Student Org Resources Frequently Asked Questions
The Office of Student Involvement and Traditions is the primary resource for our campus student organizations. The staff is here to answer all of your organization questions, and have compiled some that we get often on this page as a resource. If you do not find an answer to your specific question here, please email the Office of Student Involvement and Traditions or call 412-268-8704.
Organization Management
How do I give my organization members access to my organization space?
What is the best way to recruit new members?
How do I obtain an organization email address and shared drive?
How do I obtain my organization's copy code for the Cohon Center 3rd Floor printer?
How do I reserve the vans?
What are the guidelines and steps to add the University's logo to my organization's item(s)?
I just got elected! What do I do next?
How do I start a new organization?
Event Management and Promotions
How do I host an event with minors, i.e., kids/students under 18 years old?
How do I host an event outdoors and/or reserve an outdoor space?
Reserve a large outdoor space on CMU's campus, such as The Triangles near the Cut and The Fence, East West Walkway, Legacy Plaza, Merson Courtyard, The Mall, CFA Lawn or the Tepper Patio and Green Space by completing the Outdoor Event Request Form.
What are the steps to bring an instructor/speaker/performer to campus?
Where can I chalk or hang posters on campus?
Student Government maintains several bulletin boards around campus managed by the Graffiti and Poster Policy Administrator, where student organizations can display posters. Locations can be found listed in the Graffiti and Poster Policy. Please note:
- Posters are not permitted to be on doors, walls, and/or windows.
- Chalking is only permitted on sidewalks and not permitted in areas that are not directly exposed to rainfall, including covered sidewalks and vertical portions of outdoor stairs.
- No spray chalk should be used.
What do I have to do to sell food at a table with my organization?
How do I hang a poster on Doherty Hall?
Learn about hanging a poster across Doherty Hall's entrance on the Office of Student Involvement and Traditions' Event Management & Promotions page.
How do I reserve the Fence?
What should I do if I have not heard back about or have received my 25Live reservation confirmation?
Financial Management
Why can't I use Venmo to transfer money for my organization?
Passing organization funds through a personal bank account violates the Student Government Fiscal Policy and introduces a lot of risk to the person who collects the money and to the student organization if that person does not make the deposit.
Beginning Fall 2025, CashNet will be integrated with TartanConnect so organizations can make sales and sell tickets on their own pages.
How does my organization receive donations and sponsorships?
A donation is a contribution where the donor does not receive anything in return. Donations can be made by card online through the university's Giving site. If a donor wants to make a bank transfer or send cash/check, please reach out to the Office of Student Involvement and Traditions’ Finance Team.
Sponsorships can provide much needed support for events and programs at Carnegie Mellon. This support also provides recognition for the corporate sponsor and when handled correctly, can also be counted as gifts to the University.
To receive a sponsorship, please connect with The Office of Student Involvement and Traditions’ Finance Team to go over the potential tax implications, determine if your sponsorship can go into your Gift account, and help you with any paperwork needed to receive the funds.
We will ask organizations for:
- A sponsorship packet or description of benefits being provided
- A confirmation from the sponsor of the amount
Where can my organization see our budget and a list of our financial transactions?
If you are listed as an officer in your organization’s TartanConnect webpage, you will be able to navigate to the Money/Accounting Book section of your page once you are in “Manage” mode. From here you can navigate to the current fiscal year operating budget for your organization, as well as the list of accounts that hold individual transactions. Please see the attached graphic on how to read the Accounting Book.
Historical budgets can be found here.
How do I use a PCard?
Student organizations can set meetings with the Office of Student Involvement and Tradtions' Finance Team to use our office pcards to purchase goods/services, hazardous materials, or travel. You can also visit the Student Involvement and Traditions Office, typically on Thursday from 1-4pm during the fall and spring semesters, for open purchasing hours. Open purchasing hours are first come, first serve.
Each year about 30 organizations are approved by student government to hold a pcard or travel card based on their historical volume of spending and fiscal responsibility. Organizations who'd like to hold a pcard or travel card must apply. The application cycle is in the fall.
What do I do if I see a missing or incorrect transaction on TartanConnect?
TartanConnect is updated daily with transactions that have officially been posted to your accounts. The system only uploads a transaction that has fully traveled the financial system and posted to the ledger.
Please wait before emailing about a missing transaction after you submitted paperwork to the Office of Student Involvement and Traditions. It can take up to a month for transactions to post. You can email the Office of Student Involvement and Traditions' Finance Team to check on the status of your transaction. If you see a transaction that you think might be incorrect, please email us. We will work with you to get more information and to correct a transaction if it does not belong to your organization.
How long does it take to receive an expense reimbursement?
We estimate that expense reimbursements are processed 4-6 weeks after they are approved by your authorized signer. This is due to the processing and approvals required within the Office of Student Involvement and Traditions as well as Accounts Payable. These times may increase during peak volume periods like the end of the academic year.
How will I receive my reimbursement?
If a student is employed by the university, their reimbursement will be sent as a check in the mail unless they've previously opted into direct deposits. Students who wish to receive reimbursements via direct deposit should complete the direct deposit form and email it to the Office of Student Involvement and Traditions' Finance Team.
If a reimbursee is not employed by the university, they will receive an online form asking them how they'd like to receive payment. They may choose check or direct deposit, and then will be asked to provide the respective information.
How do I pay for a service?
Services cannot be paid by credit card. They'll require an invoice and purchase order. If you are paying for services, please let the Office of Student Involvement and Traditions' Finance Team know as soon as possible to prevent any delays in payment.
Please include the legal entity name. The Office of Student Involvement and Traditions' Finance Team will check to see if a supplier is currently in Oracle, and contact them if any information is needed. It takes 3-4 weeks to establish a new supplier in Oracle.
Why do I need a contract for services?
A contract is required to ensure that both parties are aware and agree to the terms and conditions of the service provider and ensure that the University and our students are protected. University Contracts is required to review and approve all contracts for services being performed on Carnegie Mellon University property.
Student organizations should NOT email the Contracts Office directly, and should email StudentOrgFinance@andrew.cmu.edu.
How can we participate in a crowdfunding fundraiser?
Why are tax forms required when cash prizes, gift cards, and non-cash items over $100 are awarded?
Cash prizes and gift cards of any amount are considered taxable income. Non-cash prizes and gifts valued at more than $100 are also taxable.
If your organization plans to award a cash prize, you must reach out to the Office of Student Involvement and Traditions' Finance Team first.