Taking Payments

To ensure proper financial accountability and the secure handling of club funds, clubs are only permitted to accept payments through methods officially set up and approved by the College.

Cash Payments

Cash purchases and change funds are permitted for club fundraising activities. If a fundraiser will require a cash box for making change, clubs must indicate those needs when submitting their event request. Once approved, the Office of Student Engagement will forward the cash box request to the Assistant Bursar for processing.

It is the responsibility of the club to respond to any emails from the Assistant Bursar regarding scheduling a pick-up and return of a cash box/checked out funds. All cash boxes must be picked up and returned to the Nampa Campus Administration Building, Room 202J. Upon pick-up, the Assistant Bursar or a CWI representative will provide:

  • Cash Box
  • Change Funds/Cash
  • Change Fund/Petty Cash Action Form

A designated club officer will verify the amount and sign the Change Fund/Petty Cash Action Form to check out the funds. The club is responsible for the return of funds in the amount listed on form. Remember to limit cash handling, never distribute funds directly to individuals (e.g., advisors, officers, or members), and retain receipts for all financial transactions. Upon return of the cash box, the Assistant Bursar or a Business Office representative will remove the funds borrowed and confirm the amount being deposited into the club bank account. 

Revenue Over $200: Must be deposited into the club bank account within one (1) business day. 

Revenue Under $200: Must be deposited into the club bank account within three (3) business days.
 

Electronic Payments

Currently, electronic payments are not permitted for club fundraising activities. Student clubs and individual members may not use personal or third-party payment platforms to collect funds on behalf of a club. This includes, but is not limited to:

  • Venmo
  • Zelle
  • Cash App
  • PayPal
  • Personal Credit Card Readers

The use of unapproved payment methods may create inaccurate financial records, auditing concerns, tax-reporting issues, and compliance issues for the club and the College.