Page 46 - Programming Guide

Title: Purchasing
Responsible staff: Purchasing office staff.
Responsible office: Accounting and Purchasing Department
Purchasing:
Please familiarize yourself with the following information regarding the relationship between finances and your event. Inevitably, for your event you’ll need to purchase something, pay for a service, or collect money. With so many different entities on campus, there are specific policies in place at the college to help ensure all parties involved are organized and responsible with college finances.
Purchases and Payments:
CREDIT CARD PROTOCOL:
If you’d like to purchase pertinent items for your event, please visit the Student Activities Office to inquire about using a College purchasing card. This card acts similarly to a credit card and can be used for online purchases from within the SAO. Please make sure to give all transaction receipts to the respective cardholder.
CASH ADVANCE LESS THAN $100:
For off-campus purchases under a $100, please request petty cash from the SAO front desk. The custodian of petty cash must complete a "Petty Cash Receipt Form" after the purchases and keep a copy of it, after returning it to the front desk, along with any accompanying receipts and any unused money. Remember to take the tax-exempt letter with you whenever shopping for your organization.
CASH ADVANCE GREATER THAN $100:
For off-campus purchases greater than $100, groups must submit a petty cash request or use a Pcard. Students are allowed to use their personal credit card for purchases over $100 and seek reimbursement on an expense report, but purchases under $100 would require petty cash. Please allow for 4-5 days for processing. There will be no same day cash disbursements of more than $100.
CHECK AND PURCHASE REQUISITION:
To pay a vendor, visiting speaker, or performer through check, please fill out the check request form. The form is available through the Student Activities Office and must include the appropriate signatures. Note that this form is used only for honoraria and expense reimbursements to outside contractors. If the item requested is for the order of goods or services, it must be submitted directly in Thundermart by SAO or the faculty advisor.
When filling out the check request form, please note where you would like to pick up the check—either Accounting Office (Blanchard) or the Student Accounts Office (Student Services Building). The checks are available at 9AM on Tuesday and Friday at Student Financial Services, assuming that was indicated on the check request from. Checks are run on Monday and Thursday afternoons. The deadline for getting the check included on a Monday check run is 4PM Thursday; the deadline for getting the check included in the Thursday check run is 4 PM Tuesday.
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