Weekly Email Bulletin
Work Space & Computer Stations
Managing Group Funds
Off Campus Banking
Tax Identification Or Employer Identification Number (Ein)
Campus Mail Service
Reaching Students In The Residence Halls – A Guide For Student Organizations
Policies Applying To All Table Reservations
Reserving An Mu Display Case
Financial Account Assistance
Tax Identification Number Or Employer Identification Number (Ein)
Managing Group Funds
How Can Csi Help?
Why Should Financial Records Be Kept?
CAREER AND PEER ADVISING
Each group is assigned a career CSI Advisor as its primary contact, but all of our staff is available to assist you. We welcome you to stop by to speak with a Peer or Career Advisor or make an appointment. We are a resource for group development, leadership development, event planning and navigation of campus policies and procedures, and can assist you with any organization issue, including:
Recruitment and Retention of members
CSI offers Fundamentals of Leadership, a 2 unit pass/no pass course through the School of Education, each quarter for student organization leaders. The class will offer participants the opportunity to network with other campus leaders and develop leadership skills to improve personal effectiveness in a student organization. Weekly classes addressing such topics as how groups work, meeting facilitation, principles of planning and motivating members are designed to enhance personal and professional development and build skills to conduct successful programs and activities.
Student organization leaders may also register online for leadership workshops addressing common group issues, such as Making Meetings Work, Getting the Word Out, Money Matters and Officer Transition.
WEEKLY EMAIL BULLETIN
WORK SPACE & COMPUTER STATIONS
MANAGING GROUP FUNDS
Registered student organizations are required to have:
A Treasurer or financial officer who maintains accurate records of income and expenses. These records are subject to review by University officials.
Either a campus Agency Account or an off campus bank account to raise funds on campus or receive funds from a campus department.
Most groups choose to have an agency account:
It is required to reserve campus facilities.
Most campus departments require it to recharge for services (e.g., audiovisual equipment, catering, security, stage, tables, chairs, etc.).
Donations to your group may be tax deductible for donors when deposited in your agency account (with a 6% University assessment).
It provides access to financial services on campus.
It is required by some campus funding resources to transfer grant funds.
OFF CAMPUS BANKING
CSI can provide a letter verifying your group’s status as a registered student organization and officers with signature authority to assist you in setting up a local bank account or updating signatures on the account. Contact us for a letter of verification at least two days in advance.
TAX IDENTIFICATION OR EMPLOYER IDENTIFICATION NUMBER (EIN)
An Employer Identification Number (EIN) is also known as a Federal Tax Identification Number, and is used to identify a business entity or organization. If your group wants to open a bank account you will need an EIN. Apply online at HYPERLINK “http://irs.gov/” http://irs.gov/ and submit the SS-4 form to establish an EIN. CSI can provide you with a sample application
Student organizations often assume that once they have received an EIN/Tax ID#, they are non-profit/charitable organizations or have tax exempt status. This is not correct. Student organizations must follow state and federal guidelines regarding tax exemption. Tax donations to student organizations are not tax deductible for donors, unless they are made to the University through your agency account. For more information, contact the Campus Unions Business Office.
Mailboxes located in CSI are provided for every registered student organization, except for professional school organizations which have a mailbox through the Student Affairs Office at their school. These mailboxes should be checked at least once a week for CSI and other campus business, announcements and federal mail. Have
Your Group’s Name
Center for Student Involvement, Box # ___
One Shields Avenue, 457 Memorial Union
University of California, Davis
Davis, California 95616-8706
If you would like to distribute mail to other student organization mailboxes, please check with the CSI Receptionist. Your student organization may use the mail bins located in CSI, 457 MU for campus mail, or you may deliver to the Mail Division.
NOTE: Mailboxes will be emptied on June 30 and contents returned to sender (USPS) or discarded unless groups have registered for the following year. You can begin the re-registration process on May 1 for the following year.
CAMPUS MAIL SERVICE
Campus mail (postage-free use of University mail system) is to be used only for the purpose of communicating with members of your organization who have on-campus addresses and for conducting organization business with campus departments. Campus mail may not be used for commercial purposes or in connection with general religious or political purposes or activities. If your group wishes to solicit individuals or departments, you must send mail through the US Postal Service. Campus mail may not be used for general mass mailings.
For example, a large stack of flyers cannot be put through campus mail for every faculty member or student. Each flyer must be addressed to every faculty member, student or student organization. Mail sent to on-campus residence halls must be individually addressed. Postage is not provided for mail sent to off-campus locations. When mailing flyers, the name of your student organization and mailbox # must be located in the return address of the flyer.
REACHING STUDENTS IN THE RESIDENCE HALLS – A GUIDE FOR STUDENT ORGANIZATIONS
Information on reaching students in the residence halls may be found here.
There are 24 medium and 12 large lockers in Lower Freeborn awarded on a first-come, first-served basis beginning June 1 for one academic year. To be eligible, a group must be registered for the upcoming year and complete a Locker Application at CSI. Only one locker is awarded per group. Lockers are not available for personal use. Unclaimed lockers are occasionally available during the academic year and can be assigned at CSI. Although there is no fee to use lockers, $25 will be charged for a lock or key that is damaged or not returned, or any locker that is not cleared out by the assigned date. A hold will be placed on your organization until the $25 is paid.
NOTE: Lockers must be cleared by the date designated in the locker contract or contents will be discarded, and may result in the loss of your organization’s locker privileges for the following academic year. Campus Unions is not be responsible for theft or damage to locks, lockers, or locker contents.
ON CAMPUS ORGANIZATIONS
Campus student organizations and departments may reserve one of the designated tables at the Memorial Union and Silo Union through the Center for Student Involvement located on the fourth floor of the Memorial Union.
Table reservations may not be made more than 4 weeks in advance.
Every student organization conducting a fundraising event at an MU or Silo table must first have and application to raise funds approved by the Center for Student Involvement (CSI) and receive a Permit to Sell, which must be presented to CSI and then clearly displayed at the table. Tables are monitored by CSI. Departments receive fundraising approval and a Permit to Sell from Conference & Event Services (CES).
USE BY OFF-CAMPUS ORGANIZATIONS AND INDIVIDUALS
Reservations of MU/Silo tables may not be made more than 2 weeks in advance through CSI in 457 Memorial Union.
Off-campus non-profit groups must provide a TIN # to sell non-commercial literature priced to cover “reasonable cost of production”. Fundraising approval must be obtained from Conference & Event Services (CES) and a Permit to Sell must be displayed on the table.
POLICIES APPLYING TO ALL TABLE RESERVATIONS
- Tables are made available for disseminating literature and information, recruiting members and conducting approved fundraising activities.
- Organizations must check in at CSI at the beginning of every reservation period and clearly display a Space Reservation Card on the table.
- Tables must be claimed by noon on the reservation day. If your table is not claimed by noon, you will forfeit your reservation for that date.
- Tables must be staffed at all times by a member of the group.
- Displays and activities associated with the table reservation cannot block the free flow of traffic or encroach on another table.
- No posting is permitted on walls, windows, doors, trees or receptacles around the table, but posters may be attached to the table.
- Commercial sales and activities are strictly prohibited. Groups wishing to conduct commercial activities may contact the UC Davis Bookstore at (530) 757-3080 to contract and pay for vendor space that is sometimes available for such activities.
RESERVING AN MU DISPLAY CASE
A great way for publicizing your group and its programs is to use a display case on the first floor of the MU. These display cases may be reserved for two weeks at a time by registered student organizations and campus departments on a first-come, first-served basis at the MU Information Center. Each registered group has the opportunity to sign up for one display board 2 weeks per quarter.
Reservations of display casesfor Winter and Spring Quarters may be made as early as the first day of the preceding quarter. Your group may reserve a board for Fall Quarter beginning the 1st day of Summer Session I (SSI). If a group fails to post its display by the deadline, other groups can claim the board on a first-come, first-served basis.
Deadline for removal is 5:00PM on Friday or prior if that business week ends early due to any type of holiday or MU closure. All displays must be removed by the deadline or they will be removed and discarded. Groups that fail to remove displays by the deadline will lose display board privileges for the remainder of the quarter plus one additional quarter. If a display case key is lost, broken, or not returned, there will be a $15 key replacement fee that must be paid by your registered student organization. A hold will be placed on your organization until the $15 is paid.
FINANCIAL ACCOUNT ASSISTANCE
Registered student organizations may open a financial account on campus through CSI. This account, called an Agency Account, has a $35 annual fee. Although it differs from a typical bank account in that you have no checkbook, it may be used as the organization’s general operating funding for all income, expenditures and campus recharges.
The benefits of an Agency Account are:
- You have a University account which departments can bill directly (recharge) for services.
- You can utilize services of campus department for which you cannot write a check or pay cash (e.g., audiovisual equipment, catering, security, stage, tables, chairs, etc.)
- You do not have to pay the full rental fee for campus facilities in advance.
- You are eligible to raise funds by working for departments (such as Sodexho) because they can credit your account.
- You may also be eligible for funding from on-campus programs which are designed to transfer funds only to an on-campus account.
TAX IDENTIFICATION NUMBER OR EMPLOYER IDENTIFICATION NUMBER (EIN)
An Employer Identification Number (EIN) is also known as a Federal Tax Identification Number, and is used to identify a business entity or organization. If your group wants to open a bank account you will need an EIN. You may apply for an EIN in various ways. For information or to apply online go to http://irs.gov.
Each bank has varying requirements for opening or updating bank account information. CSI can provide a letter of verification for your organization that confirms status of your student organization and identifies officers with signature authority that are listed on your Registration Application Form. Visit the CSI office to request a letter of verification. This letter can be used to open an account or update signature authorization on an existing account.
MANAGING GROUP FUNDS
HOW CAN CSI HELP?
- We can provide information on how to set up a group financial account on or off campus.
- A CSI Advisor can provide information to your Treasurer on how to develop effective procedures to manage your group’s money.
WHY SHOULD FINANCIAL RECORDS BE KEPT?
Student organizations using campus facilities to raise funds must keep complete and accurate records showing the means by which funds were raised, the amounts spent, and the ways in which funds have been or will be used. Records should include ledgers, receipts, contracts, canceled checks, group checkbook and/or passbook. For assistance, schedule an appointment with a CSI Advisor.
Thorough and accurate financial records will:
- assist your organization in budgeting and keeping track of funds,
- help document that funds have been handled properly, and
- provide essential information regarding income and expenses to give future officers and members a head start in planning.
- prepare your group for an audit.
These records must be kept current and available. CSI reserves the right to inspect or audit the group’s financial records at any time.
CSI may conduct a financial review if irregularities are found, or if there is reason to believe that the funds have not been used for reasons clearly stated on your fundraising application. If misuse of funds is alleged, a detailed University audit may be conducted. The organization will be charged with the cost of the detailed audit if misuse of funds is demonstrated. Additional record keeping requirements may be imposed by CSI when appropriate.
Don’t overlook all the possible funding resources on campus for your student organization.