As part of being in leadership for your organization, you are expected to maintain records on behalf of your organization and stay up to date with communication shared by the Student Activities and Student Organization team. Below are some of the expectations held for club leadership:
Treasurers should have a comprehensive Treasurer’s Report that tracks what expenses have been approved by SAFAC and what has been submitted for reimbursement. Once fiscal year end concludes, the SAFAC funds will be removed from your SAFAC accounts as they do not roll over. As a result, it is imperative that you keep track of whether or not you or your peers submitted a SAFAC reimbursement. The SASO finance team provides a Treasurer's Report template for all clubs—please contact them at [email protected] if you would like to utilize this tool!
Organizations should have a collaborate relationship with their advisors. Advisors should be aware of the events and purchases taking place for your club, as they must approve all club expenses on Workday. Clubs should tell their advisors when they submit expenses in order to make sure it gets approved on Workday in a timely manner. Advisors are also the only ones who have access to your club balance on Workday. You should actively work together to verify the debits for your club balances.
Student leaders are expected to uphold university purchasing policies and procedures. In many cases, advisors will be expected to facilitate payments for purchases that cannot be done by students. We expect students to inquire about such procedures if they are not familiar with it.
Students are expected to plan their events and purchases in a timely manner. Due to some approved requests requiring purchase orders or special approvals, students are expected to plan events with anticipation to ensure there is adequate time to address any concerns. It is also important to discuss with your advisor the expectations you have with regard to spending. Advisors will need to apply to corporate cards and comply with the required learning courses in order to apply.
Students are expected to provide sufficient documentation when submitting reimbursements to SASO. Any request that is missing documentation will delay the reimbursements process.
Any organization that fails to adequately track their expenses from either their SAFAC or Non-SAFAC account and incurs a deficit, may result in disciplinary action or risk of the organization being deactivated.