Student Organization Finance Process

Per the Valparaiso University Student Senate Bylaws Article XI: Financial Account Guidelines, the following are the relevant financial process details that apply to recognized
student organizations:

Budget Year
a. The Student Senate shall operate on a budget year beginning on July 1 and ending on June 30.
b. All expenditure requests must be submitted by:
i. Fall semester: November 20, 2026
ii. Spring semester: March 26, 2027
Student Organization Allocation Process
a. Funds will be allocated once per year, and the process will begin no later than the seventh week of the Spring semester of each academic year.
b. All new organizations that are recognized in the fall semester will automatically receive $850.00, as a Special Interest Organization, and all new organizations
recognized in the spring semester will receive $500.00, as a Special Interest Organization. After one (1) semester of being recognized, a student organization
will be placed by the appropriate committee into the correct funding commission.
1. Recognized Student Organization Spending Guidelines
  a. Expenditure requests will be reviewed and processed in the order in which they are submitted through the MyValpo Finance Portal.
  b. Expenditures will be submitted in one of five categories:
  1. University Credit Card:
    1. Student organizations will submit a request to use the University Credit Card through the MyValpo system at least 2 business days prior to the date needed. The organization must indicate where the card will be used and provide an accurate amount planned to be spent.
    2. A student organization officer will then pick up the card from The Office of Student Engagement and Experiences for the reserved period of time and return the card and receipts by the stated deadline. The credit card is checked out in two-hour increments.
    3. Students must use the tax-exempt cards so that purchases are tax-free and return all receipts with the card.
  2. Online Order Request
    1. Student organizations will submit a request for an online purchase through the MyValpo system at least 5 days in advance by preparing the order and then sharing the link with all of the details of the purchase in the MyValpo form.
    2. All items will be shipped to The Office of Student Engagement and Experiences at Valparaiso University so receipt can be verified. Once verified, the student organization will be contacted to pick up their items in the Student Organization Mailroom.
    3. Make sure the item or wish list links are shareable when you paste them into the MyValpo form, so Admin can access them for purchase. Order links via email are not permitted.
  3. University Check Request or Purchase Order
    1. Student organizations will submit a request for a contract to be signed and paid through the MyValpo system. This includes all orders for promotional items more than $500, independent contract agreements, general contracts, quotes and invoices.
    2. Student organizations need to submit Purchase Order requests to the University 30 days in advance or earlier for contract signature and subsequent check payment.
  4. Travel Reimbursement
    1. Student organizations will submit reimbursement requests through the MyValpo system for each student that incurred expenses related to student organization travel.
    2. Mileage and Parking:
      1. Travel by car will be reimbursed by mileage
      2. Travel by car will be reimbursed by $0.20 per mile, with a cap of $75 per car per trip
      3. A screenshot of MapQuest, Google Maps, or a similar mapping program must be submitted as proof of mileage. Mileage begins when the car leaves the Valparaiso University campus and ends upon returning to campus.
      4. No rental cars will be reimbursed.
      5. Parking will be reimbursed, including airport parking, up to $15 per day. Receipts for parking must be submitted.
      6. Valparaiso University waives all university liability for accidents, stolen items, maintenance, vehicle care, or anything not specifically enumerated in the Bylaw.
    3. Lodging:
      1. Reimbursement for lodging requires a paid receipt.
      2. Lodging will only be reimbursed for the duration of the conference/event. No additional days will be covered.
      3. Student Senate is not responsible for any damages, misplaced, or stolen items that may occur during the duration of stay.
      4. The Student Senate will cover the cost of the room and tax alone. Any additional charges incurred will be covered out of pocket by the attendee.
    4. Meals:
      1. The rates for each meal are set as follows: $10 will be provided for breakfast; $15 will be provided for lunch; $18 will be provided for dinner. All receipts must be
        provided and uploaded in the form.
      2. The meal per diem will be provided only if the trip exceeds 10 hours.
      3. If the conference provides a meal, no per diem will be provided for that specific meal.
      4. If the hotel and lodging provide complimentary breakfast, no per diem for this meal will be provided.
    5. Registration:
      1. If a conference requires payment to register, the student organization will work with the Administrative Assistant for Student Engagement
        to pay the fees on a University Credit Card.
    6. Mileage, food, and lodging will not be reimbursed for any home games
    7. If the amount of money spent on the conference exceeds the money allotted, only the money allotted will be reimbursed.
    8. Airfare travel will be allowed on a case-by-case basis. All requests must be approved by the Executive Treasurer.
  5. Internal University Transfer
    1. Student Organizations that place orders with Design Works or Valpo Dining will have all invoices processed automatically by the staff in the Center for Student Involvement.
  6. Officer Stipend:
    1. Student Organizations that have approved officer stipends will verify students to be paid on a regular schedule, and then all payments will be processed automatically by the staff in the Office of Student Engagement and Experiences.
2. The following expenditure requests will be reviewed to ensure compliance with Student Senate Guidelines:
  1. Apparel may be purchased by organizations if the total amount is less than or equal to 10% of the organization’s overall budget. Organizations with a budget of $850 have a $300 limit for apparel.
  2. Funding requests for uniforms will be considered if the uniforms are to remain in the organization for a period of at least two years.
3. The following expenditure requests will not be approved under any circumstance:
  1. Memorials, donations, and contributions
  2. Individual member dues, initiation fees, or ritual fees charged by a parent organization
  3. Conference expenses outside of the approved per diem rate for lodging, transportation, and registration fees
  4. Food purchased for general or executive board meetings
  5. Food purchased not made using Valpo Dining (Parkhurst)
  6. “Slush,” “miscellaneous” and “special appropriations” funds, etc.
  7. Protests to express political opinions