Student Activities endeavors to support the treasurers of all registered clubs, as well as to provide helpful information for all club members related to financial resources. Below are resources including tips related to C-Funds, Banner usage and Concur expense reporting in addition to ideas for fundraising and grant opportunities to support events and ideas.  If you have additional questions and/or cannot find the information you need, please contact Student Activities at sactclubs@rice.edu directly.

Treasurer Training Sessions are mandatory if you have a C-fund.  The dates for Fall 2016 sessions are listed below. Multicultural Affairs clubs with org code 599000 should contact Larry Garvey (lfg3@rice.edu) to schedule individual training. Once you have completed a treasurer training, take the pcard quiz below if you are planning on checking out a Pcard. Students must score 100% on the Pcard quiz in order to be eligible to checkout a Pcard from our office.

Fall 2017 Treasurer Training Dates:

Date Location Time
Wednesday, August 30, 2017 RMC Miner Lounge 11:00am-12:00pm
Thursday, August 31, 2017 RMC Miner Lounge 4:00pm-5:00pm
Tuesday, September 5, 2017 RMC Miner Lounge 4:00pm-5:00pm
Wednesday, September 6, 2017 RMC Miner Lounge 11:00am-12:00pm
Thursday, September 7, 2017 RMC Miner Lounge 1:00pm-2:00pm
Monday, September 11, 2017 RMC Miner Lounge 4:00pm-5:00pm
 Tuesday, September 12, 2017 RMC Miner Lounge 1:00pm-2:00pm
 Wednesday, September 13, 2017 RMC Miner Lounge 11:00am-12:00pm

Click below to access Concur Report Form and P-card Quiz.

Student Activities Concur Report Form

Pcard Quiz

Other forms can be accessed here.

The Treasurer Training slides can be accessed here.

Multicultural Affairs Clubs

Multicultural Affairs clubs with org code 599000 should contact Larry Garvey (lfg3@rice.edu) to schedule training. These clubs are as follows:

List of Multicultural Affairs Clubs

Asian Pacific American Student Alliance
Black Student Association
Caribbean Student Society
Chinese Student Association
DAWA Black Pre-Health Society
HACER
Korean Student Association
Multiracial Students
National Society of Black Engineers
Native American Student Association
Queers & Allies
Queer Resource Center
Rice African Student Association
Rice Taiwanese Association
SHPE Society of Mexican Engineers
Society of Asian Professional Engineers
South Asian Society
Turkish Students Association
Vietnamese Student Association
Young Owls Program

Larry is conducting his Fall 2016 sessions as follows:

Monday, August 22, 2016 @ 9am, 12pm and 4pm Miner Lounge
Wednesday, August 24, 2016 @ 9am and 4pm Miner Lounge
Friday, August 26, 2016 @ 9am, 12pm and 4pm 2nd Floor Conference
Monday, August 29, 2016 @ 9am Miner Lounge
Wednesday, August 31, 2016 @ 9am, 12pm, and 4pm Miner Lounge
Friday, September 2, 2016 @ 12pm and 4pm Miner Lounge
Friday, September 9, 2016 @ 10am Miner Lounge
Wednesday, September 14, 2016 @ 1pm Miner Lounge

Monday, September 19, 2016 @ 3pm Miner Lounge

Please email Larry Garvey (lfg3@rice.edu) to let him know which time slot you will be attending.

Multicultural Affairs Concur Report Form


Additional Financial Resources:
Club C-Funds and BANNER
Why open a C-Fund

Any funds handled by registered clubs at Rice University should be managed through a C-Fund.  C-Funds should be utilized to manage club funds, make payments, deposits and reimbursements.  This is a privilege and responsibility of being a registered club.

Opening a C-fund

Registered student clubs may open a C-fund under the Rice University Banner System. Clubs will be able to access their c-fund online and receive training on the banner system so they can view their transactions and process reimbursements for their members. Contact the Office of Student Activities to discuss opening a C-fund for your club. (Jones School clubs should contact the Jones School and Club Sports should contact the Recreation Center).

What is my C-fund number?

Email sactclubs@rice.edu to find out your club's C-fund number along with the organization code.

Who should read this?

The information below is intended for presidents and treasurers of student clubs with C-funds (BANNER funds) (except Club Sports and Jones School clubs whose finances are managed by the Recreation Center and the Jones School, respectively.)

What is BANNER?
BANNER is the name of the online system that is utilized in managing C-Fund information and money.  Access to this system is the key to viewing your funds and managing your account.  You must be on the Rice network to access this system from your laptop, which means gaining VPN access. Email helpdesk@rice.edu if you have problems.

BANNER Access and C-Fund Signature Authority forms
To initiate BANNER access, please fill out the Banner Security Agreement Form available in the Student Activities Office located on the Second Floor of the Grand Hall in the RMC Rm. 202H. After this form has been processed (about two weeks), you will be contacted by Administrative Systems via email as to how to obtain your password.   Once you have your password, log on to BANNER at http://edgar.rice.edu/.  Find the Financial Tab and choose Budget Status.  Add your c-fund number under fund and enter your org number, then press submit to get a view of your c-fund.  You can double click on the categories (highlighted in blue) to see details.  Don't forget to get VPN access to be able to view BANNER from your laptop.  Email helpdesk@rice.edu for instructions.
For Signature Authority on your C-fund, make sure you have signed the paperwork in the Student Activities Office. This will enable Payment Solutions and the Cashier's Office to verify that you are authorized to sign transactions for your C-fund. This should be done by both Presidents and Treasurers so you both are able to approve your members’ reimbursement paperwork.

Troubleshooting
If you are having trouble navigating the BANNER system, then consider watching the online trainings available on the Rice Administrative Systems website.   Not all these videos will apply to your c-fund, but you might find Budgets and Banner, Finding your transactions in BANNER and Financial Downloads helpful. If you have questions about procedures, the following offices should be able to assist you:

Payment Solutions X6700 
Controller's Office X2478 
Student Activities Office, Student Center Admin Offices, top floor, above the Grand Hall, RMC, x4097,  sactclubs@rice.edu 

Purchasing/Reimbursements

Alcohol Purchases
Any club events involving alcohol must have prior approval from the Student Judicial Programs (SJP) office to host the event.  Such events should comply with requirements as detailed on the SJP website.  When submitting forms for reimbursement or charges to C-Funds, alcohol must be highlighted and coded separately, and a print out of your SJP approval must be included prior to approval.  If a club is unable to verify SJP approval, it will not be reimbursed and the club information will be forwarded on to the SJP office. If your club is having an event off campus and alcohol is involved you must get SJP permission beforehand.  Please also note that alcohol purchases are not tax exempt.

Tax Exempt Form

  • Make sure your club members are aware that they must use the tax-exempt form (available from the Student Activities Office or Controller's website) when purchasing supplies for your club. Registered student clubs are included in the Rice University tax exemption and should always use the tax exempt form to avoid paying tax on items. WARNING: If you present a receipt for reimbursement with tax paid you will NOT be reimbursed for the tax.  If you use a university Pcard to purchase items and you pay tax, you must either pay the university for the tax charged or return to the vendor to adjust your receipt. Again, please note that alcohol purchases are not tax exempt.
  • Don’t forget to let restaurants know up front when ordering catering or pick up orders about the tax exemption.  Also if you are out shopping, make sure you tell the cashier before check out that Rice is tax exempt and present the form to the cashier.

Itemized Receipts

  • Rice University requires itemized receipts for all purchases, detailing exactly what was purchased.   For example, if you are ordering 4 pizzas, a receipt that just has the total is not appropriate.  An itemized receipt would read something like: 2 pepperoni, 1 sausage, 1 cheese with the total for each item and a grand total at the bottom. Ask the vendor to itemize the receipt.
  • Some restaurants may say that they do not have the capability to print a computer statement of the itemized bill.  Ask that they include the waiter’s pad notes that itemize the purchase and provide the total. Don’t forget to let restaurants know up front when ordering catering or pick up orders that you are tax exempt and ask that the delivery drivers bring you an itemized receipt.

Rice Purchasing Card (Pcard)
A purchasing card (credit card), commonly referred to as a “Pcard”, may be signed out from the Office of Student Activities for club purchases.  If you have not taken the pcard quiz, you will be asked to take it before you can check out a pcard. Use of a pcard is helpful when your club is organizing a major event and will have multiple purchases.  The Pcard can also be used for online purchases (registrations, airlines, etc.) for your club.  The Pcard  should be returned as soon as your event is over and the online form should be filled out one week after the event or before.  You will be expected to return the Pcard and fill out the online form promptly after use.  Penalties will occur for lost Pcards and untimely return of Pcard, receipts or report forms as follows:

  • Loss of pcard $50
    • Receipt turned in 15 days late:  $10.00
    • Receipt turned in 30 days late: $20.00
    • Receipt turned in 45 days late: $30.00
    • Receipt turned in 60 days late : $50.00 and loss of Pcard privileges for club
    •1st missing receipt offenders – Warning
    • 2nd missing receipt offense – $10
    • 3rd missing receipt offense – $25
    • 4th time – loss of individual Pcard privileges

  1. Concur reports must be turned in within one week of the event. Clubs will face fines if reports are turned in past this time.

 

  1. If a receipt is lost or not obtained at the time of a Pcard purchase, call the vendor first to see if a copy may be available. If a copy is not available, notify the Office of Student Activities upon submitting your Concur report. Clubs will face fines if multiple receipts are lost in an academic year.
Reimbursement procedures to pay your members for expenses they have incurred on behalf of your club:     

Receipts equal to or less than $100.00, use the  Petty Cash form (available from the Cashier's Office or Student Activities)

  • Each individual receipt must equal $100.00 or less, but you can attach more than one receipt to the petty cash form.  (For example, you may have a receipt for $80, a receipt for $50, a receipt for $20, and two for $25 each, since no individual receipt is over $100, they can all be put on the same form and be reimbursed via Petty Cash).  List the receipts on the form and total them.
  • Fill out the fund/org/account information. If you do not know your C-fund number yet, email sactclubs@rice.edu. Your C-fund number and org number always remain the same, however, the account code changes depending on what you are purchasing.  The Controller's Office can give you information about account codes, you can download from BANNER, or you can refer to a folder in the Student Activities Office or to the most frequently used account numbers below.
  • The club president or treasurer should approve the petty cash form if they have completed the signature authority form.  If they have not done so, they need to come by the Student Activities Office located on the Second Floor of the RMC Grand Hall Rm. 202H for approval.  Student Activities will also check over your paperwork and review for accuracy.
  • You cannot approve your own reimbursement.  The treasurer approves club members’ reimbursement paperwork, the president approves the treasurer’s receipts, and Student Activities will approve the president’s or any club member's receipts.
  •  Make copies of the receipts for your files.
  • Take the approved petty cash form with original receipts to the Cashier's Office, Allen Center (M-F, 8:30 am to 4:30 pm). The Cashier's Office will give you the cash reimbursement.    Keep the yellow copy of the form for your treasurer / records.

If any petty cash receipt is for food for a club meeting or club entertainment, then you will have to attach a Business Meeting/Entertainment Expense (BE) form to that receipt.

Business Meeting/Entertainment Expense Form

  • If any receipt is for club food or entertainment, regardless of the amount of the receipt, then you will need to fill out a Business Meeting/Entertainment Expense Form (available from Payment Solutions X 6700 or Student Activities).
  • On the form, List the type of event, place of event and the names of people who were at the meeting, or attach a roster if the meeting was for all club members. For large, open invitation events, attach a copy of the flier and/or email announcement.
  • Fill in the C-fund, organization code, and account code information.  Account code information is on the back of the BE form. The person requesting the reimbursement should sign the form and the treasurer can approve it, provided he/she has assigned the signature authority form, otherwise Student Activities will approve transactions.
  • If the amount is $100.00 or less, then the transaction will be petty cash. Check the "other" box on the Business Meeting/Entertainment Expense Form and write in "petty cash". Attach the receipt(s) to the Business Meeting/Entertainment Form with a list of attendees or an event announcement. Take to the Cashier's Office with the petty cash form and receipt(s) for a cash reimbursement, if all receipts are $100 or less.
  • If the receipt(s) is over $100.00, then check the "Issue check payable to" section on the Business Meeting/Entertainment Expense Form, give the name of the person receiving the reimbursement, the student id of that person, and the address where the check is to be mailed. Attach the receipt and send to Payment Solutions – MS-77, who will then issue a check to the person receiving the reimbursement. Direct deposit is also available if the person has signed up for this method of payment.

Non-entertainment reimbursements/payments over $100.00
An online check request form must be used for non-entertainment payments over $100.00 where no invoice will be issued. Student Activities has access to the online form and will be able to complete the form for you.  You must provide back up for the check request, i.e. a receipt or some other backup information that states the amount of the check, i.e. tournament registration form, etc. and your C fund information.  Student Activities will prepare and approve the online form, attach your receipt/backup, send the check request to Payment Solutions, who will then issue the check directly. If payment is to an individual or student you will need their social security number or student id. It will take at least one week before the check is mailed so please plan ahead.
Only use a check request when you are NOT expecting an invoice from the vendor.  Invoices for payment can be brought to the Student Activities Office for processing.

Payment for Professional Services
Payments for Professional services for non-Rice people, e.g. for speakers, musicians, etc. must be paid with a check request form (see above) or by invoice.

  • You will need to ask for a completed W-9 form from the person you are paying.
  • Copies of the W-9 form can be found on the Controller’s website under Forms.
  • Any contract for services (or any contract your club wants to engage in) should be signed by the Director of Student Center before any payments can be issued.
  • Please be sure to provide adequate timing for contracts, as General Counsel must approve these prior to signing.

Payment of Rice Student: If you are paying a Rice student for services such as event photographer, DJ etc., then that student will need to generate a Student Personnel Action Form from ESTHER, fill out the top section of the form and sign, and the club treasurer should bring the form to Student Activities for coding and approval.  The student will be paid on the bi-weekly student payroll.

Paying an Invoice from a vendor (should have an invoice number and address).
Write your C fund/org and account on the invoice and "okay to pay". Sign and date under the C fund. Send to Payment Solutions MS-77 for the check to be issued.

Online Deposits for dues, sales, etc. 

  • The Cashier's Office offers deposits training for club treasurers so you can take care of your deposits (i.e. Club dues money, t-shirt sales, etc.)  Deposits should be entered on the online deposit form (training required) and taken to the Cashier's Office for deposit to your C fund.  If you would like to receive training for deposits contact the Cashier’s Office  (cashier@rice.edu).
  • Student Activities will be able to enter the online deposit form for you if you have not received the training. Bring your cash and checks to the Student Activities Office.  You will need to count your cash before hand, placing all the bills in the same direction and make a photocopy of any checks deposited.  We will need to know what your deposit was for, sales of t-shirts, club dues, etc.

Gifts and Donations- Do NOT Deposit
Donations should be made out to Rice University with your club name in the memo line. If you receive a donation for your club, DO NOT DEPOSIT TO YOUR C-FUND. The donation must go through the Office of Student Activities. Bring your donation to the Student Activities Office on the Second Floor of the Grand Hall in the RMC Rm. 202H, along with a thank you note to the donor. Student Activities will pay for postage, mail your thank you note and send your check on to the Development Office to be earmarked for your club. The Development Office will then issue your donor with a tax receipt. Once the check has been processed and is available in the Student Orgs Gift Account, then it can be transferred to your C-fund, after you provide proof of a thank you note to the donor.  Bring your thank you note to the Office of Student Activities and we will pay for postage.

Interdepartmental Transfer Form (IDT)
The IDT is used to transfer money from one BANNER fund/org to another. For example, if the Office of Student Activities purchased an ad in the Thresher, an IDT would take care of the transfer of funds from the Student Activities fund/org to the Thresher fund/org. Another example would be to share funding with another club for an event. IDTs can be initiated in the Student Activities Office via an online form. This is the simplest method of transferring funds within the university and should be utilized whenever possible.  For this to be an option for your club, an officer must attend a training session or work directly with the Student Activities Office. Email Student Activities with questions about IDTs.

Contracts
Payments for contracts are usually made on a check request form through the Student Activities office.  A signed copy of the contract should be attached to the check request. Club sponsors, officers or members are not authorized to sign contracts for their organization, unless General Counsel and the Student Activities Office have granted them prior approval. Contracts will be signed by the Director of Student Activities, after consultation with Rice General Counsel. General Counsel may make changes to the initial contract which will be approved by both parties involved. This applies for contracts involving speakers, rental of outside venues for speakers, etc. Clubs should contact the Director of Student Activities if they have any question about signed agreements or contracts. Arrangements for signing and payment of contracts should be made well in advance of the event, as all contracts must be reviewed by Student Activities and General Counsel, leaving time for updates and edits prior to signing.

Purchase Order
For purchases greater than $5000 please contact Student Activities for more information.  Bring a copy of the invoice if you have such.

Travel

Clubs intending to travel should fill out the travel cover form on the Student Activities website.  Pcards can be check out to pay for travel expenses.  Original receipts should be saved (air fare passenger receipts or electronic ticket, itemized hotel bills, auto rental, parking) and returned in a travel envelope following the trip.  You may use a pcard to prepay for airfare, hotel, etc.  Please note hotels usually require a completed credit card authorization form from Student Activities giving them permission to charge the pcard. You should ask your hotel to fax the form to Student Activities 713.348.5931.

he account code changes depending on what you are purchasing.  The Controller's Office can give you information about account codes, you can download from BANNER, or you can refer to a folder in the Student Activities Office or to the most frequently used account numbers below.

  • The club president or treasurer should approve the petty cash form if they have completed the signature authority form.  If they have not done so, they need to come by the Student Activities Office located on the Second Floor of the RMC Grand Hall Rm. 202H for approval.  Student Activities will also check over your paperwork and review for accuracy.
  • You cannot approve your own reimbursement.  The treasurer approves club members’ reimbursement paperwork, the president approves the treasurer’s receipts, and Student Activities will approve the president’s or any club member's receipts.
  •  Make copies of the receipts for your files.
  • Take the approved petty cash form with original receipts to the Cashier's Office, Allen Center (M-F, 8:30 am to 4:30 pm). The Cashier's Office will give you the cash reimbursement.    Keep the yellow copy of the form for your treasurer / records.

If any petty cash receipt is for food for a club meeting or club entertainment, then you will have to attach a Business Meeting/Entertainment Expense (BE) form to that receipt.

Business Meeting/Entertainment Expense Form

  • If any receipt is for club food or entertainment, regardless of the amount of the receipt, then you will need to fill out a Business Meeting/Entertainment Expense Form (available from Payment Solutions X 6700 or Student Activities).
  • On the form, List the type of event, place of event and the names of people who were at the meeting, or attach a roster if the meeting was for all club members. For large, open invitation events, attach a copy of the flier and/or email announcement.
  • Fill in the C-fund, organization code, and account code information.  Account code information is on the back of the BE form. The person requesting the reimbursement should sign the form and the treasurer can approve it, provided he/she has assigned the signature authority form, otherwise Student Activities will approve transactions.
  • If the amount is $100.00 or less, then the transaction will be petty cash. Check the "other" box on the Business Meeting/Entertainment Expense Form and write in "petty cash". Attach the receipt(s) to the Business Meeting/Entertainment Form with a list of attendees or an event announcement. Take to the Cashier's Office with the petty cash form and receipt(s) for a cash reimbursement, if all receipts are $100 or less.
  • If the receipt(s) is over $100.00, then check the "Issue check payable to" section on the Business Meeting/Entertainment Expense Form, give the name of the person receiving the reimbursement, the student id of that person, and the address where the check is to be mailed. Attach the receipt and send to Payment Solutions – MS-77, who will then issue a check to the person receiving the reimbursement. Direct deposit is also available if the person has signed up for this method of payment.

Non-entertainment reimbursements/payments over $100.00
An online check request form must be used for non-entertainment payments over $100.00 where no invoice will be issued. Student Activities has access to the online form and will be able to complete the form for you.  You must provide back up for the check request, i.e. a receipt or some other backup information that states the amount of the check, i.e. tournament registration form, etc. and your C fund information.  Student Activities will prepare and approve the online form, attach your receipt/backup, send the check request to Payment Solutions, who will then issue the check directly. If payment is to an individual or student you will need their social security number or student id. It will take at least one week before the check is mailed so please plan ahead.
Only use a check request when you are NOT expecting an invoice from the vendor.  Invoices for payment can be brought to the Student Activities Office for processing.

Payment for Professional Services
Payments for Professional services for non-Rice people, e.g. for speakers, musicians, etc. must be paid with a check request form (see above) or by invoice.

  • You will need to ask for a completed W-9 form from the person you are paying.
  • Copies of the W-9 form can be found on the Controller’s website under Forms.
  • Any contract for services (or any contract your club wants to engage in) should be signed by the Director of Student Center before any payments can be issued.
  • Please be sure to provide adequate timing for contracts, as General Counsel must approve these prior to signing.

Payment of Rice Student: If you are paying a Rice student for services such as event photographer, DJ etc., then that student will need to generate a Student Personnel Action Form from ESTHER, fill out the top section of the form and sign, and the club treasurer should bring the form to Student Activities for coding and approval.  The student will be paid on the bi-weekly student payroll.

Paying an Invoice from a vendor (should have an invoice number and address).
Write your C fund/org and account on the invoice and "okay to pay". Sign and date under the C fund. Send to Payment Solutions MS-77 for the check to be issued.

Online Deposits for dues, sales, etc. 

  • The Cashier's Office offers deposits training for club treasurers so you can take care of your deposits (i.e. Club dues money, t-shirt sales, etc.)  Deposits should be entered on the online deposit form (training required) and taken to the Cashier's Office for deposit to your C fund.  If you would like to receive training for deposits contact the Cashier’s Office  (cashier@rice.edu).
  • Student Activities will be able to enter the online deposit form for you if you have not received the training. Bring your cash and checks to the Student Activities Office.  You will need to count your cash before hand, placing all the bills in the same direction and make a photocopy of any checks deposited.  We will need to know what your deposit was for, sales of t-shirts, club dues, etc.

Gifts and Donations- Do NOT Deposit
Donations should be made out to Rice University with your club name in the memo line. If you receive a donation for your club, DO NOT DEPOSIT TO YOUR C-FUND. The donation must go through the Office of Student Activities. Bring your donation to the Student Activities Office on the Second Floor of the Grand Hall in the RMC Rm. 202H, along with a thank you note to the donor. Student Activities will pay for postage, mail your thank you note and send your check on to the Development Office to be earmarked for your club. The Development Office will then issue your donor with a tax receipt. Once the check has been processed and is available in the Student Orgs Gift Account, then it can be transferred to your C-fund, after you provide proof of a thank you note to the donor.  Bring your thank you note to the Office of Student Activities and we will pay for postage.

Interdepartmental Transfer Form (IDT)
The IDT is used to transfer money from one BANNER fund/org to another. For example, if the Office of Student Activities purchased an ad in the Thresher, an IDT would take care of the transfer of funds from the Student Activities fund/org to the Thresher fund/org. Another example would be to share funding with another club for an event. IDTs can be initiated in the Student Activities Office via an online form. This is the simplest method of transferring funds within the university and should be utilized whenever possible.  For this to be an option for your club, an officer must attend a training session or work directly with the Student Activities Office. Email Student Activities with questions about IDTs.

Contracts
Payments for contracts are usually made on a check request form through the Student Activities office.  A signed copy of the contract should be attached to the check request. Club sponsors, officers or members are not authorized to sign contracts for their organization, unless General Counsel and the Student Activities Office have granted them prior approval. Contracts will be signed by the Director of Student Activities, after consultation with Rice General Counsel. General Counsel may make changes to the initial contract which will be approved by both parties involved. This applies for contracts involving speakers, rental of outside venues for speakers, etc. Clubs should contact the Director of Student Activities if they have any question about signed agreements or contracts. Arrangements for signing and payment of contracts should be made well in advance of the event, as all contracts must be reviewed by Student Activities and General Counsel, leaving time for updates and edits prior to signing.

Purchase Order
For purchases greater than $5000 please contact Student Activities for more information.  Bring a copy of the invoice if you have such.

Travel

Clubs intending to travel should fill out the travel cover form on the Student Activities website.  Pcards can be check out to pay for travel expenses.  Original receipts should be saved (air fare passenger receipts or electronic ticket, itemized hotel bills, auto rental, parking) and returned in a travel envelope following the trip.  You may use a pcard to prepay for airfare, hotel, etc.  Please note hotels usually require a completed credit card authorization form from Student Activities giving them permission to charge the pcard. You should ask your hotel to fax the form to Student Activities 713.348.5931.

 

 

Frequently Used Account Codes

In addition to your C-fund number and org, you will need to supply an account code to each transaction whether petty cash, business meetings or deposits.  Codes frequently used by student clubs are listed below.  A full list of account codes can be found on the BANNER website.

Revenues (use for coding deposit forms)
50260 Fees Miscellaneous
57120 Sales Admission (ex:  Events where tickets are charged; subject to sales tax)
57220 Sales External, non taxable (ex:  Sales on tax-free day)
57240 Sales subject to sales tax
59320 Dues/membership revenues (ex:  Club dues)

Expenses (for coding invoices or other petty cash forms)
70150 Signs and banners
70300 Awards/Prizes Undergrad
70310 Business meetings (ex:  Food for business meeting)
70390 Freight and Shipping
70470 Computer equipment maintenance
70860 Entertainment expenses (excluding alcoholic beverages)
70865 Charitable contribution
70870 Flowers and gifts
70877 Student Organization Events
70880 Alcoholic beverages (any purchase of alcohol must be approved by SJP)
70860  Entertainment not including alcohol
70910 Tickets to external events
71000 Film, photography
71510 Unscheduled maintenance
71720 Periodicals, subscriptions, books
71970 Professional services
72190 Office supplies
72330 Costumes
72331 Stage lighting
72332 Scenery
72341 Travel – Airfare
72342 Travel – Ground transportation
72343 Travel – meals
72344 Travel – hotels
72360 Travel Rice Employees/Student Only
72365 Registration fees and conferences
72840 Rental expenses – external
72841 Rental expenses – internal
75360 Moveable equipment sports
78100 Purchase merchandise for resale (ex:  T-shirts brought for resale)
78200 Purchase food/beverages for resale

Transfers and IDTs
Use the online IDT form to move money from one club to another (you will need c-fund information for both clubs).  Stop by the Student Activities Office if you need help with this.

Creating Financial Statements

Budgets
Every club should have a budget which should be a careful plan of expenditures and revenues for the year.  First examine the records provided by the past treasurer. Last year's BANNER or income statements can serve as a tentative budget for the year. Meet with the organization's officers to discuss if last year's funds were properly allocated. Consider new ideas for fundraising and new expenses. Incorporate them into this year's budget. Be realistic. Confirm that funds will be available for the upcoming year. When budgeting always underestimate income and overestimate expenses. Create a spreadsheet of your working budget.  If you would like help or advice, consult with the Office of Student Activities.

Financial Tracking
You can download a financial statement for your C-fund from the BANNER system into an excel format (delete the columns that are not useful to you). If you prefer you can generate a monthly statement Budget Summary from BANNER (when all business for that month has been posted, usually ten days after the end of the month.) You should also maintain a list of outstanding expenses/revenues which have not yet posted to BANNER so you have an up to date balance of your C-fund.  It is the treasurer’s responsibility to make sure there is sufficient balance in the c-fund to take care of reimbursements.


 

 

Treasurer Responsibilities

End of Semester Reports

The treasurer of record is responsible for turning in an end-of-semester report at the end of each academic semester to the Office of Student Activities. This report is due on the last day of classes. The following information must be included in the report:

  • Screenshot of the most recent C-fund banner statement (Budget Summary)
  • Copy of the club's income statement to date
  • Description of discrepancies between the two statements

 

Tips for Effective Financial Management

Stay up to Date
It is impossible to make good financial decisions without knowing how much money you have. Reconcile your BANNER statements monthly and set aside an hour or two every week to prepare for your organization's meetings.

Train your club members
Make sure you inform your members about using the tax exemption form, collecting itemized receipts, and returning them for reimbursement in a timely manner.  Remind them that there will be penalties for missing or late pcard receipts.

Budget
It is crucial that your club budget money carefully at the beginning of each year. If your organization has different committees, each committee should have an individual budget.

Keep a Savings Cushion
Even if your club has a very small budget, keep some money in reserve. When budgeting, always underestimate income and overestimate expenses.

Keep Records Together
It is very important for the treasurer to keep organized records. To keep receipts, BANNER statements, etc. in order, invest in a three ring binder or set of folders.

Deposit Cash and Checks Quickly The best opportunity for theft is with cash, so deposit any cash/checks quickly.  Club dues, sales of t-shirts, etc. should be deposited to your C-fund as soon as possible.   Make it clear that you are not responsible for cash unless it is handed to you in person; advise members of your club not to leave cash in your mailbox or in any unsecured place. Use the online deposit form to deposit cash and checks.  (If you have not received the cashier’s training for this online form, then you will need to bring your deposit to Student Activities for processing).   Count the cash beforehand and write the total on an envelope with your Club name and the reason for the deposit (t-shirt sales, dues, etc.) Deposits can be taken to the Cashier's Office, Allen Center, M-F, 8:30 a.m. to 4:30 p.m.

Receipts Rice University requires original, itemized receipts for purchases that will be reimbursed through the BANNER system or petty cash. The best way to make sure that people keep receipts is to never reimburse them without one. It's that simple. Ask your members to obtain a duplicate receipt from the vendor if they misplaced or lost their receipt.

Know the Rules Make sure you are familiar with the rules governing treasurers and club finances. Read the SA Bylaws and the bylaws of your club to see how money is to be handled and spent.  Also, be aware that the Honor Code applies to all club activities.

Pass on financial Information This is of the utmost importance: give all information and financial records to your successor. Take time to train the new treasurer and answer questions. Make sure s/he fills out the forms for signature authority and BANNER viewing, available in the Student Activities Office, so that s/he has online access. 

Rules Governing Club Finances

Remember that the Honor Code applies to all club activities. In addition, the Student Association Constitution and Bylaws (required reading for all candidates for student-elected offices) contain rules about student organization finances. To download a copy of the SA constitution, visit their website at http://sa.rice.edu.

 

 

Information for Club Sports Treasurers

The Recreation Center administers the Club Sports Budget and C-funds through the Club Sports Office x8810 or clubsprt@rice.edu. Student representatives of the Club Sports Committee will allocate the funds provided under the direction of the Club Sports Committee. Each club must be registered with clubs sports and the Office of Student Activities. The sports clubs should supplement University funding through their own resources. Funds for the sports clubs normally come from the following sources:

  • University funding
  • Membership dues
  • On-campus fund raising activities
  • Off-campus solicitation (permitted only in special circumstances and requires permission of the Director of Student Activities)

The Club Sports Committee will normally fund the following expenditures within budgetary limitation and depending on the type of club:

  • Entry fees and dues
  • Officiating costs
  • Equipment and uniforms
  • Travel expenses on a limited basis

Clubs will be responsible for funding the following:

  • Coaching and instruction
  • Promotion and publicity
  • Food while traveling
  • Awards
  • Other/miscellaneous

University funds are requested and allocated as follows:

  • All registered clubs submit a budget to the sports club administrator in early September.
  • A Club Sports Committee meeting is held to discuss allocations and department policies.
  • Funds are awarded to each club for the academic year.

Before funds from the budget can be disbursed, all club sports must have completed the following:

  • Club Sport Registration Form
  • Budget Proposal Form with Equipment and Supplies Wish List
  • Equipment inventory
  • Completed membership list
  • Participation Agreements for each active member
  • Fall Space Usage Request Form
  • Copy of Fall Schedule
  • Driver record with signature for each driver of a rented, leased or university operated vehicle
  • Travel cover sheet for each trip the club takes

These forms can be accessed from the Club Sports website. All reimbursements from the club sports budget or club sports C-funds are handled through the Recreation Center (contact Teresa Tucker at ttucker@rice.edu).

 

Clubs receiving blanket taxes
  • Clubs receiving blanket taxes include the Student Association, the Graduate Student Association, the Humanities GSA, Jones School Student Association, KTRU, the Rice Thresher, the Campanile, the Rice Program Council (RPC), the Rice Student Volunteer Program (RSVP), Honor Council, University Court, The Rice Endowment for Sustainable Energy Technology (RESET), and Rice Broadcast Television (RTV5).
  • Every undergraduate or graduate student pays a fee to blanket tax organizations. Check with the Office of Student Activities for the fee amount for your organization. Early in the fall semester the cashier's office will issue blanket tax checks based on the typical enrollment for that semester and again in the spring semester. The Office of Student Activities will email you when the deposits have been entered into BANNER.
  • A blanket tax can only be created by a vote of the student body (in the case of undergraduates clubs, or the Graduate Student Association Council in the case of graduate clubs).  The Student Association and Graduate Student Association conduct a yearly review of finances of clubs receiving blanket taxes, all Blanket Tax organizations are required to comply with this process.
Fundraising, Grants and Solicitation

With the exception of blanket tax organizations, most clubs are NOT funded by the University on a yearly basis. For this reason, it is often necessary for clubs to raise funds, both to cover operating costs and to sponsor special events and projects. Possibilities include charging members a nominal fee and co-sponsoring events with other clubs. Clubs are expected to come up with their own creative ideas for raising funds.


Fundraising

Provided below are some thoughts on how you can approach the concept of fundraising as well as some examples of things to get your brainstorming started. Before you begin you should be able to answer the following questions:

What do we want to accomplish with this fundraiser?
This should be the first question your group considers. You need to understand how the money will be used so you can explain to others what your goals are.

Who is the audience for the fundraiser? 

  • Undergraduate Students
  • Graduate Students
  • Faculty and Staff

Establishing your target audience will give you a clearer vision of how to promote your event.

What is the financial goal for this fundraiser? 

  • You need to know at the beginning what your end goal will be.
  • Do not forget to factor in your initial/startup expenses.
  • It is important to know how much money you may have to invest up front before you see a return.
  • Knowing how much money is needed upfront will give you a clearer picture of how you will proceed.

How much time and energy can you devote to this fundraiser? 

  • Raising funds takes time and energy.
  • Is your organization setting realistic goals when it comes to the project?
  • Do you have enough people who are willing to put in the time necessary?
  • Have you given your group a reasonable amount of time to achieve your goal?

Now that you have answered these questions, it is time to begin brainstorming ideas for what your group would like to do. Always remember you have to tailor your event to campus and your target audience. With that in mind your group should do the following:

  • Determinefundraising categories

- Ongoing- any events that raise funds over a period of time and are often sales oriented.

- Event specific – any event that occurs once and can incorporate services.

  • Establishfundraising goals
  • Assemblea budget
    – For the fundraiser
    – For the event it supports.
  • Developa realistic picture of the income and output required to conduct the fundraiser.
  • Createa checklist
    – Include everything, such as advertising, decorations, paperwork, pre event deadlines, reservations, timeline, post event thank you notes, etc.
    – Make sure all group members have a copy of the checklist.
    – Remember that you will probably be running the fundraiser along with your regular events. It is an additional responsibility that may require you to adjust your events.
  • Planfor advertising and publicity needs.
    – Be clever with promotion and don't forget to remind participants how the proceeds will be used and the benefit(s) they get by contributing.
    – Publicize your results.
  • Evaluate
    – Assess the overall value
    – Determine whether it was worthwhile

     - Write up recommendations for what went well, what could be done better, timeline adjustments, etc

     - Review the questions you addressed when you began planning to see if you met or exceeded your goals.

     - Was this fundraiser worth the effort involved? Or was it a drain on everyone?

     - Based on how much was raised is it still realistic to pursue the event you had planned?
– Follow up with participants
– Ask them to contribute to the evaluation

     - Send thank you notes.Here are some potential ideas to help you brainstorm your options. This list is not all-inclusive.

  • Arts and Crafts
  • Balloon Drive
  • Birthday Cake delivery
  • Boba Tea
  • Candy Bar Kits
  • Candy Grams
  • Car Wash
  • Clean an Apartment/Room
  • Coupon Book Sale
  • Dance-a-thon
  • Dances
  • Donut Sale
  • Face Painting before athletic event
  • Game Booths
  • Guess the jelly beans in jar
  • Holiday Sales – flowers for Valentine's Day
  • Key Chains
  • Make your own Tie-Dye
  • Penny War
  • Singing Telegrams
  • Silent Auction
  • Spare Change Drive
  • Used Book Sale (nonacademic books)
  • Work a day at alumni/faculty/staff home

NOTE: Sales of books, stationery, supplies, and novelties are reserved for the campus bookstore, food for Rice Catering, and all items at athletic events for the Athletic Office. Plans to sell any items should therefore be approved by the Office of Student Activities before anything is begun.

NOTE: If your fundraising plans involve the sale of taxable items (i.e. articles of clothing) see Sales and Sales Tax Exemption Section.

Fundraising through the Athletic Department 
Clubs might also serve as rotators during Volleyball games (people who throw the ball back to the server). For more information contact Elias Canales, 713-348-6221 in the Athletic Department ec16@rice.edu

 

 

 

Grants

ALFA Cultural Programming Fund
Why was this fund established?
The Cultural Programming Fund was established to guarantee funds for cultural groups and their programming, for preexisting and future events. The endowment of these funds allows groups to focus more on quality programming as well as ease their efforts to balance academics, with programming and the amount of time they currently utilize in fundraising efforts. This application distributes a portion of the fund amongst new programming events hosted by cultural organizations.
Cultural Programming Fund Guidelines
These funds are allocated to cultural organizations for NEW events that are open to the ENTIRE campus!

Funding will support:

  • The greater benefit of Rice University, not personal use, or funding that benefits an individual (Rice Purchasing Manual).
  • Opportunities that foster relationships through the campus/community that enhance or initiate interaction between Rice students.
  • Only registered student organization activities are allowed to participate. To be considered a registered student organization, groups must complete the process outlined at clubs.rice.edu. (Groups that have registered previously and chose not to re-register with Student Activities will not be considered for funding).

Funding Amounts

  • The amount of the ALFA Cultural Programming fund varies each year
  • The fund is not intended to fund events in their entirety.

Funding requests

 Application Form Link 

  • Funding requests must be made by a registered student organization. This does not prevent an individual or group of individuals from applying for funds, but they must have the sponsorship of a registered student organization.
  • The sponsoring organization must make efforts to also secure funds from other sources.
  • Funds must be for a future event, funding is not meant to be retroactive. Early fall events that occur prior to the first Cultural Programming Fund deadline may be considered for funding during the first application review, if the sponsoring organization turns in a request form prior to the event. The Office of Multicultural Affairs does not guarantee that all funding requests will be met, and no awarding of funds will be made prior to the stated committee timeline.
  • Any events occurring after the first deadline will not be funded retroactively, so groups should plan accordingly.
  • All receipts must be in the spirit of original request. Multicultural Affairs reserves the right not to provide reimbursement if this criteria is not met
  • Notification of the award received from the grant, if any, will arrive within two weeks of the award deadline via email.
  • Money will NOT be awarded by the grant for the following items:
    • Alcohol
    • Contributions to campaign funds
    • Donations to other organizations
    • Gift cards (the exception is Barnes & Noble)
    • Parking fees/permits/tickets
    • Partisan political endorsements
    • Salaries
    • Anything illegal, unethical, or unsanctioned, and/or items that do not conform to local & Federal laws, and/or university policy.


Club Sports

What does this support and who can apply?
Registered Club Sports only. For more information on what a club sport is go to: http://www.rice.edu/clubsports.

How and when to apply?
Budget requests are usually due very early in the fall semester. For more information contact Club Sports at X5398 or clubsprt@rice.edu.


Community Service Grant

What does this support and who can apply?
This fund allocates money for community service projects to registered student organizations. The primary purpose is to provide operating budgets for the community projects of student service organizations advised by the Community Involvement Center (such as Habitat for Humanity, Best Buddies, and Amnesty International), but funding is also available for one-time projects conducted by other student organizations.

How and when to apply There are two application deadlines each academic year, one in the fall semester (mid September) and one in the spring semester (mid January).  On-line applications are accepted through OWL-Space and information on the application process is available at http://cic.rice.edu/csg. For more information, contact a staff member at the Community Involvement Center at 713-348-4970.


Hilda and Hershel Rich Family Endowment for Student Community Service 

Who does this support and who can apply?  The purpose of this fund is to support student engagement with societal issues through a multi-faceted approach, including both individual and group activities, through volunteerism, internships, research projects, and other relevant activities. The projects are intended to make a distinctive impact upon society, raise awareness among the Rice community, and foster and encourage leadership and creativity among Rice students. Any Rice undergraduate or graduate student is eligible to apply.

How and when to apply There are two application deadlines each academic year, one in the fall semester (late October) and one in the spring semester (mid March).  On-line applications are accepted through OWL-Space and information on the application process is available at http://cic.rice.edu/richendowment.  For more information, contact a staff member at the Community Involvement Center at 713-348-4970.


Dr. Bill Wilson Student Initiative Grant

What does this support? The grant provides support for an innovative or entrepreneurial student project to improve student activities or campus life. In particular, this grant hopes to improve the infrastructure for undergraduate activities. Awards are normally between $500 – $5,000 each..

Who can apply? The money can be used for any worthwhile student project, however, salaries and/or travel will not be supported. BE CREATIVE.

How and when to apply? Proposals are due on a date to be determined each fall. Any Rice student may submit a proposal. Proposals can be sent to the College Coordinator, Wiess College, MS-738.


Envision Grant

What does this support? Awarded proposals promote service, foster leadership development, demonstrate creativity, and plan for sustainability. Projects are not restricted to efforts on campus and can benefit a community of the student's choosing.

Who can apply? Envision offers an avenue to fund individual projects. Students are encouraged to utilize the program as an opportunity to be visionary and bold. Student organizations are NOT eligible to apply for this fund.

How and when to apply? Contact Leadership Rice for more information


New Club Fund

Why was this fund established?

New clubs on campus often have great ideas, inspiration, and the drive to make positive change for our campus and community but get stalled in their efforts to move forward because they lack funds to get started. Student Activities hopes to support these organizations by providing a New Club Fund that will support these groups.

The New Club Fund will support:      

  • New Clubs in their first academic year of being active (and reviving groups that have been inactive for at least two academic years, but not more than three, and do not already have an established C-Fund with a balance greater than a $100) that have completed the registration process through Student Activities and have been endorsed by either the Student Association (SA) or the Graduate Student Association (GSA) as a new club. To be considered a registered student organization, groups must complete the process outlined at clubs.rice.edu.
  • Clubs that have initiated the club registration process and have filled all steps up to the SA/GSA approval may apply for funds and funds may be awarded pending SA/GSA approval. However, funds will not be released until the SA/GSA approval has been granted.
  • Clubs whose mission and purpose is to benefit Rice University, not personal use, or funding that benefits an individual (Rice Purchasing Manual).

Source of the New Club Fund:

The money that will support the New Club Fund will be a percentage of the funds from the Student Activities Presidents Programming Fund dollars allocated by the SAPP committee to support new clubs. Students should be aware that this means that the source for this funding is limited and there may be new clubs that are not funded in full or at all.

Funding Amounts 

New Club Grants will be no more than $250. (For larger projects and events, clubs should consider applying to the SAPP fund at http://SAPP.rice.edu.) You may be asked to meet with staff from the Student Activities office prior to a decision being made about funding.  Student Activities will inform you of the amount awarded after reviewing your information below.

Funds will be deposited to a C-fund created for your club's use. Follow the treasurer guidelines on the clubs website for reimbursement procedures. Forms for reimbursements are available in the Student Activities Office. Clubs may request to use a purchasing card to avoid out of pocket expenses.

Please fill out the  form online (NetID protected Form).


Student Activities President’s Programming Fund

Initially the Student Activities Fund was established by Rice students through blanket tax fees to support student-related programming of a cultural, educational, or otherwise valuable nature.  The President’s Programming Fund was created to enhance this fund in the same spirit.  During the 2009-2010 academic year it was identified that to streamline these processes and better serve students, the funds would be combined.

What does this fund support? The primary goal of this fund is to support annual events, help establish new events, and provide support for advertising that benefits the greater Rice community.   This includes, but is not limited to, advertising expenses, cultural events, social events, speaker honoraria, etc.

Who can apply? Registered student organizations, or individuals or groups sponsored by a registered student organization.

How and when to apply? There are four deadlines for fund allocation – per semester.   Please follow this link for more information.

Fall 2017:

Wednesday, September 6th @11:59PM

Wednesday, September 27th @11:59PM

Wednesday, October 18th @11:59PM

Wednesday, November 15th @11:59PM

Spring 2018:

Wednesday, January 17th @11:59PM

Wednesday, February 7th @11:59PM

Wednesday, February 28th @11:59PM

Wednesday, March 28th @11:59PM 

Following an event sponsored by the SAPP Fund, clubs are required to submit a post event reporting form, available online. These reports may be used as a guide for future officers planning similar events.

Solicitation of Funds from outside sources

For solicitation of funds outside the campus community, you must seek the approval of the Office of Student Activities. No individual student or club, except the colleges, may solicit funds through advertisements, patrons' bids or otherwise, from anyone other than active student members of the clubs, without prior approval of the Student Activities Office. The approval process involves both the Office of Student Activities and the Development Office. The process will take at the very least one month so you must plan ahead. Please follow the steps below to expedite the process:

  • Determine why your group is seeking money, what the money will be used for, and what your monetary goal is.
  • Brainstorm a list of businesses and/or individuals that your group feels would support this effort.
  • Generate a solicitation letter. The letter must include the following:
  • Name of your organization
  • Purpose of your club
  • Reason you are contacting the recipient
  • Statement of what you want from the recipient
  • Explanation of what you will do with the donation.
  • Tax deductible statement – e.g. Rice University is a not for profit entity and your generous donation to a Rice student organization is tax deductible. If you would like to receive a receipt from Rice, please make your check payable to "Rice University" indicating (insert your organization's name) on the memo line.
  • Mailing addresses for the donation.
  • Benefits the donor will receive.
  • How to contact your club should the donor desire to donate or have questions.
  • Narrow down your list of potential sponsors and research contact information.
  • Submit the solicitation letter AND your list of potential sponsors to Student Activities, as an email attachment to Student Activities.
  • The Office of Student Activities will work with you to revise your solicitation letter should that be necessary.
  • After the letter has been finalized the Office of Student Activities will seek approval for your letter and list of potential sponsors with the Development Office.
  • You will be notified by Student Activities when your letter has been approved.
  • After you receive this notification you may mail out your letters. Your group is responsible for the costs associated with printing and postage.
  • Upon receipt of any donations please follow deposit protocol listed above.

Please note that members of the Board of Governors and Rice University associates shall not be solicited. Money collected through solicitation should only be used for the operations and activities of the soliciting club. Soliciting funds for use by another non-profit organization is not acceptable.  See the Gifts and Donations procedures for processing donations. 

NOTE: No individual or group may use the name of Rice University or its colleges for solicitation without prior approval of University officials via the process outlined above.

Important Monetary Information

Remember, if your club is raising money for a specific project, you need to raise all the money before beginning the project. Also, before beginning the project, you should meet with the Director of Student Activities to clarify any rules and regulations for fundraising or solicitation that may apply.

NOTE: Sales of books, stationery, supplies, and novelties are reserved for the campus store, food for Rice catering, and all items at athletic events for the Athletic Office. Plans to sell any items should therefore be approved by the Office of Student Activities before anything is begun.

NOTE: If your fundraising plans involve the sale of taxable items (articles of clothing or tangible items), please refer to "Sales and Sales Tax Exemption."

 
Gifts and Donations

Monetary Donations

The Student Activities Office maintains a gift account for deposits of monetary donations to student organizations. Donations sent through this account enable donors to receive a tax receipt from Rice University. Rice University then has a fiduciary responsibility to make sure that the donor's money is spent as stipulated by the donor. If a donor receives any type of compensation (t-shirt, cd, ticket, etc.) for their donation, the money MUST NOT be deposited into the gift account, but should go to your C-fund.

Clubs receiving donations should:

  • Bring the donation to the Office of Student Activities for deposit into the student organizations gift account.
  • Make sure you include the following information with your gift (taken from the procedures of the Development Office):
  • A memo specifying the purpose of the gift, the dollar amount received, whom to acknowledge for the gift, and the address of the individual(s).
  • The check made out to Rice University or description of the gift (e.g. auction item donated).
  • The original letter from the donor that accompanied the check. (If there is no letter accompanying the check, copies of any correspondence that led up to the gift should be sent, along with a memo signed by the person who has the most direct knowledge of the donor's intent).
  • Any other documentation that clarifies the intent of the donor or restrictions on the gift.
  • Thank you note to the donor.

NOTE: If the information sent to the Development Office is incomplete, the gift will be placed in a clearing account until the information is complete. Funds will not be available until the necessary information is received.

Once your donation has been entered into the Banner system and appears on the Student Organization Gift Account, Student Activities will initiate a transfer of the donation to your C-fund, providing you show proof of an acknowledgement to your donor (a thank you note to the donor, etc.). Bring your thank you note(s) to the Office of Student Activities for mailing. Your money will then be transferred to your C-fund.

NOTE: Club Sports should deposit their monetary gifts/donations with the Recreation Center and Jones School Clubs with the Jones Program Office.                                              


Donations of Property 

To obtain a tax receipt for someone who has donated property to your organization (equipment, etc.) bring the following to the Student Activities Office for submission to the Development Office:

  • A description of the property.
  • The name and address of the donor.
  • Approximate value of the property. (Rice will not assign a value to the receipt, but they do need an approximate value estimated by the donor. If the donor claims that the property is valued at over $5,000, then he/she must get an appraisal and provide Rice with a copy.)
Sales Tax and Tax Exemption

All registered organizations, including nationally-affiliated organizations, may use Rice's tax exemption status for items purchased within the state of Texas. This includes items such as office supplies, party and event supplies, t-shirts, etc. Just present your tax exemption form, which is available for download here, to the vendor, and you may purchase items without being charged sales tax. It is the responsibility of the treasurer of your organization to log all of your tax-exempt purchases.  The exemption applies if your club meets the following criteria:

  • The organization must be created for religious, educational, or charitable purposes if no part of the net earnings of the organization benefits a private shareholder or individual.
  • Items purchased, leased, or rented are related to the purpose of the organization/college and are therefore property of Rice University.
  • The primary purpose of the organization is a purpose other than engaging in business or performing an activity designed to make a profit.
  • Issues become more complicated if you try to resell items after you purchase them, because your tax exemption only extends to buying goods, not to selling them.
  • When you resell items, you must charge the buyer sales tax (unless the buyer is another tax exempt organization). For example, if you're fundraising by selling T-shirts, then part of the price you charge the buyers must include sales tax, which the State of Texas requires you to collect and report.
  • However, the amount on which you charge sales tax varies. If you buy an item tax-free and then resell it, the State of Texas requires sales tax to be paid on the entire cost. If you pay tax for an item when you buy it, though, then the State of Texas only requires sales tax to be paid on the profit you make since you've already paid sales tax on the base cost.

Good News – The State of Texas allows every registered student organization to raise funds by selling items tax-free one day a month. That means that one day every month all the money you collect selling your goods is completely your own, and you do not have to pay sales tax on it. When you sell your items at times other than your single tax-free day, however, you must collect and report sales tax. Please see the Office of Student Activities when taking on such an undertaking to ensure that tax laws and reporting are being coordinated.

Follow these steps if your club is considering buying items for resale:

  1. Stop by the Student Activities Office for advice and to pick up a form on sales tax reporting.
  2.  Fill out the form and obtain the signature of the Director of Student Activities.
  3. Keep the form to fill out in detail your sales record, noting the tax free day (usually the day you sold the most items).
  4. Calculate the sales tax required. Turn the sales tax amount owed in to the Office of Student Activities along with a copy of the completed sales permit.

NOTE: In addition to being a Rice policy, this procedure is in acknowledgement of the laws of the State of Texas.

 
SAPP Fund

Financial guidelines and procedures may be found on the Controller's Office website.  All registered clubs with C-Funds are obligated to follow the Rice University policies and procedures related to utilization of these funds.  Clubs do not receive annual funding, but are encouraged to fundraise and apply to the Student Activities President's Programming (SAPP) fund for funding for their events.

Click HERE to download the SAPP logo : Mandatory on all printed advertising for SAPP funded events

The Student Activities / President's Programming Fund (SAPP) deadlines are:

FALL 2017:


Wednesday, September 6th @11:59PM

Wednesday, September 27th @11:59PM

Wednesday, October 18th @11:59PM

Wednesday, November 15th @11:59PM


SPRING 2018:


Wednesday, January 17th @11:59PM

Wednesday, February 7th @11:59PM

Wednesday, February 28th @11:59PM

Wednesday, March 28th @11:59PM