Always Start With FPO
The Financial Planning Office (FPO) assists student organizations with all finance related expenditures including contracts, invoices, vouchers, etc. FPO maintains university accounts for all officially recognized student organizations such as student clubs and clusters.
- Student organization FPO contact: Michelle Culbert
- Only representatives of the University Office of Procurement are authorized to sign any contract on behalf of Columbia University. Under no circumstances can students sign off on any agreement. Payment will not be honored.
Expenses Overview
Club Dues
- Clubs raise funds primarily through membership dues which are set by club officers in coordination with the club's OSA advisor
- Current club dues may be viewed in the club's CampusGroups portal under settings -> membership.
- Any requests to change dues must be approved by the club's OSA advisor.
- New clubs on probation are unable to charge dues until probation is complete
- Officially recognized student clubs are provided a Columbia University chartstring that is used for all officially sponsored club transactions.
- Club budgets that are overdrawn at the end of academic year may risk sanctions at the discretion of the Office of Student Affairs. It is the responsibility of the club to return the budget to positive status.
Allowable Expenses
In accordance with all financial policies and procedures, student organization funds may be spent on the following goods and service:
- Food, beverage, beer and wine**
- Event and entertainment costs (venue costs, event tickets, DJs, etc.)
- Operational, Supply and Service costs (promo items, graphic design, etc.)
- Eligible speaker gifts and event prizes*
- Travel costs for officially sponsored student organization travel
Restricted Expenses
Student organization funds are not allowed for the following:
- Any student org event and/or travel that is unofficial, restricted or not held during approved student programming dates and times
- External website subscriptions and design services (Wix, Squarespace or similar)
- Hard alcohol
- Gift cards
- Personal items (occasion cards/gifts and similar)
- Donations to other non-profit organizations
*Beer and wine may be purchased in accordance with the CBS Alcohol Policy.
*Cluster funding may not be used on alcohol purchases, gifts or prizes of any kind
Columbia Business School and Columbia University have the right to prohibit student organization funding on a case-by-case basis on items, goods, and services not listed above.
Student Org Trial Balance Reports
After the 15th of each month, student organizations (clubs and clusters) can request official trial balance reports from FPO. These reports can be helpful to reconcile your day to day budget tracking. Note that these reports reflect totals a month prior from the report date.
Trial balance reports include club transactions and revenue from events and membership dues.
Student Org Budget Tracker
Created in partnership with the Technology Club, this easy to use and customizable budget tracker tool offer clubs and clusters a streamlined and transparent way of managing finances. You will be able to reconcile this tracker with official reports provided by FPO. Creation of this tracker is required and should be maintained by the VP of Finance and/or Chief of Staff.
Creating Your Budget Tracker (Lionmail log-in required)
- Access the template financials document. You will need to access using your LionMail account.
- Make a copy of the file by clicking File > Make a copy > “Title the name of the document “Financials – “ + Club/Cluster acronym
- Update the file by filling out the cells colored green (b1-b3) and put in financial transactions for this year (executed + planned transactions) in columns D-J. Make sure to categorize each row that you put.
- Columns L-Q will automatically update based on the financial transactions you input.
- Change the permission of your file so that only those in LionMail can view it. You can access the link of your sheet by clicking the “Share” button at the top right, changing the permissions so that everyone can view:
View a completed document example here.
Tracking Student Org Revenue Through CampusGroups
All club officers in officially recognized student organizations have the ability to review all revenue taken in through their CampusGroups portal. This includes club dues, ticket sales and store front sales.
Note that CampusGroups does not track other financial transactions.
How to Review Revenue
- Log into CampusGroups and navigate to your student organization portal
- Click on the Money tab on the left hand menu
- Click on Online Revenue
- Sort or download report
Student Organizations may utilize the following options to pay for goods and services on or off-campus.
University Food and Beverage Spending Limits
The following per person spending limits apply to all methods of payment:
| Meal | Per Person Max |
|---|---|
| Breakfast | $25 |
| Lunch | $35 |
| Dinner | $75 |
- Spending guidelines are set by Columbia University and are intended to keep the University in compliance with the 501c3 Tax Exempt Status.
- Per person amounts stated above are pre-tax and pre-tip.
- Per person amounts stated above are inclusive of both food and beverage.
- Subsidizing ticket sales for events will not lower per person spending thresholds.
- Tip Policy: For purchases where tip is applicable, tip may not be more than 20% pre-tax total.
Contracts and Purchase Orders
Payment for any goods or services requiring contracts or purchase orders cannot be paid for out of pocket. Reimbursements will not be accepted and students will be responsible for personal funds used.
Contract and Purchase Order requests can be submitted via FPO Service Now.
- Contracts and Purchase Orders should be turned in no later than 6 weeks prior to event date.
- Contracts and/or Purchases orders are required for most goods and services rendered such as:
- Offsite large-scale food and beverage orders for events with over 30 attendees
- Offsite food and beverage orders under 30 attendees if the venue requires terms & conditions to be agreed upon
- Venues for social events
- Club funds cannot be used to rent out spaces in residential buildings such as rooftops, rec rooms, etc.
- Consultants (Education, training, etc.)
- Entertainment needs (DJ Services, Photography, Performers, etc.)
- Marketing needs (material design, graphic design, etc.)
- Large-scale transportation (buses, vans, etc.)
Additional Important Considerations
- Services can never be provided by current CBS students
- All vendors need to be on-boarded prior to any services and payment being rendered
- Vendor on-boarding may take up to 6 weeks and is fully dependent on the vendor filling out paperwork correctly. E-mail FPO for additional information.
Vouchers
- Vouchers are set up for approved vendors (local restaurants, stationers, florists and more) who have agreed to accept IOU forms of payment
- Vouchers can be requested through FPO Service Now a minimum of 24-48 hours prior to your event.
- FAQs and tutorials can be accessed via Voucher system FAQs.
Reimbursement of Personal Funds
NEVER PAY OUT OF POCKET FOR:
- Hard alcohol
- Services (DJs, Photographers, performers, etc.)
- Services rendered by current CBS students
- Anything that requires a contract and/or terms and conditions
- Offsite food and beverage orders under 30 attendees if the venue requires terms & conditions to be agreed upon
- Personal items (birthday cards, personal gifts, personal items)
- Promo items from a vendor not on the approved promo vendor list.
- Branded or promotional items through Amazon
Utilizing the reimbursement method should always be a last resort. Any contracts/services/items that are not eligible for reimbursement as per processes outlined on this website will risk loss of personal funds. Connect with your OSA advisor or FPO contact to review PRIOR to spending personal funds.
Grubhub & Seamless Credits
Best for smaller on-campus events when catering isn’t practical. Credits are requested through FPO and charged to your student organization's budget. Requests should be submitted at least one week prior to your event.
To request credits, submit the following information to FPO:
- First and last name of person placing the order
- CBS e-mail address
- Phone number
- Event name
- Event date and time
- Approximate number of attendees
- Amount requested
- Screenshot of approved event in the student organization CampusGroups portal
Note that you may not use Grubhub or Seamless credits to purchase alcohol.
Additional Payment Methods
Event supplies that are not promotional or banded can be purchased via Amazon. FPO can assist for large orders. Please e-mail FPO for further instructions.
Note that non-promo or branded items purchased through Amazon can be submitted for reimbursement. Confirm with FPO prior to placing your order.
CU Dining can be used for larger events and/or events that include beer/wine.
- Charges will be done through an internal transfer
- Students may not provide their own alcohol. Permits are required through CU Dining/University Events Management.
Authorized purchases may made in advance with the FPO Purchasing Card. Please e-mail FPO for available options.
General Student Travel Information & Registration
- Travel expenses can only be booked and submitted for official Columbia University travel.
- Review Student Travel information and access domestic & international registration forms
- All official student organization travel must be entered into CampusGroups for OSA approval.
- Never pay for travel costs prior to approval.
Booking Your Hotel (Individual or Group)
Hotel Booking Information & Best Practices
- Hotel bookings should be made at least 2-3 months in advance for best rates and block availability.
- Short-term rentals (Airbnb, Vrbo, etc.) are not allowed due to high risk. Booking these are non-reimbursable.
- Request free breakfast or group discounts when possible.
- Choose central locations that reduce ground transportation costs.
- Confirm cancellation and room occupancy policies.
Guidelines & Bookings
Pricing Guidelines for Hotels
- Domestic: Max of $350/night pre-tax
- International: Max of $400/night pre-tax
Individual Hotel Bookings (1-2 students)
- Students can book hotels directly and submit for reimbursement
- Students must provide itemized folio and proof of payment
Group Hotel Bookings (3+ students)
- Contact FPO at least 2-3 months in advance to help obtain a room block contract
- Submit the hotel contract to FPO via ServiceNow as an event contract ticket
- FPO will use the university purchase card for payment once approved
Booking your Flights (Individual or Group)
Flight Booking Information & Best Practices
- Flights should be booked at least 2-3 months in advance for best pricing.
- Economy class only- no upgrades, seat selection fees, or checked bag add-ons beyond policy is allowed.
- Travel must fall between the day prior to approved Columbia travel and the day after. Flights outside of this range are considered personal travel and not reimbursable.
- Reimbursement of loyalty points is not allowed.
Booking Your Ground Transportation
General Ground Transportation Information & Best Practices
- Ground transportation includes as vans, busses, taxis or rideshares.
- Be sure to map out local transportation needs in advance (airport to hotel, daily company visits, etc.)
Rentals
Van or Bus Rentals (for groups)
- Columbia Transportation must be consulted first for van or bus needs.
- If outside vendors are cheaper, the following is required to submit via FPO Service Now for approval:
- Certificate of Insurance (COI)
- Contract details
Student Drivel Rental Cars
- Hertz is the preferred rental car company under Columbia contract.
- Do not purchase additional insurance as it is covered through Columbia
- For other rental car companies, liability insurance is required.
- Only compact or mid-sized cars can be rented.
Rideshare & Taxis
- Ubers & Lyfts are reimbursable.
- No pooling costs between students via Venmo, CashApp or other related apps are allowed. One person must pay and submit for reimbursement.
- Receipts must include name, date, and total fare (plus tip).
- Tips are capped at 20%, based on the pre-tax fare. Any additional tip is non-reimbursable.
Prizes
- Prizes for event and competition participants can include eligible student organization purchases and cash prizes.
- Clubs are required to work with FPO to process cash prizes. Initial approval is required.
- Cash prizes will be sent as a check to the recipient.
- Cash prizes are subject to tax withholding as per IRS guidelines.
- Cash prizes that are awarded on behalf of a club through a company for eligible corporate sponsorship must be processed invoiced by Development and Alumni Relations.
- Physical cash prizes are prohibited.
- The following items/purchases are not eligible for prizes:
- Gift Cards
- Alcohol
- Donations
- Travel expenses (transportation, accommodation, etc.)
Gifts
- For events that feature outside speakers, clubs may spend up to $75 for thank you gifts. We recommend:
- CBS Gear Store
- Columbia University Book Store
- Clubs can purchase items from the book store directly from their club account!
- The following items/purchases are not eligible for gifts:
- Grub Hub/Seamless Credits
- Gift cards
- Alcohol
- Donations
- Travel expenses (transportation, accommodation, etc.)
- CBS administrative offices cannot provide gifts for external speakers or guests.
Any items purchased above that are not eligible for reimbursement per the processes outlined on this website will risk loss of personal funds. Please review with your OSA advisor or FPO before you spend personal funds.
Columbia is restricted in the donations that it can make to outside organizations based on the University’s nonprofit status.
Please contact your OSA advisor for additional questions.
If your student organization would like to order any branded promotional items, review the promo items policy.
University policy governs all fundraising activities for cash, goods or services done by departments and student groups targeting off-campus entities including local businesses, corporations, foundations or individuals.
The Office of Development and Alumni Relations (DAR) is able to provide clubs that host officially recognized conferences at Columbia Business School with company contact information, samples of sponsorship outreach letters, corporate speaker solicitation letters, and information about past sponsorship and donations. Once a club has secured a sponsorship pledge, DAR must invoice all committed donors. Sponsorship funds are then deposited directly into the club’s University spending account, and must be spent on the event the funds were requested for.
Review corporate sponsorship and donation eligibility and policies.
University policy governs all fundraising activities for cash, goods or services done by departments and student groups targeting off-campus entities including local businesses, corporations, foundations or individuals. Off-campus fundraising activities by any Columbia entity including student organizations is restricted and may require prior university approval from the External Relations and Development’s Corporate Relations area, with preliminary approval from the Office of Student Affairs. In particular, fundraising from student loan related companies and/or refinance lenders is prohibited to avoid any quid pro quo assertions. The University has such policies in order to coordinate fundraising efforts, to ensure good stewardship and avoid any conflicts of interest.
The companies impacted include, but are not limited, to:
- Citizens Bank
- College Ave
- CommonBond
- Credible
- Discover Student Loans
- Earnest
- EDvestinU
- First Republic
- Juno (formerly LeverEdge)
- Laurel Road (formerly DRB)
- LendKey
- MPower Financing
- PNC Bank
- Prodigy Finance
- Quorum Federal Credit Union
- ReliaMax SouthEast Bank
- Sallie Mae
- SoFi (or Social Finance)
- Sun Trust Bank
- Wells Fargo Education Financial Services
Tax Exempt status cannot be used on personal purchases. Tax exempt forms are issued with contracts and purchase orders and not for student TBERs.
Contact FPO for any additional tax exempt related questions.