Financial Policies & Procedures
Financial policies and procedures are a necessary part of leading a student organization. Since registered students organizations are formally recognized by Drew, any funds allocated to or collected by these organizations are University funds and are subject to University policies and procedures governing financial transactions. These transactions are processed by the University offices that provide services for the entire Drew community; our role in the Office of Student Activities is to serve as a bridge between student organizations and University financial offices. We are able to provide clarification about University policies and serve as an advocate, when necessary, to ensure that student organizations are considered when policies and procedures are being developed. All registered student organizations and their officers, or responsible members, agree to abide by University policies governing student activities. Any organization recognized by or receiving funding from the Student Government Budget & Appropriations Committee (formerly ECAB) agrees to abide by Budget & Appropriations policies.
All financial transactions for organizations must begin with the Office of Student Activities or the Budget & Appropriations Committee (B&A) comptroller for B&A groups. Any violation of the appropriate procedures could result in loss of financial and other privileges associated with registration of your organization. In addition, the individual found to be in violation may be held personally responsible for the financial burden that was entered into inappropriately. All student organizations are required to keep financial records and to know and follow the policies and procedures.
Off campus vendors cannot be used for these services.
Words of Wisdom: These departments bill at the end of each month, it is your responsibility to make sure the organization has the money to cover these costs.
Student organizations are held accountable to University policies and procedures and must use one of the following University methods to purchase goods:
The Theological School Purchasing Request form is for groups and caucuses within the Theo Student Association.
This form must be submitted a minimum of one week prior to when you would like to use the credit card.
Reimbursements will only be processed if the student organization receives prior approval from the Office of Student Activities or the B&A Comptroller
Please make sure to sign the form and complete the description/purpose of the event section.
Words of Wisdom: It is the responsibility of the organization to keep a copy of the signed contract.
Transfer of Funds form is used to transfer money between different departments on campus and student organizations. The department/organization that the money is being transferred from must complete the transfer.
Complete a Transfer of Funds form available in the Office of Student Activities. Include organization, name of person requesting transfer, amount to be transferred, reason for transfer, account number to be charged and approval signature, account to be credited and approval signature, and submit a copy to Student Activities/B&A. Please note the transfer must be completed by the department of the account to be charged.
Clubs must deposit any cash received, immediately after receipt.
The departments will process the transactions and post to your account. The Student Accounts Office will give you a receipt noting the amount deposited, the account number, and a brief description. You must submit that receipt to the Student Activities Office so we can credit your account in the Financial section of The Path!
After business hours, money should be held in the Public Safety safe, or with prior arrangements made with the Student Activities staff.