Forming a club can be one of the most rewarding experiences of your college years but it can also be a ton of work. Find out how to maintain your recognized club status so your club can continue to enjoy the privileges and benefits that come with being a recognized club.
The Humboldt State University Executive Committee policy dictates that, effective
June 7, 1999, all University recognized clubs, programs, and associations will be required to conduct their financial activities through either the University or a recognized University auxiliary organization. External banking arrangements outside the University or campus auxiliary organizations’ purview shall not be utilized.
If your club presently has an off-campus account it must be closed immediately and all funds must be deposited into your AS account. Failure to do so may result in losing your club status.
Clubs may set up a free checking and accounting service through the AS Business Office. The Business Office sends a monthly print-out to all clubs with accounts. You should review this sheet carefully when you receive it. If you have any trouble understanding the print-out contact the AS Business Office.
To set up an account, the club member in charge of finances (usually the treasurer) should obtain a signature card from the AS Business Office. Signatures must be obtained from the treasurer, club advisor, and the Club Coordinator. In order to receive the signature of the Club Coordinator the club must have a current Club Contact Card on file with the Clubs Office. These signatures are then kept on file in the AS Business Office for reference. Clubs will then be assigned an account number. Signature cards must be updated annually, or when club officers or advisors change.
To write a check against your account obtain a check request form from the AS Business Office. Include a detailed explanation of the expenditure, as this will appear on your printout. Checks are dispersed twice a week, therefore requests should be filled out before the check is needed. Proper receipt are required for reimbursements.
Examples of the proper receipts are retail store itemized receipts, vendor invoices or signed and dated service agreements with a legitimate independent contractor. A credit card charge is not acceptable as a receipt (except for gasoline purchases). Please submit original receipts to the AS Business Office and retain the pink copy for your records.
Bank Account Policy:
All University recognized clubs, programs, and associations will be required to conduct their financial activities through either the University or a recognized University auxiliary organization. External banking arrangements outside the University or campus auxiliary organizations’ purview shall not be utilized. This policy was implemented to ensure compliance with external and system regulations governing oversight and accountability for financial transactions and reporting by the University Executive Committee and approved by the President.