Clubs and orgs have the opportunity to submit registration through the Center for Leadership, Equity, and Excellence at the beginning of each semester. Clubs/orgs that register in fall semester have valid registration for the entire academic year; clubs/orgs that register in spring semester have valid registration for that semester. Existing clubs must re-register and meet all requirements each year in order to continue to receive funding.
Each registered club receives $250 each semester (fall and spring) for club activities. Registered student organizations propose their budget for the academic year ahead during the call for ASMC budget proposals in spring semester. For example, an organization would propose their budget for the 2020–21 academic year in spring 2020.
Provided an organization is in good standing and has a budget surplus, unused funds will roll over into the next academic year. Club funds do not rollover (except for fundraised funds) and instead reset at the end of spring semester.
Any current Mills student, whether or not they are affiliated with a club, can apply for ASMC special funding through the ASMC special funding online form. If your submission is complete and meets the criteria described in the form, you may present your proposal to the ASMC board. The board will then vote to approve, modify, or deny the request. You must wait until your request is approved before publicizing a special funded event or finalizing any arrangements.
If your request is approved, you will receive a notification email from the ASMC finance chair with more information about accessing and tracking funds. That email will include the special funding FOAP that should be used for all purchases related to your proposal. If your request is not approved, you may revise your proposal and re-submit it for consideration.
All special funding spending must be tracked in a balance sheet provided by the finance chair. Failure to track spending in the provided special funding balance sheet may result in denial of future special funding requests, liability for those charges, and other consequences.
The Student Club and Organization Fundraising Policy is available in its entirety in the Mills College Student Handbook (PDF) starting at the bottom on page 68. Fundraised funds can be deposited into your club/org account by completing a revenue deposit form (PDF) and turning it in to the cashier in Sage Hall.
Crowdsourcing activities by student clubs and organizations are not permitted. Individuals can make a tax-deductible donation to the Student Activities Fund through the Office of Institutional Advancement. If you have questions about the process for accepting donations to your club/org, please email email@example.com.
It is your responsibility to make sure you have sufficient approved funds before confirming a reservation or publicizing an event.
|I Want to Pay (for)...||How to Pay|
|Catering, rentals, DJ services, custom supplies orders||Invoice|
|Snacks, programming supplies, compostable plates/utensils, raffle prizes||Purchasing card (p-card)|
|Guest speaker, workshop presenter, performer, facilitator||Honorarium|
|On-campus printing from the Mail and Copy Center||Complete a copy request form (PDF) and use the fund code (FOAP) on your balance sheet|
|Rideshare or taxi||Out of pocket, reimbursable with detailed receipt|
|Subscription (software, magazine, etc.)||P-card with special ASMC advisor approval only|
|Travel||Refer to the table below|
Costs associated with travel often have special processes and restrictions and require pre-approval from ASMC advisors. If your program involves travel, email firstname.lastname@example.org to set up an appointment prior to spending funds or making reservations. Below are some common travel expense items.
|I Want to Pay (for)...||How to Pay|
|Conference registration||Purchasing card (p-card)|
|Airfare||Out of pocket, reimbursable|
|Bus or train fare||If can be purchased in advance (Amtrak, Greyhound), p-card. If needs to be purchased on site (BART add value terminal, Muni day pass), out of pocket.|
|Driving yourself||Out of pocket, mileage reimbursement. Mills does NOT pay for gas in any circumstance.|
|Parking fees (garage, event parking, parking meters)||Out of pocket, not reimbursable|
|Lodging (hotel, hostel, Airbnb)||Out of pocket, reimbursable. Must be pre-approved and must submit detailed receipt.|
|Travel meals||Out of pocket, not reimbursable|
An invoice is a list of goods or services provided, with a statement of the sum due for those goods or services. Essentially, it is a bill issued by the vendor to the person or organization who is paying.
In order to process an invoice, you need to submit these documents:
As the event organizer, you are responsible for collecting these documents from the vendor. The above completed documents must be submitted either in hard copy to Rothwell 163 or sent together electronically to email@example.com. When you submit these documents, include a note with information about the invoice:
After you submit the above paperwork, it takes about a week for ASMC advisors to review the documents and submit them to the Mills Finance Office. Once the finance office receives the paperwork, it takes roughly two weeks for the vendor’s check to be mailed or ready for pick up. From the time you submit the paperwork to the time when the vendor’s check is issued takes an estimated three weeks.
As you plan ahead, you may need to factor in extra time for the vendor to prepare an invoice/W-9 or for the mailed check to arrive at the payee’s address.
A p-card is a credit card that may be loaned out to authorized students to make approved purchases. A single card request may not exceed $300 without prior approval from ASMC advisors.
The p-card cannot be used to pay a person for a service (guest speaker, DJ) or to buy a gift card in lieu of paying a person for a service. In addition, the p-card cannot be used to purchase alcohol, tobacco, marijuana, any drug-related items, gas, or rideshares. The person borrowing the p-card is liable to reimburse the College for any non-authorized p-card purchases.
P-card requests for invoiceable expenses (such as catering) may be denied at the discretion of Mills staff.
Club/org treasurers, students approved for special funding, and the ASMC board are permitted to request the p-card for program-related purchases.
For every purchase made with the p-card, you must provide an itemized receipt that lists each item you purchased. If you make an online purchase, print the itemized receipt to turn in. Collect these receipts in the envelope provided and return the envelope, along with the card, at your designated return time. On the envelope, indicate whether you are using club/org funds or special funding. It is highly recommended that you photograph your p-card receipts for your records and to aid in entering the purchase(s) into your balance sheet.
Many online vendors have the option to save credit card information for future use. Saving ASMC or Campanil p-card information is against ASMC finance policy. You must be approved for each new p-card purchase.
An honorarium is a payment to a person that is not based on a set rate or fee. That means that the payee is not charging a per hour rate for their services. An honorarium can be thought of as a modest expression of gratitude or token of appreciation presented to an individual. A current Mills student cannot be paid an honorarium.
In order to process an invoice, you need to submit these documents:
The above completed documents must be submitted either in hard copy to Rothwell 163 or sent together electronically to firstname.lastname@example.org. When you submit these documents, include a note with information about the honorarium:
After you submit the above paperwork, it takes about a week for ASMC advisors to review the documents and submit them to the Mills finance office. Once the finance office receives the paperwork, it takes roughly two weeks for the honorarium recipient’s check to be mailed or ready for pick up. From the time you submit the paperwork to the time when the check is issued takes an estimated three weeks.
As you plan ahead, you may need to factor in extra time to complete the check request/W-9 or for the mailed check to arrive at the payee’s address.
If you use your personal funds for club-related expenses, you may submit a reimbursement request to be repaid for qualifying expenses. Repayment would come out of a club/org fund or the special funding account (if you were approved for special funding).
In order to process a reimbursement, you will need to fill out the reimbursement request form within a week of making the purchase and submit itemized receipts for all purchases. Receipts must be submitted in hard copy to the ASMC finance chair during their office hours (email email@example.com for more information). Expenses not accompanied by an itemized receipt and event information are not eligible for reimbursement.
Reimbursement may be picked up in cash at the cashier’s office in cash up to $200 and over $200 by check.
Cash reimbursements are processed within a week of submission. Check reimbursements are processed within three weeks of submission. The ASMC finance chair will follow up via email with information about when to expect your reimbursement. All reimbursements must be picked up in person by the recipient at the Mills cashier’s window in Sage Hall during business hours; please bring your Mills ID.
Every payment made through Mills College needs to be assigned a fund code, or FOAP. A FOAP is used to specify which account is being charged. Each club/org has a unique FOAP that can be found on their balance sheet. Special funding recipients will receive the ASMC special funding FOAP from the ASMC finance chair after being approved for special funding.
If your event is a collaboration with multiple FOAPS (e.g., two clubs, a mix of club funds and special funding), clearly indicate which expenses should be charged to which FOAP.
ASMC board members and members of class councils receive stipends for their work, provided they fulfill their agreed-upon position responsibilities. Clubs and special funding recipients may not pay students via a stipend or honoraria. For more information, email firstname.lastname@example.org.
Subscriptions include but are not limited to software, web domains, and periodicals/magazines. Due to rotating club leadership, all ongoing subscriptions must be approved by ASMC advisors prior to purchasing. To request a subscription, email email@example.com and be prepared to share information about the length and purpose of the subscription, cancellation fees, monthly receipts, etc. Account information for the subscription account must be shared with firstname.lastname@example.org prior to purchasing the subscription. All approved subscriptions will be reviewed on an annual basis.
Revenue Deposit (PDF)
Form W-9 (PDF)