Finances and Fundraising

RSO Funding Sources

Most RSOs receive funding through dues and fundraisers, departmental support, or ASG funding.  Each funding resource has different spending and payment requirements. 

• RSO Dues & Fundraisers  Membership dues and proceeds from approved fundraisers should be deposited into your RSO's Agency (AG) worktag account.  Only your RSO may deposit funds into this account.  Your organization may use these funds for approved RSO expenses, subject to the checkwriting policies outlined below. 
  
  RSOs may not maintain outside bank accounts.  Because RSO funds must be deposited into the university-managed worktag account, this account does not function like a traditional bank account and does not have a routing or account number for outside deposits.
  
   RSOs can create and manage online stores direcly within HogSync. Through HogSync Stores, organizations can:
• Sell merchandise and other approved items to members and the public
• Add and edit products
• Manage inventory and product availability
• Maintain your store all in one place

        Important: Organizations must submit the Fundraiser and Dues Notification Form and receive approval from the RSO Office before          setting up or using a store.  Please refer to this guide for instructions on setting up your group's store. 

RSO funds cannot be spent using university procurement tools such as purchase orders or purchasing cards.  Instead, RSOs spend funds through the check request process or approved on-campus charge procedures.

Departments cannot donate or transfer university funds into an RSO Agency (AG) worktag.  Instead, departments may pay vendors directly for approved expenses on behalf of an RSO.  

ASG Funding

ASG offers student fee funds for RSOs through its Office of Financial Affairs. RSOs can apply for up to $10,000 in funds per academic year. Please see below for more details. These funds do not go into your worktag account but are paid directly to vendors for specific purchases. For more information, visit Office of Financial Affairs (OFA) | Associated Student Government. 

 

Managing Your Worktag Account

RSOs are responsible for monitoring their Agency (AG) worktag accounts and should review transactions regularly. The Office of Student Involvement & Leadership advises checkwriters in RSOs to review posted transactions weekly. Please see the links below for checkwriting information. If your RSO has financial transactions but does not yet have a worktag, please submit an RSO Worktag Request Form. 

• How to access your Agency (AG) worktag number and balance
• RSO Deposit Form
• RSO Checkwriting Policies
• RSO Check Request Form

If the check is not deposited within 120 days of issuance, the funds will be returned to the RSO and a new request will need to be submitted.

 

On-Campus Charges for RSOs

If your RSO is planning to use campus space, you may incur charges. These are typically paid through your RSO worktag, unless covered by departmental or ASG funding.

How payments work:

• RSOs cannot directly pay departments using university purchasing systems
• Departments charge RSOs through an Internal Service Delivery (ISD) or Accounting Adjustment.  In most cases, the RSO must approve these charges before they are processed.
• ASG funding and departmental funding cannot be deposited into an RSO Agency (AG) worktag.  Instead, these funding sources pay approved expenses directly. 

Before the event

• Request your space.
• Provide your RSO worktag if your RSO is paying
• If funded by ASG, follow instructions provided during packet pickup.
• If using departmental funding, work directly with the department to ensure billing is set up correctly.
• Request an estimate of charges and follow up if not received.
• Provide written (email) approval of estimated charges before confirmation.
• Ensure sufficient funds are available in your account.
• Review your reservations each semester to avoid outstanding charges. 

After the event

• Provide approval for any charges over the estimated amount (you can be automatically billed if the department makes two attempts to gain approval.)

 

RSO Tax-Exempt Status, W-9s, and EINs

RSOs often ask us about tax-exempt status or W-9 forms. Please note that your RSO cannot give tax-exempt receipts to donors, unless you have formed your own 501c3 (nonprofit) or have been granted that status by your national organization.

Because RSOs are separate from the university, you are unable to use the university’s EIN number per University policy. This means that you cannot complete a W-9 or anything that requires an EIN or Tax ID number, unless you have non-profit status as noted above.

If you have any questions please feel free to contact the Student Involvement & Leadership Office.

 

Commercial Solicitation

The Commercial Solicitation Policy prohibits private commercial business activities on University premises. Solicitation Policy from the Board of Trustees

If you invite an outside business to come to a meeting to help fulfill a need of your organization, this may be acceptable, but outside businesses  should not approach students or student groups to invite themselves or to offer money, products, or event sponsorship in return for access to your organization.

To summarize - organizations should never feel that you must endure solicitation by outside businesses who want access to your RSO or living group. If this happens, we ask that you report the incident to your faculty/staff advisor and the Student Involvement & Leadership.

 

Fundraising Policies

Notification of Fundraiser RSOs may raise money for their organizations through fundraisers. Fundraisers often take the form of selling items or services, selling tickets to an event, accepting donations, or asking for sponsorships from local businesses. We encourage you to get creative with your fundraising ideas!  RSOs cannot participate in fundraising for individual student gain; all fundraisers must benefit the organization as a whole. All marketing should make it clear that the RSO is fundraising to benefit itself. 

Philanthropies: RSOs cannot directly raise funds for a philanthropy. However, once funds for the RSO are raised the group can choose how to spend the funds, including donations to philanthropies of their choice, as long as the donation is to a nonprofit, charitable entity in good standing and recognized by the Internal Revenue Service (as required by Board Policy 515.1).

 To host a fundraiser:

• Fill out the Fundraiser and Dues Notification Form  at least 2 weeks prior to your fundraiser.
• If it is on-campus, reserve your space.  If you're not sure how to do that, consult the Event Planning Portal for links to reserve various spaces on campus.
• Hold your fundraiser
• Deposit funds raised to your account in the Treasurer’s Office within 1 week if funds raised are less than $100 or within 24 hours (next business day) if funds raised are more than $100. 

Please review the policies above for complete policies and procedures related to fundraising.

Fundraisers are meant to help your organization accomplish its objectives. Please remember that all fundraisers must benefit the registered student organization, not a specific individual or individuals.

 

ASG Funding

ASG Finances and Funding Guide

Each year, student fee money from the Associated Student Government (ASG) budget is allocated to RSO’s who apply for funding for special events/programs, conference attendance, and/or administrative supplies.  Monies appropriated to RSO’s must be used to promote a diverse array of programs and events, facilitate intellectual engagement, encourage collaboration between students and/or student groups, and/or foster campus community.  To learn more about ASG funding and how to apply, visit the ASG Office of Financial Affairs Website. 

Fundraisers and ASG Funding

It is important for you to understand that your RSO bank account is separate from any ASG funding you may receive. ASG funds will never go to your RSO bank account because they must be spent for a very specific purpose.

ASG-funded events may NOT be used as fundraisers. Because they are paid for with student fees, all ASG-funded events must be free and open to any student who wants to come. As an RSO, you aren’t allowed to sell items at the event, set up a donation jar, or sell tickets to students.

However, you are allowed to fundraise in the days before your ASG-funded event to help supplement your budget. For instance, if you would like to pay for an item (such as additional decorations or costumes), you may fundraise or use money out of your RSO Agency (AG) worktag to supplement the funding you receive from ASG.

For a complete list of fundraiser/philanthropy policies, please see the Student Handbook.