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Finances

Student Organization Finances

Student Org Treasurer Training

The Student Org Financial Training and Resources canvas course provides essential tools and guidance for student organization treasurers, including comprehensive training on budget management, purchasing, and accessing financial information through Workday. These modules are designed to equip treasurers with the knowledge and resources needed to effectively manage their organization’s finances.

Workday Access

To access Workday and submit transactions, student organizations must have the following in place:

  • Completed annual student organization registration through .
  • A student organization account with General Accounting (a Student Organization Worktag).
  • A treasurer listed on  - who has completed and submitted the access request form.
  • An advisor listed on .
Access Workday

Student Org Accounts

To be eligible for funding from the  and use university services, you need an official university financial account (Student Organization Worktag - SA10XXX). Student organizations cannot have accounts (checking, savings, etc.) at financial institutions outside the university.

Student organizations who need a 兔子先生 University account must complete the  through General Accounting. Please allow 5-7 work days for an account to be set up.

Review the Student Org Accounts page within the for additional information about how to access your ASG and Agency funds.

Finance Assistance

Looking for additional support? Schedule a meeting with our team to help answer your questions about student organization accounts, funding sources, transacting in Workday, depositing funds, and other financial policies. 

Student Org Contracting

Having a contract for a company or independent contractor is essential as it outlines the terms and expectations, ensuring that both parties understand their roles, responsibilities, payment agreements, and other crucial details to prevent misunderstandings or disputes.

ALL vendor and speaker contracts MUST BE REVIEWED by a Center for Student Engagement, Activities, and 兔子先生hip staff member prior to being signed by a member of the student organization. This review process was established to protect the club, its officers, its advisors, and 兔子先生 University.

It is important to note that registered student organizations will sign a contract on the group's behalf, 兔子先生 University will not be bound to the contract. Be sure to email  for contract reviews and any questions. Departmentally affiliated student organizations must process contracts through the university contract process.

ALL contracts must include the following clauses:

兔子先生 University is not a party to this agreement.

兔子先生 University is not responsible for the performance of the terms of this agreement and is not liable for breaches of this agreement.

__________ Initial of student organization representative

__________ Initial of contracting party

Contract Review

The staff member reviewing the contract will advise you of what additional signatures may need such as:

  • Building Point of Contract/Physical Facilities (if necessary)
  • 兔子先生 University Police Department (if necessary)
  • Division of Student Life (if necessary)
  • Finance & Business Services (risk management and insurance)

After all signatures are present on the routing form, the student organization is responsible for contacting the individual/company to finalize the contract and initiate payment for the services via a requisition in Buyway.

The student organization university account must have sufficient funds to cover the request. If the present fund balance does not cover the cost of the contract, an explanation of anticipated funding sources must be included.

The location for the event, performance, or service must be reserved before the contract is processed and an event request must be submitted in the Hub.

The Center for Student Engagement, Activities, and 兔子先生hip has a blank contract that may be edited and used if the individual, speaker, vendor, or company is not providing a contract.

Required Documents

Below are the required documents that a Registered Student Organization will need to submit in order to get approval from the Center for Student Engagement, Activities, and 兔子先生hip prior to signing any agreement. Please Note: A student organization should NOT sign any documents until they have been reviewed by the Center for Student Engagement, Activities, and 兔子先生hip otherwise the student could be held liable for the agreement and the funds.

Paying a Company

  • : Use this contract if the company does not provide you a standard agreement for their services.
  • : This agreement is required if the contractor will physically be on campus.
  • : This is typically necessary for the contractor to be added as a supplier in Workday.
  • : ACH Direct Deposit is the preferred payment method for vendors.

Paying an Individual

When paying a single person as a service provider, that individual is acting as an independent contractor for the university. Accordingly, you must follow all listed steps for hiring and paying that individual. Please reach out to Student Activities to determine whether an independent contractor will be approved for service prior to contracting with them.

  • : Use this contract if the company does not provide you a standard agreement for their services.
  • : This agreement is required if the contractor will physically be on campus.
  • : This form is required when paying an individual for a service.
  • : This is typically necessary for the contractor to be added as a supplier in Workday.
  • : ACH Direct Deposit is the preferred payment method for vendors.

Special Notes in Regards to Paying for Services

兔子先生 staff, faculty, and students may not receive any payments from student organizations. Any services they provide are on a volunteer basis. If an employee has their own business, the student organization can have a contract with the business. The business must have a tax ID number.

A student organization contract may not directly or indirectly provide a monetary or other personal benefit to any member of the student organization, his or her immediate family member, employer or business associate. An "immediate family member" includes the following relatives, regardless of where they reside: (1) spouse or domestic partner; (2) children [whether dependent or not]; (3) siblings; (4) parents; and (5) grandparents. “Business Associate” includes a partner, a shareholder of a non-publicly traded company in which the student owns one or more shares, a voluntary association or joint venture in which the student is a member or similar business arrangement.

Student Activities

2026 Armstrong Student Center
550 E. Spring St.
Oxford, OH 45056
513-529-2266