How can I spend club money?
Club funding can be utilized in a few different ways:
- Students can spend their own money and be reimbursed (you must provide the original receipts and utilize a tax exempt form as you will not be eligible to be reimbursed for tax).
- You can contact Student Development a minimum of 2 weeks in advance of your event to charge the expense. All orders should be prepared in advance of contacting Student Development.
Spending Restrictions
You can only spend club funding on the areas approved for in your budget request. In addition, there are the following additional spending restrictions:
Branded Gear & Swag
Clubs may spend up to $8 for branded gear/swag per item per person (not including shipping costs).
Please note that branded gear/swag does not include costumes for your club. Branded gear/swag refers to any promotional item with your club’s logo and information on it, i.e. t-shirt. Student Organizations must provide a list criteria for how students are selected to receive items and students selected to receive them, when applicable.
See here for information about pricing from one of our recommended vendors.
Equipment
If your club wants to purchase equipment for members:
- No more than 50% of your allocated budget can go towards these items.
- All equipment must return to the Macaulay Building for use by the wider Macaulay community.
- Members receiving the equipment will need to fill out a Club Equipment Loan Agreementpromising the return of the equipment to the building.
- Equipment items are approved based on the group’s mission and need.
Students who do not return loaned equipment will be penalized, as well as the organization.
Subscriptions
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Students are able to purchase subscription based programs for their club’s functions and needs. However, the following items need to be addressed:
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Approvals for Subscriptions to programs are reviewed each year with the Club’s Budget Allocation. Just because a club was approved for a subscription-based program one year, does not mean that the program is guaranteed to be approved the next.
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Reoccurring Subscriptions cannot be purchased/subscribed to (Annual Subscriptions). Students can only pay for subscriptions that observe the current academic year & budget period.
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Subscriptions need to be purchased on a personal student debit/credit card and be reimbursed. Student Development cannot pay for a subscription via the payment request form. Students may submit for reimbursement if the subscription was approved.
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Subscription based-expenses can be conditionally approved by Student Development, but the clubs are responsible for submitting a Justification for the program for approval to Student Development before purchasing.
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