Clubs

Student Association Handbook: Banking and SUO Funding

BANKING & SUO FUNDING

Student Associations may not hold external bank accounts or move funds through a personal or external account.
All Student Association funds must be deposited directly into the SUO Student Association account.

 

SUO ACCOUNT 

All SUO registered Student Associations MUST keep their funds in an account set up through SUO. Failure to do so can result in the suspension or dissolution of your Student Association. To obtain an account statement or balance, send a request to the Membership Outreach Coordinator from your Student Association email account. For privacy and protection we will not send account statements to personal email addresses.
 

DEPOSIT 

If you have a deposit for your Student Association account, please take the cash or cheque to the GreenText and More Bookstore and let them know you would like to make a deposit. Your Student Association account will be updated the following business day. All cheques must be made payable to the “Student Union of UBC Okanagan” with your Student Association name noted in the memo, no exceptions. We are not able to deposit cheques that are not properly filled out. 

If a business is mailing a cheque to the Students' Union, provide them with our mailing address and ensure you list your Student Association name and the Students' Union of UBC Okanagan:

Student Association Name
c/o Students' Union Okanagan of UBC
3272 University Way, UNC133
Kelowna, BC     V1V 1V7

If a business would like to arrange a direct deposit email the contact information and agreed amount of sponsorship or donation from the Student Association email to the Membership Outreach Coordinator.  If requested by the sponsor, we can provide an invoice for their financial records.
 

SPENDING STUDENT ASSOCIATION FUNDS 

All Student Association funds must be spent up front by members and reimbursement will be made via direct deposit after submitting an Expense Reimbursement Form to our office. 

Please ensure your form contains the following information: 
the name of the person/business the reimbursement is being made out to 
a personal email of the person/business being reimbursed to supply confidential banking information
what the purchase was for
the name of your Student Association
the total amount being requested. If the amount of the receipt(s) does not match the amount stated on the requisition form, include an explanation.
signatures from two of your signing authorities.  A signing authority can not authorize their own reimbursement.
Once the form is complete, attach the receipt(s) totaling the requested amount, and submit it to the Students' Union office at UNC 133. You can also email the form and receipts to the Membership Outreach Coordinator.  If emailed, the hardcopies of the form and receipts must be kept in a secure location for a minimum of one year. Reimbursements will be made by direct deposit to bank accounts at Canadian financial institutions.  

If the amount being spent is larger than a member can personally take responsibility for, please contact the Membership Outreach Coordinator and you will receive assistance with an alternative payment method. Do not spend money for your Student Association from your personal account if it could result in a financially stressful situation. We do not want students to struggle financially while waiting for reimbursement. We ask for a minimum of 5 business days to have your reimbursement ready.
 

DEBIT MACHINES 

Due to COVID-19 restrictions, we only have one debit machine available, however we will return to the 4 machines as soon as in person events are allowed.

SUO has debit/credit machines for Student Association use. To request a debit machine, please fill out our Moneris Machine Request Form. The machines are booked on a first come, first serve basis.  A Student Association may only book one machine at a time to a maximum of 7 days.  Two bookings can not be submitted consecutively. We will send you an email confirming your request once it has been processed. You must have two signing authorities sign off on your request; they can do so by stopping by our office once your request is approved. The member who will be responsible for the machine must sign the form and supply a reliable source for immediate contact. Debit machines must be returned before 4:00PM on the final day it is booked for.
 

EVENTBRITE 

Student Associations that would like the option of allowing online payments for an event may make a request to have their event listed on Eventbrite. All SUO registered Student Associations wishing to use online payments MUST use Eventbrite through SUO. Use of personal accounts and online sales platforms are strictly prohibited. To make a request to set up payments through Eventbrite, please fill out our Student Association Eventbrite Request Form.
 

CASH BOXES 

The GreenText and More Bookstore has a limited number of cash boxes which can be signed out by Student Association members on a first come, first served basis. If you require a cash float, you must make your request a minimum of 2 business days in advance. Please prepare the quantities of bills and coin required to a maximum of $200. Visit or contact the GreenText and More Bookstore at UNC 103 for more information or to make a request. You can also email the GreenText and More Bookstore at greentext@ubcsuo.ca!
 

STUDENT ASSOCIATION FUNDING 

There are two annual funding request opportunities for Student Association, each takes place at the start of Term 1 and Term 2 semesters. Funding application details and deadlines are sent out to Student Association emails when applicable.
 

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