About Dartmouth Accounts

Your organization's financial account is managed by the Collis Center for Student Involvement office. 

Accounting at Dartmouth

Cathy Follensbee and Diane Nadeau are the two accounting specialists in Student Involvement who will help you manage your account and the various payments you will need to make for your programs and events.

Your account is not an actual individual bank account. It is a small segment of the overall Dartmouth College "General Ledger." This means that funds in your account are actually funds in Dartmouth College's account, and your organization's money actually belongs to Dartmouth College.

The General Ledger is broken down into a "Chart of Accounts." Your organization has a unique GL Chart String within this overall chart of accounts so we can keep track of income and expenses specific to your organization.

All of your financial transactions must be processed through the College accounting system, so you will work with us in the Collis Center for Student Involvement to access your funds and arrange your payments.

We manage the financial accounts of the following student organizations within the Collis Center for Student Involvement area:

  • Class Councils
  • COCO (Council on Class Officers)
  • CGB (Collis Governing Board)
  • COSO (Council on Student Organizations)
  • COSO Organizations (all organizations recognized/funded by COSO)
  • Collis After Dark
  • Programming Board
  • SPEC (Special Programs and Events Committee)
  • Student Assembly
  • UFC (Undergraduate Finance Committee)

Receiving Funds

Most COSO organizations receive the bulk of their funding from COSO, by submitting applications for funds for specific events. COSO also provides "discretionary funds" each term for organizations that attend the once-per-term COSO Big Policy Meeting. There is also an additional $100 "discretionary funds" allocation available each fall term (this is annual recruitment funding). If your organization is self-supporting, your funding will come from payments for the services your organization provides. For example, A Capella performing groups receive payments for performances and CD sales.

If your organization is a class council, your funding will come from the Class Dues Fee your class members pay their freshman year. You will also receive a Student Activities Fee allocation from the Undergraduate Finance Committee, and you might raise more money from fundraising activities.

Collis Governing Board, COSO, Council on Class Officers, SPEC, and Student Assembly receive an annual budget from the UFC (Undergraduate Finance Committee).

Making Deposits

Bring cash and/or checks designated for your organization to 301 Collis preferably on the same business day as receipt, but no later than 2 business days after receipt. Attach the Deposit Cash or Checks form.

Account Balances

Each week, your organization’s email account will receive a weekly budget report that summarizes activity, income, expenses, and balance in your account. The report will only show transactions that have cleared through the financial system and actually posted to the account. There might be transactions that are pending or in process that are not included in the report.

To help you identify your weekly report email, please look for the following criteria:

FROM:  iBot Agent 11g [email protected]

SUBJECT:  Current Budget for Student Activity - - - - - - (your six-digit activity number).

Your report will be enclosed as a PDF. 

Learn how to read your report.

Contact us if you have questions.

Summer Term Account Reports

Don’t be alarmed if your organization’s ibot weekly report says “no results” or if it shows payments going OUT before allocations or carry-forwards come IN.

During summer term, we are in transition between the old fiscal year, which ends June 30, and the new fiscal year, which begins July 1. It takes most of the summer to complete this transition, and your statements should be up-to-date again by mid-August.

Authorizing Treasurers

The treasurer authorization form is required to be completed by the Treasurer at the beginning of each term. It authorizes the Treasurer to access funds in their organization's account. The Treasurer must be on campus for the duration of the term indicated on this form.