Student Organization Training
Training for student organization officers and advisors cover the basics of managing a student organization including, accounting procedures, planning meetings and events, using CampusLink features, and branding your organization.
- In-person information sessions will be on the first Thursday of the month from September through April
- Information session events are posted on CampusLink.
Treasurer's Training
- Signature Card
- When updating your signature card, please use the Campus Life address: Campus Life 211 Student Union
- Make sure to update CampusLink
- University Accounting will compare signatures from signature card to disbursement voucher in order to process disbursement vouchers
- Accounting Signature Card Request form (This replaces the yellow paper signature card)
- For information about obtaining FEI or EIN numbers from the IRS for your organization click HERE
- Deposits
- Deposits must be made within 24 hours of receipt of funds
- Take the deposit transmittal form with funds to Bursar’s office in 113 Student Union
- Required to include: student organization name, fund code, treasurer's phone number, and advisor's phone number on the back of checks
- Must include adding machine tape
- Disbursement Vouchers
- Disbursement vouchers are available in 304 Whitehurst
- To reimburse a student – CWID along with their name and address
- To pay a company – must have an FEI number (tax ID number) along with their name and address
- The voucher must be signed by the president or treasurer and the advisor
- Include itemized receipt or invoice to be paid or reimbursed
- Itemized original receipt must include the date of transaction, amount, vendor name, and itemized description of the item(s) purchased & show proof of payment
- The invoice to be paid needs to be placed between yellow and green copies of the voucher below the perforation
- If mailing a form to a vendor, must include an extra copy and attach it to the green copy of the voucher
- Check should be issued within 2 weeks after being approved for payment by University Accounting
- Treasurer will need to keep gold copies of the disbursement vouchers to reconcile with FGRODTA’s
- Student organizations are not exempt from paying sales tax
- Campus Vendor InvoicesIf you purchased items from the University Store or rented vehicles from Motor Pool, an OSU campus department will charge the student organization. (DO NOT use disbursement voucher)
- Examples: Motor Pool, University Store, The O'Colly, and Facilities Management work orders (e.g. A-frames).
- Purchasing Gift Cards
- The maximum amount is $25 per card with a limit of $250 for all of your purchased cards.
- Keep a log with the name, address, CWID, and amount of gift card for each recipient.
- Each recipient must sign a log. That log must be attached to the disbursement voucher.
- Transfers
- Student organizations may transfer funds to another student organization
- The memo line needs to include the current date, name, and fund code (1-991XXX) of the student organization receiving funds and the name and fund code (1-991XXX) of the student organization paying funds
- The memo must be signed by the President or Treasurer and the Advisor of the organization paying the funds
- Donations
- Student organizations receiving AFAP funds can’t use those funds to make a charitable donation
- Organizations need to use a disbursement voucher to make a donation
- Required documentation includes a copy of the deposit showing funds were deposited into the student organization fund and a memo with the description, name, and address of the charity. The memo must be signed by the advisor
- Accounting Reports
- Available around 1st working day of the month from the advisor
- FGRGLTA/FGRFAAC – provides monthly fund balance
- FGRBDSC – provides current month and year-to-date amounts for revenue and expenses
- FGRODTA – lists all transactions for revenue and expenses for the current month
- Revenue account codes
- 500140 = AFAP money
- 500960 = Deposits made at the Bursar office
- 811970 = Transfers
- Expense account codes
- 708950 = Disbursement vouchers
- 705480 = Motor Pool car rental
- 708510 = O'Colly ads
- Pcard
For more information about Pcards, contact:
Carla James | 405.744.8408
To complete Purchasing Card (P-card) Training, that can be done HERE.
- More Information
- Email: studorg@okstate.edu
- University Accounting & Controller: Student Organization Information
- Visit CampusLink to request an electronic signature card
- Review the Treasurer's Manual
- Contact Information
Training for Student Organization Leaders
Types of Student Organizations at OSU
- Registered Organizations
- Most organization have Registered status
- This can be any group formed by at least 14 OSU students (4 officers and 10 additional members) that also has an OSU full-time faculty or staff member as an advisor.
- A registered organization is affiliated with the University because their membership is made up of students, but it does not qualify for Recognized status (slide 4).
- All student organizations, with the exception of Graduate organizations sponsored by the Graduate and Professional Student Association (GPSGA) and Sports Clubs sponsored by the Sports Club Council, start out as Registered organizations.
- Examples of Registered organizations are religious or political organizations, the knitting club, the international dance club etc.
- Those Registered Organizations who qualify and wish to become Recognized must request that status online and go through a review process.
- A group must have been established and been Registered at OSU for at least 16 school weeks before being eligible to become Recognized.
- The primary differences between the Registered and Recognized organizations are related to their purpose, the use of the University’s name, the opportunity to request the use of University vehicles for travel that is considered University business and the amount and type of activity fees for which the group is eligible to apply.
Registered Organizations May:
- Request fees from the SGA Co-Sponsorship fund (up to $500/semester for Registered)
- Request fees from the SGA Multicultural Affairs Committee (MAC)
- Use University facilities (normally at no cost), for regularly scheduled business meeting in designated areas including scheduling the use of grounds, Chi-O Clock tabling, etc.
- Use the unrestricted bulletin boards on campus with proper approval from Student Union Meeting and Conference Services (SU 179)
- Recognized Organizations
Recognized organizations have a purpose which relates directly to the academic mission of the University as demonstrated through it’s affiliation with a college student council, departmental sponsorship, or is an organization recognizing scholarship or leadership; (Examples of these groups would be Blue Key Honor Society, Therapeutic Recreation Majors Club, Native American Student Association etc.)
OR Have been granted Recognized status by the University administration via the OSU Board of Regents. These groups are:- The Student Government Association (SGA)
- Graduate and Professional Student Government Association (GPSGA)
- Interfraternity Council (IFC)
- Panhellenic Council (PHC)
- National PanHellenic Council (NPHC)
- Multicultural Greek Council (MGC
- Off-Campus Student Association (OCSA)
- Residence Halls Association (RHA)
- International Student Organization (ISO)
- Student Union Activities Board (SUAB)
Recognized Organizations May:
- Request fees from the SGA Co-Sponsorship fund (up to $1500/semester for Recognized);
- Request fees from the SGA Multicultural Affairs Committee (MAC)
- Use University facilities (normally at no cost), for regularly scheduled business meeting in designated areas including scheduling the use of grounds, Chi-O Clock tabling, etc.
- Use the unrestricted bulletin boards on campus with proper approval from Student Union Meeting and Conference Services (SU 179)
- Ad Hoc Organizations
Short-term Ad Hoc groups to support a specific candidate during their candidacy (usually only one semester or less) or organizations set up for a specific short-term reason such as a one-time competition or conference can be created and can be given a CampusLink page and an accounting Fund Code (An on-campus account number) for a limited amount of time.
These organizations are not eligible for SGA funding of any kind. - Administrative Organizations
- Occasionally, a department or a specific program managed by an Academic or Student Affairs unit will ask to create an organization for students to join or be placed into.
- In this case, Campus Life can create a CampusLink page for the organization so they can use the administrative features within CampusLink to help run the program.
- These organizations are usually managed exclusively by faculty or staff.
- These organizations are not eligible for SGA funding of any kind.
Organization Requirements
- Expectations, Benefits & Responsibilities for Student Organizations
- CampusLink Basics & Additional Features
All student organizations at OSU are required to keep their officer, advisor and roster information in CampusLink up to date since it is the only location for organizational contact information. Specifically, the "About" and "Roster" sections need to be reviewed and updated every semester during the re-registration process.
- If an organization does not update information within 30-90 days after changes, the organization is considered inactive and will be “frozen.” This is the first step in deactivating the organization.
- We use CampusLink because a student organization’s information belongs to the organization, not an individual. Rather than using Google Drive, social media, messaging apps, etc., student organization leaders don't have to worry about lost passwords.
- Funding Opportunities
There are several options for student organizations to find funding. Examples include SGA Co-Sponsorship, SGA Multicultural Affairs funding, Activity Fee Allocation Process (AFAP) funding, and other ways such as fundraising, donations, etc. Whether it's through SGA or Non-SGA funding sources, there's a way for all student organizations to find the financial assistance they need.
If you have any questions on how to manage your group's website in CampusLink, or want to learn how to do even more, please contact us at campuslife@okstate.edu