Club Funding

We're pleased to share, Club Council has streamlined the club funding application process! Check out steps below:

1. Obtain a current EIN (Employer Identification Number) through the IRS website.  If you don't have an EIN or unsure about the status of your club's EIN, please contact Jesse Vinson at vinsonjp@appstate.edu.
2. Once you have the EIN confirmation then you can email Jesse Vinson for a letter of recommendation to take to the bank and open an account.
3. After you have your club's EIN and bank account THEN you can apply for club funding through Engage.
4. Login to Engage, on the homepage in the search bar type "funding", you'll find at the very bottom of the drop window "Fall 2026 Club Funding Application".
5. In the "Fall 2026 Club Funding Application", you'll fill out your contact & club information then review funding policies, your application is then reviewed by Club Council. Reviewal period takes up to 2 weeks, if you are approved, Club Council will send an email asking for the club to submit New Vendor Packet (NVP) Information. The NVP will ask for the information on the EIN document that you recieved from the IRS (i.e. name, EIN, address) so make sure you have that document avaliable when filling out the NVP.
6. After Club Council approves your funding applicaiton, and you've completed and submitted the NVP back to Club Council then your information gets passed to our Business Manager THEN to the Controller's Office to cut and mail a check to Club Hub. *NOTE: this process can take up to a month so apply early and plan accordingly*
7. Once your check arrives in Club Hub, Club Hub will email the President, Vice President, and Treasurer that is listed on the club's roster in Engage; make sure your roster and positions are updated. Whoever picks up the check has to be listed on the club's Engage roster and sign out the check from Club Hub.
8. After the check is signed for and picked up, it is the club's responsibility to manage money appropriately and adhear to policies. 

NOTE: you do not need to return money, checks, budgets, or justification. Enjoy and invest in your club! 

If you have any questions, please contact Club Council at clubcouncil@appstate.edu.

Purpose: Registered student organizations that want to apply for Club Council funding must have an EIN registered with the IRS and an open off-campus bank account. If your organization does not have an EIN then you will need to obtain one - you'll also need one to open a bank account.  Follow the instructions below to complete an application form located on the IRS website.

1. Complete form SS-4 located on the IRS website: https://sa1.www4.irs.gov/modiein/individual/index.jsp
   1. Page 1 Requires Designating Type of Entity
      • Choose Option: “View Additional Types”
2. Select one of the following based on your club type:
   • “Community or Volunteer Group”
   • “Social or Savings Club“
   • "Sports Teams (Community)”
3. Provide a mailing address
   • This needs to be a permanent address. Do not use a student address. We suggest using Club Hub's address, because all club mail and checks are deleivered to Club Hub. Address is:
     Full name of the club (no acronyms or abbreviations, or personal names)
     ASU Box 32200
     Boone, NC 28608
   • Or you may discuss it with the advisor and use their departmental address.
4. Type of Business
   • Select “Other”
     • Select “Organization” and provide a description.
5. Select to have your EIN either delivered electronically or through the mail

*If your EIN submission is denied, that most likely means there is an entity registered under that name so you'll need to try another name*

Note:

• Some banks require an official document from the university stating that the student organization is officially registered and recognized by AppState. If this is the case, contact Jesse Vinson (vinsonjp@appstate.edu) in the Campus Activities Office (828) 262-6252- Plemmons Student Union, room 244,  to receive a letter of university recognition that can be taken to the bank.
• Then you can go to the bank of your choice with your EIN and the letter from Appalachian along with two co-signers and they will allow you to open a bank account for your club.
• Some banks charge for business account maintenance so do some research to find a bank that would best suit your organization. Be sure to ask about monthly fees and minimum balance requirements.
• Don't forget to tranfer the EIN to a current student if the treasuerer/president/VP/ etc leaves. 

**IMPORTANT: TRANSFER THE ORGANIZATION'S EIN DURING OFFICER TRANSITION. COMPLETE FORM 8822-B WITH THE IRS TO TRANSFER THE EIN**

If you don't transfer the EIN to the next officer then you might not be able to apply for funding or access your bank account or funds in said accounts. Again, go to https://www.irs.gov/forms-pubs/about-form-8822-b to access Form 8822B, if you have questions please reach out to Jesse Vinson, vinsonjp@appstate.edu, Associate Director of Campus Activities. 

If you're unsure about the funding applicaiton process, please email Club Council (clubcouncil@appstate.edu) to schedule a 15min meeting to meet with a Club Council Representative. During that meeting they will cover funding policies, required information for the funding application via Engage, and the funding timeline.

1.  Submit Funding Application via Engage.
   • Once your application is submited, the Club Council pulls the information from your application and it's moved forward for approval or denial. Club Council meets weekly so you should hear back within a week of submitting the application! Club Council has the right to postpone their decision, in order to ask addtional questions or gather more information. Again, once they have all of the information they will vote to approve/deny the funding request.
2. If you are approved.
   • Club Council will send an approval email to the club leader that submitted the funding application
     • once you recieve that approval email then you can spend personal funds (for the amount/event approved) and reimburse yourselves when the check arrives in Club Hub. However, if you spend over the approved amount, you will not recieve additional funding from Club Council. We strongly encourage you to hold off on spending money until your check has arrived and you deposit it into your club's bank account. If you have any questions, please contact Jesse Vinson (vinsonjp@appstate.edu),  Associate Director of Campus Activities and Club Council's advisor.
   • If you Funding Application is approved, Club Council will submit your application information to Campus Activities' Business Manager and Controller's Office. This process can take up to 40 business days (longer if there are State Holidays in that timeframe) so please apply for funding ASAP and don't expect a quick turn around for a check to be in your hands. Once the information is with the Controller's Office, Campus Activities staff nor Club Council has access to their timeline, that's why we provide a window of 40 business days.
   • Once the Controller's Office has the information, they will process and cut a check to then mail to Club Hub, Club Council's office.
   • When the check arrives in Club Hub, Club Hub's Involvement Assitant will email the club President, Vice President, and Treasuerer based on the club's roster in Engage. Therefore, it's important that your club's roster is always up to date in Engage, otherwise, you will not recieve your check in a timely manner.
   • Once your club leaders pick up the check then you may begin spending the approved funds.
3. If you are denied.
   • Club Council has the authority to deny any funding application. The Funding Committee will deny the application in Engage and contact the person who submitted the application to notify them of the decision and provide a reason why it was denied. 

Important things to keep in mind:

• Funding request/applciation must be approved by Club Council BEFORE you begin spending funds.
  • You will recieve an email from Club Council if your funding application is approved.
  • You will NOT be reimbursed if you spend money prior to Club Council's approval email.
• Current and active EIN registered with the IRS
  • The funding applicaiton can not be sent to the Business Manager or Controller's Office without an active club EIN.
  • In the funding application, you have to submit a New Vendor Packet and W9 (information can be found in your EIN confirmation document from the IRS.  if the information does not match (down to the letter, capatilization, and space) then it can not be submitted until it's 100% correct or a new EIN is created.
    • Disclaimer: Club Council, Club Hub, Campus Activities, the Business Manager, nor Controller's Office can alter or edit any information on New Vendor Packet and W9 paperwork. Nor can they create an EIN with the IRS on behalf of clubs/organizaitons. These actions must be done by students in the organization.
  • If your organization doesn't have an EIN registered with the IRS,  please contact Jesse Vinson (vinsonjp@appstate.edu), Associate Director of Campus Activities and Club Council's advisor. Jesse will provide steps to obtain an EIN - there's also an option to set up a meeting to talk more in depth.
• Current and active off-campus bank account.
  • The funding applicaiton can not be sent to the Business Manager or Controller's Office without an active off-campus bank account.
    • Disclaimer: Club Council, Club Hub, Campus Activities, the Business Manager, nor Controller's Office can alter or edit any information for a bank account. Nor can they suggest or create a bank account on behalf of the organizaitons. These actions must be done by students in the organization.
  • Check's are made payable to your organization and delievered to Club Hub.  Checks are NOT written to individual students - only organizations.  Therefore, your organization must have an off-campus bank account to deposit the check.
    • Note:  Once the check has been cut from the University, it will be delivered to Club Hub (PSU 219).  It is the Club Representative's responsibility to pick up the check and double check the amount. 

Questions?  Contact Club Council at clubcouncil@appstate.edu