STUDENT ORG DOCUMENTS AND FORMS If you have any questions regarding the material in this slideshow, please contact the Involvement Consultants: Involvement Consultant Desk – SLP 316 IC Desk Hours – Mon-Thurs: 9AM-7PM, Fri: 9AM-5PM Phone – 619-260-4802 or x4802 Email – usdinvolvement@gmail.com

KNOW YOUR DOCS THERE ARE A NUMBER OF DOCUMENTS THAT STUDENT ORGANIZATIONS SHOULD BE AWARE OF AND COMPLETE FOR A SUCCESSFUL EVENT SUCH AS PERFORMANCE CONTRACTS AND LIABILITY WAIVERS. SLIC’s Guide To Performance Agreement W9 ASBC Check Request Credit Card Form  Liability Waiver UC Ticket Box Office Selling Form Card Services Campus Cash Form

SLIC’S GUIDES TO The “SLIC’s Guides To…” is a set of resources created to explain USD’s unique systems and to empower student leaders to plan and put on successful events for their organization. These documents can help educate members on USD’s different policies and processes or serve as a quick refresher for returning members. Topics covered by the guides include: The Creative Zone Food Safety Funding Your Event Green Event Planning Starting a New Student Org Re-registering a Student Org Event Registration (EvR) Marketing Your Event Travel Student Org Budgets Student Giving Navigating Student Involvement Visit the SLIC's Guide To If you have any comments/questions regarding any of the information presented in the guides or ideas for a “SLIC Guide To…”, please: Email the SLIC Involvement Consultants at usdinvolvement@gmail.com, and/or Visit the Involvement Consultants in the SLIC Involvement Consultant Desk: SLP 308 Mon-Thurs: 9AM-7PM, Fri: 9AM-5PM

BRINGING A GUEST TO CAMPUS? If you are thinking about bringing a performer, artist, lecturer, etc. to campus for one of your organization’s events, you will need to complete one or more of the following documents: Performance Contract Agreement between the organization and the performer/speaker/guest Helps build accountability for USD guests and ensures that guests are in alignment with USD’s mission and values Submit to Assistant Director of Student Organizations and Involvement in SLP 307 for approval W-9 Tax Form Needed for payment on the taxable income any vendor/performer will be receiving from your organization Must be turned in at least 10 business days in advance Performance Contract This document is needed for all speakers, guest facilitators, DJs, and other types of performers. The Performance Contract requires basic information about the contracted event and provides some information about USD policy. Organizations are responsible for completing the form and receiving approval from the Assistant Director of Student Organizations and Involvement in SLP 307. Please note, the performer/guest must fill out the left side of Page 4 prior to receiving approval from USD. W-9 Form This form must be turned into the Associated Students office in SLP 308 with the ASBC Check Request for a Performer and Performance Agreement For more information, please email Accounts Payable (ap@sandiego.edu) or visit the Accounts Payable office in Hughes 110. Accounts Payable can either hold the performer’s check for pick up in Hughes 110 or it can be mailed directly to the performer. Performers can also sign up for Direct Deposit .

NEED TO ACCESS FUNDS? Received money from ASBC or want to use funds from your organization’s account? There are a couple of options. Associated Students Card Request Phone/Online purchases do not need to be made out of pocket and reimbursed at a later time If you would like to use one of the professional credit cards, please make an appointment or just walk-in and see Madeline Kreig in SLP 308 ASBC Check Request If you choose to buy your event supplies with your own money, you can be reimbursed (either with a check or direct deposit) with this form Can also be used to request checks for performers The completed ASBC Check Request form can be submitted online and back- up documentation should be turned in to SLP 308 Associated Students Credit Card Request This form will be found in SLP 308 (look for the bright orange form) Madeline Kreig: mkreig@sandiego.edu ASBC Check Request - https://usd.tfaforms.net/218477 For reimbursements under $100, please submit an itemized receipt to SLP 308 For reimbursements over $100, please submit an itemized receipt, proof of payment, a copy of the card used with all but the last 4 digits of the number crossed out and an attendance sheet (if you have purchased food) If there is a professional reimbursement for performances, please submit the performance agreement and the W-9 Tax Form If you would like to receive reimbursements faster, you may want to consider signing up for Direct Deposit. **Note: Direct Deposit reimbursement is only for reimbursements over $100. Please be sure to include your organization name and your name on any receipts/backup documentation submitted!

LIABILITY WAIVERS Liability waivers are used when student organizations partake in any events that include risk or liability. Common student org activities requiring liability waivers include: Any events requiring members driving Any event taking place off-campus Organization retreats Social events Paper forms to be filled out at events can be used and are generally helpful to have Liability waivers can be turned in to SLP 308 Liability Waiver Note: Please make sure that the name of the organization activity is consistent on all of the liability waivers for that event

UC TICKET OFFICE The UC Ticket Office is an easy way to sell tickets to members of the university. If you would like to sell your tickets through the Ticket Office, you will need to complete a UC Ticket Office Contract Agreement and turn it into UC Ticket Office If you would like to sell tickets through the Ticket Office, please have the following information available: Name of Event Event Date Event Time Event Location Sponsoring Organization Cost of Tickets Target Customers On-Sale Date UC Ticket Office Contract Agreement Advice for selling tickets at the UC Ticket Office Plan ahead! The UC Ticket Office must receive ticket requests at least five business days in advance before tickets can be sold Have your organization/department’s POETS and GL STRING available for the Contract Agreement Number the actual tickets prior to deliver to the Ticket Office Be specific! Include details to common questions that may arise, such as: Is there a limit of tickets that can be purchased by one person? What is the price of the tickets? Who may or may not attend the event? What is included in the price of the ticket? Does a student ID have to be shown in order to buy a ticket? Etc. Provide phone numbers or contact extensions in case questions may arise Offer a flyer to the UC Ticket Office to advertise your event If you have any questions or if you need to pull tickets during their sale for any reason, please email ucticketoffice@sandiego.edu Please submit all ticket requests in advance of at least one week.

WANT TO ACCEPT CAMPUS CASH AT YOUR FUNDRAISER? In collaboration with Campus Card Services, student organizations can accept Campus Cash at their fundraisers Fundraiser Forms can be found in the Campus Card Services office, UC 127 Please fill out the Campus Card Services Fundraiser Form and turn in to Campus Card Services at least five business days prior to the event Campus Card Services Fundraiser Form Note: More information to the collection of Campus Cash as funds will be provided by Campus Card Services upon submission of the Fundraiser Form. Office Hours Monday-Thursday: 9 a.m. – 5 p.m. Wednesday: 9 a.m. – 6 p.m. (only during academic semesters) Friday: 9 a.m. – 4 p.m. Phone: (619) 260-5999

TIPS FOR SUCCESS Plan ahead and use the timelines in this presentation to make sure things are turned in on time Be prepared, have your signatures ready, make sure you have your ID card, and keep your itemized and original receipts Get to know and build relationships with the departments you work with and ask any questions you might have Be patient! Have an action plan for all the forms you need to turn in and do not purchase things until the event is approved