Forms and General Information

Checks

Generally it takes 7 days for a check to be printed by the University.

1. Receipts:
1. General Accounting can only accept original receipts- NO COPIES!
2. For clubs, all receipts/invoices must be signed by your club advisor.
3. All receipts must be itemized – including restaurant receipts.
4. If obtaining a reimbursement for an invoice, you will need to submit the invoice and a cancelled check or the credit/debit statement showing proof of payment.
5. A credit card statement must accompany all online receipts.

2. Once you have obtained the original receipts you will need to fill out an Application for Funds form located on this webpage and outside 314C LaFortune.

3. When a check is ready for a Notre Dame/St. Mary’s student the Student Union Bookkepper will e-mail them with pick-up instructions (checks cannot be mailed to a campus address).

Download Application for Funds/ Reimbursement Form

Direct Charges On-Campus

Any on-campus expenditure can be charged directly to your account number. This includes Anthony Travel Inc, the Notre Dame Bookstore, Catering by Design, FedEx Kinkos (formerly the Copy Shop), the Notre Dame dining halls, Educational Media, General Services, the Huddle, Reckers, and Student Activities.

Direct Charges Off-Campus

We offer special off-campus charge requisitions for Gordon Food Service/GFS and Martin’s Supermarket (State Road 23). See our office with the following information.

1. A list of the items you plan to purchase and an approximate total cost. It is important to estimate accurately since your club/organization will not be allowed to exceed the amount specified on the purchase requisition.

Interdepartmental Transfers

These are done when two university clubs/organizations or a department needs to pay one another. Our office will simply process a Journal Entry and transfer the funds between accounts. You will need to know both of your account number and that of the club/organization/department you will be paying. This can be through email: baldoni.1@nd.edu

Event Cash Advance

Event Cash Advance forms are available on this webpage and also outside of 314C LaFortune. An event cash advance is only for making change; it cannot be used for making purchases. A cash advance must be re-deposited within two business days after the event to the Notre Dame Federal Credit Union.

Download Event Cash Advance Request Document

General Deposits

Deposits must be made to the Notre Dame Federal Credit Union in the lower level of LaFortune or at the Douglas Road branch. All checks need to be endorsed with your club/organization name and stamped for deposit only (the stamp is available in 314 LaFortune). When necessary, please fill out a deposit slip and place monies in the bank envelope also available in 314 LaFortune. Be sure to fill out the information requested on the envelope as well. The deposit slip can be found below on this webpage and also in 314 LaFortune.

Procedures for preparing deposits to be delivered to the Notre Dame Federal Credit Union in LaFortune

Preparing the deposit:

1. Endorse all checks:
   • Endorse your checks with the stamp provided in the Club Resource Center and be sure to include your group on the line provided. The stamp reads “For Deposit only—University of Notre Dame”.
2. Verify Totals:
   • Be sure to carefully calculate your totals or run an adding machine tape on the checks.
3. Complete the deposit slip:
   • Deposit slips are provided in the Club Resource Center and here on this webpage (see the link below). Fill in all information as indicated and have 3 copies.

Complete the security pack deposit bag:

 This is only needed if you aren’t giving your deposit directly to a teller. For example, if you choose not to wait in the bank line or if it is after banking hours and you wish to use the night depository next to the teller windows, please use a security pack deposit bag and fill out the requested information on the bag. Be sure to place a copy of your deposit slip inside the bag and seal it before placing it in the night depository.

Download Deposit Slip Document

Donations

Clubs are NOT permitted to make donations with Student Activity Fees. However, a club/organization may sponsor a fundraising event for the purpose of raising money for contributions. Only net profits may be used for contributions. In this case a SAOnline form would need to be completed and approved by Student Activities. Be sure to fill out the “Request for Charitable Contribution by the University” form provided below and also in 314 LaFortune when the money to be donated has been collected.

Download Request for Charitable Contribution by the University Document

Special Travel Considerations

The following relates to financial implications for travel.

1. The responsibility to observe the guidelines rests with the student traveling and the Club President and/or Treasurer and Advisor.
2. The University encourages travel arrangements to be made through the University’s official travel service, Anthony Travel, Inc. located in the lower level of LaFortune 631-7080.
3. Vehicle rental can be handled through Notre Dame Transportation Services.
4. Itemized receipts are required for all meal charges. Student activity fee funds shall not be used for the purchase of alcoholic, pharmaceuticals, tobacco products, firearms, and fireworks or for any other product that is contrary to the University standards of behavior, as outlined in du Lac.
5. Tolls and parking are reimbursable. Obtain receipts for these expenses.

Submitting Your Documents

Please submit all documents to Deb Acrey, the Student Union Bookkeeper. Her office is located in 314 LaFortune. If she is not present, please leave your documents to her via the drop box located to the right of her door. When submitting your documents or requests, please be mindful of the processing time required for each of your submissions. We advise you to submit your documents early so that your requests are processed in a timely manner. If you have any further questions, please feel free to email Deb Acrey at baldoni.1@nd.edu.