Club Financials

The Department of Student Financial Finances maintains an accounting system to keep track of the financial transactions of all student clubs. Student clubs must maintain their accounting through this system. No individual checking or savings account can be maintained for any club. If it is found that any club or organization is not using the authorized accounting system for their financial transactions, it may result in disciplinary action against the club representative(s) and/or advisor.

  • View Club Account Balance

    To view your club’s account, log onto Workday with Staff/Faculty username and password.

    1. Search for and select “CR Financial Status” in the search bar.
    2. Enter club’s account number (75XXX) in the Student Activity menu.
    3. Click OK to run the report.
    4. The report returns budgeted amounts for the period, Actuals YTD, Pre-Encumbrances, Encumbrances, Total Actuals, & Encumbrances, Budget Balance and % of Budget Remaining.
    5. Any blue text can be clicked to give journal or transaction details.

    If you cannot access the report, please contact the Help Desk. If you have questions about the report, please contact the Budget Office.

  • Make Deposits

    All receipts for your club funds are recorded on a Deposit form.

    1. Complete the entire deposit form including a signature from the Club Treasurer and Advisor.
    2. Put cash, coins, checks, and deposit form and any other documents into a sealed envelope and take to the Payment Center at Truax. The amount will be verified, the form signed and dated.
    3. Sign the log at the Payment Center (Truax) as proof of your deposit drop.
    4. Make a copy of your deposit form for your records. Email copy of deposit form to Clubs Coordinator for recordkeeping.
    5. Your deposit will be contained in the safe to forward with all deposits daily to Financial Resources. If you experience any difficulties with this process or have any questions or concerns, please contact Accounts Payable.
    6. Please consider using Adobe Sign to obtain signatures. This can be found in Adobe Acrobat under Tools titled, "Request Signatures". This is a free resources for Madison College faculty, staff and students. 

    If you make any errors on any calculations, your deposit will be adjusted accordingly. We will no longer be sending deposit form copies back to all the clubs, but will retain the originals.

    Student Club Deposit Form

  • Make Withdrawals

    Disbursements from your club funds are made by completing a Student Clubs Request for Payment form and returning it to the Accounts Payable Office with the attached information. Only active/recognized clubs can withdraw funds from the club account.

    1. Indicate club’s name and account number.
    2. Indicate vendor’s name (or to whom the check should be made payable), address, and social security number.
    3. Indicate the purpose for requesting funds to be withdrawn.
    4. Indicate which account(s) and amount(s) to charge for this payment.
    5. Club Treasurer, Club Advisor, and Clubs Coordinator must approve and sign with current date.
    6. Determine if check should be sent directly to address listed or to Student Life for pick-up.
    7. Receipts or supporting documentation are required for payment.
    8. Please consider using Adobe Sign to obtain signatures. This can be found in Adobe Acrobat under Tools titled, "Request Signatures". This is a free resources for Madison College faculty, staff and students. 

    Student Clubs Request for Payment

    Directions For Students/Club Members

    1. Complete the Request for Payment form as indicated above.
    2. Submit the completed form to the Accounts Payable Office via email or interoffice mail with supporting documents.

    Directions for Staff/Faculty

    1. Complete the Request for Payment form as indicated above.
    2. Once complete with signatures, submit an Expense Report via Workday.
    3. Log into Workday, search "Expense Report" and select "Create an Expense Report"
    4. Complete the entire form. Be sure to include your club's student activity number. If you are unsure of any field, please email the Clubs management team
    5. Select "Okay."
    6. Under Expense Lines, select "Add." Attach all receipts and the signed Request for Payment form.
    7. Complete remainder of form and select Submit.
  • Purchases

    Food purchases over $50: These must be made through Madison College Catering. At checkout, you'll be able to enter the correct chart field information that includes your Student Activity #. 

    Food purchases under $50: Your club may purchase food off-site/campus (HyVee, Walmart, restaurant, etc.) when the total is less than $50. Club Advisors will need to pay out-of-pocket but can submit an Expense Report with an attached Request for Payment Form via Workday for reimbursement. 

    Speaker Services: To pay for services provided by a Speaker, Performer, Artist, etc., it's preferred that you have a contract on file before event and payment is provided. Once a contract is complete, a New Supplier Form is submitted, and a W9 is on file, Club Advisors can submit a Request for Payment form to pay for services. NOTE: Madison College operates on NET30 pay terms, meaning the Speaker will be paid within 30 days of performance/event. Please email us with questions or to assist with this process. 

    Supply Purchases: Club Advisors will need to pay for supplies out-of-pocket but can submit an Expense Report with an attached Request for Payment Form via Workday for reimbursement. NOTE: For purchases over $500, Club Advisors must first submit a Spend Authorization via Workday and receive approval prior to purchasing.