New organizations receive $250.00 and returning, established organizations receive $300.00.
To become eligible for financial support:
§ A returning student organization must register their organization for the new academic year by submitting the online form, “Registration for Continuing Student Organizations” through OrgSync.
§ A new organization must register their organization through OrgSync and submit the organization’s constitution. The registration and the constitution will be reviewed by the Assistant Director of Student Life.
Once an official organization has been accepted by the Office of Student Life, it will be placed into one of two categories, returning or new. New is defined as not having been officially recognized by the Office of Student Life during the preceding academic year, ending on the last Monday of Spring Quarter.
Returning organizations, once re-approved, shall be awarded $300.00 in operating funds. New organizations, once approved, shall be awarded $250.00. These funds are kept in a Student Organization (Start-up) account and may be accessed through the Assistant Director of Student Life. These balances DO NOT roll over year to year.
An organization’s Student Fund Account (Fundraising) is separate from the Student Life Start-up account. To establish and deposit funds in this account, an officer of the organization should contact the Assistant Director of Student Life. More information on student fund accounts is available in the “Raising Funds” section of this handbook.
*Please note: Before any allocated funds can be utilized, the appropriate officers must complete training with the Office of Student Life. Training sessions can be arranged by contacting the Office of Student Life at 740-366-9188 or studentlife@newark.ohio-state.edu.
Spending Money
Once your organization has money from the Office of Student Life, it is time to create a budget. Money can be spent very quickly and in order to realize the most benefit from your money, outlining how your money is to be spent, or saved, is very important. Be aware that the money which the Office of Student Life gives to you is available to spend through the end of the academic year (June 1). It does not carry over to the next academic year.
Spending Limitations
There are limitations associated with the expenditure of the money that an organization is allocated since that money originates from the state of Ohio. For example, an organization may not spend money on salaries, donations, and political affiliations. Allocated money may not be used to purchase merchandise to be sold for fundraising purposes.
Organizational money which has been raised through fundraising or donations has fewer restrictions. Essentially, the only regulation for money raised through fundraising is that it may not be used to provide salaries for members or officers.
Two ways to spend your money
Once your organization has decided what it would like to purchase, that expenditure may be done by using one of the following methods:
*Note: All organization funds in the Student Life account not requested by June 1 will be returned to the Office of Student Life.
1. Campus Credit Card: The Student Life credit card is the easiest way to spend money. To use this credit card you must be an officer of a registered student organization and your name must be on file in the Office of Student Life as an approved spending officer. Submit the Purchase Request: Credit Card Use form, available on OrgSync. After the approval of the Assistant Director of Student Life and, providing the card is available, arrangements will be made for you to use it. Requests should be made at least one week prior to the date the card will be needed. The credit card and all receipts are to be returned immediately after use to the Office of Student Life.
2. Purchase Order: This method is limited to the President or Treasurer of the organization. One of the officers mentioned above should obtain a quote from the preferred vendor and then submit the Purchase Request: Purchase through Requisition on OrgSync. Once the Assistant Director has approved the purchase, the Office of Student Life will submit the necessary information to generate a purchase order and will notify the President and the Advisor once the purchase order number is available. Using the purchase order number, one of the officers or the advisor may place the order through the vendor. This method of purchasing requires pre-planning and all requests must be submitted two weeks prior to date of purchase.
When meeting with the vendor to obtain a quote, please remember to do the following:
§ Request a detailed quote for the merchandise to be ordered;
§ Provide to the vendor the university’s tax exempt form;
§ Ask the vendor to complete a Substitute W-9 form (the completed W-9 should be submitted to the Assistant Director of Student Life along with the quote for merchandise).
Organization Purchasing Ability
Your organization can purchase a number of things with your money. With your allocated funds, your organization may purchase things such as office supplies, decorations, event materials, conferences, and guest speaker fees. With the fundraising money, your organization may purchase additional fundraising materials and anything else that your money can purchase. When in doubt, ask.
Tax Exemption
Being part of an educational institution, organizations are able to receive tax exemption on purchases relating to their organizational functions. To use a tax exempt form, stop in the Office of Student Life, Warner Center 226.
Student Fund Account
As mentioned in the “Overview of Organizational Funds” section of this handbook, each student organization may possess two campus accounts. The first is called the Office of Student Life Start-up account and is funded from the student organization account with the Office of Student Life. The second is your Fundraising account.
The money placed in the fundraising account will carry over year to year, unlike the money allocated to you by the Office of Student Life and additional funds by the Student Government.
Please know the account number for your fundraising account. This number will be needed to spend as well as to deposit money. Officers of a continuing organization may contact the Office of Student Life (740-366-9188) to obtain the number of the fundraising account. When a new organization requests a fundraising account, the number will be sent by email to the officers and advisors after the account has been established.
If a group fails to register and is deemed non-active for one academic year, the remaining balance in their fundraising account will be transferred to the Student Development student fund account.
*Please note: Any student organization creating unauthorized accounts through private or local banks/agencies will lose access to their campus funds.
Fundraising Methods
In order to perform a fundraiser, the organization will submit a Request for Fundraising form on OrgSync. This form must be submitted a minimum of one (1) week prior to the anticipated fundraising date. After submitting a Request for Fundraising form, the organization will receive notification of approval from the Assistant Director of Student Life.
Fundraising Limitations
Because of the state funding of Central Ohio Technical College and The Ohio State University at Newark, the organizations operating on the Newark campus are not permitted to participate or sponsor certain types of fundraisers. Your fundraisers may not include aspects of gambling, selling of something that is already being sold by either the Table of Contents or the Newark campus bookstore, or the selling of individuals as dates, slaves, or buddies.
Requesting Additional Funds from Student Government
The Student Government is pleased that student organizations are doing their part to improve the student life experience on campus. It is for this reason that we offer student organizations an opportunity to request more money for their programs, activities, and services.
To request money, the student organization must submit a Request for Money from Student Government form on OrgSync. Complete all questions to the best of your ability. Once the Request for Money form has been submitted, the Finance Committee of the Student Government will review the request and possibly ask questions of the submitting organization. A member of the requesting organization may be asked to attend the Finance Committee meeting at which the request is discussed as well as the Senate meeting at which a vote is taken on the request.
All requests are given an opportunity to be heard; however, please note that the Student Government has limited funds to allocate and may reward only a portion of, or even deny, the request.
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