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Maps, Directions & Parking
Find Your Way to Cañada College and Around Campus

Class Schedule
A Complete List of Classes

 

Chapter 6: Requesting, Fundraising, and Spending Club Money

Receiving Money from the ASCC

Right now, brand new clubs receive a $100.00 startup donation from the ASCC.

The money will be automatically deposited into the club's trust account after all paperwork is completed, turned in, and they have attended 1 ASCC meeting.

Requesting Money from the ASCC

Clubs and ASCC are allowed to request money from the Associated Students of CAÑADA COLLEGE.

To request money clubs must:

Complete the ASCC Agenda Funding Request prior to the next ASCC Executive Board meeting. ASCC asks that groups turn in their request in at least 4 weeks in advance.

If approved the group's Treasurer will work with the Coordinator of Student Activities to get payments taken care of.

Chartered Student Club and ASCC Automatically Receive a Campus Bank Account

The club or ASCC members must be approved before they can receive a Trust Account.

Once they have completed their Student Club Application and Constitution packet they will receive a

Trust Account in their Clubs Name. A monthly statement can be requested from the Coordinator of Student Activities.

Treasurers are encouraged to review the Monthly Statement and compare with their records.

All Cañada College chartered student clubs and ASCC MUST open a Trust Account and deposit and process all money raised through the business office. Off-campus bank accounts are not allowed.

Reserving a Cash Box/Depositing Money

The ASCC provides campus Student Clubs and ASCC 2 cash boxes that can be rented out from the business office. To reserve a cash box:

Visit the Student Activities Center and fill out the Reserving a Cash Box form

The form will need to be signed by Treasurer, Advisor and the Coordinator of Student Activities.

On the day of the event, the Treasurer can pick up $25.00 in change and the Cash Box at the Cashier's Window located in building 9 upon presentation of the approved from.

The Cash Box MUST be returned THE SAME DAY. Students are encouraged to deposit their earnings at the same time. If the Cash Box is not turned in the same day, the club will be charged a late fee of $5.00 per day.

Depositing Money

If the club or ASCC made money from an event or fundraiser members must go straight to the Cashier's Window and deposit the money. With the money, they must complete the Student Organization Deposit Form.

Examples of what forms to complete when spending club money

*All business forms are available in the Student Activities Center. They need to be completed and returned to the office 2 weeks in advance.

All requests must have been approved at club or ASCC meeting when majority of the members were present.

Examples of what forms to complete when spending club money

Need a reimbursement?

Complete ASCC Requisition Form.

-Attach original receipt.

-Make sure the form is signed by Treasurer and Advisor.

-Return form to the Student Activities Center to be approved and sent on to business office.

-The business office will cut and mail the check.

Have money to deposit?

If your club or ASCC made money from an event or fundraiser they must go straight to the Cashier’s Window and deposit the money.

With the money, they must complete the Student Organization Deposit Form.

Need money in advance to buy food, drinks or supplies?

*Advances cannot be used to pay someone to do a service such as, take photos, cook food or make t-shirts

Cañada College Business Office does not offer advances.

You will have to decide among your group who will pay for the food out of their own pocket and request a reimbursement.

Remember, you must turn in Original Receipts!

Have a performer, band, caterer or speaker to pay?

-First ask for an invoice.

-Complete ASCC Performance Agreement.

-Complete W-9 Form

-Complete ASCC Requisition

-Make sure forms are signed by Treasurer and Advisor.

-Return to Student Activities Center to be approved and sent on to business office.

-The business office will cut and mail the check.

Fundraising Policies On and Off Campus

Student Clubs and ASCC can fundraise on and off-campus by completing the Request for Fund-Raiser Approval Form located in the Student Activities Center.

Fundraising activities shall be conducted in advance with the regulations adopted by the Colleges, in coordination with the District Administrative Services Office. Under no circumstances shall funds be solicited in the classroom, unless approved by the instructor.

On-campus fundraising activities must be approved in advance by the organizations' Advisor in addition to the Coordinator of Student Activities. Off-campus fundraising shall require the approvals of the Vice President, Student Services.

Students planning a fundraiser activity will need to complete the Fundraiser Approval Form available in the Student Activities Center. To be approved for fundraiser approval must be submitted at least four weeks prior to the request date.

By state law all organization revenues generated from fundraising activities must be deposited into the organization's College account. Funds must be deposited within five working days from the fundraiser event.

The following types of fundraising activities and places to fundraise that are generally appropriate are:

Athletic eventsConcession salesHosted entertainment eventsAdvertisingPublicationsStudent storesCultural events/International FairsLimited food salesCar washesBook fairsScholarships and trustsGifts and grants

SMCCD Board Policy 8.38 Gifts and Donations

1. A gift or donation is defined as a contribution of money, securities, real or other property, goods, or, in some cases, services to the District/Colleges or any organization officially sponsored by the District/Colleges (e.g., student club) in exchange for which no return is given. Such a donation may not be designated to benefit a specific person; donors will only be allowed to establish broad criteria over the disposition of a donation and all IRS requirements shall be observed.

2. For gifts and donations which have a value of $250 or more, the College or District Chief

Executive Officer shall accept or decline the contribution on behalf of the Board and report all such contributions in summary form to the Board semi-annually, with the date of receipt of the contribution shown.

a. Gifts with a value of less than $250 will be accepted or declined by the receiving unit's manager.

b. The value of a contribution will be reported on the aggregate value of all items contributed at one time by a single donor and not the individual value of each item separately.

3. Only those gifts and donations which are deemed by the receiving unit's manager to be useful to the educational program, to support services, or for fund-raising will be accepted. All gifts and donations shall be used for the purpose specified by the donors. Unrestricted gifts or donations shall be used in accordance with District/College plans.

4. For contributions valued at $250 or more, the appropriate College or District Chief Executive Officer shall provide the donor with an official acknowledgment of the contribution. The receiving unit's manager will provide appropriate acknowledgment for contributions with a value of less than $250. Except for the case of a monetary contribution, it is the responsibility of the donor to provide an estimate of the value of the contribution.

5. Employees are encouraged to refer prospective donors to The San Mateo County Community Colleges Foundation.

(Rev. 2/07)

Additional information on Gifts and Donations

A gift or donation is defined as a contribution of money, goods (i.e. t-shirts, bagels, gift certificates, etc.) or in some cases, services to a student organization in exchange for which no return in given

For Money or Equipment donations-Complete the Donation to ASCC forms at the Student Activities Center. This form must be completed prior to receiving the donation.

Please ask the person to make the checkout to Associated Students of Cañada College; in the memo of the check, have the person include the name of Club.

All checks and cash donations must be sent directly to the Businesses Office with a completed

Student Organization Deposit Form.

Raffles and Drawings

If your group is planning on selling tickets to enter a Raffle or Drawing they are required to complete the Fundraising Approval Form.

When planning a Raffle or Drawing as a fundraiser, things to consider

ü  advertise "donation" or "recommended ticket price"

ü  number tickets before giving them out

ü  advertise in advance "have to be present to win" or "do not have to be present to win"

ü  advertise in advance drawing will take place on "this date"

After they have collected the money, the group will need to complete the Student Organization Deposit Form 

 

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