Financial Guiding Principles and Policies
Guiding Principles
Values-based financial stewardship is at the heart of all university operations. Recognized student organizations bear a collective responsibility to steward any university funds in an ethical and prudent manner. Organizations should thoughtfully consider the following values when deciding how to request and where to best allocate funding resources:
Access
Are the programs contributing to the values of your student organization, student engagement, and the campus community?
Equity
Are the resources you are requesting reasonable and proportional to the impact of your program? Equity minded responsible stewardship includes asking for only what you need to execute your mission effectively.
Partnership
Are you working with other student organizations, departments, faculty, staff and other stakeholders who are also working on the same goals to maximize impact and conserve resources? Are you making space for intentional collaboration and synergies?
Compliance
Are student organization leaders and members ensuring policies are being followed, meeting deadlines, and reporting obligations in a timely manner?
Transparency
Does your budget reflect your mission? Do your members and key partners know and understand where and how money is being spent?
Finance Policies and Monetary Code
All recognized student organizations with a self-generated and/or allocated funding must utilize Student Governance Services which is part of Campus Life’s Finance Service Center for any financial needs related to the organization. Organizations are not permitted to have separate off-campus bank accounts or third-party financial collection entities such as Zelle, Eventbrite, or Venmo, etc.
Funding for recognized student organizations are provided through two funds holding, known as speedtype, accounts:
Self-generated
These funds are produced by the efforts of the recognized student organizations through fundraising, membership due collections, and/or sponsorships/donations. These funds roll over from one fiscal year to the next.
Allocated
These funds are provided from the governing chartering entity which is the collection and dissemination source for the student activity fee (SAF). Funds are provided each year through annual budgets or supplemental hearings which occur between quarterly and monthly hearings. These funds do not roll over and will be filtered back to the originating funding source if unused by August 1 each year.
Financial policies related to access and usage can be found in the Eagle Source. Additionally, governing chartering entities may have monetary codes in addition to the Eagle Source. Both work in concert with each other.
Membership dues, fees, and ticket/merchandise sales must use Emory University’s e-commerce source called HubX. Please email Student Governance Services at sgs@emory.edu to set up a profile. Only one treasurer/financial officer is permitted to be the recognized student organization's designated administrator on the platform.
All treasurers and financial officers must attend Office Compliance Training for Treasurers/Financial Officers before a recognized student organization is able to access and use both allocated and self-generated accounts.