• Fill out the ACH Authorization Form (https://www.dfa.cornell.edu/tools-library/forms/accounts-payable-ach-authorization-form)
• Send it using the Secure File Transfer system (https://sft.cornell.edu/) only. No banking information should be sent through email. It can be filled out and signed electronically, so there is no need to print it out.
• It must be sent directly to Jennifer Fraboni jf427@cornell.edu or Eric Banfield jb10@cornell.edu, as it cannot be sent to a listserv email.

• A list of participant's names and emails must be provided if less than 10 for in-person activity.
• All events with food and on campus should be approved in via Scheduling@Cornell.

Donors to Cornell Alumni Affairs and Development (AA&D) receive a 501(c)(3) Tax Deduction/Credit acknowledgment from Cornell. Gift funds can be not donated outside of the Cornell Community or to another 501(c)(3).

• University Registered Student Organizations have to contact their Department's AA&D Officer about setting up a Gift Account.
• Independent/External Student Organizations (ISO/EOs) automatically have Gift Accounts available to them.  Donated funds to ISO/EOs are to be used to further the "educational, research, and community service missions of the University as well as enhance the educational experience for students at Cornell".  These funds can be used as long as the financial transaction is beneficial to the entire organization, follows the Business Expense Policy, and is not restricted by the donor for a specific purpose.  Cornell holds the money in a gift account that is established and designated as your organization’s money to use and managed by SOBO.
  • On a weekly basis, the Accounting Book tab in CampusGroups will be updated to show any newly donated funding so you can track your income, expense, and remaining balances under this tab.
    • Click here for a resource on spending Gift Funding in CampusGroups
  • How ISO/EOs Receive Gift Funding/Donations:
    • Payment by Check - Send to Cornell University, Box 37334, Boone, IA 50037-0334. For tax credit purposes, checks should be payable to Cornell University.  On the memo line of the check, or in an enclosed letter, it should specify your Student Organization Name (as registered in Campus Groups) and the acronym if you have one established.
    • Payment by Credit Card - Go to: https://giving.cornell.edu/give. Click on Other, and again on Other below that to receive a checkmark.  When you choose Next Step, it takes you to another page to enter your Student Organization Name and the acronym on the next page.

• All Cornell University registered student organizations can use the Student & Campus Life Student Organization Contracted Rate for Daily Sun expenses regardless of the Cornell funding source (Cornell Dept., Gift, or Non-Cornell).  The current rate on the contract is $7.90 per column inch for hard copy printing and 10% off for online advertising.
• When contacting the Daily Sun, let them know the ad is on behalf of a Cornell registered student organization and copy SOBO@cornell.edu so we can confirm it with their Office Manager Amy Wilson (awilson@cornellsun.com).

• SOBO can set vendors for payment by Accounts Payable ACH/EFT Authorization or Wire Transfer so they can receive their payment as a direct deposit into their bank account the next business day after the service has been confirmed as completed.
• Email SOBO@cornell.edu with your vendor's name, email, and business purpose, and we will reach out to them before they arrive to make the arrangements before arriving on campus. 
• Cornell generally discourages prepayment but may be allowed depending on the funding source.

• For Gifts/Awards $75 and under, we encourage the use of virtual gift cards to The Cornell Store.  By far, it is the easiest way to procure gift cards and supports Cornell pride simultaneously.  If interested in learning more, email Johnathan Hart or SOBO@cornell.edu. 
• Those valued over $75 are reported to University Tax and may be taxable Cash Awards, Gift Cards, and Certificates [Prizes]. 
  • NOTE:  SOBO will complete the Gift Card/Certificate Reporting Form if the prize is over $75 for University Tax.
• Provide SOBO with the prize award winner's name, email, the item, and the amount of what was won on your Payment Request.

In-person events on campus need to be scheduled through Scheduling@Cornell.

• if attendees are under 18 years of age (excludes Cornell registered students)
• uses the University logo
• is photographed or recorded for distribution
• invites an outside performer/speaker/musical artist
• is a hosted conference
• distributes any items to attendees before the virtual event/meeting, e.g., DYI kit, food, or alcohol (alcohol eligible to Graduate Student Organizations only)
• invites a dignitary or government official

All events must be entered in Cornell CampusGroups regardless of the above information.

• How to enter events in CampusGroups.

• University Registered Student Organizations are not allowed to have an outside bank account with their own Federal Employee Identification Number (EIN) or set up a separate 501(c)(3) Tax Exemption Status for their use.  Registered as University confirms that you are supported by a Cornell Dept., following Cornell’s purchasing policies and methods, such as using Cornell University Contracts, Procurement Card, Cornell Preferred Vendors, and Purchase Orders for Services and/or Goods.

• Independent/External Student Organizations (ISO/EOs) are allowed to apply for their own Federal EIN and use it to set up a bank account for their financial activity.  It’s not controlled or monitored by Cornell and is only accessed by your organization.  NOTE:  Even though you may receive a Federal EIN for your organization, it does not mean you qualify for 501(c)(3) Tax Exemption Status.  Cornell cannot offer advice about this process because of your ISO/EO status, so you must contact a tax attorney independently if you have any questions.  The Federal EIN application can be found at http://www.irs.gov/businesses/small/article/0,,id=98350,00.html.
  • Independent Organizations can also use Crowded as a virtual bank (completely separate from Cornell University).  They also can offer assistance in obtaining an EIN for your organization. For more information on this service, please use this link to set up a virtual meeting with them.
  • Additionally, if your organization seeks reimbursement instead of individual members, we encourage you to sign up for Accounts Payable ACH/EFT Authorization using the student organization bank and organization email information so the reimbursement is deposited directly into the bank account instead of being issued by check.  Cornell only issues checks once a week but processes ACH transactions nightly.

• Student Organization Naming and Branding Guidelines outline the University Policy for organization naming and logos for review and approval by University Relations.  Completion of the Use of Name or Logo form if applicable.