Guidelines for funded-organization, expenditure processes.
The following are guidelines for accessing your SSA allocated funds for expenses approved in Fall 2003 budget process. Make sure you follow the guidelines for allowed expenses. Plan ahead; allow a minimum of two weeks for processing.
- Purchasing Request Form (PRF)– online or from SOC desk.
- Complete legibly including signatures.
- Attach copies of catalog or web pricing pages.
- Non-food supplies for events require event flyer
Dues – require PRF and invoice or email with payment information
- Entry fees – require PRF, invoice or flyer – see travel section for additional requirements
- Food
- Must use Dining Services in MSC
- All events with food must be open and promoted to all students
- Attach DS confirmation to purchasing request form with event flyer
- Non-MSC events require reimbursement of food costs.
- Need original receipts
- Reimburse original purchaser only
- Reimbursements
- Non-MSC events require reimbursement of food costs.
- Need original receipts and event flyer
- Reimburse original purchaser only
- Non-food expenses
- Need flyer of event or reason for expense
- Original receipts only.
- Travel – some travel costs can be prepaid by the university. These require additional time to process. Prior to any travel arrangements, check with Accounts Manager.
- All travel related expenses require signed travel authorizations with list of attendees. All reimbursements require original receipts in name of payee.
- Fleet vehicles – ( driver authorized only)
- Reimbursement of mileage ( driver authorized only)
- Hotel expenses – lodging and out-of-state tax only
- Airfare – must use cheapest reasonable flight; get several quotes
- Conference registrations
- Tournament entry fees
- Duplicating
- Fifty free copies each month at I&L desk
- Service center – Duplicating center ???