Student Organization Financial ResourcesFinancial Resources and Information

The Campus Activities Office staff are here to help and support you with your student organization financial needs and questions. Your recognized student organization can utilize any of the resources below and charge your 9-line account OR Student Senate and DLC, if you have been approved for an allocation. 

If you have any questions about the resources they provide, please visit the office or email cao@gustavus.edu . 

If you have questions about Student Senate or Diversity Leadership Council (DLC) allocated funds, please reach out to them directly. 

Purchase Cards

The following cards are available for recognized student organizations to check out to make purchases and charge to your 9-line account, Student Senate, or DLC. 

  • Walmart (Mankato)
  • Sam’s Club (Mankato)
  • Family Fresh (St Peter)
  • HyVee (St Peter and Mankato)

If you are charged tax for a purchase with one of our cards, you personally will have to pay the tax with cash or check (not your student organization). 

Online Orders

The Campus Activities Office staff also have their own cards to make online purchases. They must have a tax-exempt account in order to make online purchases, so online orders are limited. It is easiest for staff to create a wishlist, spreadsheet, or send an email with links to the items, quantities, and the date you need them by. The most common purchases are made at the following online locations:

  • Amazon
  • Walmart
  • 4imprint

Food Orders

With the Campus Activities staff cards, they can also make purchases at food locations online or over the phone. Below are the most common food orders they place, but are not limited to:

  • Domino's
  • Jake’s Pizza
  • Erbert & Gerbert’s
  • Insomnia Cookies
  • Frozen Yogurt Creations

If you're looking to cater through the Gustavus Catering Office, complete this Catering Request Form. 

If you are interested in hosting off-campus food vendors or food trucks for an event, you must go through the Catering Office and provide them with the business's catering license. They may ask for further documentation and information. 

Request for Payments (RFPs)

To pay a business or individual with a check by mail, a Request for Payment form (RFP) must be completed. Please obtain the following documents and bring them to the Campus Activities Office for processing. 

  • Invoice
  • W9 (must be signed by business or individual within the last year and must be the 2024 version)
  • Request for Payment Form
Off-Campus Speakers, Musicians, etc.

If you are contracting a business, group, or individual from off-campus to come to campus (a speaker, musician, dance group, etc.), you must complete and have the following two contracts signed by the contracted group/individual AND the Gustavus Finance Office. These documents are required along with the three above. Once all five documents are secured, please visit or contact the Campus Activities Office for assistance with the contract and payment process. 

Fundraising

There are many ways to fundraise for your student organization. Funds raised will go to your student organization's 9-line account, which can be used to purchase a variety of things. 

Visit this page for policies and information about fundraising for recognized student organizations and to complete the required Fundraising Request Form. 

9-line Account Balances

Many student organizations have their own accounts with the Gustavus Finance Office called 9-line accounts. The funds in these accounts are completely separate from Student Senate or Diversity Leadership Council (DLC) funds that may be allocated. The funds in this account mainly come from fundraisers, member dues, winnings from competitions (for example, CAB's Homecoming Window Painting Competition), awards, etc. 9-line funds can be used to purchase prizes, food, and apparel, which you cannot do with Student Senate funding. 

If you are wondering what your student organization’s 9-line balance is, please stop by the office or email cao@gustavus.edu  and they can provide you with the most recent information. 

Reimbursements

We try to avoid reimbursements as much as possible, but there are instances where last-minute purchases are needed or orders that cannot be tax-exempt. If you are looking to get reimbursed for a purchase made for your student organization, please bring the original itemized receipt to the Campus Activities Office and they will help you complete a Request for Payment Form. You will be reimbursed for the total before tax, as the college will not reimburse you for tax. 

InterDepartmental Transfer Forms (IDTs)

If you need to complete a transfer of funds from one student organization or department to another, please stop by the office or email cao@gustavus.eduto ensure the proper forms are completed correctly.