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Accountability Matrix

Action 1st Occurrence 2nd Occurrence 3rd Occurrence
Overspent more than 10% of approved amount on EAF Written warning sent to Club or student organization member and advisor Club or student organization member will lose priviledge of using Visa card for semester Club or student organization will lose priviledge of using Visa card for semester
Transaction included tax Club or student organization member will be contacted and have 2 business days to resolve.  One two-day extension can be granted.  If not resolved, Club or student organization will be placed on hold. Club or student organization member will lose priviledge of using Visa card for semester Club or student organization will be put on hold until E-board repeats finance certification
Itemized receipt not provided when the Visa card was returned Club or student organization member will be contacted and have 2 business days to submit. One two-day extension can be granted.  If not submitted, Club or student organization will be placed on hold. Club or student organization member will lose priviledge of using Visa card for semester Club or student organization will be put on hold until E-board repeats finance certification
Visa card not returned by 11:00am the following business day Club or student organization member will be contacted and must return card immediately.  A 24-hour extension can be granted.  If not returned, Club or student organization will be placed on hold. Club or student organization member will lose priviledge of using Visa card for semester Club or student organization will lose priviledge of using Visa card for semester
Petty cash not returned within 2 business days from the event Club or student organization member will be contacted and must return cash immediately. A 24-hour extension can be granted.  If not returned, Club or student organization will be placed on hold. Club or student organization will lose privilege of using petty cash  
Event fundraising not deposited within 2 business days from the event  Club or student organization member will be contacted and must deposit cash immediately.  One two-day extension can be granted.  If not deposited, Club or student organization will be placed on hold. Club or student organization will be put on hold until E-board repeats finance certification Suspension or termination of Club or student organization 
Visa card lost/stolen Club or student organization member will lose priviledge of using Visa card for semester.  Member must repeat finance certification before the next semester. Club or student organization will lose priviledge of using Visa card for semester.  Club or student organization will be put on hold until E-board repeats finance certification Suspension or termination of Club or student organization 
Gift given form not submitted Club or student organization member will be contacted and have 2 business days to submit.  One two-day extension can be granted.  If not submitted, Club or student organization will be placed on hold. Club or student organization will be put on hold until E-board repeats finance certification Student Conduct case will be initiated by Campus Life
Club or student organization does not respond to Campus Life communication (email/mail/phone or other means) within 2 days Club or student organization will be placed on hold until Club or student organization contacts Campus Life to resolve.   Club or student organization will be contacted again and advised that Student Conduct case will be initiated by Campus Life if no response is received Student Conduct case will be initiated by Campus Life
Receipt not provided when the Visa card was returned Club or student organization member will be contacted and given 2 business days to submit the receipt.  If not submitted, Club or student organization will be placed on hold. Club or student organization will be put on hold until E-board repeats finance certification Student Conduct case will be initiated by Campus Life
External cash box or bank account in use by Club or student organization Club or student organization will be placed on hold for semester, or suspended. E-board must repeat finance certification. Student Conduct case will be initiated by Campus Life Suspension or termination of Club or student organization. E-board must repeat finance certification. Student Conduct case will be initiated by Campus Life Termination of Club or student organization
Tiger Bucks reader not returned by 11:00am the following business day Club or student organization member will be contacted and must return reader immediately.  If not returned in 2 business days, Club or student organization will be put on hold.  If Club or student organization does not respond, they will be charged the replacement cost for a new Tiger Bucks Reader. Club or student organization will be put on hold until E-board repeats finance certification Club or student organization will lose priviledge of using Tiger Bucks Reader
Cash box not returned within 2 business days from event Club or student organization member will be contacted and must return box immediately.  If not returned in 2 business days, Club or student organization will be put on hold.  If Club or student organization does not respond, they will be charged the replacement cost for a new cash box. Club or student organization will be put on hold until E-board repeats finance certification Club or student organization will lose priviledge of using cash box
Club or student organization not taking action to remedy reason for being on hold Club or student organization will remain on hold until Club or student organization initiates action to resolve.  If hold is not resolved prior to end of spring semester, Club or student organization will not be eligible for budget allocation for following school year Suspension or termination of Club or student organization  Termination of Club or student organization
Misuse/unauthorized use of funds Club or student organization on hold for semester, or suspended.  E-board must repeat finance certification.  Student Conduct case will be initiated by Campus Life Suspension or termination of Club or student organization. E-board must repeat finance certification. Student Conduct case will be initiated by Campus Life Termination of Club or student organization

Receipts for hotels paid for with a RIT Visa card must be submitted to your financial contact within 2 days from the date of return to RIT

Club or student organization member will be contacted and given 2 business days to submit the receipt.  If not submitted, club or student organization will be placed on hold Club or student organization will be put on hold until E-board repeats finance certification Club or student organization member will lose privilege of using Visa card for semester
For any situation not specified above, Campus Life will respond accordingly.       
For all of the above situations, Campus Life reserves the right to initiate a case with Student Conduct - Refusal to Comply - Code #9 - Refusal to comply with the legitimate and reasonable request of any university representatives in the performance of their official duties.