Training for Budget Transactions: Rules and Guidelines for DPOs, Gift Card Requests, Invoices Update July 2011

Through quality programs, services and facilities, we create community that prepares students to become educated and enlightened citizens who lead meaningful and productive lives.

 Each treasurer must provide a listing of all planned and budgeted events and activities for the year complete with dates (or estimated dates/locations); this includes speakers, performers, festivals, activities to support charities, etc. Updates need to be submitted as they are finalized or changed.  All entries will be color-coded (see color-key below) on a master calendar.

 The treasurer of each FEB organization is to be the ONLY contact for budget transactions (gift cards, invoices, DPOs)  DPOs must be processed through the student organization database prior to purchase and/or rental even though the expense is in the budget (Wayne Oxygen, Moxie, SOS, Daniel’s, etc.)  Failure to process a DPO and obtain an authorized signature (Gail’s or Paula’s) prior to placing orders will make you responsible personally for the expense!  All invoices must be originals---no fax or .  All signatures on ALL contracts must be original—no fax or .  All contracts for performers, speakers, etc. MUST be received at least two weeks or more prior to event date for pre-event processing. Late contracts cannot be honored and in some cases the event may need to be cancelled.  ALL copy center receipts will now be mailed to UU office.  Advise of any changes in officers during the semester (stipends)

 Is that amount in the budget?  Call vendor for estimate or ed estimate  Treasurer requests DPO on line at  Print out two copies for signature  Bring both copies to Gail for the approval process---student orgs cannot sign to authorize purchases  Vendor signs both copies and keeps one, one comes back to Gail with original invoice

 Is the item/expense in your budget?  The org’s treasurer should submit a request through online database at least three days—even longer if possible--prior to date needed.  Pick up and sign request form for gift card at Gail’s office in Taylor 205B-219; in signing for gift card you are accepting responsibility for the total balance on the card. Please consider this responsibility when allowing others to use the card without your supervision. Personal reimbursement is required for ALL lost receipts or unapproved purchases. (FYI—Wal-Mart will not reprint a receipt if lost.)  Purchases of food over $50 for use on campus MUST have signatory and/or ed approval from Angie Thompson at Gibbons Entrance 7 (phone or in Food prior to purchase  Return ALL receipts along with the gift card at earliest possible opportunity---you are responsible for the gift card until you sign and date the return on the original request form.  Complete and sign BMCF (business meal certification form) for any food or beverage item purchased.

 The Commonwealth acts in accordance with the Prompt Pay Act – 30 days from receipt of invoice  Contracts for artists/speakers/performers need to be correctly completed with all blanks filled and in process two weeks prior to event for day-of payment  NO IMMEDIATE CHECK PROCESSING---please don’t promise any vendor or performer immediate payment