RSO Finances

The SPAC is a student-led council responsible for allocating a total budget of $100,000 per year for RSO programming. SPAC funding is available only to RSOs at UMSL as verified by the Office of Student Involvement’s (OSI) annual renewal process. Additionally, RSOs must be in good standing with the university to receive funding (i.e. not on disciplinary probation, suspended, etc.). Inactive and pending RSOs, as well as RSOs at UMSL that are not recognized by the OSI, are not eligible for SPAC funding. SPAC funding is available for expenses that fall within the definition of programming.

Programming refers to planned events, activities, or initiatives organized by a student organization that are intentionally designed to engage students and contribute to the campus community. In higher education and student affairs, programming creates opportunities for students to learn, connect, develop leadership skills, celebrate cultures, promote wellness, build community, and enhance the overall student experience.

For funding and budget request purposes, programming should have a clear purpose and provide a direct benefit to students beyond the internal operations of the organization. Programmatic events should be open, engaging, and designed to create meaningful experiences for participants. Organizations should be able to explain the purpose of the event, identify who will benefit, and describe how the event contributes to campus life.

Programmatic funding supports activities and experiences, not routine organizational business expenses. Requests should demonstrate how the proposed event or initiative serves students and aligns with the goals and mission of the organization.

In order to be eligible for SPAC programming funds, the program or event must be free, open to, and accessible for all UMSL students. RSOs can request up to $2,000 of programming funds per semester, but the cost of one single event may not exceed $1,000.

Examples of programming expenses include:

• Guest speakers, presenters, or educational workshops
• Cultural celebrations and heritage month events
• Leadership development programs or conferences
• Wellness and mental health initiatives
• Campus-wide social events and community-building activities
• Awareness campaigns and educational tabling events
• Service projects and community engagement programs
• Performances, showcases, and student engagement activities
• Collaborative events with other student organizations

 Examples of Items That May Support Programming:

• Event decorations and supplies
• Marketing and promotional materials
• Speaker or performer fees
• Educational materials and handouts
• Facility or equipment rental costs
• Food or refreshments (when permitted under funding guidelines)
• Event giveaways that support participation and engagement

SPAC funding must be requested through Triton Connect using the budget request process under “Money” in your RSO portal. For more information on the budget request process, including specific guidelines of what can and cannot be funded, dollar limits, and step by step instructions, please visit the Student Programming Allocation Council Website.

Once you have been allocated SPAC funding, there are a variety of ways to access that funding depending on the specific need. The various ways to access funding will all be done by clicking the “Request Payment” button on the budget request you are spending money from. This can be found by navigating to the Budget tile on your RSO’s Triton Connect portal. Always make sure that you select the correct budget period from the drop down menu on the top left corner of the Budgets screen.

All money allocated by SPAC is “university money” and therefore must follow all relevant university policies and procedures. Additionally, the Faculty/Staff Advisor of your RSO must authorize every use of SPAC funding, regardless of the type of transaction. If you ever have questions about these processes, accessing your funds or other topics related to funding, please contact the Office of Student Involvement or email SPAC directly.

Student Program Allocation Committee (SPAC) funding cannot be used to support travel-related expenses or professional development costs. This includes, but is not limited to:

• Transportation (airfare, mileage, gas, rideshare, rental vehicles, etc.)
• Hotel or lodging accommodations
• Conference, convention, or competition registration fees
• Membership dues or affiliation fees
• Meals or per diem associated with travel
• Parking, tolls, or other travel-related expenses

Student organizations seeking to cover these expenses must use funds available through their Gift Account or Fundraising Account. Organizations are responsible for ensuring sufficient funds are available in these accounts before committing to any travel or conference-related expenses.

SPAC funding is intended to support programming, events, and initiatives that directly benefit the University of Missouri–St. Louis student community and align with the committee's funding guidelines. Requests that include travel or conference-related expenses will not be approved through the SPAC allocation process.

All payment requests for supplies should be submitted at least two weeks ahead of when you need the supplies. This allows time for the order to be placed and for items to be shipped to campus.

SPAC funds can only be used to purchase items directly from the Triton Store, Staples or Amazon. Purchases from other vendors require an itemized quote from the vendor or must be paid via a reimbursement.

If you are purchasing apparel or marketing items through a vendor not listed above, you will need to follow the below protocols:

• All items must be shipped to the Office of Student Involvement

[RSO Name]
17 Arnold B Grobman Drive, MSC 366
St. Louis, MO 63121

• When ordering with the company, you will need to request an invoice for your order that includes the following: Company Name & Contact Information, Total Cost of your order, and an itemized list of what you are ordering.
  • This invoice is what you will submit to Triton Connect for the Payment Request.

Please keep in mind that the date you need your items, should not be the day of your event as someone from your RSO should retrieve the items from the OSI front desk prior to the day of your event.

In certain cases, it may be better for you or another member of your RSO to purchase supplies on your own and request to be reimbursed afterwards with the funds you were already allocated by SPAC. When this occurs, you will be asked to complete the Payment Request in Triton Connect and include your itemized receipts and a Supplier Request Form.  Reimbursements can take a minimum of three weeks to be completed.

Please note we cannot reimburse any sales taxes on SPAC expenses.

Student organizations may provide awards and gifts as part of their programs and activities. However, prizes are not permitted because they require the collection of personal and tax information from recipients.

• Awards are items given to recognize a person’s accomplishment, achievement, performance, or participation. Examples include recognizing the winner of an organization’s leadership award, honoring an outstanding member, or recognizing an achievement.
• Prizes are items of value given as the result of a Game of Chance or Contest of Skill, whether or not participants are required to purchase a ticket or chance to participate. Because prizes require the collection of personal information, including a recipient’s tax identification number, student organizations may not provide prizes at their events or programs.
• Gifts are non-cash items given to show appreciation or gratitude. Gifts are not based on performance or the completion of a service and are not negotiated with the recipient in advance. Examples may include thank-you gifts for speakers, volunteers, or participants.

When planning an event, student organizations should consider whether an item is an award, prize, or gift before purchasing or distributing it. If you are unsure how an item should be classified, contact the Office of Student Involvement before making the purchase.

As a RSO, you may invite an outside speaker or performer to come to a meeting or as a part of a program. If you are paying the performer, your organization must complete the Request for Appearance Agreement form on Triton Connect to initiate the contract process at least six weeks prior to the event. Even if the performer is within the university, you are still required to have a contract if you will be paying them. If you are using funding from SPAC to pay a speaker, the University must sign the contract -- not your RSO. Your RSO should never enter a contract with any company, individual, or other entity without assistance from the university. The Office of Student Involvement will always need to assist you in this process. Please keep the following important notes in mind regarding contracts:

• No student may enter into a contractual agreement on behalf of the university. The student is not a legal representative for the university. Even on a payment in recognition of acts or professional services, authorized signatures must appear for that agreement to be legally binding.
• If you plan to use SPAC allocations to hire a speaker or performer for your event, you will need to complete the Request for Appearance Agreement form on Triton Connect at least SIX weeks prior to the event/program.
• Before agreeing over the phone or in person to ANY contractual agreement, be sure to check that you have available funding, whether you are paying from an SPAC allocation or other payment source.
• All agreements for contracts or services to be rendered MUST be in writing (a letter of confirmation) and signed by the Senior Manager of Business Services.
• The information for the contract should be provided by the student in charge of the program through the Request for Appearance Agreement form on Triton Connect at least six weeks prior to the date of the program to allow time for the contract to process.
• Only authorized contracts -- submitted by the Office of Student Involvement to be signed by the Senior Manager of Business Services, will be honored for payment.
• Business Services will NOT sign any contract the same day or after any performance or appearance has occurred.

The fiscal year runs from July 1st through June 30th of each year. In order to reconcile all budgets and purchases of RSOs, the Office of Student Involvement will set start and end dates each academic year for the use of RSO funds.

All RSOs will receive notification from the Office of Student Involvement via email announcing fiscal deadlines for each budget period (e.g. Early Fall, Fall, Early Spring, and Spring). It is important to pay attention to this notification in order to prepare to use all funds allocated to your organization and to request funds for the next applicable budget period.

Equipment purchased with university funds becomes university property and must be stored in a university facility by your RSO’s Faculty/Staff advisor. Students who willfully or carelessly damage the property of the university will be required to pay for its replacement or repair. They may also be subject to disciplinary action. If equipment purchases on behalf of the RSO, the RSO is also responsible for tracking use of the equipment.

RSOs may elect to open an off campus financial/bank account if they determine it would serve their interests. As a recognized RSO, there are no rules against this; however, it is important to note that if you wish to establish an off campus account, you are on your own. The university cannot assist you with this process in any way. Your RSO will be completely and solely responsible for any and all paperwork, requirements, liability, etc. associated with an off campus financial account.

PLEASE NOTE THAT RSOS ARE NOT PERMITTED TO USE THE UNIVERSITY TAX ID NUMBER. THIS INCLUDES OFF CAMPUS BANK ACCOUNTS.

You may be asked by the bank to provide a Tax ID number or EIN. We cannot provide that for you.

As a leader in an UMSL RSO, your actions in terms of fiscal responsibility reflect upon not only your RSO, but the university community as a whole. Because of this, it is imperative that care be taken to act in a manner that is responsible and accountable. The goal is that the information included in this handbook provides you with the tools that you need to complete all financial processes correctly so that you can act in a fiscally responsible and accountable manner as you act on behalf of your RSO.

Every leader and member of your RSO has a role in affecting internal control. Internal control is a process by which effective and efficient operations can occur in compliance with laws, regulations, university policies, and good business practices. Making internal control a priority is a tone set by you and the other leaders of your organization that communicates to the membership the responsibility standards to which you will hold the leadership and the membership accountable.

Separation of duties is the primary tenet of internal control. Leadership in your student organization should ensure that there is adequate separation of duties within the major financial functions. To achieve separation of duties, different members/leaders should be responsible for performing the following:

• Authorization or permission to complete a given transaction (President)
• Making the Budget & Payment Requests (Treasurer)
• Reconciliation or keeping track of monies allocated and spent (Treasurer or Secretary)
• Custody of supplies/items (e.g. T-shirts for general members) (Secretary or other specified officer(s))

No one person in your RSO should have the responsibility to complete two or more of these major responsibilities. Why is this important? If one person has the ability to carry out more than one aspect of a transaction, it allows them to conceal errors or worse, perpetrate fraud. Separation of duties also helps protect your organization’s leadership from individually being suspected of misappropriating funds or using them improperly.