STUDENT AFFAIRS

For reimbursement submissions, and to schedule appointments for pickups, email COFO at COFO@northwestern.edu.

To speak with COFO staff, call (312) 503-1365

To ensure COFO records are current and updated transparently, we ask that groups with departing officers communicate with COFO by email according to the following protocol:

1. From their Northwestern University email, the departing officer sends a message to COFO@northwestern.edu:
   1. Indicate current position (e.g., treasurer), name of student group and request to update officers.
   2. Name the incoming officer who will be assuming their responsibilities.
   3. Copy the incoming officers and the group’s current co-officers (e.g., president, treasurer) using their Northwestern email addresses.
   4. The current treasurer must be sure their available balance matches the COFO ledger. To confirm balance, the treasurer should request a copy of their group ledger from COFO.
2. The incoming officer replies all, confirming their acceptance of the position.
3. COFO will reply to all to acknowledge receipt of the request and acceptance. 
4. Incoming officers new to COFO should review the material available in the COFO Treasurer’s Manual and attend a training session when it is scheduled for their school.

COFO training sessions are held on Zoom using the following schedules:

• Feinberg Medical School and The Graduate School, mid-February and early March
• Pritzker Law School, mid-August and early September

COFO has compiled a handbook of policies and procedures. These guidelines are designed to comply with university regulations. COFO users must read document and abide by the policies and procedures contained within the COFO Treasurer's Manual:

• COFO Treasurer's Manual (updated version 8/18/26)
• Student Organization Travel Approval Form
• COFO Policy Regarding Alcohol at Off Campus Events

• New Account Request Form
• President Signature Card
• Treasurer Signature Card

Each president and treasurer must individually complete the signature card for their position. Signature cards must be on file in COFO before officers are authorized to use their COFO account.

Requests for reimbursements and payments must have all appropriate documentation (i.e., invoices, receipts, vouchers) attached to an email. We will respond promptly with any questions or requests for more information. All vouchers must have the payee's complete mailing address, including apartment number, city, state, and zip code, even when the check is being picked up.

COFO cannot reimburse for the following:

• Alcohol, or alcohol-related purchases
• Tobacco
• Illinois sales tax
• Out-of-pocket payments for contracted goods and services
• Personal store credit, airline miles and airline ticket exchange credit
• COFO cannot process reimbursements or payments for faculty or staff, only students

Important Notes About Payments

• If payments to an individual (e.g., honoraria, non-employee compensation including, speaker fees, coaching, refereeing, copy editing, web page design, parking valet, musical performances, and disc jockeying) total or exceed $600 in a given calendar year, the IRS requires a 1099 tax form is issued to the individual. Therefore, student officers must request a W9 for each independent contractor providing a service for their group.
• Find more information about honoraria payments.

COFO hours of operation are Tuesdays and Fridays from 10AM to 4PM.

Checks for deposit must be made payable to Northwestern University with the name of student organization noted in memo section of the check. The check can be mailed or deposited into the COFO drop box at 710 N. Lake Shore Drive, Rm. 728, Chicago, IL 60611.