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Off-Campus Bank Accounts for Student Organizations

The Center for Student Involvement has worked with USE Credit Union located in the Gilman Parking Structure to establish a process for Registered Student Organizations (RSOs) to open free checking accounts to manage their organizations' finances. Please review the following document for USE Credit Union Checking Account Procedure for RSOs

Because RSOs are responsible for managing their own finances, it's important to establish financial controls to limit the risk of mismanaging organization funds, specifically the use of funds for personal gain. 

Follow these guidelines to prevent mismanagement of off-campus accounts for student organizations.

Examples of easy-to-implement controls:

  • Require double endorsement of expenses
    Requiring 2 signatures on checks prevents purchases by check without the consent of a second student organization officer. Paper checks are used less often these days in favor of ATM or check cards. As a result, double endorsement of all expenses is difficult to enforce.
  • Separate financial duties
    The student organization financial officer should reconcile the bank's financial statements regularly. While the financial officer could theoretically be the second signer on a check, they should not be the primary purchasing officer or have access to a debit or credit card. If so, another person needs to reconcile the bank statements.
  • Use a central mailing address
    Student organizations should use their UCSD mailing address to receive bank statements and notifications. This way, statements and other notifications that might identify financial mismanagement cannot be easily hidden from the student organization's membership.

    Student Organization Name
    9500 Gilman Drive, #0078
    La Jolla, CA 92092-0078

    Checks and paper statements are becoming increasingly rare. If statements are being emailed or require online access, multiple recipients or users should be authorized.
  • Keep records public
    Purposeful mismanagement of funds is difficult to conceal when financial records are made public or readily available to the student organization's members. Public records let members question all expenses, which virtually guarantees generally accepted use of the organization's resources and protects against prolonged collusion.
  • Define consequences for embezzlement
    Address embezzlement in their your organization's constitution or bylaws. Include:
    • Definitions
    • Methods for policing
    • Consequences for breaking the rules
    By doing so, the student organization states its intentions to police financial management of organization funds. This acts as a deterrent and leaves no ambiguity about the risk of being caught. The point is to deter the activity and outline a course of action in the rare event embezzlement occurs.
  • Tax Identification Number
    Every bank account is required to have a tax identification number associated with it. Student organizations are not eligible to use the University of California, San Diego tax ID number for the purpose of setting up a student organization bank account. Therefore, it is recommended that the organization apply for an Employer Identification Number (EIN) from the IRS for use in the bank's tax reporting requirements. 
  • Remove your information from accounts when you leave
    When you are no longer associated with the student organization, due to graduation or any other reason, be sure to communicate with the bank and have your personal information removed from any accounts. If you don't remove yourself from the accounts, you can be held responsible for financial obligations. Also, transferring your account status to a current organization member ensures a smooth transition for the organization.

CSI: Student Orgs & Events

Have a Student Organization Related Question and Need a Quick Answer? 
Your student organization advisors & the SILCs are here to help!

CSI Student Organization AdvisorsCSI Logo

Drop-in Advising Weeks 1-10 Fall Quarter 

Virtual Advising - Zoom Room for virtual advising: (Meeting ID: 975 1996 7026)

  • Mondays 9am-12pm & 1pm-4pm (both virtual)
  • Tuesdays 1-4pm (in-person)*
  • Wednesdays 9am-12pm & 1pm-4pm (both virtual)
  • Thursdays 9am-12pm & 1pm-4pm (both virtual)
  • Fridays 9am-12pm (virtual)

*Tuesdays are the only in-person advising day

In-Person Advising* - Check-in at the CSI Front Desk, Price Center East, level 3 (map

  • Tuesdays 1-4pm

*Green thumb on UCSD symptom screener needed

Visit the CSI Front Desk:

Price Center East, level 3 (map) | (858) 534-7666 | 

Virtual Assistance from SILCs

Zoom Room for virtual advising: (Meeting ID: 975 1996 7026)

  • Dates & times coming soon

In-Person Assistance from SILCs*

Located on Price Center East, level 3 (map) | (858) 534-7666

  • Dates & times coming soon

*Green thumb on UCSD symptom screener needed

Interested in making a reservation for a University Centers space? Check out their website for more information: University Centers Reservations

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