91ɬÂþ

All recognized student clubs are assigned a club bank account, known as a cost center, through the College’s Business Office. This cost center is used for all club financial transactions including deposits, purchases, payment requests, and reimbursements. To receive a cost center, a club must be formally recognized by AS91ɬÂþ and the Office of Student Engagement. Once approved, the Office of Student Engagement will work with the Business Office to establish a unique cost center for the club. Clubs may not open or maintain bank accounts outside of the College. Failure to comply with this policy may result in the loss of club recognition.

Club funds are intended to support the club’s mission, approved activities, and members. Funding may be generated from fundraising efforts, approved donations, membership dues (when permitted), and allocations from approved funding sources such as AS91ɬÂþ or the 91ɬÂþ Foundation.

Restrictions on Club Funds

Club funds may not be used to:

• Benefit an academic department.
• Replace classroom equipment.
• Purchase supplies for a class or class project.
• Purchase items for or to donate to an outside organization.

Requests for exceptions should be submitted to the Office of Student Engagement for further review.

Accountability

Clubs are responsible for ensuring club funds are managed responsibly and financial activity complies with 91ɬÂþ (91ɬÂþ) policies and procedures. Club treasurers can act as stewards to ensure financial decisions are made in the best interest of the organization. This includes maintaining accurate records, submitting required documentation, and using club funds only for approved club purposes. Officers should work with the Office of Student Engagement when questions arise regarding purchases or account management to ensure compliance and transparency in the use of the club resources. Failure to meet these responsibilities may result in corrective action or other sanctions.

If clubs are in need of additional funding, beyond that which is fundraised, clubs may request funds from the Associated Students of 91ɬÂþ (AS91ɬÂþ). A portion of the AS91ɬÂþ budget is set aside each year to assist recognized clubs with their various activities and initiatives. It is up to the discretion of the current AS91ɬÂþ governing body to establish a system and process each year for evaluating requests and granting funds. All funding process questions, should be referred to ascwi@cwi.edu. 

1. Verify Available Club Funds
   Prior to submitting a Funding Request Form, clubs should review their available funding and determine if they have enough funds to cover the cost of the events, activities, and initiatives they plan to host throughout the duration of the academic year. If the club does not have sufficient funding, we recommend completing the next steps. For inquiries regarding club balances, contact clubs@cwi.edu. 
    
2. Review AS91ɬÂþ Funding Tier Assignment for Guidelines & Restrictions
   Prior to submitting a Funding Request Form, clubs should review the Club Recognition & Finance section of the AS91ɬÂþ by-laws for guidelines and instructions for their assigned Funding Tier to determine the amount they are eligible to request. Funding Tiers are assigned to clubs at the time of recognition. For inquiries regarding funding tiers, contact ascwi@cwi.edu. 
    
3. Submit a Funding Request Form
   All funding request forms must be completed by a student in a club officer role. Clubs should refer to the Club Recognition & Finance section of the AS91ɬÂþ by-laws for additional guidance around the funding request review and approval process. It is the responsibility of the club to show a breakdown for how they plan to utilize the funds being requested and how the club voted for that plan. Once submitted, the request will undergo a review process, and the club will be notified by AS91ɬÂþ regarding next steps. Failure to respond to any communications from AS91ɬÂþ regarding the request may result in the request being denied.

Approved or Denied Funding Requests

The amount of funding being requested is not guaranteed. AS91ɬÂþ reserves the right and discretion to deny or approve an amount different from what was requested. If the request is approved, AS91ɬÂþ will work with the Business Office to transfer the approved amount.

It is important to note that an approved funding request does not authorize clubs to hold events, spend funds, and/or fundraise. Clubs must complete the required club forms (e.g., Event Request Form, Purchase Request Form, Travel Request Form) to be able to utilize the funds received.

Membership Dues 

To promote equitable access and participation, student clubs are not permitted to charge membership dues or fees. An exception to this rule may be granted for clubs affiliated with a state, regional, national, or international organization that require membership fees as a condition of participation. Clubs seeking to charge membership dues must submit an email request outlining the reason and justification to the Office of Student Engagement at clubs@cwi.edu. 

Scholarships 

To ensure compliance with federal regulations and institutional policies, clubs may not establish or award scholarships to individual student members. Scholarship programs are subject to complex Internal Revenue Service (IRS) regulations and financial aid requirements governing how scholarships are created, awarded, and reported. The College is not currently positioned to facilitate club-specific scholarship programs that meet these requirements. This requirement helps ensure equitable access to student club and organizations while maintaining compliance with policies and applicable financial regulations.

Deposits

How to make a club deposit: 

1. Go to the One Stop location location at the Nampa Micron Education Center.
2. Fill out the Deposit Form completely with a representative. You must have the club's Cost Center on the Deposit Form. 
   • If the club is depositing checks from an event/fundraiser etc., the club must write the club Cost Center on the back of the check in the upper right corner. 
3. One Stop will count the money with the club representative to verify that the deposit is accurate and to create checks and balances. 
4. After the money has been counted and the Deposit Form is accurate, the One Stop will sign off on the Deposit Form. The One Stop will give you a copy for your records. Make sure to keep your copy for records, send a copy to Clubs@cwi.edu, and record it within your own budget tracking. 

Your deposit will not be accepted if: 

• You do not have the club's Cost Center on the Deposit Form and every check.

Reimbursements

• All purchases must be made through the Office of Student Engagement.
• Reimbursements for purchases or travel will not be conducted unless approved prior.
  
  • Exceptions may be made regarding travel with documentation of extenuating circumstances.
• Refer to club travel and the proper prior approvals through Student Engagement. 

Student clubs may seek sponsorship and donations from external individuals, businesses, and organizations; however, all requests must be coordinated through the Office of Student Engagement and approved by the 91ɬÂþ Foundation before outreach begins. To allow adequate time for review, clubs must submit their request at least 15 business days before contacting potential donors or sponsors. This process helps the College:

• Maintain strong relationships with community partners and donors.
• Coordinate fundraising efforts across campus.
• Prevent multiple groups from soliciting the same donor.
• Ensure donors are approached in a professional and informed manner.
• Provide clubs with information about previous donor relationships and giving history.
• Provide clubs with support and guidance throughout the fundraising process.

Contacting Potential Donors

Before contacting potential donors, club leaders must provide:

• A summary of the project, program, or event for which funds are being sought.
• The fundraising goal or amount being sought.
• A list of businesses, organizations, or individuals the club intends to contact.

The Office of Student Engagement will review the request and forward it to the 91ɬÂþ Foundation for approval. Clubs may begin soliciting sponsorships or donations only after approval has been received. Upon approval, the 91ɬÂþ Foundation can help coach clubs, if they choose, on solicitation strategies and materials. For questions regarding sponsorships, donations, or the approval process, contact the Office of Student Engagement at clubs@cwi.edu. 

Student clubs may request purchases that support club operations, member engagement, recruitment, or organizational goals, even when the purchase is not tied to a specific event.

1. Verify Available Club Funds
   Prior to submitting a Purchase Request Form, clubs should review their available funding and determine if they have enough funds to cover the cost of the purchase. If the club does not have sufficient funding, we recommend completing a Funding Request Form. For inquiries regarding club balances, contact clubs@cwi.edu. 
2. Gather Purchase Information
   Prior to submitting a Purchase Request Form, clubs should collect the following information:
   • Item name
   • Quantity needed
   • Cost estimate
   • Product link, quote, invoice, or screenshot of the item(s)
   • Any additional details pertinent to the items being requested
3. Submit a Purchase Request Form
   All purchase request forms must be completed by a student in a club officer role. Club should be prepared to show evidence of all purchases details and how the club voted to spend funds. Once submitted, the request will undergo a review process to verify sufficient club funding and to determine the request meets all purchase request requirements. If all looks good, the club’s purchase request will be submitted to receive overall budget approval.

If your purchase involves working with a vendor, do not commit until approval has been received. The Office of Student Engagement will continue conversations with the vendor on behalf of the club.

Facilitation of Approved Club Purchases

If approved, the Office of Student Engagement will begin the process of purchasing approved items within the request. It is the responsibility of the club to respond to communication inquiries as relevant to their purchase to ensure no delay. Once items have arrived, clubs will receive an email with instructions for pick-up (if applicable).