Spending & Reconciling Funds

The Center for Student Involvement assists all student organizations with spending funds that they have in their on-campus index. Organizations need to follow the steps below in order to spend and reconcile their funding; failure to follow these guidelines may result in an organization's funds being suspended. 

Organizations are strongly discouraged from having bank accounts off-campus and the University holds no responsibilty for an organization that does. Each organization is required to have a treasurer within in its executive board, and treasurers are required to attend training at the RSO Institute in order to begin spending organization funds. Only organization presidents and treasurers are able to see finance information within Presence. 

Student Involvement does not reimburse students for expenses; all expenses must be purchased through a University of Richmond credit card. Students can obtain a purchasing card during Finance Office Hours.

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  • Spending Money

    In order to spend funds, organizations are required to submit an Expenditure Request through SpiderCentral. Only presidents and treasurers have access to Finance in Presence. 

    Organizations can spend money in the following ways:

    1. Check Request: used to pay for organization-related expenditures (event decorations, food for program/speaker events, DJs, speaker honoraria, equipment rental, etc.).
    2. Campus Charge: used to pay for charges made on campus (e.g. Print Shop, etc.) directly from your account index. (Note: Do not purchase items on campus that will require reimbursement!)
    3. Organization Credit Card: to pay for organization-related expenditures (program-related materials, such as event decorations, food, equipment rental, prizes, or gift cards).
    4. Organization Travel: registration fees and materials, transportation, lodging, tolls, parking, taxi, and shuttles.
  • Depositing Money

    Depositing money for dues, fundraising, or donations can be done with cash or check through the Cashier’s Office. To make a deposit, come to CSI Finance Office Hours.

  • Receipts and Reconciliations

    Any time you make a purchase on the Student Involvement Purchasing Card, or you an itemized receipt must be submitted through the Reconciliation process on SpiderCentral.

    If you fail to submit a Reconciliation, your spending privileges will be suspended.

  • Travel

    Planning trips and travel can take several weeks or even months to plan depending on what kind of arrangements need to be made. Please allow at least 4 weeks of planning time for trips from 1-3 days in length, for longer trips, allow at least 8 weeks.

    In anticipation of your trip, please fill out the travel form.

    Travel Events are organization-sponsored events or activities that take place off campus and require travel. In order to qualify for funding, travel must meet the following criteria:

    1. Must benefit or promote the University of Richmond, and/or benefit the students of the University.
    2. Must occur between August 1st and the last day of Spring classes.
    3. SOBAC Organizations must generate ≥ 40% of off-campus travel and conference costs (lodging, registration, transportation). Food expenses incurred during organizational travel are not eligible for SOBAC funding.
  • Transportation

    Fundable transportation methods include: Airfare, Amtrak or other University-approved train, University-approved Charter Bus or Van (including Greyhound/Megabus), University Van, Zipcar, Ride Sharing (Uber, Lyft). If an organization would like to request a method not listed above, contact CSI prior to purchase. 

    • SOBAC funding covers any fees incurred in the attainment of University’s Driver’s Safety Program Registration(s).
    • For insurance reasons, personal vehicles are NOT permitted.
    • Organizations should plan to check out a CSI purchasing card for gas purchases.