Campus Organizations Accounting Office

Procedures for Expenses

All funds spent from an organization's account must be for the benefit of the organization. No funds may be spent for personal benefit of individual member(s) without the express consent of the organization. NOTE: Wages, fees for service, honorarium and stipends require special forms. Expenses incurred must comply with the campus Organizations Accounting Office spending guidelines.

Required Authorizing Signatures

Both the organization treasurer and adviser must approve all forms authorizing an expense. The signatures must match those on the compliance agreement on file. No other person can delegate for the signature. Changes of officers and advisers must be submitted before the new individuals are authorized to sign documents.

Campus Organization Vouchers

Off-campus purchases are made with a Campus Organizations voucher. Most, but not all, local vendors will accept the voucher as a guarantee of payment. If a vendor will not accept the voucher, an individual can pay the bill and be reimbursed. Reimbursement to an individual is also done using the Campus Organization voucher.

Organizations are exempt from Iowa's state and local retail sales tax when payment is made directly to the vendor from the organization's account. Payments made by an individual on behalf of the organization are subject to all sales taxes.

Campus Organization Purchasing Card

Student organizations may apply for one of their officers to hold a credit card on behalf of the student organization. Additional mandatory training will be provided to the advisor, treasurer and card holder.

Gift Card Policy

Purchasing gift cards is only permitted when giving a gift to someone. You must list the name and purpose of the gift on the voucher. In addition, if the gift card is for $75 or greater, the gift is taxable and a W9 must be filled out and attached to the voucher.