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Student Organization Resources

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Start a New Group/Organization 

Undergraduate

To learn more about becoming a Registered Student Organization, visit the Student Affairs website.

Graduate

To learn more about becoming a TGS-Affiliated Organization, visit the TGS website. 

*If your group's goal is to serve solely the Computer Science community, email Bella Barrios.*

Corporate Fundraising 

Registered student organizations that have budget needs not met by existing funds and would like to seek support from companies outside of the University are encouraged to seek non-philanthropic gifts. 

This will require putting together a sponsorship package to be approved by Corporate Engagement, developing your outreach strategy, and then conducting outreach. Please utilize the Corporate Engagement website for additional resources.   

Funding Support from CS

Application

Click here to access the CS Student Group Funding Request Form. 
Funds are not guaranteed, please wait to receive a follow up email from Bella Barrios. 

*Applications FY 2026-2027 are closed.*

Eligibility

Your Student Group or Organization must serve a significant amount of Computer Science students. Groups that have been active for over one academic year can request up to $5,000 per year. New groups that have been active for under one academic year can request up to $1,000.  

Timeline

  • Early May - Application for the upcoming academic year opens
  • Early June - Application for the upcoming academic year closes
  • Late September - Fall quarter approval of funds email sent
  • Early January - Winter quarter approval of funds email sent
  • Late March - Spring quarter approval of funds email sent 
  • Late June - Summer quarter approval of funds email sent 

TERMS

The treasurer/finance officer of groups that are provided funds by CS are required to meet with Bella Barrios once per quarter to review spending. Please set this meeting up through email.

The rollover of unspent funds from quarter to quarter is not permitted as it is expected that all allotted funds are spent by the end of each quarter. 

Event Planning

Advertising

Contact Bella Barrios to advertise on:

  • Mass email to listserv(s)
  • Stall Street Journal (Mudd 3rd floor restroom stalls)
  • Social media (Instagram/Facebook)
  • Physical Bulletin Board in Mudd and Tech (or you can print your own ad and post it yourself)
  • Digital display monitors in Mudd and Tech - Review the Guidelines and Template for Monitor Displays

Contact Wynante Charles to advertise on:

  • Weekly Bulletin Email 

Catering & Foodstuffs

Each student group and organization is responsible for ensuring the end-to-end process of ordering catering and foodstuffs is completed. 

Food for events/meetings should be no more than $30 per person including tax, tip and delivery fee. You can review the specific maximum per person spending limit for meals and events here. 

See all NU Preferred Vendors.

If you need help at any point in this process contact Bella Barrios. 

Finding a Space

To reserve a room on the 3rd floor of the Mudd Building, email cs-room-requests@northwestern.edu. 

Utilize 25Live and/or Mazevo to review availability and reserve a room on campus.

If you would like extra assistance finding a space, email Bella Barrios.

Procurement & Purchasing

Using your Funds

Event/meeting catering, foodstuff, or supplies can be purchased using a CS NU credit card or check. To do this, please submit the CS Purchase Request form, and Bella Barrios will contact you within 1-3 business days about your request. Be sure to submit the form at least 2-7 business days prior to when you need it (taking processing and shipping times into consideration). 

Student groups that want to use funds housed within a SOFO account (including ASG funds) cannot pay using a CS NU Credit Card. Contact SOFO directly to obtain a debit card for your account. 

Event/meeting supplies should be purchased directly through iBuyNU with a CS managed chartstring whenever possible. The Computer Science department cannot use chartstrings with a dept ID other than 4739000 for iBuyNU requests. Please assign all iBuyNU carts to Julia Blend and email her the event invitation/flyer or meeting agenda as a PDF. Supplies should be purchased at least 7 business days before the event date. Detailed instructions for using iBuyNU are here.

Contracts

Northwestern University policy requires all contracts be submitted for signature. 

For Registered Student Organizations, please submit to the Office of Campus Life. You can find more information here. 

For non-registered groups, please submit to Bella Barrios. 

Contracts should be submitted no less than 14 business days before a scheduled event or service for review and signature. At least 30 business days notice is required for any contracts related to events or services involving alcohol or payments in excess of $25,000.

The University WILL NOT sign contracts retroactively. This means that if you do not properly go through the contract process, giving enough time to get the contract signed before your event or service, the provider of goods or services cannot and will not be paid. No exceptions. 

Unallowable Expenses

  • Alcohol
  • Cash prizes
  • Catering and meal expenses that exceed McCormick’s entertainment policy ‘per person’ dollar amount thresholds
  • Gifts, such as ‘going away’ presents, flowers, tokens of appreciation
  • Taxes not associated with restaurant hosted meals (in person at location)

Student Group Tax Exempt Letter

When making a purchase for your student organization, be sure you request the tax be removed. To do this you may use the Tax Exempt One-Time Use Letter for student groups. You can request the letter from Bella Barrios. 

Expense Reimbursements

To request a reimbursement for out-of-pocket expenses related to your group's operations you can submit the CS Reimbursement Request Form. 

Reimbursement requests should be submitted within 30 days of purchase or, in the case of travel expenses, 30 days after you return from the trip.

To ensure your reimbursement is processed as quickly as possible, please review the instructions below and provide all required documents at the time of your reimbursement request submission. Reimbursements cannot be processed until all documents have been received. 

All required documents should be consolidated into one PDF for each request. Documents required for reimbursement include:

  • Computer Science Reimbursement Worksheet - Download the worksheet to your device, read the instructions fully and attach as the cover sheet to your pdf upload. 
  • Business Purpose of the Expense - What was the event for, what research/topics were discussed, and how did it benefit the attending individuals?
  • Event Invitation - Include flyer, email or screenshot of announcement of the event or meeting.
  • Itemized Receipts - Purchased items must be listed separately on the receipt. Meal receipts should also show food items that are purchased separately on the receipt. Food for events/meetings should be no more than $30 per person including tax, tip and delivery fee.
  • Proof of Payment - required on all receipts, such as “Paid via Master Card xxxxxxxxxxxx-1234” or “Paid via PayPal”. If you cannot obtain a receipt with the proof of payment info, you need to send a copy of your credit card statement highlighting the charge (account number except last four digits and unrelated purchases should be redacted).
  • Approval - A screenshot of an e-mail or message from the owner of the chartstring you are using stating the use of funds is approved along with what chartstring number to use for the expenses. Approval is not needed for those using the CS Student Groups chartstring provided by Bella Barrios at the start of each quarter.
  • Ground Transportation, if applicable - Proof of payment, departure/ arrival addresses, and business purpose of ride, such as “home to restaurant” or “luncheon to home” required on each receipt.
  • Personal Automobile Mileage, if applicable - Screenshot of google map, including the details of your route. Indicate on the document if it was one way or round trip. Mileage includes cost of gas.
  • List of Attendees or RSVPs - First & last names for the event/meeting attendees. Friends, significant others, and children attending are not reimbursable for NU hosted events and should not be included in the list of attendees.
  • NUQuickPay - This is a program to pay individuals via Zelle/ACH for those students who are not already set up with direct deposit with NU. Eligibility requirements: 1) Individual must have a mailing address within the United States and 2) Individuals must have an account with a U.S.-based bank.
    • To request NUQuickPay provide a statement requesting it (i.e. “I would like to be paid by NUQuickPay”) and email address associated with your Zelle account and/or to receive the bank notification.
      • We will use your contact information for the registration process. Once registered and a payment is processed, you will receive an email notification from JPMorgan Chase bank. If you do not have a Zelle account (or have one that does not match the contact information in our financial system), the notification will state that Northwestern University is sending a payment and you must register with Chase Bank to direct the electronic payment to your bank account. If you fail to access the payment or notification e-mail associated with your Zelle account within 14 days, a paper check will be sent to the address you provided to us.  Please check your junk e-mail & physical mailbox before reaching out to the NU staff member that assisted you with the transaction.
Unallowable expenses for reimbursement: 
  • Alcohol
  • Gift cards or cash prizes
  • Taxes not associated with Restaurant hosted meals (in person at location)
  • Gifts, such as ‘going away’ presents, flowers, tokens of appreciation
  • Catering & meal expenses that exceed McCormick’s entertainment policy ‘per person’ dollar amount thresholds

Please review the event/meeting example of the required supporting documentation prior to submitting a request to ensure accuracy. 

If you have any reimbursement questions, email csreimbursements@northwestern.edu.