Southern Oregon University: Student Activities and Leadership

Student Activities and Leadership

Financial Information

Clubs and Organizations

Student clubs and organizations at SOU generate funds through a variety of methods – dues, fund raising, and allocation from Student Fee committees. Club and organization officers are held personally responsible for the financial solvency of the club or organization. Money collected in the name of a club or organization for its activities must clearly be used to further the goals and objectives of the student club or organization.

All money generated must be deposited and spent through the club’s on-campus account. When student clubs and organizations raise money on their own and deposit it into an on-campus account, the money becomes state money and is subject to all state rules and regulations.

On-Campus Accounting Service

Student club and organization accounts are maintained in the SU Accounting office in SU 312. All clubs or organization receiving Initial Budget Level funding must submit a quarterly report to the Associate Director of Student Activities and Leadership. To receive funds a club or organization must abide by the following process and policy:

To establish an on-campus account all clubs and organizations must identify those individuals authorized to withdraw funds and have them sign a Signature Authorization Card.
Each club or organization will be able to receive a financial statement upon request.
Requests for withdrawals are made using the Stevenson Union Request for Action form. Two authorized signatures are required on the request form. The request is submitted to the Stevenson Union Accounting office when completed. Check, when ready, can be picked up in SU 312 or mailed directly to the person or business.
Only checks (no cash) will be issued for withdrawals.
A federal tax i.d. number or social security number and complete address is required to process a check request.
Checks are cut every Wednesday during the Academic Year, and therefore withdrawal requests must be turned in the Monday before the check is needed.

Donations

It is acceptable for an individual or business to donate money through the SOU Foundation to a campus club or organization and receive the benefit of claiming the donation on the donor’s tax return if the club or organization is registered by the university.

Fundraising Guidelines

SOU registered clubs and organizations may conduct a fundraising campaign on-campus after gaining approval for event through the Involvement Center.
Approval must be requested on an Activity Bid at least 2 weeks before the event.
If any food or donation is proposed as an activity; the event must adhere to the SOU Food and Catering Policy.
Items sold can not compete directly with merchandise being sold in the SOU Bookstore.
A student club or organization member must staff the area where the goods are being sold.
There can be no advertisement for commercial establishments.
A clearly visible sign or banner must be displayed at the sale indicating the club or organization sponsoring the event.
No individual may conduct a fundraising activity on her or his own behalf.
Fundraising tables will be assigned only in the Stevenson Union. Fundraising may not occur at any other location on campus, unless special permission is granted by the Vice President for Administration and Finance and the appropriate executive council member.
A report of fundraising activities and results shall be kept in the club or organization’s records for review upon request by the Associate Director of Student Activities and Leadership.
Fundraising reports shall be retained for one year.
All monies collected, cash or otherwise, must be deposited in to the club or organization’s on-campus account in SU 312.

Event Proceeds

Proceeds from campus-wide events will be counted by the sponsoring club or organization and a Special Events Crew Member. A cash report will be filled out and signed by both. All the income will be deposited into the club or organizations on-campus account.

No money may be distributed to pay event costs from money taken in at the door (i.e. contract charges, vendor fees, etc.)

Games of Chance (Raffles)

All games of chance, whether bingo, raffles, or other such games sponsored by Southern Oregon University; by any student, staff, or faculty organization of Southern Oregon University; by any division at Southern Oregon University; or with the co-sponsorship of any association, organization or division of Southern Oregon University shall be operated in accordance with Oregon Administrative Rules, Chapter 137, Division 25. This rule compels any organization or group to be licensed to carry out activities termed “games of chance.”

Request for approval to hold any such games of chance shall be made in writing to the Associate Director of Student Activities and Leadership, who will provide forms for such requests, at least six (6) weeks in advance of the desired event. Facilities use requests must be made separately utilizing the correct procedure for such requests.

There is a $5,000 per year / $2,000 per raffle limit on raffles. Those desiring to hold a raffle exceeding the limits must apply on their own for a raffle license.

Contracts

A Personal Service Agreement Request must be completed and signed before contract can be honored for all paid performers or speakers. Submit requests and contracts to the SU Accountant for final approval.
Performers must be paid from a Personal Service Agreement Request.
Contracts for major events (large attendance, over $500 being paid to performer, etc) should be scheduled at least one month in advance.
Contracts and riders should be reviewed carefully. For proper procedures when dealing with contracts and riders, contact the Associate Director of Student Activities and Leadership.
All performers and speakers must sign a Southern Oregon University contract.
Contracts are not official until they have been signed by both parties. Financial expenditures for any contract must be approved before signing.
All travel expenses requiring payment by the student group must be included in the Personal Service Agreement Request.

Ticket Sales

Events with ticket sales must have special tickets made up for the program.
The name of the event, date, time, place, ticket price, and sponsoring organization should be included on the ticket.
Tickets must be pre-numbered. A consecutive numbering machine is located in the Involvement Center.
All advance-sale tickets must be turned into the Involvement Center for recording prior to going on sale.
Off-campus agents shall be allowed to sell only General Public tickets.
Extra tickets and all monies collected must be turned in to the Involvement Center – this includes advance sales as well as sales at the door of the event.
Credit card sales arrangements may be available through the Involvement Center.

Cash Box

Cash boxes are available for reservation through the Involvement Center.
Turning in a cash box requires the following steps:
1. Count all monies in the cash box, including the original charge fund and all of the monies collected through sales.
2. List the monies and totals on the receipt form included with the cash box.
3. Fill in the name of your organization and sign the bottom of the receipt form.
4. Turn in the cash box to the Involvement Center or to the Events Crew Staff member.

Event Co-Sponsorship Guidelines

The following guidelines must be followed for a club or organization to co-sponsor an event with an off-campus group.

The club or organization co-sponsoring the event must organize and facilitate the event
The event must be clearly advertised