Funding Eligibility Registered Student Organizations are eligible for funding when they:
• Have been registered and are in good standing for at least one( 1) full semester( fall / spring)
• Have a mission statement
• Are registered and all information is up-to-date on Cougar Connect.
Spending Funds
Financial Transactions in Workday and T-Card Purchases The following are essential steps to remember when processing financial paperwork:
• An advisor will use their T-Card( Collin College-issued credit card) to make the purchase.
• To request a T-Card, follow these instructions and for instructions on how to use your T-Card, please see the Accounts Payable Page on Cougar Web.
• Collin College and your organization are tax-exempt, and you should ensure you are not charged tax for purchases.
• Before purchasing, the president, treasurer, and advisor must verify that adequate funds are in the account to cover the purchase.
• The advisor in Workday should process all financial transactions after the student organization has approved the spending.
• Each request must: o Have an attached receipt / memo / invoice showing the amount owed / spent. o Have a copy of the organization’ s meeting minutes where the expense was discussed and approved.
• Student organizations can vote and approve spending their agency account funds if they follow federal, state, and local laws according to Collin College Board Policies. The Business Office needs proper documentation( i. e., meeting minutes and receipts, etc.) when submitting Supplier Invoice Requests. Requisitions, or processing T-Card reconciliations.
• Each request will be submitted electronically to an Assistant Director of Student Engagement for approval.
• The Business Office requires at least ten( 10) college business days to process financial transactions.
Student organizations granted funds through the General College Account must have all withdrawals approved by the appropriately appointed college designee.
Texas Sales Tax and Use Exemption Certificate Student Organizations may use the Texas Sales Tax and Use Exemption Certificate for items purchased to conduct and implement organizational business, events, and activities. This will exempt the purchase from Texas sales tax. A copy of the Texas Sales and Tax Use Exemption Certificate is available on Cougar Web.
Shipping Address Organizations must have all items for club purposes mailed directly to the Office of Student Engagement at any campus. The name of the organization must also be specified on the packaging. No items should ever be mailed directly to officers, advisors, or members’ homes.
Contracts and Contract Labor Forms Any service rendered by an artist, performer, guest speaker, musician, entertainer, etc., will require the entity to be added as a vendor in Workday, a signed Contract for Services Form, or a Purchase Order. A Performer / Speaker / Guest Lecturer Contract defines the service rendered; the service ' s date, time, place, and location; any stipulations or conditions; and the payment due upon completion of the service. Student Organizations do not have the right or authority to enter into a contractual agreement.
Any organization considering contracted services by an artist, performer, guest speaker, musician, entertainer, etc. must contact Student Engagement at least 60 days in advance. The Assistant Director of Student Engagement will help develop and negotiate the Performer / Speaker / Guest Lecturer Contract. The contract is not valid until signed by the appropriate Collin College Administrator. The Collin College Business Office uses the Contract Labor Form to process payment for contracted services.
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