Funding Eligibility Recognized Student Organizations are eligible for funding when they :
• Have been recognized 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 : T-Card Request form for Advisors .
• Instructions regarding how to use your T-Card can be found here : T-Card manual for Advisors
• 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 the Supplier Invoice Request ( Check Request ) or processing T-Card reconciliation .
• 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 Connect .
SUPPLIER INVOICE REQUESTS A Supplier Invoice Request must be completed online for all reimbursements or to send a check to a company for a product . The Supplier Invoice Request allows the Collin College Business Office to draft checks from the organization ’ s agency account . The Supplier Invoice Request must be completed online by an advisor .
NOTE All expenses related to a conference or workshop should be processed on a Spend Authorization in Workday ( formerly the Student Field Trip Form ).
Requirements
• Attach original receipts , memos , or invoices to the Supplier Invoice Request online .
• Attach a copy of the minutes from the meeting where the expense was approved .
• Once the Supplier Invoice Request has been submitted by an advisor , Student Engagement will approve if monies are available in your student organization ’ s agency account .
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