The Department of Student Life allocates $400 for each Registered Student Organization per academic year. Effective January 2013 new Certified Student Organization (CSO) will be required for funding and to reserve space.
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.
There are two ways: Petty cash advances Reimbursements Both requires completion of the “Petty Cash / Reimbursement Request form”. See _life/ then go to forms.
Brief description of item(s) to be purchased. Estimate cost of item to determine the amount of cash needed. Date of the event or function. Signature of staff/faculty adviser or club officer. Copy of event flier or announcement. If food is purchased a sign in sheet is required.
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.
Requires completion of Petty Cash / Reimbursement Request form. Complete 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.
Permitted purchases include: Expenses related to travel for conferences and competitions. Educational programs. Office supplies and materials. Refreshments/snacks for meetings.
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.
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.
Any printing for promotional items will require a review and approval by KSU Design Approval team. KSU approved vendor are familiar with this process.
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
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.
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.
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.
Currently, print is exempt from bidding until December Utilize KSU print shop first, if possible. 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.
Monday through Thursday 10:00 am until 4:00 pm. Lunch generally Travel assistance will be managed by appointment only. Friday closed to walk-in traffic unless previous arrangements have been made.