Click on the links below for answers to many of your most frequently asked questions. Can't find what you're looking for? Stop by Office of Student Activities, located on the 2nd floor of the UC. We're open 8 a.m. to 5 p.m. Monday through Friday or visit the ASWU Finance webage.
- Can I spend money before ASWU Finance Board allocates it?
- What is the difference between 1-0290 and 1-0291 accounts?
- What happens if I overspend my organization's account?
- Are there policies on how my student organization can raise money, such as soliciting businesses?
- Can ASWU money be used for purchasing T-shirts?
- Do I receive any start up money once my organization is approved?
- How do I know if I have access to my group's GL report?
- How do I get access to my group's GL report?
1. Can I spend money before ASWU Finance Board allocates it?
No, you cannot spend money before ASWU Finance Board allocates it to your organization for a specific purpose. You may spend your own money, or money from non-ASWU organization accounts prior to funding, and seek reimbursement. There is no guarantee that reimbursements will be made, and the spending must follow ASWU guidelines.
2. What is the difference between 1-0290 and 1-0291 accounts?
Willamette University account numbers that begin with 1-0290 contains funds allocated by ASWU for specific student organization activities. These funds are to be spent for the purposes which they were allocated. Unspent monies are returned to ASWU and reallocated through the financial recycling process.
3. What happens if I overspend my organization's account?
Organizations will only be reimbursed from their ASWU account for the amount and type of expense for which they have been allocated. If a club puts their ASWU account in the "red" (negative), money will be taken from the organization's non-ASWU account to cover the difference. Each club is responsible for their non-ASWU & ASWU account balances. If it is negative, it is the club's responsibility to correct it. A student organization cannot reapply for ASWU funding unless their ASWU account is zero or positive.
4. Are there policies on how my student organization can raise money, such as soliciting businesses?
On campus fundraising can include bake sales, raffles, t-shirt sales, or other methods of raising funds from the Willamette community (faculty, staff and students). See the Student Organization Handbook for more information about these types of fundraising.
Off-campus fundraising is defined as any solicitation effort to area businesses or alumni, whether for in-kind donations (goods or services) or monetary donations. It is important that all off-campus fundraising go through the Office of Corporate and Foundation Relations (3rd floor, Waller) so that the University presents an organized and coordinated fundraising effort to Salem and surrounding communities.
5. Can ASWU money be used for purchasing T-shirts?
According to the ASWU Funding Request Guidelines (money coming from 1-0290 accounts), "Funding will not be granted for personalized items, equipment, or clothing."
6. Do I receive any start up money once my organization is approved?
Once an organization is approved by the Club Approval and Finance Committee, the Office of Student Activities will give the new student organization $100 of seed money.
7. How do I know if I have access to my group's GL report?
You know if you have access to your group's GL report by logging on to JASON and scrolling down to the "Department" heading. There, you'll see "GL Report" and you should be able to click on the link and select the appropriate fiscal year (always the last of the 2 years in the academic year) and accounts (ASWU: 1-0290-XXXX and Non-ASWU: 10291-xxxx) and click "submit" to see the report.
On JASON but don't have a "Department" heading or a "GL Report" option? See #8 to gain access.
8. How do I get access to my group's GL report?
Two members of each organization may have access to that organization's G/L (General Ledger - accounting report). These two members are designated via the Student Organization Update form. Club Presidents must re-submit a Student Organization Update form if any executive members OR the advisor changes. After a Student Organization Update form is sumitted, it will take 1-2 weeks for changes to be reflected in our online system.