference the Travel section for policies and procedures related to Travel Expenditures.
Student organizations and/or individual members of organizations SHOULD NOT pay for service-related expenditures (i.e.: advertising, printing, telephone, speakers, entertainers, etc). The IRS requires the University to annually report payments for services performed by vendors. A service is defined as "work done for others as an occupation or business." An example of a service would be submitting a print job to Kinko’s for processing. However, printing the job (yourself) at Kinko's is not considered a service. This type of expense should be paid directly from the organization’s appropriation. Contact the Newcomb Hall Business Services Office to determine how best to work with your choice of service vendor.
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