Student Organization Funds Management
On this page:
Overview
This page provides the essential guidance for the FOAP Structure, a simple guide for how Account Codes work, revenue streams, budgeting materials and practices, and cash handling procedures.
FOAP Structure
Fund (F)
The fund indicates the source of purchase or transfer funding:
- 190000: University general funds (Tier III coordinating organizations).
- 5XXXXX: Funds located within the WSU Foundation.
- 999XXX: Non-university funds (typical for Tier I and II organizations).
Organization (O)
The organization code indicates who is spending for a purchase:
- Tier I and II organizations typically use Student Involvement and Leadership's 211300 or Campus Recreation's 211190 code.
- Tier III organizations have their own codes.
- 999XXX funds use either 211300 or 211190.
Account (A)
The account indicates the type of item being recorded. Tier I and II organizations typically do not need to know this code; Tier III organizations need to understand this to ensure purchases come from the correct budget pool.
Program (P)
The program indicates the purpose/mission of a transaction:
- 190000 funds: Typically use 50005 program codes.
- 999XXX funds: Use the 98005 program code.
- When a 5XXXXX fund is used, 99888 must be used as the program.
Account Codes
|
Budget Pool |
Category Description |
Fundable Uses |
Non-Fundable Uses |
|---|---|---|---|
|
717000 |
Contracted Services / Entertainment |
DJ or live performer; speaker or facilitator; licensed film or media rental |
Unlicensed films; paying internal members; honoraria for volunteers; services available free of charge |
|
730000 |
Supplies / Materials / Apparel |
Decorations, paper goods, plastic ware, printed tickets; apparel for event attendees or volunteers |
Costumes, member-only apparel, fundraising items, permanent photo booths |
|
740000 |
Equipment / Facility Rental / Food / Travel |
Equipment setup, A/V rentals, approved facility rental; food for public events; travel tied to a public program |
Off-campus facilities, private meetings, permanent equipment, unapproved food vendors, member-only travel |
|
750000 |
Information / Marketing / Promotions |
Event flyers, banners, posters, newsletters, Guardian ads; promotional items, giveaways (with prize form) |
Publicity not tied to an event, gifts for members, items without campus wide benefit |
View the full list of codes.
Generating Revenue
Funding is essential to every Student Organization. RSOs at Wright State have two paths to funding: SOBC and Other Forms of Revenue. Other forms include: Fundraisers, Membership Dues, and Sponsorships.
Refer to Wright State’s Cash Collection Policies for all funding activities.
Fundraisers
There are many different ways that Organization’s can fundraise. These can be single events, campaigns, sales, etc. Visit Engage for our Guide to Creating a Successful Fundraiser. Also be sure to visit Wright State’s Fundraising Policy before performing any fundraising activities.
Be on the lookout for the SIL Center’s Creating Successful Fundraisers Training!
Membership Dues
Understand that dues need to be affordable, so they don’t deter possible new members. Decide on a collection method, this can be cash, check, or through the Dues Center.
Be transparent with how you plan to use the funds from dues.
Visit the Dues Center or fill out the Engage Form to request a spot on the Dues Center.
Sponsorships
A sponsorship is a financial or in‑kind contribution from an individual or business in exchange for public recognition tied to the event. Both revenue streams must follow university cash‑handling and tax‑compliance rules.
- Agreement review - Email all draft sponsorship arrangements to SIL@wright.edu; SIL will route to Contract Services for review.
- Deposit route - If the sponsorship is marketed as tax‑deductible, funds must be deposited in a Foundation fund. Non‑deductible sponsorships may be deposited in an agency fund.
- Recognition limits - Sponsor acknowledgments may display the sponsor’s name, logo, and contact info, but may not include sales language such as “Buy now!” or price comparisons.
- Branding approval - Coordinate any sponsor banners, programs, or digital assets with SIL for brand compliance. Attach final versions to the Engage event for archival purposes.
Be on the lookout for Generating Revenue Training in the SIL Center, where we’ll cover Fundraisers, Membership Dues, and Sponsorships!
Budgeting
Proper Monthly Budgeting is essential to maintaining the financial health and ensuring the future of the organization. Refer to the Student Org Budget Workbook found on Engage as a useful tool for monthly budgeting.
Be on the lookout for Budgeting Training in the SIL Center!
Cash Handling
Clubs and organizations must secure all cash collected for events and fundraisers at a university location. Our office provides money boxes and lockable zipper bags for checkout. Checks must be made out to Wright State University with the organization’s name in the MEMO Line. Cash and checks must be deposited immediately after the event with a completed Cash Remittance Voucher (CRV) in the drop box in front of the back office in 190 Student Union.
We need to know:
- Who: Your name and the organization’s name
- What: The revenue source (e.g., bake sale, tickets, dues)
- When: The date of the transaction
- Where: The FOP where funds should be deposited
- Why: The purpose of the fundraising (e.g., for a specific event)
Contact Us
For further assistance, contact us at SIL@wright.edu, 937-775-5570, or find us at 190 Student Union.
