The Student Activities Business Office administers all student organization accounts and financial transactions. For additional information, refer to the Student Activities Business Office section under Student Group Resources.
Sponsorship of Outside Vendors
- Student organizations must conduct all of their financial transactions through their account in the Student Activities Business Office and must keep this account in good financial standing.
- All money required for a program must be in the organizationís account before the program can be approved.
- Individual students may not loan money to a student organization.
- All money in a student organization account must be spent within University guidelines.
- All money collected at a program or sale must be deposited into the organizationís account at the Student Activities Business Office using SAO Cash Collection materials.
- Boston University policy prefers that all purchases of goods and services be made with a Boston University Purchase Order. The purchase order must be obtained
from the Student Activities Business Office before the goods or services are ordered.
- Boston University will not pay a deposit on any services or products. Purchase orders or contracts may be issued to guarantee payments.
- The treasurer or president of an organization are the only students who may sign paperwork authorizing financial transactions on behalf of the organization. Purchase orders, checks, cash advances and other
Business Office materials may only be picked up by the Treasurer, President, or any organization member who has been designated by the Treasurer or President.
- To be eligible for any Undergraduate Student Fee allocation, including Allocations Board funds, an organization must have
membership open to all undergraduate students. All officers must be full-time undergraduate students.
- Undergraduate Student Fee money will not be used for publications that do not conform to the Boston University Publications Policy; for the purchase of alcohol; for
donations to charities; for direct benefit of political candidates; for supporting the candidacy of individual students/slates seeking student government office; or for
any activity deemed to be illegal by local, state or federal statutes.
- An allocation recommendation from the Allocations Board is not considered final until approved by the Dean of Students.
- Club sports, which are funded through the Department of Physical Education, Recreation and Dance, are not eligible for funding through the Allocations Board.
- All sales of tickets must be conducted in accordance with the ticket selling procedure. Refer to the Programming Information section on ticket selling.
- All charitable fund raising programs must be conducted in accordance with the Fund Raising Procedure. Refer to the Programming Information section on charitable fund raising.
- All raffles must be conducted in accordance with Commonwealth of Massachusetts laws and the Raffle Procedure, as well as filling out a form with SAO. Refer to the Programming Information section section on raffles.
- The Student Activities Business Office reserves the right to withhold the disbursement of funds which are deposited by check until the checks deposited have cleared.
- All equipment or supplies purchased by a student organization are the property of Boston University and must comply with the procedures for the purchase of equipment. This
property may not be used for the personal gains of any member of the University community and must be presented upon request to the Student Activities Office. SAO may request the location where equipment will be stored.
- All organizations that receive direct allocations from the University Undergraduate Fee are required to be audited by the Student Activities Business Office at least once per year.
- Student groups must always obtain a cash collection bag before they begin collecting cash. A cash bag is not required to collect checks. The deadline for a cash collection bag is 1 week.
- Cash bags dropped off in the GSU safe are not considered reconciled. The bag must be returned to SABO, at which time a member of the group must complete the reconciliation process, including a deposit, if necessary.
- Sponsorship of sales by outside vendors must be approved by the Student Activities Business Office and may be subject to approval by the Boston University Bookstore if
the items to be sold do not have direct relationship to the purpose of the organization. Refer to the Programming Information section on Sponsorship of Outside Vendors for
all the procedures and criteria that must be followed.