Manage Your Finances
Acquiring an Interdepartmental Charge (IDC) number is not essential, but highly recommended. Having this number allows your organization to make or receive payments from other
university entities. It may also be used at Plant Services and the University Bookstore. It is not recommended to use local bank accounts or personal cash supplies to fund organizational purchases. IDC numbers may be obtained by completing the Agency Fund Sheet.
Charging Organization Dues to Student Accounts
Members of student organizations may charge organization dues to their student accounts during the first two weeks of each semester. After this, cash or checks must be used. Charges to student accounts are processed using the Student Organization Dues Charge Form. Please use this form when signing up members. Printed names, ID numbers, amount to be charged, and signature must all be present for charges to go through.
Applying for ACES Organizational Funds
Student organizations may apply for up to $300 each year from Andrews Univeristy Student Association's ACES Fund. The ACES Fund is replenished each year from income generated by students purchasing premium campus cable services. Funds will be distributed by the AUSA in proportion to the income generated the previous year. Organizations may apply by filling out a Student Organizations Fund Request Form and turning it in to the Student Life Office.
Financial statements are printed on the tenth of each month and are sent to the organization's advisor. To inquire about financial statements, contact Ryan Clough at 471-6329 or firstname.lastname@example.org.
Payments and Reimbursements
To make a payment or receive reimbursements for expenses incurred on behalf of the organization, a Check/Cash Request Form must be completed and the appropriate receipts or invoices attached. This form may also be used to balance a petty cash fund or obtain cash to make a purchase. For amounts under $100, the club treasurer or president may sign the request form. For amounts over $100, the request form must be signed by the club advisor. Individuals being paid cannot sign for themselves.
Please Note: Do not pay anyone for services directly. You will not be reimbursed! Services must be paid through the Andrews University Accounting Office due to tax issues. When submitting a Check/Cash Request Form for payment, include payee's Social Security number as required on the form.
Also Note: Keep track of your account balance. Check/Cash requests that cause the organization's account to overdraw will not be processed. To inquire about an account balance, contact any accountant in the Financials Records Office at 471-3323.
Use a monthly Expense Report Form to receive stipends for mileage and transportation, receipts, per diem and lodging.
Student organizations are NOT tax exempt. Andrews University as an organization is recognized by the government as a non-profit entity. However, Andrews University clubs and organizations are not considered non-profit, since they generate their own money and are not taxable. Therefore, services on campus such as the cafeteria, Lithotech, and the University Bookstore will charge tax to student organizations.