|
OTHER (continued) |
|
|
ATEF |
ALLOCATION |
ASA |
OUD |
ENDOWMENT |
|
Postage |
No |
*Yes – Must be pre-approved by Club Sports
Coordinator via Financial Request. |
*Yes |
*Yes – Must be pre-approved by Club Sports
Coordinator via Financial Request. |
Specific guidelines for each account |
|
Small Games of Chance Licenses |
No |
*Yes – Must be pre-approved by Club Sports
Coordinator via Financial Request. |
*Yes |
*Yes – Must be pre-approved by Club Sports
Coordinator via Financial Request. |
Specific guidelines for each account |
|
Social Expenses (food, soda, etc.) |
No |
No |
Subject to review (prior to incurring expense) by
Club Sports Coordinator via Financial Request. |
* Subject to review (prior to incurring expense) by
Club Sports Coordinator via Financial Request. |
Specific guidelines for each account |
|
Social Expenses (Facility Rental) |
No |
Subject to review (prior to incurring expense) by
Club Sports Coordinator via Financial Request. |
Subject to review (prior to incurring expense) by
Club Sports Coordinator via Financial Request. |
Subject to review (prior to incurring expense) by
Club Sports Coordinator via Financial Request. |
Specific guidelines for each account |
Process for
Requesting Funds
1.
Purchasing Card Order
a.
Club sport organization
Treasurer must submit a Financial Request form.
i.
Form must be submitted
via the Club Sports website.
ii.
Website will provide a
printout of information and instruct Treasurer to submit
printout to the Club Sports Office.
iii.
All applicable
documentation (catalog, website printout, etc.) must
accompany the printout when submitted to the Club Sports
Office.
b.
Club Sports Office will
provide a response to the request on the Club Sports website
indicating status of request. If approved, the Club Sports
Office will notify the club when the shipment arrives.
2.
Reimbursement
Unless pre-approval is granted by the Club Sports Program
Coordinator, student club members are the only individuals
authorized to make purchases on behalf of the club.
a.
Club sport organization
Treasurer must submit a Financial Request form.
i.
Form must be submitted
via the Club Sports website.
ii.
Website will provide a
printout of information and instruct Treasurer to submit
printout to the Club Sports Office.
iii.
All original receipts
must accompany the printout when submitted to the Club
Sports Office. Please do not attach any “sticky notes” or
anything with sticky substances, or use highlighters on
receipts – they tend to erase information on receipts.
iv.
For reimbursement of
gas/toll expenses incurred during travel outside of the
State College area:
1.
Financial request must
be submitted to the Club Sports Office within ten (10)
business days of return from trip.
a.
The trip/event name,
dates of travel, and the name of the vehicle owner must be
written in the expense description. It is not necessary to
write the number of gallons purchased. Rather, quantity
should be marked with “1”.
2.
Reimbursement for one
(1) gas purchase will be allowed in the State College area.
a.
State College area
purchases must be made within 24 hours of departure or
return from trip.
b.
Club Sports Office will
provide a response to the request on the Club Sports website
indicating status of request. If approved, the response will
indicate when the reimbursement will be available and where
it can be received.
3.
Cash Advance
a.
Club sport organization
Treasurer must submit a Financial Request form.
i.
Form must be submitted
via the Club Sports website.
ii.
Website will provide a
printout of information and instruct Treasurer to submit
printout to the Club Sports Office.
iii.
All applicable
documentation must accompany the printout when submitted to
the Club Sports Office. If no documentation is available, a
thorough description of what the cash advance will be used
for must be included on the request.
b.
Club Sports Office will
provide a response to the request on the Club Sports website
indicating status of request. If approved, the response will
indicate when the funds will be available and where they can
be picked up.
i.
Advances from ASA
1.
All cash advances come
in the form of a check written to individual whose name the
advance is in. That individual is responsible for cashing
the check and collecting all receipts for purchases made
with the advance.
2.
All receipts and or
remaining funds, totaling the amount of the cash advance,
must be submitted to the Club Sports Program office no later
than the Wednesday following return from the trip, by 4pm.
ii.
Meal Advances from
Allocation
1.
Funds must be divided
evenly among all participants covered by the advance. All
participants who are covered by the advance must sign a form
(provided by the Club Sports Office) stating that they
received an equal share of the advance. This form must be
completed, and all any money not distributed to participants
must be returned to the Club Sports Program office no later
than the Wednesday following return from the trip, by 4pm.
4.
Payment to Vendor
Unless pre-approval is granted by the Club Sports Program
Coordinator, student club members are the only individuals
authorized to make purchases on behalf of the club.
a.
Club sport organization
Treasurer must submit a Financial Request form.
i.
Form must be submitted
via the Club Sports website.
ii.
Website will provide a
printout of information and instruct Treasurer to submit
printout to the Club Sports Office.
iii.
An original vendor
invoice/bill (no emails) must accompany the printout when submitted to
the Club Sports Office. Please do not attach any “sticky
notes” or anything with sticky substances, or use
highlighters on invoices/bills– they tend to erase
information on receipts.
b.
Club Sports Office will
provide a response to the request on the Club Sports website
indicating status of request. If approved, the response will
indicate when the payment will be available and where it can
be received.
5.
Payment to Service
Provider (i.e. referees, officials, etc.)
a.
Club sport organization
Treasurer must submit a Financial Request form.
i.
Form must be submitted
via the Club Sports website.
ii.
Website will provide a
printout of information and instruct Treasurer to submit
printout to the Club Sports Office.
iii.
An original service
provider invoice or Referee and Instructor form
with the service provider’s signature must accompany
the printout when submitted to the Club Sports Office.
b.
Club Sports Office will
provide a response to the request on the Club Sports website
indicating status of request. If approved, the response will
indicate when the payment will be available and where it can
be received.
6.
Transfer
a.
Club sport organization
Treasurer must submit a Financial Request form.
i.
Form must be submitted
via the Club Sports website.
ii.
Website will provide a
printout of information and instruct Treasurer to submit
printout to the Club Sports Office.
iii.
Must put who the money
is to be transferred to in Item Description.
iv.
An original invoice/bill
(no emails) must accompany the printout when submitted to the Club
Sports Office. Please do not attach any “sticky notes” or
anything with sticky substances, or use highlighters on
invoices/bills– they tend to erase information on receipts.
b.
Club Sports Office will
provide a response to the request on the Club Sports website
indicating status of request. If approved, the response will
indicate when the transfer will be completed.
7.
Purchase Order
a.
Club sport organization
Treasurer must submit a Financial Request form.
i.
Form must be submitted
via the Club Sports website.
ii.
Website will provide a
printout of information and instruct Treasurer to submit
printout to the Club Sports Office.
iii.
A written quote from
vendor must accompany the printout when submitted to the
Club Sports Office. Please do not attach any “sticky notes”
or anything with sticky substances, or use highlighters on
quotes – they tend to erase information on receipts.
-
Club Sports Office will provide a response to
the request on the Club Sports website
indicating status of request. If approved, the
response will indicate the purchase order will
be available and where it can be received.
