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 webpage.
- Can I spend money before ASWU Finance Board allocates it?
- What is the difference between 2210 and 2220 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?
- Can we use fundraising and gift accounts?
- Can we use funds to donate to philanthropic events?
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 2210 and 2220 accounts?
Willamette University account numbers that end with 2210 contain 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 and Resources for Student Organizations 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 2210 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 WEBAdvisor and clicking on the Employee's Menu. On the right hand side, click on Budget Selection under the Financial Information section. Enter "9W" into the first cell of the Unit section. Select the box to sort by Unit. Click Submit.
Your club accounts, if you have access, will populate on the following screen.
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 (Note: This form is currently disabled). 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 submitted, it will take 1-2 weeks for changes to be reflected in our online system.
9. Can we use fundraising and gift accounts?
Student organizations that would like to raise funds must create a gift account through Advancement Services. Donors will be required to write checks payable to Willamette University and student organizations will be responsible for depositing these donation checks into their own gift accounts.
Note: student organizations are not permitted to use outside fundraising companies, programs, or websites (such as gofundme.com or others that are similar) to engage in fundraising efforts. These companies require personal information from students and do not comply with University Policy regarding organizational funding.
10. Can we use funds to donate to philanthropic events?
University funds (inducing residence hall funds) cannot be used for contributions or sponsorships unless approved by the President or Senior Vice President for Finance or Administration.
Student organizations may use fundraiser proceeds to make contributions or sponsorships, provided that the ultimate source is not from University funds.