Financial Information

Club Accounts

All clubs are required to conduct their financial activities through their Associated Student (AS) Accounts. External banking arrangements outside the University or campus auxiliary organizations are prohibited. If your club presently has an off-campus account it must be closed immediately and all funds must be deposited into your AS account. Failure to do so may result in losing your club status.

Clubs may set up a free checking and accounting service,  supported by Suzan DiRicco at the AS Office, located in the University Center next door to the Clubs and Activities Office. Clubs will receive a bi-weekly email with their account information. You should review this email carefully when you receive it in your club’s HSU email account. If you have any trouble understanding the email, contact Suzan DiRicco at 707-826-3771.

To set up an account, the club member in charge of finances (usually the treasurer) should obtain the necessary forms from the Clubs and Activities Office. There are two forms, the first being the "New Club Account Form," and the second a "Signature Authority Form." Signatures must be obtained from the Treasurer, Club Advisor, and the Club Coordinator. In order to receive the signature of the Club Coordinator, the club must be an active club. These signatures are then kept on file in the AS Office for reference. Clubs will then be assigned an account number. Signature forms must be updated annually, and when club treasures or advisors change.

Steps to Filling Out a Check Request
  1. Obtain all original receipts, invoices, purchase orders, service agreements (with a legitimate independent contractor) and etc. A credit card charge with itemized receipt is acceptable. Please make it a habit of retaining all original receipts.
  2. Fill out a “check request” available in the AS Business Office. You will need to include a detailed explanation of the expenditure, as this will appear on your printout. Checks are dispersed twice a week; therefore requests should be filled out before the check is needed.
  3. Submit “check request” along with original receipts to the AS Business Office and retain the pink copy and a copy of your receipts for your records.
Steps to Depositing Funds Into Your AS Account
  1. Fill out a “deposit slip” available in the AS Business Office. You will need to include a detailed explanation of the deposit, as this will appear on your printout.
    1. The “deposit slip has carbon copies; the original white and yellow copies must be detached and deposited with the money (this could include cash or checks).
    2. Put the white and yellow copies of the “deposit slip” and the cash or checks in an envelope (these can be obtained from the AS Business Office) and deposit into the mail slot just to the right of the University Center Info Desk (look for the Clubs Office sign). Keep the pink copy for your records.
Accounting Forms for Clubs

Payment Request Form: https://orgsync.com/158827/files/1503295/show

HSU Student Club Financial Handbook: https://orgsync.com/158827/files/1503271/show

Inventory Log Sheet: https://orgsync.com/158827/files/1504331/show

Student Club Financial Ledger ( shadow tracker for club account): https://orgsync.com/158827/files/1501846/show

Treasurer Training Powerpoint: https://orgsync.com/158827/files/1503268/show

Donation Ackowledgement form: https://orgsync.com/158827/files/1306806/show

AS Event Funding Grants

Activities Coordinating Board/MultiCultural Center Allocation Board for Event Funding

Clubs and Activities Grants up to $2,000

Clubs and Activities Grants are available for on-campus events and activities that are free to HSU students and open to the community. Grants are used to encourage student groups to put on high quality events or invite speakers, performers, and professionals to campus. All events receiving a Clubs and Activities Grant must occur before the last day of spring semester.

Stipulations:

-Applications must be submitted through OrgSync and reviewed by the Club Advisor before the deadline.
-Preferences will be given to programs that have secured support from other sources, such as fundraising.
-This money is not intended to fund equipment or classroom activities or endorse political candidates.
-Grant application must be submitted prior to the event. Grants will not be allocated retroactively.
-These funds can be used to pay travel costs for a speaker or performer, lodging expenses, refreshments, publicity, decorations, etc.
-Any food purchases must be an integral part of the event- not the sole purpose of the event.
-No more than $2,200 can be allocated to any one organization in any one semester. If event funding includes
an allocation from a Cultural Programming Grant, no more than $3,000 can be given to a single event.
-If an organization requires more than the maximum (over $2,200) for an event, members are encouraged to
seek AS unallocated funds.
-All events receiving a grant must display the AS logo and the name of the sponsoring student group on all promotional materials. All publicity for events shall be reviewed and approved by the Clubs Office if you receive a CAG grant and by the MCC if you receive a CPG grant, in advance of posting

 

Cultural Programming Grants up to $2,400

Cultural Programming grants are available for on-campus events and activities that are free to HSU students, and open to the community. Grants will be provided for on campus events that promote social justice, educate and raise awareness of cultural diversity, equity, cultural celebrations and traditions. All events receiving a Cultural Programming Grant must occur before the last day of spring semester.

Stipulations:

-Applications must be submitted through OrgSync and reviewed by the Club Advisor before the deadline.
-Preferences will be given to programs that have secured support from other sources, such as fundraising.
-This money is not intended to fund equipment or classroom activities or endorse political candidates.
-Any food purchases must be an integral part of the event- not the sole purpose of the event.
-Grant application must be submitted prior to the event. Grants will not be allocated to past events.
-These funds can be used to pay travel costs for a speaker or performer, lodging expenses, refreshments,
publicity, decorations, etc.
-No more than $3,000 can be allocated to any one organization in any one semester. If event funding includes
an allocation from a Clubs and Activities grant, no more than $3,000 can be given to a single event.
-If an organization requires more than the maximum (over $3,000) for an event, members are encouraged to
seek AS unallocated funds.
-All events receiving a grant must display the AS logo and the name of the sponsoring student group on all
promotional materials. All publicity for events shall be reviewed and approved by the Clubs Office if you
receive a CAG grant and by the MCC if you receive a CPG grant, in advance of posting.

Funding Limitations

These funds are student generated through The Associated Students, there are some limitations that need to be considered when applying for funding.

We CAN fund the following

  • Publicity (flyers, posters, newspaper ads, etc.)
  • Lodging for speaker/performer
  • Supplies & Equipment rental for proposed events
  • Nonprofit/nondiscriminatory events
  • Fees for speaker/performer (people who are not HSU faculty, staff, administrators, or students)
  • Travel costs for speaker/performer

We CANNOT fund the following

  • Equipment purchases
  • Classroom activities
  • Alcohol
  • Nonevent specific publications/pamphlets/booklets
  • Tournaments/games/fundraising events
  • Clothing or costumes
  • Awards, wages, or specialty items for club members
  • Presenters or performers who are HSU faculty, staff, administrators, or students

Grant Application Process

  1. Application for Funding must be typed and complete. Note: Events occurring after a grant deadline will not be considered for funding. The only exceptions are events occurring before the first grant deadline. Grant applications may be obtained via OrgSync at: https://orgsync.com/158827/forms/265352
  2. Applications will be submitted through OrgSync.
  3. Your club/organization advisor must electronically approve the funding application form.
  4. A student representative must be present at appointment time, which will be emailed to the contact listed on the application. Failure to send a representative will likely result in a funding request denial.
  5. All flyers advertising events must include an accessibility statement, AS Logo, and name of sponsoring student group. All publicity must be approved by the Clubs Office for a Clubs and Activities Grant, or by the MultiCultural Center for a Cultural Programming Grant.
  6. If your event is canceled or postponed, please contact the Clubs Office as soon as possible.

Funding for these grants are provided and supported by the Associated Students of Humboldt State University.