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, contact the Help Desk. If you have questions about the report, 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. Please consider using Adobe Sign to obtain signatures. This can be found in Adobe Acrobat under Tools titled, "Request Signatures". This is a free resource for Madison College faculty, staff and students. 
    2. Make a copy of your deposit form for your records.
    3. Email copy of deposit form to Clubs Coordinator for recordkeeping.
    4. Put cash, coins, checks, deposit form and any other documents into a sealed envelope.
      • All checks must be made payable to "Madison College" or "MATC"
      • Your club's name must be in the memo section.
      • Checks not made out accurately will not be deposited.
    5. If dropping off in-person, take sealed envelope to the Payment Center at Truax in the Gateway. Sign the log at the Payment Center as proof of your deposit drop.
    6. If sending via interoffice mail, address envelope "Attn: Finance – A/R".
    7. 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, contact Accounts Payable.

    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.

    • Complete the entire Request for Payment form, including club's name and account number, Supplier/payee information, purpose for withdrawing funds, account(s) and amount(s) to charge for this payment.
    • Club Treasurer, Club Advisor, and Clubs Coordinator must approve and sign with current date. Please consider using Adobe Sign to obtain signatures. This can be found in Adobe Acrobat under Tools titled, "Request Signatures". This is a free resource for Madison College faculty, staff and students.
    • Determine if check should be sent directly to address listed or to Student Life for pick-up.
    • Receipts or supporting documentation are required for payment.
       

    Student Clubs Request for Payment

    Directions for Direct Payment:

    • Supplier must have Supplier Information and a W9 in the system. Please email the Clubs Coordinator to verify or to obtain the appropriate paperwork.
    • Complete a Request for Payment form for the specific Supplier.
    • Once all signatures are obtained, Club Coordinator will forward all paperwork to A/P and will copy the Club's Advisor.


    Directions for Student/Club Member Reimbursement:

    • Complete a Request for Payment form for each student as indicated above.
    • Once all signatures are obtained, Club Coordinator will forward all paperwork to A/P and will copy the Club's Advisor.


    Directions for Faculty/Staff/Club Advisor Reimbursement:

    • Complete a Request for Payment form for each Club Advisor as indicated above.
    • Once all signatures are obtained, the Club Advisor will need to submit an Expense Report via Workday.
    • Log into Workday, search "Expense Report" and select "Create an Expense Report"
      • 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(link sends e-mail)<mailto:clubs@madisoncollege.edu>.
      • Select "Okay."
      • Under Expense Lines, select "Add." Attach all receipts and the signed Request for Payment form.
      • 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.