Treasurers Resource Page

The following is a list of treasurer resources.

Purchasing Appointments - Purchasing appointments can be scheduled by going to YouCanBookMe.com and selecting a time to come to OSE and use a staff member's purchasing card to make purchases on behalf of a club or organization. SBC-approved funds must be available in the club or organization's budget for the purchase. Appointments must be made at least 48 hours in advance and can be canceled or rescheduled through YouCanBookMe.com. Club sports should contact Max Miller regarding purchases.

Please note: Only members who have gone through treasurer training with SBC and signed a Student Activities Financial Policies Agreement are able to make purchases on behalf of their student club or organization. 

Treasurer Handbook - Treasurers and other leaders who assume financial responsibilities for their clubs and organizations are responsible for being in compliance with all College purchasing rules and regulations. The Treasurer Handbook is a useful guide for many of the financial transactions that you may face as a treasurer. Direct questions to ose@swarthmore.edu or stop by the OSE during normal business hours. 

Club and Organization Resource Manual - The Office of Student Engagement (OSE) coordinated a Student Club and Organization Resource Manual for use by clubs and organizations for this 2023-2024 academic year. The manual centralizes many of the questions that you may have as you are engaging in club and organization activities. In the manual, you will find established institutional policies that pertain to clubs and organizations, as well as internal processes developed by OSE to better assist clubs and organizations. This manual is designed with the knowledge that OSE is a partner in the engagement and learning that occurs in your clubs and organizations. Please note that this manual is a live document which may be updated in the coming weeks and semesters as we work to include additional information that may be helpful to student clubs and organizations.

Treasurer Training - Each year, all student club and organization treasurers and other club leaders who engage in treasurer activities must complete a treasurer training before spending funds. Treasurer training is led by the Student Budget Committee (SBC). Please monitor your emails for additional information from SBC on treasurer training. If your organization transitions to a new treasurer, they must go through the treasurer training. Direct questions to sbc@swarthmore.edu.

Contract Request Form - Student clubs and organizations must request a contract for the hiring of performers, speakers, instructors, coaches, or other individuals whose services will be used by their organization. Student members must follow the Swarthmore College process for obtaining and approving contracts. Requests must be submitted at least one week prior to the event or start of services. No student club or organization may engage in activities requiring a contract until that contract is signed by all parties involved. Students may not directly pay for services with their own cash, check, credit cards, or any form of electronic payment. 

Student Reimbursement Google Form - Students can be reimbursed for certain purchases paid out-of-pocket: travel expenses, car share expenses (e.g., Uber, Lyft), and other expenses on a case-by-case basis with prior approval from SBC and/or OSE. Students can use the Student Reimbursement Google Form to submit a reimbursement request by providing information, details, and itemized receipts documenting the purchase(s). For further clarification and instructions on how to enter expenses, students can refer to the 2023/2024 Student Reimbursement Form Instructions document on the OSE website. Direct questions to ose@swarthmore.edu.

Non-Discrimination Agreement - Each year all chartered student organizations must sign off on Swarthmore's Non Discrimination Agreement (NDA). The Executive Board members are required to review and sign a NDA each school year at the beginning of the fall semester.  Once OSE receives a signed copy of the NDA, the organization is eligilble to spend money out of their SBC allocation. Club leadership will receive the NDA electronically and are expected to sign and return the NDA through Docusign. 

Please email ose@swarthmore.edu or sbc@swarthmore.edu with any questions.