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Club Funding & Spending

How to Spend Club Funds

Carroll College Clubs are not allowed to have personal, or off-campus accounts. All club dollars must be maintained within a Carroll Club account. Any club found with off-campus accounts will be removed from Club status and lose all club status privileges.     

ASCC Clubs, Classes and Floors Funds

Once you become a club, you have access to the "Clubs, Classes, and Floors" ASCC budget line item which funds club activities and events. Every year the ASCC Treasure sends out an email to all the clubs to let them know how much money is available for each club to spend. (Most years it is $200 a semester). All planned club spending must first be approved by the ASCC Treasure. For minimal amounts, the ASCC Treasure has the ability to immediately approve the spending. (Example $35 for a couple of pizzas for a meeting). For larger amounts (over $70) the ASCC Treasure will bring the clubs' proposed spending to the ASCC budget committee who will make the decision to approve or not approve the spending. Clubs can also propose to the ASCC Senate spending that exceeds $200. Work with the ASCC Treasure to have your club scheduled at the next Senate meeting. The Senate will vote to approve or disapprove your club spending proposal.

Restricted Club Funds 

Many clubs have dollars in an account that were either fundraised or donated to a specific club. It is important that the club treasure maintain an account of these dollars and work with the Director of Student Activities to deposit or spend money from this budget. If you are unsure if your club has a restricted fund, or if your club would like to create a restricted fund please contact the Director of Student Activities. Restricted funds roll over from year to year, meaning if your club has $400 in its restricted fund and the school year ends that $400 will remain in the restricted fund for the start of the next school year. The Director of Student Activities can provide for clubs a print out of your restricted fund upon request.

Reimbursement by ASCC Fund

  1. Club proposes club spending to the ASCC Treasure (regardless of the amount.) This can be a simple phone call or email to the ASCC Treasure.
  2. Depending on the amount, the Treasure will immediately approve, bring it to the ASCC budget committee, or have it moved to a Senate vote (if the request is over $200)
  3. A club member spends money on behalf of the club and keeps the receipt
  4. The receipt is turned into the ASCC Treasure with the ID number and the name of the person being reimbursed with a note that says "ASCC budget"
  5. The ASCC Treasure fills out the paperwork called "Request for Payment" and then gives it to the Dir. of Student Activities to sign off on final approval.
  6. The receipt and paperwork are turned into the business office and in about a week a check is waiting for you in the business office.

Reimbursement by Restricted Club Fund 

(Money fundraised or donated specifically for your club.)

  1. A club member spends money on behalf of the club and keeps the receipt.
  2. The receipt is turned into Patrick with the ID number and the name of the person being reimbursed, and your restricted budget account number 
  3. Patrick Harris, Director of Student Activities, fills out the paperwork called "Request for Payment" 
  4. The receipt and paperwork are turned into the business office and in about a week a check is waiting for you in the business office.

It is important that the club treasure keep track of the restricted club account, and also the spending that has taken place through the ASCC account. This allows the club to understand the funds available to them for planning purposes.