ASUM INDEX ACCOUNTS

Recognized student groups that don't already have an account with ASUM may be assigned one at any time. We call these your ASUM Index, though you may have heard them called "MST Account" because they begin with the letters MST and are followed by three numbers. Your ASUM Index provide the means for your group to request money from your group's ASUM account to purchase items and pay for services.

The ASUM Office Manager is available to help groups conduct their business and understand their financial statements but it is up to the groups themselves to monitor and keep track of all their own deposits and payment activities and the balance of their account. ASUM assumes no financial responsibility for groups that incur debt.

All monies collected for a group must be deposited into their ASUM account prior to dispersal.

A group cannot make arrangements to spend money it doesn't already have in its account. If a group is anticipating funding for an event from other sources, the ASUM Office Manager must be informed in advance. If such arrangements are not made, and funds are lacking, the Office Manager reserves the right to withhold approval for an event/purchase/payment/travel arrangement to go forward.

Note from your friendly neighborhood Office Manager: I might not always be able or available to assist you with a last-minute crisis due to lack of planning. Plan ahead and keep me informed. When in doubt, seek me out!

Financial Transactions

Deposits

All Student Groups must deposit all cash or checks with ASUM. If a group does not have an ASUM Index established, please meet with the ASUM Office Manager to get one started. For Deposits, the member will be asked to complete a deposit form and will be issued a receipt.

Reimbursements

Once there are sufficient funds in an account there are four ways members can access their group's funds:

1. Petty Cash Reimbursement: When an authorized group member (Club President, Treasurer, or their designee) covers expenses on behalf of a group up to $100.00, they may bring an itemized receipt to the ASUM Office Manager to be reimbursed with cash from your student group account.
   1. Petty Cash Reimbursements must be requested within 30 days of the purchase.
   2. Petty Cash Reimbursements for food require additional documentation (i.e. list of attendees with 790's). This is required for all food reimbursements.
   3. Petty Cash Reimbursements are not available for travel or contract expenses (see subsequent sections)
   4. NOTE: Credit Card receipts that show a total but do not show details of what was purchased do not qualify - pay special attention when dealing with pizza delivery. 
2. Check Payment Requests: The Office Manager will submit check payment requests for members needing to be reimbursed for more than $100.00 or to a member who has receipts more than 30 days old. To process check reimbursements for out-of-pocket expenses, you'll need to provide the Office Manager with the name, student ID number, phone number, email address, and current mailing address for the person to be reimbursed.
   1. Reimbursement Checks can take up to three (3) weeks to be fully processed.
   2. The state issues and mails checks on Thursdays only.
   3. Reimbursement checks must be cashed within 180 days of issue.
   4. NOTE: Student groups waive the right for reimbursement for expenses older than 90 days.
3. Procard Purchases: The Office Manager has a University-issued credit card (ProCard) that can be utilized for making online purchases/payments or for paying business invoices. Use of the credit card is also the best way to pay for some travel expenses (see Travel Requirements). to make a purchase with the ProCard, please arrange a time to complete the purchase with the ASUM Office Manager.
4. On-campus Payments: Groups can use their Index/MST Account to pay for products and services on campus, such as at Paw Print and MTCES. These departments charge the Index / MST account directly.
   1. Please communicate in advance with the ASUM Office Manager if you intend for your index code to be charged.
   2. Student Groups are responsible for spending charged to their accounts.
   3. Overdrawn accounts will result in locking of student group accounts.
   4. NOTE:  Departmental spending for events in conjunction with a student group MUST BE PRE-APPROVED. Charges that have not been pre-approved and/or initiated by the student group leaders will be denied.

Paying for Contract Services

Payment requests for persons, whether students, UM faculty or staff, coaches, independent contractors, guest speakers, referees, contest judges, etc. require additional paperwork and extra time to process. All student groups planning to host an event that includes a contracted service MUST meet with the ASUM Office Manager PRIOR to the event. 

The University has specific guidelines and procedures for making payments to individuals who are hired by a student group to provide a service. Depending on the situation, an individual may need to be hired by The University as a student employee or temporary classified staff. The ASUM Office Manager must receive the necessary documentation THREE (3) WEEKS in advance of the service being performed or payment cannot be guaranteed.

Here are examples of situations when student groups might make payments to individuals. An example of the corresponding required paperwork is also included:

• Independent Contractors are individuals who are not students or employees of the University that have some form of expertise and provide their services for a limited period of time, such as a DJ, referee, graphic designer, guest speaker, or contest judge. Two forms must be submitted to the ASUM Office Manager advance: the Statement of Work form completed by the group and the invoice provided by the Independent Contractor. These documents must be submitted at least three weeks before the independent contractor performs services for the student group.
• Students who are to be paid for providing a service must be hired by The University and are paid through ASUM's student payroll. Contact the ASUM Office Manager about the required paperwork.
• Faculty or staff also must be paid as employees of The University. Contact the ASUM Office Manager about the required paperwork.
• Individuals with no UM affiliation who are not hired for any particular skill or expertise, such as security personnel for an event, must be hired by The University and paid through ASUM's payroll roster as temporary employees. Contact the ASUM Office Manager about the required paperwork.

Alcohol Purchase Policy

ASUM Indexes may not be used for the purchase of alcohol: this includes ASUM Allocations & Student Generated Funds. Groups must adhere to UM Drug and Alcohol Policies and the Student Conduct Code when sponsoring activities and events. Violation of these policies may result in loss of group recognition or more severe sanctions imposed by either or both ASUM and The University of Montana. For more information, please view our Alcohol & Drug Policies page.

Off-campus Checking Accounts

Groups are not allowed to have outside checking, savings, Venmo, or PayPal accounts. This policy ensures year to year financial accountability, responsibility and transparency. It is in place to protect individual student group members, ASUM, and groups themselves. All groups are required to disclose if they have said accounts currently open.

Financial Statements

There are two financial statements detailing a group's ASUM financial activity that can be emailed: 

To request emails with a group's financial statements contact the ASUM Office Manager.