Managing finances responsibly is a key part of running a successful student group. All student groups should maintain clear records of their budgets, spending, and fundraising efforts to ensure transparency and sustainability.
For Student Union-recognized groups, financial policies, procedures, and tools are available on the Student Union’s Finance BEARings webpage to support your group’s financial operations. This includes guidance on:
- Budget planning and approval
- Fundraising policies
- Spending and reimbursement processes
- Use of the Student Union credit card
- Event and service cost tracking
- Traveling off campus
To access these resources, please visit the Student Union Finance BEARings website (new!) and the Student Union Business Office Trello Board. These platforms provide up-to-date information and step-by-step instructions to help your group stay compliant and financially healthy.
Understanding your student group funding accounts
Student Union-recognized groups have access to three types of financial accounts: Operating, Fundraising, and Gift. Each serves a different purpose and follows specific guidelines:
Operating Account
If your group receives funding from the Student Union Treasury or the Vice President of Finance—through Budget Allocation, Flat Funding, or an Appeal—those funds will be automatically deposited into your Student Union Operating account.
Fundraising Account
The Fundraising account is used to deposit money your group raises through events, sales, or services where donors receive a tangible benefit (e.g., merchandise, tickets, or services).
Gift Account
Gifts are voluntary donations where the donor does not receive anything in return. These are different from fundraising and must be processed through specific channels.
If your group receives a monetary gift, be sure to follow the appropriate procedures for accepting and processing it.
Accessing your student group account balances
Student Union-recognized groups can view their up-to-date account balances—including Operating, Fundraising, and Gift accounts—on a daily basis through the Student Union Business Office Trello Board.
This Trello board is updated regularly and provides a transparent, easy-to-navigate overview of your group’s financial standing. It’s your go-to resource for tracking available funds, planning expenses, and ensuring your group stays on budget throughout the year.
Be sure to check the board frequently, especially before making purchases, planning events, or submitting funding requests.
Student Union funding category designation & upgrade process
All Student Union-recognized groups are assigned a funding category by Student Union, which determines the types and levels of funding available to them.
Newly recognized Student Union groups are initially placed in Category III. Over time, groups may apply to upgrade their category status to Category II or Category I, following the guidelines set by the Student Union Activities Committee (AC).
If your Student Union-recognized group is interested in upgrading from Category III → II or Category II → I, you may submit a Category Change Application during the designated application period.
Key Information:
- The Category Change Application is available on WUGO under the Forms tab.
- The application deadline for the FALL 2025 application is 11:59 PM on September 26, 2025.
- Approved category changes will take effect at the start of the following semester.
Application Process:
- After submitting your application, the Activities Committee Chair (AC Chair) will contact your group to schedule a meeting, after the application deadline passes.
- Your group will prepare a 5-minute presentation outlining your case for a category upgrade (guidelines provided in the application).
- The committee will hold a Q&A session following your presentation.
- The AC will then deliberate and vote on your application.
- Your group will receive an email with the final decision and rationale from Activities Committee Chair (AC Chair)
For more details and deadlines, visit the SU Finances BEARings website.