One of the many benefits of becoming an officially recognized Lafayette College student organization is the opportunity to receive and utilize funding from Student Government. Below is important financial information.

Table of Contents:
Student Government Financial Guidelines & Fact Sheet
Itemized Program Budget Requests (IPBR)Additional Sources of Funding
Budget Periods
Unanticipated Budget Requests
Unspent Funds
Additional Sources of Funding
Financial Transactions
Checking Your Account Balance
Account Number
Depositing Money
Purchasing
Reimbursement
Fundraising
Accepting Donations
Charitable Donations
Games of Chance


Student Government Financial Guidelines & Fact Sheet

Please review the Student Government Financial Guidelines and Fact Sheet here for specific information related to Student Government controlled funds.


Itemized Program Budget Requests (IPBR)

  • To request funds from Student Government, recognized student organizations must utilize an IPBR to request all funding for the designated time periods (summer, fall, and spring). The request must include a detailed breakdown of expenses to be incurred (programming, travel, equipment, apparel, etc.).
  • If organizations do not request funds or wish to revise their budgets there are two optional periods in which they may do so.
  • IPBRs should be submitted using the OurCampus Budget Request tool on the organization’s group page. For more information on how to submit a budget request via OurCampus, visit the Student Government website.
  • Organization treasurers must maintain an accurate record of their organization’s financial transactions and must be able to make this information available upon request.

Budget Periods

Period 1: Summer & 1st 2 Weeks of Fall Semester

-Requests due by June 1st

Period 2: Fall Semester (Week 3 to Spring Semester)

-Requests due by the annual Student Involvement Fair (2nd Thursday of classes)

Period 3: Spring Semester (Week 3 for July 1st)

-Requests due by 2nd Thursday of the spring semester

Optional: Winter Session (Mid November to Start of Spring Semester

Should only be used if organizations wish to revise their budget request or missed submitting a request.

Requests due by Election Day (2nd Tuesday of November)

Optional: End of Year (April to July 1st)

Should only be used if organizations wish to revise their budget request or missed submitting a request.

Requests due the Thursday following Spring Break


Unanticipated Budget Requests

For unanticipated expenses, like championships and broken equipment, groups may submit an Unanticipated Budget Request at any time. Those requests should be submitted through the Budget Request tool on your organization’s OurCampus group page.


Unspent Funds

  • Any funding that is left over because an event did not occur or expenses were less than anticipated may be reallocated if using the funds in a similar manner. Reallocations over $300 must be approved by Student Government. Reallocation Requests should be submitted via the Unanticipated Budget Request Form on OurCampus.
  • All unused allocated funds from the fall semester will be recaptured in January to be distributed to organizations for the spring semester. 

Additional Sources of Funding

Besides Student Government allocations, there may be other funding options available to aid your organization and its functions. Effective fundraising campaigns and co-sponsoring with another organization or college department are two possible opportunities to acquire additional funds. For more information about additional funding sources, please schedule an appointment with a professional staff member in the Office of Student Involvement.


Financial Transactions

All Student Government funded student organization accounts are managed by the Office of Student Involvement. Funds allocated by Student Government are transferred into your organization’s account. Checks, deposits, and transfers are processed for your organization by submitting the appropriate forms and supporting documentation to Student Involvement for each transaction.


Checking Your Account Balance

Student organizations can check their account balance via their OurCampus Accounting Book tool on their organization’s portal. Organizations can also access this information by consulting the Office of Student Involvement for an updated account balance.


Account Number

All organization accounts have an account number that looks like 929501 31900 710xxx 74; the 710xxx is what specifies your individual organization. Please contact Student Involvement or your organization advisor for your organization account number. Your organization’s treasurer should keep track of this account information.

Multiple Accounts:

Some organizations may have multiple accounts. Any additional accounts your organization has are specific to particular funding sources other than Student Government.  These accounts may have funds from donations or fundraising.


Depositing Money

Students may not keep money in their rooms from any club fundraisers, dues, travel, etc. Money must be deposited daily to lessen the risk of theft or loss. Organizations may deposit funds into their account by dropping them off at the Office of Student Involvement.


Purchasing

There are various ways to make purchases for your organization, including purchase orders, checks, and using a College credit card. Organizations are encouraged to work with the Office of Student Involvement Office Coordinator to determine the best way to make the purchase. Organizations may need to supply additional information such as invoices, W-9s, copy of contracts (which MUST be signed by the Office of Student Involvement) in order to process payments.

ALL purchases must be approved and allocated in the organization’s budget. Organizations MUST complete a Purchase Request Form on OurCampus at least 1 week (5 business days) in advance.

Please note, if paying by a check (often the case for vendors, performers, etc.), the Purchase Request must be submitted 2 weeks prior to the date needed. 


 Reimbursement

Lafayette College is a non-profit organization and, in order to make tax-free purchases, the College must make the payment directly to the vendor. Students should not use their own money or credit cards to purchase items for an organization or to pay a speaker or vendor. Under special circumstances, reimbursements may be granted if under $100 and prior arrangements are made with the Office of Student Involvement. Receipts for reimbursement MUST be submitted within 1 week of the original purchase.


Fundraising

All fundraisers, internal and external, MUST be approved by the Office of Student Involvement.

Below are examples of items that may be used to raise funds for your organization. 

  • Items for sale that have been produced by the organization (e.g. baskets, candy grams)
  • Items for sale that are directly related to the student organization’s mission or goals (e.g. plants sold by the Horticulture Club)
  • Items that promote school spirit (e.g. t-shirts, buttons) but do not conflict with College trademark policies
  • Pre-packaged items (e.g. candy, gum)

Locations

The specific campus locations listed below have established additional criteria for fundraising activities. All of these areas require approval by Student Involvement unless otherwise noted:

  • Farinon College Center: approval by Student Involvement
  • Residence Halls: approval by the Office of Residence Life
  • Dining Areas: approval by the specific dining hall/location manager
  • Recreation Facilities: approval by the Department of Recreation Services
  • Permission from Student Involvement in conjunction with the appropriate building coordinator should be contacted for all other campus buildings not specified in this list

Accepting Donations

Student organizations may accept cash donations to be deposited by the Office of Student Involvement. College department donations made to student organizations should be spent out of the respective departmental account and therefore money should not be transferred from a College department into the student organization’s account.


Charitable Donation Policy

In limited circumstances, registered student organizations may use proceeds from approved fundraising events to make donations to non-profit charitable organizations. Fundraising events are subject to approval by Student Involvement. Beneficiaries of such events must be recognized 501(c)(3) charitable tax exempt organizations. A tax-exempt fiscal sponsor of a proposed beneficiary is insufficient to satisfy this requirement. Student Involvement may require a tax ID number and tax-exempt certification documenting the beneficiary organization’s 501(c)(3) status prior to approval. Donation checks must be made payable to the approved beneficiary, and a letter, issued on official letterhead, confirming receipt of the funds by the beneficiary is required for all donations.

Proceeds from fundraising events may only be used for lawful purposes. Under no circumstances may Student Government allocations be used to fund donations directly or indirectly to religious or political organizations. Charitable donations to individual persons are strictly prohibited.

IRS 501(c)(3) Contributor Information: http://www.irs.gov/Charities-&-Non-Profits/Contributors


Games of Chance

The Pennsylvania Local Option Small Games of Chance Act allows certain nonprofit organizations to conduct small games of chance for the purpose of raising funds for the promotion of charitable or civic purposes. Included games are:

  • Pull-Tabs
  • Raffles
  • 50/50 Drawings
  • Daily Drawings

Poker tournaments for charity are considered “unlawful gambling” and are NOT included under the allowable “Small Games of Chance Act.” 

Organizations wishing to conduct one of the above should contact the Office of Student Involvement and will need to complete and pay for an Eligible Organization Games of Chance Application.

For more information about gaming and fundraising policies, contact Student Involvement.