University of Baltimore | Groups




Please find below the University of Baltimore's funding and use policy for internally deposited student organization funds (“internal revenue accounts”) for the 2020/2021 academic year. This policy applies to all funds which student organizations deposit into internal University accounts managed by the Center for Student Engagement and Inclusion.

Table of Contents

1- Mission Statement
2- Depositing Revenue
3- Statement of Intent of Use
4- Guidelines for Use
5- Determintion of Active Status of a Club or Organization
6- Retention of Revenue
7- Policy Changes


1 - Mission Statement

1.1 In maintaining revenue accounts for student organizations, the mission of the Center for Student Engagement and Inclusion is to facilitate the ability of each student organization to self-fund activities and projects that coincide with its mission and goals. In doing so, the Center for Student Engagement and Inclusion recognizes that organizations may seek to undertake projects that span more than a single fiscal year and/or are outside the scope of funding permissible when using student activity fees.

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2 - Depositing Revenue

2.1 All money collected by student organizations must be promptly deposited in either an external account (see the external account policy) or an internal revenue account before expending collected funds. Organizations are not permitted to maintain cash reserve, cash-on-hand, or petty cash funds nor may an organization spend collected money directly, prior to deposit of the funds. Deposits to an organization’s internal revenue account may be made in CSEI during normal business hours. A student ID (BeeCard) is required and the person depositing funds should be prepared to declare the source of those funds (i.e. the specific fundraiser or activity that generated the funds).

2.2 Student organizations that wish to sell event tickets or collect money from program participants are encouraged to arrange sales via the CSEI desk directly. Such sales will result in all revenue generated being automatically deposited into the organization’s internal revenue account. Generally, four weeks advance notice is necessary to setup the sales process. For more information, contact the Coordinator for Student Activities.

2.3 CSEI tracks the balance of each organization’s internal revenue account separately. This balance is accessible within Campus Groups. Internal revenue funds may be expended through Campus Groups requests and unspent revenue funds carryover from one year to the next within the limitations below.

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3 - Statement of Intent of Use

3.1 Money deposited into internal revenue accounts by University of Baltimore student organizations is to be used exclusively for programs created and facilitated by student organization members.

3.2 The Center for Student Engagement and Inclusion may at its discretion sanction any organization if it is determined that the aforementioned "Statement of Intent of Use" has been violated by students, faculty or staff. Sanctions may include, but are not limited to, freezing the organization’s internal allocated and/or revenue account(s), suspension of the organization’s privileges (such as the ability to make room reservations, or utilize University publicity resources), and suspension of the organization’s recognition/active status.

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4 - Guidelines for Use

4.1 Revenue funds are, generally, subject to fewer restrictions than allocated student fee funds. However, because expenditure of internal revenue funds is subject to institutional and State of Maryland accounting practices, there are guidelines for revenue fund use.

4.2 Exceptions to these guidelines may be made for activities/services that are congruent with the existing mission of an organization and which provide educational benefit. Such exceptions are at the discretion of the Director of the Center for Student Engagement and Inclusion or Executive Director of Student Development.

4.3 The following is generally prohibited:

4.3.1 Fundraising for political candidates.

4.3.2 Purchase or reimbursement of gift cards and other cash equivalents.

4.3.3 Salaries to members or advisors. This restriction includes the granting of “scholarships”.

4.3.4 The purchase of tobacco products, and/or gambling fees or services.

4.3.5 The purchase of firearms, ammunition, and similar items that cannot be stored on campus due to existing policy or law.

4.3.6 Purchase of equipment that is not (or will not be) stored on campus or in a student org locker, e.g. athletic equipment, video or photography equipment, etc.

4.3.7 Contributions to charity.

4.4 The following purchases require special action:

4.4.1 Payment for alcohol must comply with the UB alcohol policy.

4.4.2 Purchasing computers or computer equipment, typewriters, and word processors requires compliance with institutional procurement practices.

4.4.3 Travel purchases (hotel accommodations, airfare, etc.) require compliance with institutional procurement practices, and generally take a minimum of 40 days to process.

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5 - Determination of Active Status of a Club or Organization

5.1 CSEI requires re-registration of each organization via Campus Groups each fall semester. A student organization must maintain current registration information in Campus Groups to remain in active status and access funds. An organization becomes inactive if not re-registered by the annual deadline established by CSEI (usually late September). Any organization that has not re-registered by the last day of a fall semester will be placed in “lapsed” status. Organizations in lapsed status revert to non-established organizations upon reactivation. After two consecutive academic years in lapsed status a club or organization may not re-activate, but must reapply for recognition.

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6 - Retention of Revenue

6.1 Funds deposited into internal revenue accounts are tracked separately for each organization within Campus Groups. Such funds will carryover from one year to the next as long as the organization maintains active status. Funds will be retained for a lapsed organization until the organization has been in lapsed status for two consecutive academic years. At the conclusion of the second lapsed status year any remaining revenue account balance will be transferred to the student fee holding account and allocated out in the next appropriate initial or supplemental funding period.

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7 - Policy Changes

7.1 The Center for Student Engagement and Inclusion is responsible for reviewing this policy annually and soliciting feedback on proposed policy changes from the Student Government Assoication Finance Committee (SGAFC). SGAFC may also independently recommend changes to budget policy or procedure. Such a recommendation is to be communicated in writing by the Treasurer of SGA to the Director for the Center for Student Engagement and Inclusion. Changes to the budget policy and procedure would be effective for the next budget cycle. The Treasurer of SGA is responsible for reporting any changes of policy or procedure to the SGA. Recommendation for changes to the funding guidelines can be brought to the SGAFC by any student organization officer for consideration.

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