Financial Regulations for Student Organizations
- All student organizations receiving dues, donations, allocations, or other funds are required to conform to the following financial regulations. These regulations are an expression of Carleton College Policy with similar stature to those in the Carleton College Code of Conduct.
- All student organizations officers should be familiar with the Carleton Student Association (CSA) Financial Regulations found at https://apps.carleton.edu/orgs/csa/budget/guidelines/
- Each spring all CSA chartered organizations that desire funding for the following fiscal year (July 1-June 30) must submit their proposed budgets to the CSA Budget Committee. The proposed budget must include any anticipated income.
- During the year, requests for additional funds or capital reserve funds must be presented to the Budget Committee for Approval. To transfer more than $500.00 to another CSA chartered organization or department, the transfer request form must be signed by the CSA Treasurer and a SAO representative.
- CSA allocations are for a given fiscal year. Under standard operating procedures, any surplus funds in an account revert to the CSA at the end of the given fiscal year. Dependent surplus funds, as described in paragraph 10 of the CSA Financial Regulations, may carry over to the following year. It is the organization treasurer’s responsibility to submit the appropriate request to the CSA Treasurer at year’s end.
- The Business Office provides the technical support for the student organization’s bookkeeping operations; that is receiving income, issuing payments and billing for internal charges.
- Individual organizations are responsible for knowing their account balances. Financial records are considered open for inspection at any time by the CSA Treasurer, CSA Budget Committee, and the Business Office.
- All student organization income must be deposited with the Business Office Cashier into the relevant student organization account.
- All student reimbursements for bills and charges which have been properly authorized by organization officers and a Student Activities Representative with appropriate substantiation, such as an invoice, statement, or original receipts must be submitted within 60 days from the date of purchase or return from travel.
- Student Organization Payment Request Forms are available in the CSA office, Business Office and on the Business Office website and must be approved by either the organization’s president or treasurer. All payment requests must also be approved by the CSA treasurer and a Student Activities Office representative. Please allow seven business days for payment processing.
- Student organizations may not incur any charge that will overdraw their accounts, even if the overdraft is only temporary.
- All CSA funds and other funds raised through outside activities must be spent in a way consistent with the organization’s goals as stated in its charter.
- CSA Funds may not be spent to reimburse individual students for food or drinks unless those expenses are part of a group activity authorized by the CSA Budget Committee and/or the CSA Treasurer. Alcoholic beverages will never be funded by CSA funds. (Refer to College Alcohol Policy in the Student Handbook) Travel expenses to approved conferences, meetings, or other events may not include food or drink. Mileage for personal vehicle use is reimbursed at the official college rate, which can be obtained in the Business Office.
Sanctions Against Individuals
- The judicial authority of the College extends to violations of these regulations. Sanctions as outlined in the Statement of Rights and Responsibilities may be imposed against students who as individuals or as organization officers are determined to have violated these financial regulations.
- When, in the opinion of the CSA Treasurer and the Student Activities Office, it appears that an individual has improperly used organization funds through willful deceit, he or she will be so advised by the Student Activities Office and asked to justify his or her actions. If after ten academic days or thirty calendar days, whichever comes first, the individual has neither made a satisfactory explanation nor informed the Dean of Students that he or she wishes to challenge the assertion through the judicial process, the student will be billed if the transaction in question is $100.00 or less. Amounts over $100.00 must be handled through the College Judicial System.
- Organizations are encouraged to use the College purchasing department when making large purchases. The Student Activities Office has a Carleton credit card that can be utilized for organization purchases.
- NO STUDENT MAY ENTER INTO A CONTRACT ON BEHALF OF THE COLLEGE OR A STUDENT ORGANIZATION. Contact the Student Activities Office to negotiate all legal contracts.
- Funds collected and in the possession of duly elected financial officers or member duly appointed to have these funds are insured against loss by “burglary or hold-up” up to $2000.00. Burglary is here defined as forcible entry of which there must be visible signs. The insurance is valid only when the Business Office is not open. Any negligence in this or any other respect (such as leaving money where it can be easily taken) will make recovery impossible under this policy.
- Failure to abide by these regulations may result in the freezing of the organization’s account, and may result in the imposition of the penalties.