Manage Org Money

As a registered student organization, you already have a Chicago Organization Fund (COF) Account (automatically created

after org. registration)

  • Acts as a very basic, non‐interest generating, on‐campus bank account for your organization
  • Not as many services as an off‐campus bank account, but safer
  • Limited cash withdrawals
  • Zero balance until you add money
  • No automatic funding
  • No minimum balance required (unless applying for SOFAB funding)
  • Transition handled by Center for Student Involvement through registration
  • Officers with access cannot pay/reimburse themselves
  • For all transactions‐documentation required

Types of Transactions Heading link

To deposit cash or checks into your student organization COF account please visit the CSI office to fill out a COF Deposit Form that you will then take to the Cashiers Office.

  1. Confirm that you have documented (receipt given and tracked in a log)
  2. Confirm checks have not expired (checks should note a window 30,60,90 days before expiration)
  3. Double check your account number (found in the confirmation email for registration)
  4. Make sure you add your phone number to the form
  5. Submit to the appropriate cashier (in SCE or in the Marshfield Building)

Your COF does not connect to ANY electronic cash payment options i.e. Venmo, CashApp, Google Pay, or Apple Pay.

ANY DEPARTMENT OR COLLEGE that seeks to transfers money to your student org’s COF account they must:

1. Contact CSI for confirmation of eligibility (source of funds and use of funds). Email vpierce4@uic.edu

2. Complete a MEMORANDUM OF UNDERSTANDING (CSI will provide a template after initial contact.)

3. CSI will then communicate with the department to complete the transfer.

  1. Download and complete the Disbursement Voucher
  2. Confirm your student organization’s COF number and departments CFOAP number for the form
  3. Sign the voucher
  4. Upload the (1) bill or invoice and completed (2) Disbursement Voucher into UIC Connect form

Donation

1. Download and complete the Disbursement Voucher

2. Confirm other student organization’s COF number for the form

3. Sign the voucher

4. Upload a (1) LETTER ON ORG LETTERHEAD stating the intent to donate and the amount of donation with the completed (2) Disbursement Voucher into UIC Connect form

Payment/Prize

1. Download and complete the Disbursement Voucher

2. Confirm your student organization’s COF number for the form. Confirm UIN# if applicable.

3. Sign the voucher

4. Upload a (1) LETTER ON ORG LETTERHEAD stating the intent to award the prize and the amount of award with the completed (2) Disbursement Voucher into UIC Connect form 

  1. Start with Disbursement Voucher
  2. Confirm the student’s UIN number
  3. Confirm the student has a back account attached to their UIN (WE DO NOT MAIL CHECKS)
  4. Upload a copy of a paid receipt to UIC Connect form
  5. Upload the Disbursement Voucher

All payments for rooms MUST go through Meetings and Conferences

For more information regarding payment please see the Meetings and Conferences website, which can be found here.

Payment

1. Download and complete the Disbursement Voucher

2. Share VENDOR INFORMATION FORM with vendor

3. Receive completed vendor information from vendor

4. Upload the (1) vendor information form, (2) the bill or invoice, and the completed (3) Disbursement Voucher into UIC Connect form

Donation

  1. Download and complete the Disbursement Voucher
  2. Share VENDOR INFORMATION FORM with agency receiving donation
  3. Receive completed vendor information from agency
  4. Upload the (1) vendor information form, (2) LETTER ON ORG LETTERHEAD stating the intent to donate and the amount of donation with the completed (3) Disbursement Voucher into UIC Connect form

How to create/track a budget Heading link

Be sure to have access to documents, spreadsheets, accounts, files, etc. from the previous treasurer.

Please complete this form for any inquires about your student organization Chicago Organization Fund (COF) account (account/fund number, balance, etc.).  Note: ONLY the President, Vice President, and Treasurer may request for COF account/fund number and balance.

It is important to know your account balance (s).

Determine if past events, dues, invoices, etc. were paid already! Speak with the previous treasurer, eboard member, or advisor.

What are your sources of income?

  • Membership dues
  • Sponsorship
  • Donations
  • Events
  • Fundraisers
  • University funding from CSI, Campus Rec, Dean of Students, USG, College, etc.
  • Other

Operational Expenses

  • Charter fees
  • Membership fee
  • Marketing
  • Other

Events

  • What is the cost to host an event?
  • Work with each event lead to get an estimate of costs
  • Refer to last year’s events
  • Create deadlines for event requests
  • Establish expectations of when deposits, invoices, bills, reimbursement, and payments will be made
  • Refer to Manage Org Money page to determine how payments will be made
  • Communicate in meetings and in writing of the monthly balance and transactions