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Taking Cash or Card Payments for Fundraisers

If clubs want the ability to offer change for cash purchases and/or would like the ability to take card payments then please indicate this need when completing the Event Request form. 

Procedure

Change fund (cash box) procedures for student clubs and other one-time events: 

  • Change funds must be requested through the event request process.
    • If your event requires a cash box, request it in the Fundraising section.
    • This will forward the request to Student Engagement for review.
    • Once approved, it is the club's responsibility to respond to student accounts emails regarding a scheduled pickup and return of cash box. 
  • The Student Accounts cashier will provide a cash box, change fund, and change fund/petty cash action form.
    • The Student Accounts cashier and club advisor or designated club officer must each verify the amount and sign change fund/petty cash action form to check out the funds.
    • The club will be responsible for the return of funds in the amount listed on the change fund/petty cash action form.
  • The deposit form and the funds from the event must be turned into the Student Accounts cashier.
    • The Student Accounts cashier and club advisor or designated club officer must each count and confirm the amount that will be deposited to the account printed on the deposit form. 
      • Revenue over $200 must be deposited at a One Stop Student Services location within one (1) business day. 
      • Revenue less than $200 needs to be deposited at a One Stop Student Services location within three (3) business days. 
      • Do not deposit the funds you received for the cash box. 

Reminder: It is very important you limit cash handling to avoid discrepancies. Only accept or give cash when you are doing a fundraiser that must use cash box. Never give cash to advisors, officers, or other members for any purpose. Any time you make a deposit or make a purchase, make sure you obtain a receipt. 

Payment Platforms

To ensure the security and proper accounting of all funds raised, clubs are only permitted to accept payments through methods officially set up and approved by the College. This is a critical policy for maintaining financial transparency and protecting both the club and its members. 

This means individual club members or the club itself may not set up independent accounts with third-party payment services for fundraising purposes. This includes, but is not limited to, Venmo, Zelle, Cash App, PayPal, or personal credit card readers. Using unapproved methods can lead to complications with auditing, tax reporting, and the overall financial integrity of the College and your club.