Chapter Billing Process Question

[UNLDelt]

GC'ers

I had a question and I hope some of you can help. I am a member of the Alumni House Corporation of my old chapter and we are looking into possibly linking the chapter's house bills to our University's consolidated bill that charges for tuition, student fees, services, dorm housing and what we call NCard charges. That way members would recieve their house bill for Delt on the same bill where they pay for everything else. This affords them more payment options (i.e. credit card, online check, etc) as well as making it easier for those who recieve financial aid and scholarships to apply those funds to their housing and chapter dues costs (it would be automatic instead of having to differ payment to the chapter until reimbursed for credited scholarships). It also aids the chapter in the enforcement of promt and full bill payments because if a student becomes deliquent on their University bill the college places a hold on your account and you cannot sign up for classes, use your NCard, or any Student Services. I am wondering if any other chapters have this arrangement with there host institutions. Our University is interested in setting this up with us, but would like to look into it further before committing to any arrangment. Could you please include what Fraternity/Sorority, chapter, and host institution may have this set up already. Thank you very much. I appreciate it.

UNLdelt

[TSteven]

UNL = University of Nebraska-Lincoln, right?

Unfortunately, I haven't heard of anything similar to this. In any case, I think this is a great idea and I'm sure many here would love to hear more about this as well. Please be sure to let us know how it works out.

And will this service be available for all UNL chapters?

[gpb1874]

i haven't heard of anything like this. i'm a greek advisor and have students ask if we can put holds on member records for not paying dues, but we will not do that. the chapters are private and all student orgs are separate entities of the university, although we do provide services for them through the councils.

now, if the housing is owned/managed by the university, then that would be a different story. it seems like it would be in the best interest of the university to collect their money through the univ's business office. from the univ standpoint, i would be very wary of this....why should they get that involved with an organization?

i know some GLOs are using companies like Omega Financial to collect dues. the company is responsible for getting members to pay, not the officers, so it takes some of the "bad guy" off the financial person.

just my thoughts. i hope you find something that works.

[UNLDelt]

Thank you for the interest and support.
My hope is that Delt can work out all the details with the Student Accounts office and once a general smooth system is spelled out, then make it availible to all chapters on campus.

As far as gbp1874's comments, good points to consider. In our situation we do own the house, and "own" the property (imminent domain is retained by the University b/c we sit right in the heart of campus on greek row) but the only money paid to them currently are the chapters dues to IFC.
I'm not sure how I feel about the "involvement in our affairs" point. On one hand it makes sense to keep things seperate. However, we all exist at the will of the administration of our host institution, and on their conditions. And I'm sure that if a University wishes to retain a greek system (which sadly some are questioning the benifit and merit of greek houses on their campuses) and keep it a part of the recruitment and retainment of students they should wish to provide assistance to chapters in maintaining attractive, safe, and appropriate housing for their students who may decide to Go Greek. If they can assist in only the collection end of the finances (and that's as far as I envision them reaching-not at all the distribution, budgeting, or managment of finances) then they can ensure that chapters maintain appropriate funds to take care of their houses and provide ALL great aspects of the opportunities in greek life: philanthropy, academics, intramurals, leadership, involvement, etc. and not find themselves in a financial bind that prevents any of us from fullfilling our good purposes on our campus. We all know that it takes money for our chapters to do what we do, even beyond the social aspects.
Sorry, I got a bit ranty on this post. But I hope I made sense. Please give me more feedback if you have any! Thanks.

[TxAPhi]

Not exactly what you are looking for, but UT-Austin has the Student Organization Bank:
http://deanofstudents.utexas.edu/sald/bank.php


The Student Organization Bank provides the following services for student organizations to assist them in managing their account.


Bank Services

Deposit of Funds - Funds of organizations are deposited in this office, thus eliminating frequent trips to a bank, or the treasurer having to hold large amounts of money to be deposited.

Standard Check System - Checks to be used are provided by the Student Organization Bank. There is no additional charge for checks. Checks must be signed by a member of the organization who is authorized on the account and countersigned by a Student Activities and Leadership Development staff member. The amount of the check is imprinted with a check protector. The university assumes no control or responsibility for how the funds are spent.

Current Balance Maintenance - The accountant in the Student Organization Bank keeps a daily balance for each organization's account. The accountant will provide a financial summary at the end of each semester for all accounts. You may request an Account Report at any time which shows all transactions made from your account for the current fiscal year.

Other Special Services - A cash box and coin counter are available at the Student Organization Bank.


Auditing Services
Bookkeeping system - A special set of financial records are provided. A student organization's financial records are confidential. Authorized signatories may have access only to their own organization's records. The accountant in the Student Organization Bank gives assistance to students setting up and using accounts.

Audit of financial records - The records of the Student Organization Bank are audited once a year by outside auditors and are subject to audits by UT auditors.

[gpb1874]

it sounds like the univ is really looking to help the greeks out and that's great. my campus is small and i'm the only greek advisor type staff member (and i have many other responsibillities besides greeks), so i can't imagine organizing that!

i do think it could be a great help to the chapters, especially the Financial vp. i always felt bad for the FVPs when i was an advisor b/c she always had to be the "bad guy" and no one liked to get calls from her. poor thing......that's a really tough position for a college student to be in....collecting money from your friends. hope it all works out!