with the Student Life Coordinator to dispose of any broken or unwanted items. The Club Sponsor is responsible for any and all club items that are inventoried( A-Tagged) by the College.
In the instance that a club disbands, its inventory will revert to the SGA and the Office of Student Life. The Student Life Coordinator will work with the Associate Dean of Student Life to determine the best course of action regarding all property and materials received.
109 Club Finances
109.1 Club Sponsor Purchasing Card Club Sponsors are required to have an EFSC Purchasing Card( Pcard) and attend Pcard training. Purchases using SGA funds must receive full approval using the appropriate activity, travel, or fundraising process. Receipts must be kept for all purchases, and monthly Pcard Reconciliations must be submitted to the Student Life Coordinator for approval if the charges include SGA funds. Mismanagement of funds may result in Pcard revocation and removal from sponsorship.
109.2 Using an Agency Account If applicable, recognized clubs may request a College agency account to manage club finances. To establish this account, the Club Sponsor( s) must submit a Pcard request form, a list of officer names, and the club constitution and bylaws to the Student Life Coordinator. Once approved by the campus Associate Dean of Student Life and the Dean of Students, the request will be forwarded to the Accounting department. The College forbids the use of off-campus banking institutions for any financial activity done in the name of the College.
All agency account information will be provided to the Student Life Coordinator and the Associate Dean of Student Life to ensure full disclosure and accountability. Clubs should report agency account funds and any recent expenditures at club meetings and SGA Business meetings.
The Club Sponsor( s) will be listed as the budget custodian( s); however, the sponsor( s) may designate students who may make deposits to the campus Cashier using the club’ s agency account number and showing their EFSC ID. Deposit receipts shall be provided to the club for documentation. Only the Club Sponsor( s) or, in his / her absence, the Student Life Coordinator, may authorize expenses made to a club agency account. The reimbursement of personal funds used to pay for club related expenses is heavily discouraged and may only be done with prior approval from the Dean of Students.
All agency accounts are subject to an internal audit which may be requested through the Dean of Students.
The College’ s accounting standards, policies, and procedures will be adhered to by all clubs. Clubs may motion to use their funds for club use at a monthly meeting. It is required to report the discussion and voting results in official meeting minutes with documented approval from the Club Sponsor. Any requests involving activities, travel, or fundraising must additionally follow the request procedures outlined in this handbook. Personal use of agency account funds is strictly prohibited.
109.3 Tax Exempt Status Official EFSC expenses are exempt from Florida sales tax. The Club Sponsor( s) should obtain a copy of the Consumer’ s Certificate of Exemption from the Document Center. Club Sponsors may only use a copy of this form for approved uses. Receipts for all purchases are required.
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