Treasurers Resource Page
The following is a list of treasurers resources.
YouCanBookMe schedule - Use this schedule to sign up for a time to use an OSE staff member's purchasing card that is linked to your approved SBC club budget. Appointments must be made at least 48 hours in advance. Please ensure that you are on time for your purchasing appointment. Appointments can be cancelled and rescheduled through YouCanBookMe. Club sports should contact Max Miller to access a purchasing card.
Treasurers Handbook - Treasurers and other club leaders who assume financial responsibilities for their club and/or organization are responsible for being in compliance with all College purchasing rules and regulations. The Treasurers Handbook is a useful guide for many of the financial transactions that you may face as a treasurer. If you should have any questions, please email 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 2022-2023 academic year. The manual centralizes many of the questions that you may have as you are engaging in club and organization activities to help streamline your experience in your organization. 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 your 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 and updates that may be helpful to student clubs and organizations.
Treasurer Training - All organization treasurers and other club leaders who engage in treasurer activities must complete an annual treasurer training before spending club funds. Treasurers training is now 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. If you should have any questions, please email sbc@swarthmore.edu.
Contract Request Form - Your group must request a contract for the hiring of performers, speakers, instructors, coaches, or other individuals whose services will be used by your organization. You must follow the Swarthmore College process for obtaining and approving contracts. Please submit a request as soon as possible since it may take a few weeks to process the contract. There is a level of coordination required You should not directly pay for a service with cash, check, credit cards, or other forms of electronic payment.
Student Reimbursement Form - Use this form to request a reimbursement for a student. You will need to code your reimbursement form with the proper organization and account codes. The account codes indicate the contents of purchase made for your event. Please email ose@swarthmore.edu if you are unsure of your organization code.
Non Discrimination Agreement - Each year all chartered student organizations must sign off on Swarthmore's Non Discrimination Agreement (NDA). This is not a treasurer responsibility, but organizations are not permitted to spend money out of their SBC allocation until this form is signed.
Please email ose@swarthmore.edu or sbc@swarthmore.edu with any questions.
