Policy: Cash Boxes

Cash boxes are provided to Registered Student Organizations (RSO) and Campus Life Programs (CLP) that have a need to make change during fundraising events held either on or off campus. All applicable guidelines must be followed for requesting, using and returning a cash box.


Guidelines/Info

  • Cash bags are processed in Kirby Student Center weekdays between 8:30 a.m. - 4:00 p.m.
  • Event approval must be complete before a cash box will be authorized. Student organizations can request meeting, tabling, or event space through Mazevo. For instructions on how to request a space, check out the Mazevo tutorial. Within the reservation request, you will also submit a cash box request form. The form can also be found on Kirby Student Center website. When a cash bag request has been approved by Kirby Student Center, an email will be sent to the student.
  • Cash box requests are needed at least 24 hours prior to your event. Please note that cash boxes are not prepared on the weekend or over holiday breaks. If you need a cash box on a weekend day, you must request it by 12:00 noon on Thursday and pick it up before 4 p.m. on Friday.
  • Cash boxes must not be left unattended during a fundraiser; the student organization is responsible for the cash box and the money disbursed.

Picking up a Cash Box

  • The student organization representative will pick up their starting cash and a cash box from the Kirby Welcome Desk on the day of their event.
  • The student will need to present their UCard
  • The student organization representative and Welcome Desk staff will each verify the funds in the box and sign off on the cash slip before it will be released.
  • If a cash bag is to be used over multiple consecutive days, the student organization will return the cash box each day and will receive a new cash box for each consecutive day.

Returning a Cash Box

  • Cash boxes can only be returned to the Kirby Welcome Desk when staffed.
  • RSO/CLP representative and Kirby Welcome Desk will verify funds, return starting cash and sign off on cash slip. Profits will be retained by the RSO or CLP; CLP profits will be deposited into their EFS.

Depositing Funds

  • Registered Student Organizations (RSO) are responsible for depositing their profits according to the terms of the group’s constitution/by-laws.
  • Campus Life Programs (CLP) are responsible for having their profits deposited into the EFS (UMD financial system) account of the sponsoring UMD department.

More information:

Please address comments, questions or concerns about the policy and process to:

Lesa Radtke, KSC Associate Director / [email protected] / 218.726.7166
Jodi Nelson, Office Manager  / [email protected] / 218.726.7169

Revised 7/19/24