Financial Guidelines for Recognized Clubs and Organizations

Print

It is important for students and faculty or staff advisors to understand their responsibilities and the potential liabilities when managing an organization's funds. These guidelines outline requirements and best practices for managing funds. 

Three-Step Process

There are three primary steps to forming a sanctioned university club or organization:

Become Recognized

Before clubs or organizations can set up an account, they must be recognized by the University.

The Student Organization Process for Recognition is managed by Student Engagement. Student organizations can learn more about this process by visiting Student Engagement's webpage. Student Engagement also offers workshops and consultations for student organizations that would like to become recognzied. 

An organization can be recognized by one of UB’s student governments, or by a university department or office.

Club Types and Recognition Process
Club Type Recognition Process Account Type -Funding Source

Student clubs or organizations recognized by one of the seven student governments.

 

Example: Undergraduate Biology Association

Student governments can serve as official recognizing agents for new student organizations. All organizations must comply with all the formal rules and regulations related to the student government’s recognition process. To learn more about receiving recognition by one of these recognized student governments, please contact them directly:

Student Government Agency Account - FSA

(assigned during recognition process)

Clubs or organizations who are recognized as independent entities (501c, LLC, Inc.). 

 

Examples: Greek organizations with national affiliations, bylaws and incorporation; honor societies

Student organizations seeking recognition from a university department or office are required to perform the following in order to be formally recognized:

  1. Visit the UBLinked registration page to learn the details and instructions about the registration process.
  2. Complete and submit the UBLinked "Register a New Organization" form.
Agency Account - UBF

Clubs or Organizations who are looking to be recognized by a University department or approved affiliated entity. 

 

Examples: Veteran's Club, E-Sports

Student organizations seeking recognition from a university department or office are required to perform the following in order to be formally recognized:

  1. Visit the UBLinked registration page to learn the details and instructions about the registration process.
  2. Complete and submit the UBLinked "Register a New Organization" form.
General Operating Account - UBF
Not sure where to start?

Contact Student Engagement, for assistance getting started.

Request an Account

All student clubs and organizations recognized by a student government (funded by the mandatory student activity fee or self supporting) must use Faculty Student Association (FSA) as their primary fiscal agent for accounting services.

Other clubs and organizations can request an account (after being recognized through the Student Organization Process for Recognition). If they are unsure which account type they require (University at Buffalo Foundation (UBF) Agency Account or UBF General Operating Account), they should contact Financial Management for assistance.

Student Club and Organization Account Types
Account Type Funding Source Club Type Application Information
General Operating Account UBF Clubs or Organizations recognized by the university but NOT recognized by a student government or as independent entities.  General Operating Account Request Form
Agency Account UBF Clubs or Organizations recognized by the university and who are independent entities (501c, LLC, Inc.).  Agency Account Request Form
Student Government Agency Account FSA Student Clubs or Organizations recognized by one of the seven student governments. Clubs or Organizations will receive their account as part of the recognition process. 

Understand Your Fiscal Responsibilities

Each account type has specific policies and procedures that must be followed by club officers and faculty or staff advisors. 

General Operating Agency Student Government

Frequently Asked Questions

Contact an Expert

General Operating and Agency Account Requests

Ashley Butcher Picture.

Ashley Butcher

Cost Accounting

Financial Management

Phone: 716-645-1521

Email: ambutche@buffalo.edu

UBF Financial Procedures

Christopher Decker.

Christopher Decker

Senior Director of Endowments and Gift Administration

UB Foundation

Phone: 716-645-8740

Email: cdecker@buffalo.edu

FSA Financial Procedures

Grela, Michael.

Michael R. Grela

Accounting Manager

FSA - Campus Dining and Shops

Phone: 716-645-2954

Email: mrgrela@buffalo.edu

Related Policies, Forms and Links