Transcript Funding Procedures for CSOs
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.
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
◦ ◦ 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
◦ Use this form whenever you are spending your “Club Funds” Purchase Request Tutorial http://youtu.be/SwHG-FWDaLc
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.
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 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.
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: http://www.1stcoastprinting.com/ Primary contact: Robin Ray Phone: 904-716-4800 Fax: 904-285-7915 E-mail: [email protected]
Secondary Contact: Susan Batson Phone: 251-604-7470 E-mail: [email protected]
Halo Branded Solutions (Lee Wayne Corporation) Website: http://www.dh.halocatalog.com/ Primary Contact: Dianne Helliwell Phone: 770-321-4747 Fax: 678-560-2616 E-mail: [email protected]
Secondary Contact: Jodi Stelling E-mail: [email protected]
Promo Entertainment Group Website: http://www.promoentertainmentgroup.com/ Primary Contact: Melanie McGovern Phone: 404-367-0350 Fax: 404-367-0420 E-mail: [email protected]
Secondary Contact: Ralston Wells E-mail: [email protected]
The Target Group Website: http://www.ksugear.com
Primary Contact: Susan Broccolo Phone: 678-835-5819 Fax: 678-835-5801 E-mail: [email protected]
Secondary Contact: Angela Montgomery E-mail: [email protected]
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 2013. 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.
Monday through Thursday 10:00 am until 4:00 pm. Lunch generally 12-1.
Travel assistance will be managed by appointment only. Call Student Life or email [email protected]
Friday closed to walk-in traffic unless previous arrangements have been made.