Clubs-Orgs-PP

5 After clubs or organizations have been issued approved budgets by the Student Government Association or Faculty-Student Association Board of Directors, they may utilize their funds to support events that promote their missions. Per the Faculty-Student Association of Westchester Community College, funds used from a club or organization’s budget may be used in support of the following programs for the benefit of the campus community: Programs of a cultural or educational enrichment Recreational and social activities Athletic programs, both intramural and intercollegiate Student publications and other media Recognized student clubs and organizations Insurance related to conduct these programs Administration of these programs Transportation in support of these programs Capital Projects in the Student Center or for student use Student services to supplement or add to those provided by the college Reimbursement for travel expense Campus based scholarships, fellowships and grant programs, if administered on campus Payments for contractual services provided by a non-profit organization Salaries and benefits for professional non-student employees or payment for hourly student workers Use of Funds 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. CLUB AND ORGANIZATION PURCHASES General Purchasing Polices i. invoices, ii. screenshots from web pages, iii. photos* of or scanned documents iv. photos* of or scanned receipts, etc. v. * Online purchase order is mobile device friendly. Photos may be the best option for providing documentation. A purchase is defined as any exchange or usage of funds allocated to a club or organization for goods or services. To request a purchase, clubs and organizations must submit a Purchase Order form at least fourteen (14) days in advance. Purchase orders can be found at www.sunywcc.edu/clubs Whenever a Purchase Order is submitted, supporting documentation must be included. This can include 1) 2) 3) A. These supporting documents should provide evidence or proof as to the purchase being requested. B. Payment for a purchase may take up to fourteen (14) days from the time it is submitted to the Department of Student Involvement for processing. C. NOTE: Clubs and organizations must contact vendors or businesses and have invoices prepared for the purchase they would like to make. D. NOTE: When contracting for services (speakers, performers, etc.) please see the “Contracts for Performers/Speakers” on the next page. Expenditures may not be budgeted during the college’s winter or summer recesses unless prior written approval is given by the Director of Student Involvement. To request access to funds during the college winter or summer recess, email getinvolved@ sunywcc.edu at least fourteen (14) days before the end of the semester. Club budgets that include expressive activities will not be assessed due to the content or viewpoint of their expression or the possible reaction to that expression. Club budgets will not be assessed based on club or organization member size. 3) 4) 5) All completed Purchase Orders will be automatically sent to the Department of Student Involvement for approval. Purchases for expressive activities will not be assessed due to the content or viewpoint of their expression or the possible reaction to that expression. All forms of payments should be facilitated and processed by the Faculty-Student Association or the Department of Student Involvement (DSI) unless otherwise approved in writing by the Director of Student Involvement. 4) 5) 6)