Using Student Organization Funds
Ithaca College Credit Cards
Recognized student organizations may request to use an Ithaca College credit card to make purchases. Students may request a credit card via the Credit Card Request Form on Orgsync under the Club Hub: Student Organization portal. A credit card request is not approved until the requested date provided on the request. Once a credit card request has been approved, the credit card will be available for pick up in OSEMA. All borrowed credit cards should be returned to OSEMA within two (2) business days after borrowing and must include an itemized receipt for each purchase made with the credit card. An itemized receipt lists all of the items purchased. If a student fails to include an itemized receipt, they will lose credit card borrowing privileges for the remainder of the semester. Additionally, any student found to be misusing Ithaca College credit cards may be held financially liable for unauthorized purchases.
Credit cards available for student use may not be used for travel related expenses including, but not limited to gasoline purchases, registration expenses, hotel expenses (including restaurants at local hotels), and vehicle rentals. To pay for expenses related to off-campus travel, please contact the Business and Operations Coordinator.
Gift cards may not be purchased without prior approval from the Business and Operations Coordinator. Ithaca College policy requires students to follow specific procedures when purchasing/gifting gift cards.
- When a gift card is awarded as a prize, the receiver is required to sign a prize receipt (available on OrgSync).
- A gift card cannot be used or awarded for any establishments that sell alcohol
- Any items containing alcohol cannot be purchased with student organization funds, whether the funds are IC Funds or Raised Funds.
- Gift cards may not be used as payment in return for goods or services.
- All gift cards must be approved by the Business and Operations Coordinator. Student Organizations that purchase unapproved gift cards may result in loss of credit card privileges.
A prize receipt must be signed for any prize or gift, including non-gift card prizes.
Student organizations who give out cash prizes at events should note that all cash awards (prizes) to faculty, staff, and students must be awarded with the notation that the recipient bears all tax liabilities for the cash payment as if it were income.
Transaction Requests for Reimbursements, Invoices, and Contracts
If an organization member is unable to secure a credit card, they may choose to make purchases from their personal funds and request reimbursement. Expenditures may not be reimbursed unless an itemized receipt has been provided. Because Ithaca College is a tax-exempt institution, taxes paid cannot be reimbursed. If the total on the receipts included tax, please subtract the tax from the amount. Reimbursements must be requested within 2 weeks of the initial transaction.
An organization may have to make payments for goods or professional services, such as paying performers, purchasing t-shirts or large supply orders, DJ payments, etc. Supporting documentation is required for all requests and is usually in the form of an invoice or a contract. An invoice is typically issued for merchandise of some kind. Payments for professional services always requires a contract. Student organizations that need a contract for an upcoming event should contact the Assistant Director of Student Involvement in OSEMA as soon as possible. Students are not permitted to sign a contract on behalf of student organization. The Assistant Director of Student Involvement will aid the organization with managing the contract and signing for payment. It is important to plan ahead when issuing payment for professional services.
In order to make any payments or reimbursements, specific documentation is needed. Please fill it out a Transaction Request Form, attach relevant receipts, contracts, or invoices, and submit the materials to the Business and Operations Coordinator in the Office of Student Engagement and Multicultural Affairs. Transaction Request Forms without the signature of the organization's treasurer will not be processed. All Transaction Request Forms must be submitted at least two weeks before the date needed.
Ithaca College is a tax-exempt institution: individuals will not be reimbursed for taxes paid.
Donations can only be made from an organization’s raised and rolled over funds. This is to ensure that Ithaca College, as a non-profit institution, is not making a donation, as it is not legal to do so. A student organization may donate their funds by submitting a Donation Request Form. The Donation Request Form may be accessed on the Club Hub: Student Organization portal on OrgSync. No additional documentation is required. Donations may take up to two (2) weeks to process.Student organizations should submit a donation letter with their request form to communicate that the donations represents the opinions, views, and desires of the student organization – not Ithaca College.
Petty Cash Banks
Student organizations may request a petty cash bank to be able to make change when conducing sales transactions. Petty cash banks are disbursed by CFCU Community Credit Union located on the 3rd floor of Egbert Hall. To request a petty cash bank, student organizations must complete the Petty Cash Fund Request/Return form, submit to the Business and Operations Coordinator in OSEMA to confirm the student organization has the funds in their account, and email the form to firstname.lastname@example.org for final approval. Once approved, this form will be emailed to CFCU who will use this signed form as authorization to disburse the funds. The Business and Operations Coordinator will also receive an email letting them know whether or not the request was approved and notify the student the petty cash is ready for pick-up. Students must be sure to bring your Ithaca College I.D. for verification when picking up the funds at CFCU.
Incurring a Negative Balance
If a student organization spends more than is available in their account, they will incur a negative balance. A negative balance is not permitted in a student organization’s account. When this occurs, the student organization forfeits their recognition status. They can no longer hold events, receive/spend funding, or reserve rooms. Any room reservations the student organization has made previously will be cancelled after a 2-week grace period. The Business and Operations Coordinator will notify any organization that incurs a negative balance. Their recognition is reinstated as soon as the negative balance is repaid by depositing the funds into their account.