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 .
10