Finances

One of a student organization’s main obligations is to use their monies and funding in a responsible manner.  To be eligible for university services and Assoicated Student Government (ASG) funding, student organizations must have an university financial account. Student organization cannot have accounts (checking, savings, etc.) at financial institutions outside the university.  Financial information can be viewed in the Hub's module and can be accessed by the president, treasurer, and advisor.

Any questions regarding financial accounts should be directed to the Accounting Department.

University, Student Designated and University Designated Accounts

The general idex/account code assigend to student organizations is C-9xxx. If a student organization receives funding from ASG, a Student Designated (SD) index/account code is assigned to the organization (SD-9xxx). The SD account code can also be used across campus, but there are restrictions to spending the money from the account on items funded by ASG. Some student organizations receive funds from other university sources, and these index/accounts have a UD designation (UD-9xxx).

Financial Services for On-Campus Events

  • Armstrong Student Center:  Carillon Catering
  • Print/Copy Center: Hughes Hall (3rd floor)
  • A-Frames/PFD Sign Shop:  173 Cole Service Building
  • Marcum Conference Center:  Conference Rooms and Catering
  • Mail Services:  Wells Hall
  • Shriver Center:  Conference Rooms, Carillon Catering, and Bookstore Charges

Deposits

Student organizations can deposit money (checks and/or cash) into the their university account at the PNC Bank located in the Shriver Center. Each student organization has a deposit slip booklet for deposits. For additional deposit information click here.

Any donations/gift money received by a student organization must be deposited at the University’s Advancement Office. This enables the donor to receive the tax write-off documentation from the university.  The University's Advancement Office is located at 926 Chestnut Lane.

Processing Expenditures

Student organization treasurers must submit expenditure requests (purchase orders/reimbursements/credit card request) through Miami University’s BuyWay financial system. Student organizations must have an account set up, and the treasurer and advisor must have access to BuyWay.  Once the treasurer has submitted a BuyWay request, the transaction must be approved by the advisor.  Advisors will receive an e-mail notification from BuyWay stating an approval request is pending.  Once approved by the advisor, the treasurer will receive an e-mail confirmation from BuyWay.  For more detailed information click here.