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 The Department of Student Life allocates $400 for each Certified Student Organization per academic year.  Effective January 2013 new Certified Student.

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Presentation on theme: " The Department of Student Life allocates $400 for each Certified Student Organization per academic year.  Effective January 2013 new Certified Student."— Presentation transcript:

1  The Department of Student Life allocates $400 for each Certified Student Organization per academic year.  Effective January 2013 new Certified Student Organization (CSO) will be required for funding and to reserve space.

2  Funds are managed and dispersed through the Business Manager for the Department of Student Life.  Funds do not roll over or lapse.  Funding usually ends in May, date TBD

3  There are two ways: ◦ Petty cash advances ◦ Reimbursements  Through Owl’s Finance Tab!  The President, Vice President and Treasurer have access to fill out the “Purchase Request Form”  The “Purchase Request Form” replaces the paper “Petty Cash/Reimbursement Form

4  Use this form whenever you are spending your “Club Funds”  Purchase Request Tutorial ◦

5  Subject- Should be the Title of the request (Ex: General Meeting Food, DJ Service)  Requested Amount- The estimated cost of item(s) and will determine the amount of cash needed for a cash advance  Description- Field must include a brief but detailed description of item(s) to be purchased.  Payee Information- These fields are optional. You can skip if necessary.  Flyer Upload- A Flyer, Announcement, Room Reservation, etc. must be uploaded to your request.  The form will route to the advisor. It will not come to the Business Manager for processing until the advisor reviews and approves the request.  Deliver to Student Life: You will need to turn in to Student Life the original itemized receipt with no tax paid. Also, if food is purchased a sign in sheet is required.

6  Must be cleared within 5 business days after the event.  Need “original” receipts taped down on paper.  Receipts must be itemized.  No tax, KSU is tax exempt.

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9  Requires completion of the Purchase Request Form.  Complete form same as for Cash Advances.  Exceeds $50.00 may need to process a check depending on the amount of petty cash on hand.  Itemized original receipts, no tax.

10 Permitted purchases include:  Expenses related to travel for conferences and competitions.  Educational programs.  Office supplies and materials.  Refreshments/snacks for meetings.

11 Prohibited purchases include;  Alcohol and tobacco products.  Philanthropic donations.  Charitable contributions of any type.  Gifts or flowers of any type.  Events not related to a program or educational event.

12  KSU has University approved vendors that must be used when purchasing promotional type items.  Any exceptions will require approval from Business Services. Exceptions are rare.  Approved vendors are tax exempt and use direct billing which makes things very easy.

13  Any printing for promotional items will require a review and approval by KSU Design Approval team.   KSU approved vendor are familiar with this process.

14 1 st Coast Printing Website: Primary contact: Robin Ray Phone: Fax: Secondary Contact: Susan Batson Phone: Halo Branded Solutions (Lee Wayne Corporation) Website: Primary Contact: Dianne Helliwell Phone: Fax: Secondary Contact: Jodi Stelling Promo Entertainment Group Website: Primary Contact: Melanie McGovern Phone: Fax: Secondary Contact: Ralston Wells The Target Group Website: Primary Contact: Susan Broccolo Phone: Fax: Secondary Contact: Angela Montgomery

15  KSU has a list of approved caterers that must be used when a banquet or food event is being catered.  Catering means that the food is cooked and prepared, delivered, served and cleaned up by the service providers.  If you want to pick up food (Costco) and bring back to the campus and serve it yourself you may go wherever you like.

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17  Remember all food functions require a sign in sheet.  Per diem rates apply even with catering $7.00, $9.00 and $20.00, to be all inclusive, linens, tip etc.  KSU approved caterers use tax exempt forms and direct bill, makes it easy.

18  The University System of Georgia has a contract for general office supplies with OfficeMax.  For paper and toner cartridges the contract is with Staples (applies to line item groups only)  Mostly for larger quantities and orders.

19 Currently, print is exempt from bidding until December  Utilize KSU print shop first, if possible (KSU Print Shop currently Under Construction)  Can be reimbursed from KSU TRAC.  Larger print jobs would require 3 competitive bids and provide documentation.  Go with low bid that meets required specifications.

20  Monday through Thursday 10:00 am until 4:00 pm. Lunch generally  Travel assistance will be managed by appointment only. Call Student Life or  Friday closed to walk-in traffic unless previous arrangements have been made.


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