Transcript File for Funds - Student Government Association | FIU

File for Funds
By the bestest: Valeria Espina
Why do we File for Funds?
 To keep track of our spending.
 To see the justification for all spending. Your event must:
 Benefit SGA
 Benefit the Student Body in General
 Benefit the University
 To make sure that your vendor is approved by FIU.
 To give time to process all payments
 Pro-card
 Purchase Orders
 ID Transfers
Checklist
 Invoice or Quote
 May be substituted by prices printed from the Internet
 Flyer for your event (if already printed)
 Event details
 Names and Panther IDs of all students attending event
 Can be submitted after the fact
 MUST SUBMIT AT LEAST 2 WEEKS IN ADVANCE
 SGC Sub Account: Where is the money coming from?
 You can ask me, or one of our advisors for this if you don’t
have your own line item or aren’t sure.
 Today’s Date: Look at your phone and whatever date is on
it, put it here.
 Benefit to FIU/Event Name: Brief description of your
event, what it entails, and how it benefits the Students and
FIU.
 Purpose of Request: Regular meeting (more than 10
students), a conference, a lecture (where you have a
guest speaker or other (Meet Your Dean, Week of
Welcome, etc).
 Amount Requested: How much money you will need. If
you are making an estimate, always overestimate.
 Date Funds are Needed: When you need to pay the
amount. Is not necessarily the same date as the
event.
 Date of Event: When your event actually is.
 Detail of Purchase: What you are buying. Must be
itemized.
 Example: 2 small bags, and 2 big bags.
 Vendor Name, Address and Phone Number: Name,
address and number of company from which you are
purchasing.
 Vendor ID: Lily will provide this as it is found on the
Financials System online. (Only necessary if it’s an FIU
approved vendor.
 This is filled out by Lily in the office. Just leave this
blank.
 This section is filled out with YOUR information.
 Only leave the space for the signature from the
Comptroller and Advisor blank.
Signatures
Signatures are YOUR responsibility
 File for Funds must be signed in this order:
1.
2.
3.
To reach me:


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Text or call me at 305-812-5628
Email me [email protected]
To Reach Michelle and Jose:



You
Valeria Espina - Comptroller (Are only allowed to skip me if you
can’t get a hold of me within a reasonable time)
Senate – Jose Toscano
Cabinet – Michelle Castro
Campus Life Office
After you have all Signatures turn in to the wonderful Lily in
the SGA office!
Super Important Things to Know
 You must file ONE File for Fund per VENDOR.
 Everything must be turned in TWO WEEKS before the
date your funds are needed.
 If you have any questions you can contact:


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Jose Toscano: (305) 348 - 0285
Lily Alfonso: (305) 348 - 2121
Valeria Espina: (305) 348 – 3758
Michelle Castro: (305) 348 - 2138