Club Funding

The Associated Students of Montana State University (ASMSU) in conjunction with the Registered Student Organization Funding Board (RSOFB) distributes funds collected by the Student Organization Fee to registered student organizations for the purpose of supporting programs, projects, and events that help the organizations succeed in meeting their goals and foster positive student development.

 

ASMSU Funding Model

    Click here for a Club Funding PDF Download

 

 

 

Every fee-paying student pays $11.13/semester as part of their student fees.  This goes into the Student Organization Fee which is comprised of 2 pots of money: Rolling and VIM Funding. 

Your student organization MUST be currently registered as a student organization with the Office of Student Engagement BEFORE you submit your rolling funding application, or collect VIM hours.  

 

The video is about ASMSU Student fees and explains how fees are distributed at MSU.

 

V.I.M. stands for: "Volunteer and Impact Montana" 

VIM Funding Timeline 

  • Collect Volunteer hours all year long! 

VIM Hours can be accumulated all year long. Money will be allocated to RSOs once the hours are double verified and will be first come first serve according to available funding. 

  

Rules 

  • VIM Funding is allocated on an ongoing basis to Registered Student Organizations based upon their number of Volunteer Service Hours to use in the current academic year.  
  • A maximum of $1500.00, or 100 hours can be earned per RSO. 
  • Spending can start July 1st at 8:00am and will end April 30th at 5:00pm. 
  • If you are allocated VIM funding, you are still eligible for Rolling funding. 
  • Funding Board will allocate funds on a monthly basis based on accumulated volunteer hours on a first come, first serve basis. There will be no application process to access these funds. 

  

VIM Funding Process 

  1. Find Volunteer Hours. Search for volunteer opportunities on CatsConnectLinks to an external site., CatServeLinks to an external site. or through the Office of Student Engagement.  
  1. Log Volunteer Hours. Individuals within organizations will track their volunteer hours for their club through theCatServe platform- each individual mut be listed in the "membership Roster" on CatsConnect for their hours to count. 
    • Eligible hours need to be: 1) Unpaid, 2) Within the State of Montana OR in association with MSU (ie: Engineers Without Borders, BreaksAway Trips, etc.). 
    • Work done within your own club or another club does not count towards VIM (please contact the RSO program coordinator if you need to clarify if your club event counts as VIM or not). 
    • Hours can only be counted toward one club at a time. If a club member is part of multiple clubs, they will choose which club received their hours. 
    • Mandated service hours (University Conduct, Cort-Ordered) do not count. 
    • Hours can be accumulated all year long with the cycle starting July 1 and ending April 1st.  This ensures time for double verification before the spending cycle ends.
    • A staff member from the Office of Student Engagement will double verify reported volunteer hours before they are applied to a RSO's VIM Bank. 
    • Hours must be verifiable by a third party (Club members, leadership and advisors cannot verify hours within their own club). 

  

VIM Funding Frequently Asked Questions: 

  • How can I spend this money? 
    • Funding earned can be spent in accordance to the mission and values of the club and however the RSO deems appropriate within the purchasing guidelines put forth by the ASMSU Business Office. 
  • We may have money leftover this year from our student organization funding, can we use it next year? 
    • No. You have until April 30th, to spend your money. 
  • If we receive VIM Funding, is that the only funding we can get? 
    • No, You may apply for Rolling Funding. 
  • What if our event is during the summer? 
    • Funding must be spent between July 1st and April 30th due to MSU's fiscal year calendar. If you are needing funds over the summer, reach out to ASMSU, and we will work with you! 

Rolling Funding Rules 

  • The Rolling Funding pool is available to Registered Student Organizations from mid-September to April 30th.  
  • There is no maximum amount awarded to an RSO from this pool of money.  
  • If the request is over $10,000, the RSO will need to present to the ASMSU Senate for approval. 
  • This pool of money will be spent within the current academic year, with a spending deadline of April 30th. 
  • These funds CANNOT fund programs, events or purchases that have already occurred. 

 

Rolling Funding Application Process 

Step 1:  Submit Application.  Fill out the Rolling Funding Application by Mondays at 5pm. The funding proposal must be SUBMITTED a MINIMUM of two weeks before the funding is needed.  

To apply for funding: 

  • Then, under "My Memberships", select your organization. 
  • On the left side, click the pancake menu (three stacked lines), and then select "Finance" under Organization Tools. (this menu is also your main control center for all club operations!) 
  • From the Finance Page, click "Create New Request" and select "Create Budget Request". 
  • Follow the steps in the application. You will get the chance to enter your line items for specific items in your request 

Step 2:  Application Review.  The Registered Student Organization Funding Board will meet to decide on funding allocations. Clubs are encouraged to send a representative to the Funding Board meeting to present on their request. Organizations will be notified within one week of the Funding Board meeting if their funding application is approved and the total amount awarded. The Funding Board will not meet during university holidays or breaks.  Your application will be accepted over breaks, but may take longer to review. 
 
Step 3:  Schedule Spending Orientation.  A representative from your organization (preferably Leader and/or Treasurer) must attend a meeting with an ASMSU Club Funding Assisitant after you have been notified of funding approval to learn the process for spending your allocated money. 

  

If Your Rolling Application is Approved... 

  • You will get notified via email and CatsConnect. 
  • You MUST meet with a club funding assistant to complete Funding & Spending Orientation (either in-person or online) before making a purchase. 
  • You MUST spend money by April 30th. 

  

If Your Rolling Application is Denied... 

  • In the event an RSO disagrees with the Registered Student Organization Funding Board (RSOFB) decision to not fund an RSO or not fund to the level expected, RSOs are able to appeal this decision. 
  • The appeal process shall be as follows:  
    • Meet with the Presiding Chair or the Advisory Member of the RSOFB. 
    • Make a formal written appeal and make the corrections as outlines by the Funding Board. MUST be made within ONE WEEK of being notified. 
    • Written appeal will be brought to the RSOFB for a hearing and voted on during the next weekly meeting. 

  1. Done within the State of Montana
    1. Or if the Volunteering hours are done as a representation of MSU. I.e.: MSU BreaksAway, Engineers without Boarders, Club Trip with Volunteer component.
  2. These opportunities MUST be unpaid.

Overview: 

  • Funding must be approved before spending. 
  • Submit a Purchase Request Form in CatsConnect. 
  • A staff member will review and complete the purchase within 10 business days.
  • Items are shipped to ASMSU for pickup. Items need to be retrieved within 48 hours of notice.

 

 

How do you spend club money?Links to an external site. 

  • Spend between July 1st - April 30th of academic year. 
  • Work with Club Funding Assistant to purchase items. 
  • Use it or Lose it - Club funds do not roll over year to year. Spending Deadline is April 30th. 
  • Must follow MSU purchase guidelines. 
  • Important: Any funding an RSO is allocated is to be spent through ASMSU. The RSO does not get a check. RSOs will be required to go through a spending orientation before they are able to spend any funds. Reimbursements will not be approved.

 

Ways to Spend MoneyLinks to an external site. 

To purchase items

Reimbursements 

Invoices 

Travel 
  • Must fill out 'Purchase Request' in Cats Connect
  • Plan ahead! 
  • No reimbursements will be approved. 
  • ASMSU pays bills on your behalf. 
  • Examples: Paying a vendor, equipment/materials purchased from a business, MSU Catering.
  • Must fill out 'Purchase Request' in Cats Connect
  • Lodging & Flights. 
  • Must fill out 'Purchase Request' in Cats Connect
  • Pre-ordering off-campus food. 
  • Items for events or club needs.
  • Conference registration fees. 

  
  • All on-campus vendors will invoice you. 
  • Submit bill/invoice to ASMSU, as soon as possible to avoid any late fees. 
  • Enterprise Rental Cars,
  • Includes 'Collision Damage Waiver' (CDW) and $1 Million 'Combined Single Limit' (CSL) Liability. 

 

When is paperwork needed?Links to an external site. 

  

Invoices 

Travel 

Paperwork needed every time. 
  • Detailed invoice from vendor. 
  • 'Purchase Request' form on CatsConnect. 
  • 'Purchase Request' form on CatsConnect.
  • Fill out travel forms at least 10 days before travel.  

Paperwork needed once. 

N/A 

N/A 

Notes: 
  • Money does not go to club, but directly to vendor. 
  • Gas Cards Available: 
  • Are able to use for personal or rented vehicles. 
  • Fill out online form. 

Registered Student Organizations cannot sign any contracts using MSU money. Before committing to any agreement, you must speak with a Club Funding Assistant to get proper approval.

Important: Any contract signed without prior approval will not be eligible for funding. Always get guidance first to ensure your club’s spending complies with university policy.

 

Policy Shift: 

  • As of the 2025–2026 academic year, RSOs cannot purchase items with personal funds and seek reimbursement. 

Why this change? 

  • Reduces liability 
  • Prevents misuse of funds 
  • Increases accessibility (no one should have to front club money) 
  • Ensures tax compliance and audit protection 

If you purchase something without approval, it is at your own risk and likely not reimbursable. 

  • The Student Organization Funding Board is the governing body of the Student Organization Fee and makes all funding decisions. The board is a student-led committee that evaluates funding proposals. 
  • RSOs may be asked to attend a Funding Board meeting to present their request. 
  • Board decisions are based on alignment with MSU values, student impact, and fiscal responsibility. 
  • Weekly funding application deadline: Mondays at 5pm 
  • Meetings: Wednesdays@ 2:30pm

What is SmartBuy? 

  • MSU’s online purchasing system for approved vendors and products. 
  • Only accessible to ASMSU staff — they must place the orders. 

Approved Vendors: 

  • Apple 
  • Staples 
  • SHI 
  • Dell 
  • B&H Photo 
  • CDW-G 
  • Fastenal 
  • Grainger 
  • Henry Shein 
  • MSC Industrial Supply Company 
  • Hillyard Inc 
  • VWR  
  • Fisher Scientific 
  • Lowe’s 
  • ODP Business Solutions 
  • Amazon
  • Millipore Sigma 
  • McMaster-Carr 
  • 4Imprint 
  • Life Technologies 
  • Uline 

 

If your vendor isn’t on SmartBuy: 

  • Do not pay out of pocket or use unapproved websites. 

  • Funding Board will not accept funding application requests for programs/events/activites that have already occured.
  • Plan ahead if you want to order any items that are personalized. For example, if you choose to order shirts from Custom Ink, it could take up to 5 weeks to complete your order.
  • It is highly recommended your club plans well in advance and have time to send your application to ASMSU for review before final submission.  You can email your application (using the Save and Resume later option) to clubs@montana.edu. 
  • Be thorough and have others look over your document. The Funding Board wants quality applications and an incomplete application will hinder your chances of receiving funding.

This is not an exhaustive list.

  • Purchase of alcohol, tabacco, or marijuana.
  • Philanthropic donations, chartiable contributions or gifts of any kind.
  • State and Federal income taxes.
  • Any item or activity deemed excessive, not justified, and/or in conflict with the mission of the club.
  • Social functions that are not related to a program or educational event.
  • Payment to members of the organization for any purpose.
  • Items purchased before funding is approved.
  • Academic scholarships.
  • Bank account fees (inital deposits, overdraft, monthly fees, etc.).
  • Monetary investment funds.
  • Firearms and ammunition. NOTE: This excludes targets and firearm accessories.
  • Damage fees and cancellation fees under the control of the club.
  • NO Gift cards.

Club leadership needs to work with Club Funding Assistants to make purchases.

If your answer is yes to the following, then you qualify:

  • Current registered student organization

Yes! If you are ordering catering and using MSU money, you MUST work with a club Funding Assistant to place the order.

Every fee-paying student pays $11.13/semester as part of their student fees. 

All funding applications are on CatsConnect. Clubs can apply for funding through their organization's page on CatsConnect. They will have to click on the Manage tab on the club page, click on the pancake icon on the top left (three stacked lines), scroll down and click on "Finance", click the "Create New Request" dropdown menu on the top right, and click "Create Budget Request". 

Rolling funding will have a weekly deadline throughout the academic year.  If you miss the weekly deadline for Rolling Funding, get your application in by the next week.  Reminder you must get your application in AT LEAST 2 weeks before your funding need. 

You will need to meet with an ASMSU Funding Assistant to learn how to spend your money.  Contact clubs@montana.edu. 

You have until April 30th to spend any money that was allocated. Money does not roll over.

To view your organization’s account:

  • Log into CatsConnect and select the waffle (grid) icon in the top right corner and click "Manage".
  • Then, under "My Memberships", select your organization.
  • On the left side, click the pancake menu (three stacked lines), and then select "Finance" under Organization Tools. (this menu is also your main control center for all club operations!)
  • Then, you’ll see three tabs on the left side of the page, Budget, Purchase, and Funding. By selecting,
    • The Budget tab, you will see all of your Budget Requests and the stage they are in.
    • The Purchase tab, you will see all of your Purchase Requests and the stage they are in.
    • The Funding tab, you will see all of your Funding applications.  
  • You will also see two tabs on the right, Accounts and Create New Request. The Create New Request tab is a dropdown menu for Create Budget Request and Create Purchase Request. By selecting,
    • The Accounts tab, you’ll see your funding balance! Please note, if you had submitted receipts within 48-hours, your account balance may not reflect those receipts.
    • The Create Budget Request tab, you will be able to apply for either Rolling or Matching Funding. This is where the Mass Funding application will appear every Spring. 
    • The Create Purchase Request tab, you will be able to fill out the Purchase Request form for reimbursement or invoices only.

Plan ahead!  Your group is responsible for any expenses incurred over your allocated amount.

Notify us if you don’t plan on spending all and we can re-allocate to another club. The allocated money will not roll over from year to year.

Club leadership needs to work with a Club Funding Assistant to make purchases.

No. There will be no reimbursements for personal spending- all spending must go through ASMSU.

If a club has secured a sponsorship from a generous campus entity, the campus department can pay that sponsorship in the following ways:

 

1. The campus department can pay the invoice on the club's behalf.

    • Please work with ASMSU if the invoice amount is over the sponsorship amount. If the club has
      adequate fundingthrough ASMSU, we will pay the difference.

 

OR

 

2. The campus department can transfer the sponsorship money to an ASMSU index PLUS the 6% mandatory transfer fee.

    • Please work with ASMSU to obtain the index.

 

 

As part of the sponsorship agreement, campus entities will be responsible for processing the sponsorship payment, including filling out a Campus Hospitality Form (HAF), if needed.

 

 

A Tax ID Number or EIN (Employer ID Number) is like a social security number for your organization. Student organizations are often in situations that require a Federal Tax ID Number (opening an organizational bank account, conducting fundraisers, receiving reimbursement if allocated money through the student organization fee, etc.). Registered student organizations are not permitted to use the MSU's tax identification number; therefore, they are required to obtain their own EIN. The purpose of the EIN is so the IRS will not make any organization members personally responsible for taxes on revenue that the organization has earned.

Tax Exemption

Student organization registration with the Office of Student Engagement does not imply tax exemption. Only College departments and offices may use MSU’s tax ID number.

Apply for an EIN Online

The following steps were written to assist a registered student organization with applying for an EIN online. If you have any technical issues or have questions regarding the form, please refer to the IRS’ help and support services. 

  1. Go to the IRS’ Apply for an Employer Identification Number (EIN) online website.
  2. Click the APPLY for an EIN Online link.
  3. Click the Apply Online Now button.
  4. Once you have read the instructions on the page, click the Begin Application button.
  5. Select the View Additional Types, Including Tax-Exempt and Governmental Organizations option for the “What type of legal structure is applying for an EIN?” question and then click the Continue button.
  6. IMPORTANT: Any of the following options may describe your type of organization: 1) Political Organization; 2) Church-Controlled Organization; 3) Community or Volunteer Group; 4) Social or Savings Club; or 5) Sports Teams (community). Once your selection is made, click on the Continue button.
  7. Confirm the type. Click Continue.
  8. Select “Banking Purposes”.
  9. Select Individual.
  10. Fill out your information or advisor/another officer information. Enter your first name, last name, and SSN/ITIN.
  11. Preferably, enter your on-campus address. This may be your advisor’s or your SUB mailbox. You may also use the Office of Student Engagement Address: 222 Strand Union Building or 751 W. Grant St., Bozeman, MT 59717
  12. Next page is verifying address.
  13. Enter your information. DO NOT put MSU or Montana State in front of your club name. For example, DO NOT say MSU Social club. Instead use, Social Club or Social Club of MSU.
  14. Enter the requested information about your organization and click the Continue button when you are done. Repeat this step for the next screen requesting additional organizational information.
  15. Select the Other option for the question “What does your business or organization do?” and click the Continue button.
  16. Select the Organization option for the question regarding your business activity and click the Continue button.
  17. From the list of organizational activities select the activity that best describes what your organization does (most organizations will select the Social or Civic option) and click the Continue button.
  18. If you are unsure, Social or Civic is a good option.
  19. IMPORTANT: Select Receive Letter Online. DO NOT choose receive by mail.
  20. Once you receive the information, retain it in your student organization files for current and future leadership. 
  21. Hit Continue until confirmation that you have finished and completed the form.

 

Opening a RSO bank account is optional. However, a RSO may want one to hold fundraised money, or membership dues.

What is required to open an account for a Student Organization:

MSU Office of Student Engagement recognition letter

Tax Identification Number/Entity Identification Number (EIN) obtained from the IRS

Two organization representatives must be signers, one of whom MUST be an advisor

Minutes from a recent meeting stating who the current officers are, that a bank account at First Interstate will be opened, and who the authorized signers on the account will be

All signers’ information is required before the account can be opened

Name, date of birth, social security number, physical address, and two forms of identification

Initial deposit of $100.00 

 

 

RSOs are not allowed to use personal bank accounts for RSO funds. If your club has an external bank account, it must be managed responsibly.

Club Travel Basics for Students

1. Trip Planning

  • Travel must be approved by the club advisor and Student Engagement and follow university policies.

    • Submit a Master Travel for EVERY TIME you travel off campus. 
      • Yes, that means even if you are going to Hyalite we need a travel form.

  • A Trip Coordinator needs to be designated for trips with 4+ students—they handle planning, communication, and safety. You will identify them on the Travel Form.

 

2. Required Forms

  • Master Travel Form: Required for any travel. Must be filled out 10 days in advance. If you are within the 10-day period of travel, you may be refused funding, have your organization frozen, and/or face disciplinary action per MSU Policy.

  • Overnight Travel form: For any overnight stay. Lists hotels and contact info for safety tracking. Must be filled out 10 days in advance.

  • Participant Travel form: Each traveling member will need to fill out a participant travel form for each trip.

  • International Travel Registration: If traveling outside the U.S., register with the Office of International Programs at least 60 days in advance.

3. Safety and Risk

  • Stay informed: Know emergency contacts, lodging, and travel routes.

  • Follow travel advisories: Avoid high-risk areas unless approved by university authorities.

  • Health insurance: Make sure you have coverage, especially for international trips.

4. Transportation

  • Only authorized drivers can drive university vehicles.

  • Seatbelts are mandatory.

  • Do not allow non-MSU participants to drive university vehicles unless specifically approved (e.g., official club coaches).

5. Funding and Expenses

  • ASMSU can rent you a car through Enterprise.

  • You can reserve a gas card through the "Gas Card Request Form"

 

6. Behavior and Conduct

  • You represent MSU—act professionally and respectfully at all times.

  • Follow university rules and local laws while traveling.

 

7. Communication

  • Stay in contact with your Trip Coordinator or club advisor.

  • Provide itineraries and emergency contacts to the Trip Coordinator before leaving.

 

8. After Travel

  • Share feedback with your club advisor for future trips.

 

Remember: 

  • Travel must be approved before any bookings. 
  • Submit a Master Travel Authorization Form via CatsConnect for any travel.
  • Each traveling member will need to fill out a participant travel form each time they travel.
  • Work with staff to book: 
    • Flights 
    • Hotels  
    • Vehicles 

 

Club Sports: Work with campus Recreation to complete special travel requirements.

 

 

 

Click here for the ASMSU Funding Policies & Procedures for Registered Student Organizations