Student Organization Finances

• Each academic year, in the spring semester, active undergraduate recognized student organizations, who are eligible to receive student activity fee funding (this does not include GAPSA, department sponsored and the Office of Fraternity and Sorority Programs organizations) have the opportunity to request an annual budget from the four allocation committees mentioned above. If you do not know which allocation committee you fall under, check the organization category that the Allocation Committee supports above and visit the LBC's Join an Organization page to confirm your organizations category and Allocation Committee you would report to.
• Annual Budgets are requested for the next academic year, and last for that entire academic year. Semesterly budgets are not given. Along with the RSO Advisor, it is the student organizations responsibility to track their budget once it is allocated by the Allocation Committee by reviewing monthly budget statements (if an advisor needs access or instructions on how to access the budget statements, click here) Once the Allocation Committee allocates the annual budgets, they do not go into effect until July 1st of that year.
• Please note, different allocation committees may have slight differences in their processes and what they deem eligible to fund under university policy. For questions or clarification, please contact the Allocation Committee’s point of contact referenced above.

There are 3 common types of accounts that RSOs use to manage and utilize organization funds:

• 2-Account (Expense): Type of account that is used for paying organization expenses such as programs, equipment, services, etc. A 2-account is a six-digit account number that begins with the number "2".  Funds in this account come from the Student Activities Fee allocations.  Allocations should be spent on items that were approved as part of the annual budget process.
• 9-Account (Agency): Type of account that is used to deposit funds raised by an organization on their own such as fundraising initiatives, dues, donations, etc. These funds must not be generated from an event or initiative that used 2-account funds. Funds in this account may be used for any organization activity or resource needs.  A 9-account is a six-digit account number that begins with the number "9".  
• 1-Account (Income): Type of account used to deposit revenue generated from an event or initiative that used 2-account funds (ex. revenue from ticket sales for an event that was paid for with university funds/2-account). Most RSOs don't need a 1-account.  A 1-account is a six digit account number that begins with the number "1".  

• 2-Accounts will be created for each new student organization that requests a first time budget in the new organization registration process
• Email your CAC contact (above) to request a 9-Account.  A request will be submitted on behalf of your organization to the Accounting Office.  Once the Accounting Office has created the account, a confirmation email with the account number will be sent to your RSO Advisor.
• 1-Accounts will be created on an as-needed basis.

Department or OFSP Sponsored Student Organizations

• Contact your department for account creation.  A representative from that department and/or your RSO Advisor would submit the request for an account to the Accounting Office.  

Upon account creation, your organization account number will be emailed to your RSO advisor.  Your account number is located on your monthly budget statement which may be accessed by your RSO advisor.  Details to access the budget statement are listed below in the "How to Access Budget Statements" section.  If you have additional questions, contact your respective Allocation Committee representative.

Recognized Student Organization account numbers can be found at the link here.

Budget statements with an organization's account balance are available monthly in Cognos and can be accessed by your RSO advisor. If your advisor needs to request access to your organization account, they should email the Allocation Committee representative with the following details:

• Advisor first and last name
• Advisor email address
• Name of organization(s)
• Indicate if they already have Cognos access through their department or if this will be new access

Budget statements and transaction reports for Recognized Student Organizations are available by RSO advisors in Cognos. These statements are available at the end of the first week of each month (usually around the 7th or 8th) for the previous month’s activity. For example, you will be able to see the October statement and transaction activity by around the 8th of November.

• Go to Gibson.tulane.edu
• Under Services, click on “Cognos Finance Reporting”
• Sign in with Tulane ID, password
• Go to left menu, click “TAMS Monthly Statements”
• Click “GL” (General Ledger)
• Two options will be helpful:  GL Budget Statement Report (summary of budget each month) and GL Transaction Report (individual monthly transactions)
• For either report:  Please select value for period (date of report desired)
• Select account number (enter 6 digit number)
• Click “Search” and result will appear
• Click “Insert” to put in other box
• Click “Finish” 

An Interdepartmental Transfer (IT) is used for payment for campus services, transfer of funds, or budget corrections. If requesting a campus service such as Facilities Services or TUPD, it is recommended to request the IT at least 10 business days prior to the event. The IT can be processed on the following forms based on your Allocation Committee:

Center for Intercultural Life Request for Payment
Center for Public Service Request for Payment
Club Sports Request for Payment
LBC Request for Payment

Please note: If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request an IT.

You may need the following information to complete the form, depending on the type of request:

• Event description information & diagram if requesting services for an event
• Copy of budget statement or supporting documentation if requesting a budget correction
• Receipt or invoice if transferring funds to another budget

Once submitted, the request will be forwarded to your RSO advisor for approval. Please check that your RSO advisor name and email are entered correctly or the form can't be sent for approval. Once approval has been received, the request will be processed and submitted to the appropriate department for further action.

A payment request is used for purchasing goods or services. This includes payments to vendors, venues, speakers, performers, and associations or for supplies, equipment, printing, repairs, rentals, etc. 

Payment Requests can be processed on the following forms based on your Allocation Committee:

Center for Intercultural Life Request for Payment
Center for Public Service Request for Payment
Club Sports Request for Payment
LBC Request for Payment

Payments for food/catering should be made on your RSO advisor's Travel and Entertainment (T&E) card. Please note that if your advisor doesn't have a T&E card or if the vendor will not accept a credit card, you may submit a request for payment at the form linked above.

Please note: If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request a payment.

You may need the following information to complete the form, depending on the type of request:

• Vendor W-9
• Contract signed by both parties
• Quote
• Invoice
• Online cart (ex. Amazon)

Once submitted, the request will be forwarded to your RSO advisor for approval. Please check that your RSO advisor name and email are entered correctly or the form can't be sent for approval. Payments will be paid by university check, purchase order, or Purchasing Card, depending on the type of purchase.

If payment is made via check, checks will be available, assuming all information is complete and accurate, within two to four weeks of submission. The process will take longer if the information in the Request for Payment form is incomplete or if university policies are not followed. Once the check is available, it will be mailed to the vendor. Checks are issued on Thursdays and mailed on Fridays. 

An entertainment reimbursement is used to pay students back for food purchases that could not be paid with your RSO advisor’s Travel and Entertainment (T&E) card, assuming your organization accounts have the funding to pay for these items. Reimbursements must be requested within 45 days of the purchase. 

Entertainment reimbursement requests can be processed on the following forms based on your Allocation Committee:

Center for Intercultural Life Request for Student Reimbursement
Center for Public Service Request for Student Reimbursement
Club Sports Request for Student Reimbursement
LBC Request for Student Reimbursement

Please note: If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request a reimbursement.

You may need the following information attached to the reimbursement form, depending on the type of request.  If the attachments below are not included, your request will not be processed.  

• Itemized receipts showing payment was made
• Attendee list
• Meeting agenda (if food purchased was for a meeting)
• Event flyer or WaveSync event listing (if food purchased was for an event)

If payment is made via check, checks will be available, assuming all information is complete and accurate, within two to four weeks of submission. The process will take longer if the information in the Request for Student Reimbursement form is incomplete or if university policies are not followed. Once the check is available, it will be mailed to you at the address listed on the reimbursement form. Checks are issued on Thursdays and mailed on Fridays. 

A travel reimbursement is used to pay students back for miscellaneous travel expenses on behalf of their RSO. This could include payments for rideshare, parking, personal car mileage, conference registration, meals, or other miscellaneous costs assuming your organization accounts have the funding to pay for these items. Reimbursements must be requested within 45 days of the end date of the trip. 

Travel reimbursement requests can be processed on the following forms based on your Allocation Committee:

Center for Intercultural Life Request for Student Reimbursement
Center for Public Service Request for Student Reimbursement
Club Sports Request for Student Reimbursement
LBC Request for Student Reimbursement

Please note: If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request a travel reimbursement.

You may need the following information attached to the reimbursement form, depending on the type of request.  If the attachments below are not included, your request will not be processed.  

• Itemized receipts showing payment was made
• Proof of travel (i.e. boarding pass or photocopy of conference nametag)

If payment is made via check, checks will be available, assuming all information is complete and accurate, within two to four weeks of submission. The process will take longer if the information in the Request for Student Reimbursement form is incomplete or if university policies are not followed. Once the check is available, it will be mailed to you at the address listed on the reimbursement form. Checks are issued on Thursdays and mailed on Fridays. 

A miscellaneous reimbursement is used to pay students back for supplies for their organization that needed to be purchased immediately. These reimbursements must be under $100 and cannot include payment to vendors, speakers or performers for services. Reimbursements must be requested within 45 days of the purchase. 

Miscellaneous reimbursement requests can be processed on the following forms based on your Allocation Committee:

Center for Intercultural Life Request for Student Reimbursement
Center for Public Service Request for Student Reimbursement
Club Sports Request for Student Reimbursement
LBC Request for Student Reimbursement

You may need the following information attached to the reimbursement form, depending on the type of request. If the attachments below are not included, your request will not be processed.  

• Itemized receipts showing payment was made

If payment is made via check, checks will be available, assuming all information is complete and accurate, within two to four weeks of submission. The process will take longer if the information in the Request for Student Reimbursement form is incomplete or if university policies are not followed. Once the check is available, it will be mailed to you at the address listed on the reimbursement form. Checks are issued on Thursdays and mailed on Fridays. 

RSO's can apply to raise money on WaveStarter, Tulane's crowdfunding platform, for projects and initiatives that support the vision, mission, and core values of the university.  Check out a few of the 2022-2023 RSO fundraising campaigns below:

• Bone Appetite: Food for Service Dogs in Training 
• Fundraiser for the Tulane Public Interest Law Foundation 
• Tulane Rowing Fundraiser 
• Help the Green Wave Celebrate our Bowl Victory! 

WaveStarter is managed by the Office of Advancement, and projects are selected by a committee that includes representatives from Tower and Crescent, Alumni Relations, Student Affairs, and Advancement. WaveStarter projects run for 15 days each. Please read the WaveStarter Crowdfunding Policy for specific guidelines on project eligibility.

WaveStarter project applications are accepted during multiple rounds each school year. Please see the following dates for the fall below:

Fall Cohort #1
Application Deadline: August 5, 2024

Campaigns may launch as early as August 18th or launch as late as September 17th with campaigns ending between September 1st and October 1st.

(All campaigns run for 15 days)

Fall Cohort #2
Application Deadline: October 2, 2024

Campaigns may launch as early as October 14th or launch as late as November 8th with campaigns ending between November 1st and November 22nd.

(All campaigns run for 15 days)

Platform Training and Campaign/Marketing Material due dates will vary depending on the campaign launch date.

Once a project is completed, all funds raised will be transferred to the project team within 8 weeks. Visit our WaveSync page to learn more about the University Crowdfunding Policy and to apply. Please email Jade Foster with any questions.

If a Recognized Student Organization (RSO)  receives a donation in the form of check or cash, the following steps should be followed:

• The cash or check must be safeguarded in the receiving office until presented to Gift Accounting within 5 business days.
• A Gift Transmittal Form must be completed. This form is available here.
• Cash gifts must be hand delivered to Gift Accounting at 1555 Poydras Street, Suite 1000.
• Check gifts must be endorsed on the back of the check “For Deposit Only/Tulane University.”
• An email must be sent to tugift@tulane.edu with a copy of the Gift Transmittal Form attached. Email only the form, not the check or other supporting documentation. The subject line should include:  Gift Transmittal, Donor Name, and the method of submitting the check to gift accounting:
   
  • Campus Mail: Checks < $500 should be stamped “For Deposit Only/Tulane University” and sent along with a completed Gift Transmittal Form via campus mail to Gift Accounting at 1555 Poydras Street, Suite 1000.
     
  • Hand-delivered: Checks $500 and up should be stamped “For Deposit Only/Tulane University” and be delivered along with a completed Gift Transmittal Form to Gift Accounting at 1555 Poydras Street, Suite 1000. If the office is unoccupied, then hand-delivered checks should be placed in a sealed envelope and inserted into the Gift Accounting secure mailbox in the mailroom on the 10th floor at 1555 Poydras Street.
     
  • Bursar-Uptown OR Bursar-Downtown: If delivering to 1555 Poydras Street is not possible, then the check should be stamped “For Deposit Only/Tulane University” and delivered in a sealed envelope to either the uptown or downtown bursar and placed in the secure Gift Accounting box. The Advancement Office will arrange to pick up checks from the Bursar when notified by your email.
     
• The sent email can be used by the department in place of a log to reconcile departmental budget statements.

Please be sure to endorse the back of each check by either writing or stamping it with “For Deposit Only/Tulane University” before submitting it to Gift Accounting.
 
If you have any questions regarding this process or if you have any fundraising questions, please feel free to reach out to Gift Accounting at 1-800-933-6886, or tugift@tulane.edu.