Section 3. Spending Money

Our Student Organization Handbook is currently being reviewed and updated. Please note that some information may be outdated or inaccurate during this time. Stay tuned for the latest version coming soon. If you have any questions, feel free to contact the Student Involvement and Leadership Center at getinvolved@boisestate.edu or (208) 426-1223.

All recognized student organizations are given an on-campus financial account in which to keep their university-based funds. These accounts are managed by the university to ensure compliance with university, state, and federal policies. Student organization officer must successfully complete the required officer training prior to accessing their account. Any organization purchase with university-based funds requires pre-approval before any funds are spent, including reimbursements.

Registered student organizations at Boise State University can establish and maintain off-campus bank accounts. These accounts hold non-university funds and are independent of university oversight. University funds currently in on-campus accounts cannot be transferred to off-campus accounts (Boise State Policy 6200).

Off-campus accounts offer flexibility for managing non-university funds and provide valuable learning opportunities in budgeting, planning, and financial reconciliation for students. However, they also come with risks, so student organizations must take precautions to prevent mismanagement.

Please keep the following in mind:

• An off-campus bank account is not controlled or managed by the university. The university does not take any responsibility in the management of your off-campus account. It is the responsibility of each student organization to track expenses and keep records of the account number, balance, or the approved officer signers. 
• Any money received from the Associated Students of Boise State University (ASBSU) Student Funding Board, a university department, or another student organization with university-based funds may not be deposited into an off-campus account. These funds, if received, must be spent following the university’s documented policies and procedures. 
• The organization operates in the name of the entity and not in the name of the individuals who are part of the organization and the off-campus account should be opened in the name of the student organization. 

1. Apply for a TIN/EIN: Student organizations must obtain a Taxpayer Identification Number (TIN) or Employer Identification Number (EIN) from the IRS to open a bank account. Boise State University’s TIN/EIN cannot be used. Additionally, the use of “Boise State,” “Boise State University” or any variation thereof as well as non-residential university address cannot be used. Visit the IRS website for more information.
2. Select a Bank: Choose an FDIC-insured bank or credit union, either online or physical. Consider factors like account requirements, fees, minimum balances, and available features (e.g., debit cards).
3. Register with Idaho Secretary of State Office (for physical banks and credit unions): Idaho banks and credit unions require organizations to be registered with the Secretary of State Office. Complete registration forms and keep them updated annually.
4. Establish Financial Procedures:  An off-campus bank account is not controlled or managed by the university. The university cannot advise or have any role in the management of your off-campus account. Each organization must manage expenses and maintain records independently to mitigate financial risks.

Guidelines to Prevent Mismanagement:

• Implement double endorsement for expenses.
• Separate financial duties to prevent conflicts of interest.
• Use a central mailing address for bank statements.
• Keep financial records accessible to members to ensure transparency.
• Define consequences for embezzlement in organizational bylaws.

Filing Taxes: Student organizations may need to file taxes if they earn income. Refer to the IRS guidelines for details.

Access to University-Based Funds: University-based funds cannot be deposited into off-campus accounts but remain accessible through existing university channels and must be spent following the university’s documented policies and procedures. 

Student organizations are able to collect electronic payments and donations for their on-campus student organization financial account via credit/debit card using the university’s online marketplace system, eMarket. The use of electronic payment services (Venmo, Zelle, Cash App, etc.) is not permitted for student organizations as a means to collect, solicit, or provide payment via their on-campus student organization financial account. If your organization has an off-campus bank account you may use these alternative electronic payment services. To request a new or update an existing student organization eMarket submit the eMarket Request form on CampusGroups.

Student organizations can deposit funds into their on-campus financial account. Deposit directions are available on the  CampusGroups Student Life resources page.

Pre-approval to spend money from an on-campus student organization financial account ensures organization funds are used to pay for the desired items or service, and ensures university and state financial guidelines are met. Orders and purchases with university funds may not be made without pre-approval; doing so makes the person who made the purchase or order directly responsible for payment, rather than the university. To get pre-approval, an officer of the student organization must submit a Payment Request on CampusGroups to Student Involvement with an appropriate amount of time in advance of the time purchases are needed. See the Event and Purchasing Timeline.

Rush handling and express shipping fees are not allowed for any purchase and a minimum of two weeks (10 business days) is required for standard purchases. Some purchases require extended time for approval. The following section outlines the submission timeline for non-standard purchases. Ask your Student Organizations Coordinator or a Shared Business Services staff member if you have questions about purchasing pre-approval timelines.

The following are non-standard purchases that require follow-up documentation and take more time to process when using university-based funds.

1. If your student organization would like to purchase food and/or drink, hire a food vendor (food truck, restaurant, or caterer), or another food service with university-based funds it is recommended that you submit an event registration and payment request a minimum of ten business days (10+) in advance for pre-approval. If a food vendor has not worked with the university before it is recommended to submit four (4) weeks in advance. Additionally, the following paperwork must be submitted to Student Involvement within three (3) business days after your event:
   1. A roster of attendees with the name and affiliation (student, faculty, staff, or community member) of each person who attended. 
   2. A copy of a meeting agenda/event flier-promo/invitation from your organization for the event must be submitted immediately following the event.
      1. Your CampusGroups event registration may be used as your promotional item/invitation.

1. If your organization would like to purchase items using university trademarked text or logos the graphics and text must be reviewed for compliance by Student Involvement and the Office of Trademark Licensing and Enforcement prior to any order being placed. To complete this process, your organization will be asked to submit a Promotions Review form on CampusGroups. Additionally, if using university-based funds a payment request must be approved before an order may be placed. Only certain vendors are licensed to create items for resale. A list of approved vendors is available on the Office of Trademark Licensing and Enforcement website.

1. If your student organization wants to purchase gifts, awards, or promotional items with university funds, we recommend submitting an event registration and payment request at least four (4) weeks in advance for pre-approval.
2. Additionally, the following paperwork must be submitted to Student Involvement within three (3) business days after the recipient is awarded or gifted. A Gift Roster Template will be provided to you in the event registration.
   1. Boise State University students, staff and faculty will be reported with the full name of the recipient and the associated Boise State University identification number. This is also called the Student ID # or the Employee ID #.
   2. If the recipient is not a current Boise State University student, staff or faculty, the full name is required and the recipient’s physical mailing address. The mailing address is required so the university can mail any applicable tax documentation to the recipient.
3. Restrictions and additional policies on purchasing gifts with university-based funds apply to Boise State employees and non-US citizens. Please work with Student Involvement and Shared Business Services staff to ensure compliance on all gift, award, and/or promotional item purchases.
4. Internal Revenue Service (IRS) regulations state that any kind of award, memento, presentation/recognition item, door prize, gift, gift certificates or cash gift may be taxable when given to any person (including students, Boise State University employees, or community members). Even if an item is donated to your student organization to give away, a person may still be taxed on it if they have accumulated $600 or more in such prizes in a given year. 
   1. The IRS makes no distinction between sub-units (i.e. student organizations) of the university — anything at Boise State University is considered one source. For a student organization to use its university-based funds to purchase such items, two requirements must be met during the pre-approval process:
      1. A clear business purpose should be detailed in the payment request. It is used to document gifts and awards. 
      2. The award must be given as part of a meaningful presentation. Frequently, an award is presented or announced at an event. You will provide this information in the payment request. Every effort should be made by the student organization to avoid the appearance of personal gift giving or favoritism.
5. If the student organization is hosting an event and providing gifts, awards or promotional items as a part of the event (such as door prizes or giveaways), the students, faculty/staff advisor(s), and family members affiliated with the organizing group should not be eligible to win.

1. Student organizations often like to get away from campus for events and activities. Whether your group is traveling near or far, all travel plans must be pre-approved by Student Involvement through the event registration process in CampusGroups. Please refer to Section 7 for more information and policies about student organization travel.

1. Contracts when using an off-campus bank account
   1. Student Organizations are not permitted to enter into contractual agreements on behalf of Boise State University. If your organization is thinking of hiring a vendor, bringing in a guest speaker and/or artist, or contracting with a venue, student leaders are encouraged not to sign legally binding documents. You and/or your organization will be personally liable for fulfilling the terms of the agreements should you choose to sign the contract. 
2. Contracts when using university-based funds
   1. If your organization is using university-based funds to pay for goods or services, professional staff in Student Involvement are responsible for creating and signing all contracts (including, but not limited to, speakers, artists, businesses, and individuals) for student organizations. 
      1. Students and advisors do not have the authority to create and/or sign contractual agreements for student organizations when using university-based funds. 
   2. A request to generate a contract must be submitted through the CampusGroups event registration process no less than four (4) weeks in advance of the purchase or event date for domestic vendors and eight (8) weeks in advance for international vendors. 
   3. Several documents must be submitted by specific timelines to ensure payment to an independent contractor can be made. 
   4. Contracts for services will not be created, nor is the university liable for payment of services that have occurred without an approved university contract in place. 
   5. Late documentation could result in a delayed or no payment to the artist, performer, speaker or other individual with whom organizations have contracted.

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Section 4. Fundraising