Student Organization Handbook

Allocated accounts are set up for student organizations established for one year or more and are monitored through the Terry College of Business. The funds in these accounts are provided by the Terry College and have specific spending guidelines (see next page). Allocated funds do not roll over to the next academic year. Funds not spent by the organizations will go back to the college. For any questions regarding your allocated account, contact Mary Evans (mevans@uga.edu).  To be eligible for allocated funding, organizations must be open to all Terry or intended business students to join; there can be no required interviews or selective membership processes. 

Registered student organizations can open an Agency Account in the Student Affairs Business Office (unless the organization receives Student Activity Fee funding through All-Campus Allocations). An Agency Account is an on-campus account where all spending decisions are made by the student organizationand the University facilitates the transactions, serves as a custodian of the funds, and ensures USG policies are followed. Income deposited into Agency Accounts is usually generated from membership dues, donations, fundraising activities, or ticket sales. Organizations with Agency Accounts can make deposits in the Business Office in Tate Student Center. These funds can be spent through intra-university charges (such as CRETS or Print & Copy Services), through UGAmart (vendors include Amazon, Staples, and more), with payment requests for vendor invoices, and through reimbursements for individuals. 
 
For questions about your agency account, contact Becca Sattler (rbr09101@uga.edu). 

Outside accounts are not recommended.  These accounts are privately operated accounts created and maintained by the student organizations. Examples include accounts held at Bank of America, Wells Fargo, Capital One, etc. There are no guidelines on spending or limitations on how the funds can be used. Any transactions or deposits made with an outside account cannot be signed off on by a University of Georgia employee. These accounts have no association with the University of Georgia or the Terry College of Business. If you are an organization that has an outside account, you are prohibited from receiving allocations from the College and cannot have an allocated account held in Terry. 

NEW POLICY – There is now a combined allowance of 40% of the allocation among the three categories of Food, Travel, and Promotional Items! 

Food is part of the 40% limit of your organization’s budget. 

Documentation requirements: 

The following documents need to be turned in to Mary Evans. You can ask for reimbursement for more than one receipt at a time, as long as you have all the documentation for each event. 

• Register as a vendor. Vendor number required for the student to be reimbursed. 
• Non-Employee Payment Form 
• Flyer, email, agenda, or other documentation substantiating the event was an official event 
• Student Affairs Business Office Food Justification Form 
• Itemized receipt 

Reimbursement will be made via the OneSource system by Mary Evans. 

Travel is part of the 40% spending limit of your organization’s budget. Any trip off campus is considered travel. You will not be reimbursed for travel expenses without the proper paperwork being filed.  

Documentation requirements: 

• Register as a vendor. Vendor number required for the student to be reimbursed. 
• Receipts 
• Group Travel Procedures (this includes renting vans from UGA) 
  Anyone being reimbursed must register as a vendor, complete the SABO Student Travel Form, and, in addition, complete the Group Travel Attachment for the group and indicate “Group Travel,” rather than an individual traveler’s name. Itemized costs and maximum amount allowed should be listed per individual unless an entry fee or registration fee for the group is the only expense to be reimbursed. 
• Student Activity Forms 

Travel forms should be turned in to Mary Evans at least two weeks prior to trip. Associate dean approval is required. 

Promotional items require prior approval and are part of the 40% limit of your organization’s budget. Banners are considered equipment and up to $100 can be used from this allocated budget. 

See Merchandise Guidelines for purchasing instructions. 

These items are associated with promoting student organizations and/or events sponsored by student organizations and must include the name and/or logo of sponsoring student organization or the event. Acceptable purchases include pens, phone wallets, notepads, cups, etc. The value of the promotional item should not exceed $30. 

All promotional items must be pre-approved. See Merchandise Guidelines for purchasing instructions. 

Any food items purchased for tabling will go against the organization’s food budget. 

100% can be covered if no food, travel or promotional items are involved, or the amount remaining if spending in other categories below. 

Activities and events require a list of all students planning to attend. The list should include names and 81X numbers to confirm students paid their Student Activity Fees. Activities can include well-being events (yoga, spin classes, etc.) or team-building events (bowling, outdoor recreation, etc.). 

Reimbursement will be made through OneSource. 

Prior approval is required. Event Participation/Registration Form should be submitted to Mary Evans at least two weeks prior to the event. 

Documentation requirements: 

• Flier, email, agenda, or other documentation substantiating the event was an official event. 
• List and 81X numbers of all students attending the event. 
• Non-Employee Payment Form 

Registration: 

• Registrations are not considered part of the travel budget, however, just as with travel, prior approval is required. 
  Student Activity Forms 
• No reimbursement for registration in advance. Registrations can be paid by reimbursement or by submitting documentation to pay the vendor directly.  

• Office supplies 
• Printing and copying Direct Charge – Tate Copy and Print Center (give SPEEDTYPE #)  
• Facility rental Direct Charge at Tate or Payment to Vendor if off campus (prior approval) 
• No reimbursement for photos or photo shoots. 
• No reimbursement for gift items to be raffled or given away to members, including gift cards. 
• No reimbursement for graduation cords – Terry College policy not to wear. 
• Paid Speakers (requires prior approval from associate dean) 
• Non-Employee Payment Form is necessary 
• Gifts for speakers require prior approval. Speakers’ gifts cannot be given to students or UGA employees. 
• The value of the gift should not exceed $100. Under no circumstances should gift cards be purchased for this purpose. 

Reimbursement will be made for organization website expenses. Non-Employee Payment Form and receipts must be provided. 

Renting or signing contracts for rental of equipment or items that you take responsibility for requires direct payment to the vendor through UGAmart (prior approval). 

Student Activity Forms can be found at the Student Affairs Business Office website. 

• All spending from allocated funds must be approved by your organization’s advisor. 
• Become a vendor, register as an individual. 
• Forms to request reimbursement or payment to a vendor should be taken or scanned to: 
  Mary Evans (mevans@uga.edu) 
  Correll Hall, Room 427 
  706-542-8068