NWTC Virtual Student Organization Handbook Fall 2020 | Page 9

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The Student Involvement Office on the Green Bay Campus will maintain a list of all student
organizations recognized by the NWTC Student Senate. The Authorized Signatures Form will
indicate the names and signatures of persons authorized to withdraw funds from the student
organization account. Each student organization will be assigned an account number, which must
be used on all deposit or withdrawal transactions.
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All funds earned or derived by the student organization must be deposited in the account
maintained by the Finance Office. Funds can be withdrawn by the student organization through
the student organization check request form.
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AT NO TIME WILL AN ACCOUNT BE MAINTAINED OFF CAMPUS. All financial
transactions must be handled by NWTC. No other financial institutions may be used.
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Student organization financial transactions are handled by completing the appropriate form or
forms and submitting them to the Finance Office (located in CO208L). Forms can be found on
the Hub by searching for the Student Involvement website and clicking clubs & organizations.
Forms can also be found on the NWTC website by searching student organizations. The student
organization treasurer and the Finance Office will maintain records of all transactions.
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All student organization transactions are subject to audit by all legal designated agencies. The
Student Involvement Office or Student Senate Board may request any or all student organization
books for audit purposes.
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Student organization monies will carry over from year to year in the active student organization
account until notice is made of the termination of the student organization. A minimum of $25
must be left in the student organization account so there is working capital to start the next year.
If after two consecutive years a student organization is inactive the account will be closed and
monies will be transferred back into the Student Government budget.
Student organizations on all three NWTC campuses must abide by the above guidelines. Failure
to comply with these regulations will mean immediate forfeiture of the student activity fee
allocation, the privilege of holding student organization meetings on campus, holding any event
and/or fundraiser on campus, and being officially recognized as a student organization of the
college.
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The Student Involvement Office has a credit card for use for authorized travel arrangements (i.e.
hotel, transportation, shuttles and large purchases). Please schedule a time with Student
Involvement to use the credit card. Advisor & designated club officer can request use of the
credit card. Only advisor can request use of the credit card over the phone. Student
Involvement MUST have confirmation of approval from club advisor prior to club officer
using the card.
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It is highly discouraged to use a procard to purchase gift cards. If gift cards are purchased using a
gift card, the gift card recipient must complete the gift card recipient form.
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