Finances, Funding, and Budgeting

RSO Finance Resources

Student Affairs Business Office

The Student Affairs Business Office is here to assist your RSO with financial transactions once allocations have been approved from USG funding requests or with things like collecting membership dues or fundraising dollars.

Working closely with the Vice Chancellor for Budget & Planning, the University Controller's Office, the Student Engagement Team, and Undergraduate Student Government, the Student Affairs Business Office oversees all logistical aspects of spending for Student Organizations including Purchasing Card Requests, Deposits, Group-to-Group Transfers, Vendor Payments, and other necessary facets of student spending.

For more information, please contact: studentcomptroller@du.edu.

USG Finance Committee

The USG Finance committee is comprised of 5 elected USG Representatives from the USG Senate. The Committee Chairperson serves as a non-voting member responsible for facilitating weekly Finance Committee meetings and notifying organizations of the Finance Committee Decisions.

USG Funding exists to enhance the student experience by providing necessary monetary support and resources for programs, ideas, and the development of various student organizations on campus.

The Finance Committee encourages all RSOs to apply for funding. These funds can be used to support student organization activities and events. The Finance Committee treats all applications for funding as confidential and will not share an organization's application or financial information with any party, unless seeking advisement from the Office of Student Engagement or the Student Affairs Business Office.

The money that USG distributes comes from the Student Activity Fee (SAF), collected from all undergraduate students at the University of Denver and administered under the jurisdiction of the Vice Chancellor of Student Affairs and Inclusive Excellence. SAFs are set at the discretion of the DU Board of Trustees. The Vice Chancellor of Student Affairs and Inclusive Excellence decides on a fixed amount of the SAF that is to be distributed at the discretion of the Finance Committee during the following academic year under the advisement of the Undergraduate Student Government (USG) Advisor. The Finance Committee has been designated as the advisory committee for the allocation of funds from this fixed amount of the SAF.

Questions? Reach out to usgfinance@du.edu.

USG Diversity Committee

The USG Diversity Committee is granted funds from the Student Activities Fee that are specifically earmarked to fund Affinity Groups represented by the Joint Council, so annual base-allocations and supplemental funding requests for these organizations are handled directly by Joint Council and the Diversity Committee.

Any RSO hosting events or initiatives that advance Diversity, Equity, and Inclusion at DU is also eligible to request supplemental funding from the Diversity Committee.

Questions? Reach out to usgdivcom@du.edu.

USG Sustainability Committee

The USG Sustainability Committee is granted funds from the Student Activities Fee that can be requested by RSOs for any events or initiatives that advance DU's Sustainability goals.

Questions? Reach out to usgsuscom@du.edu.

RSO Funding Processes and Procedures

Only undergraduate Registered Student Organizations recognized by and in good standing with USG, the Student Engagement Team, and the SAIE Business Office are eligible to receive funding.

Before requesting funding from USG, the organization's President, Treasurer, and any officer who will be making purchases on behalf of the organization must attend or review a pre-recorded 'Org 101 Finance Training' session led by the Office of Student Engagement, Student Affairs Business Office, the USG Finance Committee, and the USG Student Organizations Committee, and complete the associated quiz with a 100% pass rate.

The purpose of this training is to educate students and organizations on the policies and procedures of using university funds.

Org 101 Training sessions will be scheduled at the beginning of the year, over the summer, and offered at multiple times to accommodate varying student leader schedules. Org 101 Training video modules will also be made available as an ongoing resource.

USG Annual Base Funding

Registered Student Organizations who are fully approved for recognition and in good standing with USG and the Student Engagement Team will be provided with an annual base-allocation ahead of the start of Fall Quarter.

Base Allocation amounts will be determined by the USG Finance Committee Chair in consult with the Student Affairs Business Office and Student Engagement Team based on previous spending of each RSO and will be communicated to each RSO President and Treasurer directly at the time the allocation is deposited into the RSO's Funded Account, ahead of the start of the fall quarter.

Annual base allocations are designed to be start-up funds for the year, and additional supplemental funding requests can be made by RSOs throughout the year for specific needs.

New organizations are eligible for a pro-rated base allocation upon approval of the New Organization Registration. Priority is given to new RSOs who register within the first 3 weeks of a quarter. Those who register later than that may need to wait until the following quarter to be approved as an RSO and receive a base allocation.

Supplemental Funding Requests

Any funding above and beyond an RSO's Base Allocation must be requested through the USG Finance Committee's Funding Application three weeks prior to the event. To be considered, an application must include a complete and thorough itemized budget, including relevant dates, items, and vendors.

The Finance Committee is responsible for funding events for the undergraduate student body. All student organizations should be reminded that funding is limited and not all event requests will be funded. The Finance Committee will consider funding for events that are open to all undergraduate students at DU and do not appear to be excessive in nature.

The Finance Committee will consider the following factors when evaluating an event:

  • Experiential value (e.g. educational, cultural, awareness, entertainment)
  • Level of impact, Anticipated attendance (size and scope)
  • Correlation to the University or student organization mission statement
  • Strength of promotional plan
  • RSO Collaboration
  • Inclusivity
  • Presentation to the Finance Committee (if requested)
  • Completeness of Event Request
  • Submission of Event Request in accordance with deadlines
  • Group participation in event planning
  • Spending report history
  • Demonstrated financial need and commitment to minimizing expenses

The Finance Committee does not generally fund internal expenses for activities that are open to organization members only, or expenses that go towards administrative upkeep, but exceptions may be granted on a case-by-case basis if the Finance Committee deems there is sufficient need.

Events may be fully funded, partially funded, or not funded. Any organization that requests funding for an event and receives less-than-full funding will be provided with the Finance Committee's rationale for its decision. Allocation decisions of the Finance Committee will be communicated electronically within two business days of the Finance Committee's decision.

Tips for Success:

  • Budget in Detail: Include all forecasted expenses, revenue sources, prices, and quantities when submitting your itemized budgets.
  • Vision & Impact: Thoughtfully consider how your intended use of funding will enhance the undergrad experience and educate the broader DU community.
  • Promotion: Create and outline a strategic marketing plan to increase turnout on campus.
  • Presentation: If presenting to USG (for requests over $5,000), applicants should dress in business casual attire and prepare compelling verbal reasoning as to why USG should fund their proposal.

Conference & Competition Travel Funding:

For RSOs requesting funds for a conference or competition, the USG Finance Committee and Diversity Committee encourage you to elaborate on how sending a group of students will benefit the DU Community. Consider the following:

  • How will attending this conference further development back on campus?
  • What ideas, projects, or connections do you expect to bring back to campus?
  • How will attending this conference advance diversity, equity, and inclusion at DU?

Please note that USG and DivCom funds can only be used to support undergraduate student travel & registration fees. If there is a graduate student or faculty/staff advisor you would like to attend with you, they must source their own funding elsewhere. The department your advisor works for may be able to support them.

Large Supplemental Funding Requests (>$5000)

Any supplemental funding requests over $5,000 have the following additional requirements:

  • Application materials must be submitted at least 5 weeks before the event
  • Organization must present their request at a USG Senate weekly meeting

Upon receipt of a funding application greater than $5,000, the Finance Chair will notify the organization of the additional requirements and schedule a time to present at the Senate meeting. The organization who submitted the request will then be invited to present their request to the USG Senate at the next USG meeting.

The Finance Committee will hear all large event requests and share their formal recommendation on the request to the USG Senate following the RSOs presentation to the senate, during the discussion.

All large requests will require a simple majority (+1 person) to pass, and the requesting individual/organization will be notified of the outcome of their request within two business days of the USG Student Senate meeting.

The USG Finance Committee meets regularly throughout the Fall, Winter, and Spring Quarters to review event funding request applications.

Prior to requesting funding, be aware of exi

LAUNCH THE Funding Request form

USG's Sustainability Committee also has funds set aside for non-RSOs that can be requested using this separate form.

Funded vs. Non-Funded Accounts

Funded Accounts

  • Every RSO has their own "Funded" account
  • This type of account is where funds allocated from USG are deposited
  • Money in Funded Accounts is available ONLY during the current fiscal year, these funds DO NOT roll over from year to year
  • Unused funds in the Funded Accounts will be swept at the end of the school year and returned to USG's "Roll-Over" account
  • Budget numbers for Funded Accounts follow this structure:
    • FUND: 90330
    • ORG: Unique to your RSO

Non-Funded Accounts

  • RSOs who bring in additional money through dues, fundraisers, sales, etc. can have "Non-Funded" accounts where this type of revenue is deposited
  • Funds in Non-Funded accounts roll over year to year
  • It is at the RSOs discretion how this money is spent, as long as it is within DU Guidelines
  • Unused funds in Non-Funded accounts will be swept to USG's Roll-Over account if an RSO has been inactive for 2 or more consecutive years
  • Budget numbers for Non-Funded Accounts follow this structure:
    • FUND: Always starts with a 9 and ends with an S
    • ORG: always 116699

Working with the Business Office

Important Contact Info & Forms:

The SAIE Business Office can be reached at StudentComptroller@du.edu and is here to assist your RSO with financial transactions once allocations have been approved from USG funding requests or with things like collecting membership dues or fundraising dollars.

Use the links below to locate forms and resources related to spending.

RSO Deposits

P-Card Check-Out

Transferring Funds

Amazon & Staples Purchases

DU Tax Exempt Forms

Contact The Business Office

RSO Purchasing Cards (P-Cards)

Check out Procedure

Requests to use one of the RSO P-Cards (housed at the Community Commons Welcome Desk) must be submitted via the form on CrimsonConnect at least 3 business days in advance of the date purchases will be made.

The person who will be responsible for the P-Card must be the person to complete the P-Card checkout request form and must have attended/reviewed the Org 101 Finance Training and passed the associated quiz for the current year.

RSO P-Cards may be checked out Monday – Friday from 9am-9pm on days that DU is open.

  • Any PCard picked up before noon must be returned by 9 PM the same day
  • Any PCard picked up after noon must be returned by Noon the following day

P-Card Receipts

PDF copies of P-Card Receipts for Managed Spending P-Cards or General P-Cards must be submitted via the P-Card Receipt form on CrimsonConnect within 3 business days of purchase.

Failure to submit legible receipts on time will result in loss of P-Card use if you have not discussed the circumstances with the SAIE Business Office beforehand.

All receipts must be the itemized receipt that shows each individual item purchased, not just the total paid.

RSO Travel P-Cards

For RSOs who will be traveling and expect to make purchases with their RSO funds, an RSO Travel P-Card can be issued by the Student Affairs Business Office upon request.

Additional P-Card Procedures

  • Purchases must be tax exempt.
    • There are a few exceptions to this such as airlines and lodging outside of CO.
    • NOTE: airline travel and lodging reservations MUST be made through the University's travel/lodging booking system.
  • Itemized receipts are always required.
  • When food is purchased, names of meal attendees must be submitted if the total number of attendees is 10 or fewer.
  • Tipping rules:
    • 5% tip for delivery if delivery charge not already included
    • 10% tip for delivery and setup if delivery/setup charge not already included
    • 20% tip maximum tip for great service at a sit-down meal if gratuity not already included.
  • Hotel charges will require the folio that is received after checkout showing itemized charges
Examples of acceptable and unacceptable receipts - acceptable receipt shows it is itemized and is tax exempt

Prohibited P-Card Purchases

A P-Card can NEVER be used for any of the following purchases:

  • Gifts, gift cards, gift certificates or individual prizes.
  • Parking citations.
  • Alcohol, tobacco, or illegal substances.
  • Computers, tablets, or other similar technology.
  • Charitable donations.
    • This includes when asked at the register if you’d like to round your purchase up or add a donation.
  • Amazon or Staples purchases.
    • Amazon and Staples orders are ONLY available through the Amazon/Staples Order request form in CrimsonConnect.
      • Orders are placed every Friday before close of business by the Community Commons Welcome Desk.
      • The University business account on Amazon is NOT a Prime account, so please plan for standard shipping timelines.
  • Subscription services or recurring charges or accounts that pull card information automatically (ex: DoorDash, ApplePay, GooglePay, ride shares, Lime Scooters, etc.)
  • VRBO or AirBnB stays (or similar)

Failure to comply with these policies will result in individuals and the RSO being prohibited from using the P-Card for a minimum of 1 quarter and a maximum of 1 academic year and may be referred to Student Rights and Responsibilities.

Additional RSO Purchasing & Payment Policies & Procedures

Non-Fundable Expenses
The following can NEVER be purchased with University Funds:

  • Expenses for personal or private use cannot and will not be funded and will be regarded as larceny
  • Alcohol, drugs, tobacco products, and illegal products
  • Computers, Software, or other technology without proper review from SAIE Business Office and IT
    • Registered Student Organizations are NOT permitted to purchase computers or other technologies on behalf of their organization. These types of purchases, and any software purchases, are subject to security review and must be approved through the University Information Technology department.
  • Expenses for on-campus events not accessible to all students
  • Expenses for events during Discoveries week (except if related to the Involvement Fair), or occurring over Spring Break or Winter Break
  • Charitable contributions or donations by means of funded accounts
  • Designer/design fees
  • Excessive restaurant/meal expenses when less expensive alternatives exist The creation and upkeep of organization bank accounts.
  • All RSOs have accounts within the University of Denver and should manage all funds via these accounts.
  • Off-campus accounts are strictly prohibited.
  • Jewelry, personal items, or other body decorations except for cultural practices
  • Late fees/expediting charges/penalties of any types
  • Loans
  • Off campus rentals, including storage facilities, VRBO, AirBnB
  • Plaques, trophies, prizes, gifts
  • Gifts for individual student members, RSO officers, or faculty/staff advisors
  • Gifts for guest speakers will be considered on a case-by-case basis
  • Scholarships/awards
  • Contracts not reviewed and signed by an official DU signatory, through the university contract workflow.
  • Anything that occurs outside of the current fiscal year: (July 1st - June 30th)

Please ask the Business Office if you are unsure if a purchase is allowable or not.

Contracts

Students are NEVER permitted to sign a contract on behalf of their student organization!!!

ALL contracts must be submitted as part of the Event Registration form for contracted services for any RSO event taking place on or off campus. A Certificate of Insurance (COI) must also be requested from the vendor and submitted.

A contract is considered any document with terms & conditions that requires signature.

Contracts must be submitted at least 6 weeks prior to the event so they can be properly routed through the University Contract Workflow.

If the contract can be paid with a P-Card, mention the contract when submitting the P-Card receipt.

Booking and Paying for Travel & Lodging
RSOs booking any travel or lodging accommodations using funds from a University Account (RSO Funded OR Non-Funded Account) must do so through the University’s Travel and Expense online booking tool (Concur). This ensures that travelers are receiving University contracted rates and support while traveling.

RSO Faculty and Staff Advisors should have access to this system and can assist an RSO in booking travel/lodging arrangements but should do so on the RSO P-Card rather than on their individual/departmental P-Card. Otherwise, an RSO should work with the SAIE Business Office: studentcomptroller@du.edu.

Travel planning should be completed as far in advance as possible, ideally 14 days or more. Advance travel planning is key to obtaining the lowest airfares and securing first choice flight times and room accommodations.

If an RSO is traveling, they must register the experience as an event in CrimsonConnect.

Vendor Registration & Payment

The type of payment a vendor prefers will likely vary by vendor. It is the responsibility of the RSO to establish how a vendor needs to be paid during initial planning conversations, prior to booking the vendor.

Credit Card, Check, or Direct Deposit are the ONLY ways DU can pay a vendor.

Vendors must be registered annually with DU to receive checks or direct deposits.

When booking a vendor who needs to be paid with check or direct deposit, reach out to studentcomptroller@du.edu to determine if the vendor is currently registered with the University. If they are not, the SAIE Business Office will work directly with the vendor to get them registered.

Even vendors an RSO has worked with in previous years needs to re-register with the university every year.

Invoices for check or direct deposit payments should be sent to studentcomptroller@du.edu for processing following the event/services rendered. If paying by credit card, a P-Card can be used.

Large Vendor Payments (>$5000)
For payments between $5000 - $25,000, quotes from at least 2 separate vendors must be submitted with any contract, or provided to the SAIE Business Office prior to booking the vendor.

For payments larger than $25,000 please contact the SAIE Business Office at least 8 weeks prior to the event.