|Contact Information for Center for Student Engagement|
Joe Crowley Student Union
3rd Floor: ASUN/Center for Student Engagement
|Address||1664 N. Virginia Street
Reno, NV 89557-0058
The ASUN Accounting office handles all payments, deposits, donations, timesheets, contracts, agreements, grants, club banking, university credit cards and copy machine codes.
Please visit the forms section for the up-to-date accounting forms.
University policy states that all revenues generated by the University and all expenditures for goods and services must be recorded and accounted for within the financial accounting system of the institution. For student clubs and organizations, this means that all moneys collected or raised by the club, including dues, collections for purchases of uniforms or t-shirts, ticket sales, and all student contributions towards events, must be deposited into the ASUN club account, and the funds generated spent from this club account. The use of University funds or assets for any personal, unlawful, or improper purpose is prohibited.
Once your club is recognized, you may activate your account by making a deposit at the ASUN Accounting Office. No off campus checking, saving or credit card accounts can be created by a club member or an advisor. Board of Regents' policy on "Establishment of Checking Accounts" (Board of Regent's Handbook, Title 4, Chapter 10, Section 24, page 58) strictly prohibits off-campus bank accounts. If your club has an account off campus, please close it immediately and deposit the money into the ASUN club account.
The Club Signature Card informs the accounting office who has access to your club's account. Be sure that there are always two active club members listed, and that you update this information every time your club officers change.
Credit Card/Costco forms are due 24 hours in advance of when the credit card or purchase order is needed. Purchases made by the University Credit Card are tax exempt, and itemized receipts are due when the card is returned. Because Costco does not take credit cards, a purchase order is used as admission into the store and as payment.
A check can be cut for reimbursements to a club member who must be a student or university employee. A request for a check to be cut will take 10-15 working days and can be picked up in the cashier's office on the 3rd floor of the Student Services Building. An original, detailed invoice/receipt must be included as well as NSHE Number. Request for checks can also be used to pay vendors, which require their tax id number and a detailed invoice. Controller's office will not pay off contracts (you need to see the section on contracts). For amounts over $2000, a Blanket Purchase Order needs to be used.
Any payment to a vendor over $2000 must be processed through the University Purchasing office which requires a minimum of two weeks' notice. The internal accounting form is the form that will need to be filled out along with a quote from the vendor.
For use with university departments that do not take credit cards. IPO's require a 24-hour period to be issued. Completed IPO's will be placed in the club's mailbox.
This allows clubs that receive funds from university departments to be transferred directly into their ASUN account, or for money from a club account to be transferred to another club account or to a department.
Any ASUN Recognized Club/Organization that fundraises is held responsible for reserving a cash box with the ASUN Accounting Office prior to their fundraiser. Arrangements should be made through the ASUN Accounting Office (775) 784-6589 at least five business days before your table reservation.
The ASUN Accounting Office will not provide cash advances or monetary change for your fundraiser, therefore, please make arrangements to collect monetary resources for change prior to the fundraiser. If checks will be deposited, please make the checks payable to the Board of Regents. The organization should deposit the monies to the ASUN Accounting Office to the club account within 72 hours of the fundraiser. It is advised that the organization treasurer is held responsible for the collection and deposit.
If your club receives a donation from a business or individual some if not all of that can be a tax deductible for them. ASUN has set up a foundation account with the University for all clubs. All or a portion of the gift may be tax-deductible. If so, an appropriate tax receipt will be provided.
Donations fall into three categories. See the Download page for all forms:
When paying by check, regardless of the designation of your donation, please make it payable to: "University of Nevada, Reno Foundation" and then indicate on the Memo Line the specific club or organization. If you get a check, you must pickup a donation form from ASUN and have the donor fill it out before you can deposit the money into your account. Donation can also be made online by credit/debit card at University Giving. Please select ASUN Club Account for "Designation" and in the "Comments Box" at the bottom please put the Club's Name you would like to donate to. (Black Student Organization, Circle K, etc.)
**Not putting the name of the club in the comments box will result in the club not receiving your donation**
Receipts from purchases made with ASUN credit cards, checks or IPO's must be turned in to the ASUN Accounting office within 24 hours. All receipts need to be itemized, if they are not then they are not considered receipts and will not be accepted.
Any club that fails to submit receipts will not be allowed to request further services from the ASUN Accounting office and may be charged $25.00 for cancellation of credit cards.
If your club need to make a deposit into your club account please take the cash or check (made out to "Board of Regents" with club name in "Memo Line") to the ASUN Accounting office. You will receive a receipt for your records.
Your clubs treasurer needs to keep track of you account balance as the Accounting office will only give account balances once a month. These club balances will be placed in your club mail box at the first week of the following month. For example, September balance sheets will be in your club mailbox the first week of October.
All contracts, agreements and grants must FIRST go to the ASUN/Student Activities Accounting Office so the appropriate university personnel's signature can be on the contact, agreement or grant. The authority is invested only in the UNR Controller.
Any and all contracts, agreements, grants without appropriate prior approval are null and void and do not represent an obligation on the part of the university or ASUN/Student Engagement to make payment. This includes all contracts, agreements or grants paid out of all university accounts including student club accounts, funds granted to clubs by ASUN, etc. Please contact the office at (775) 784-6589 or email@example.com before you move forward with your activity.