Page 47 - Programming Guide

Submit the completed check request form to your staff advisor (all club requests are to be submitted to Crystal Cartwright, Associate Director of Student Activities). Your advisor will submit the request to the purchasing department on your behalf in ThunderMart.
PERSONAL REIMBURSEMENT:
Purchases can be paid out of pocket and you can be reimbursed at the teller’s window in Student Accounts. In order to be reimbursed, you must complete and turn in an expense report with the original and itemized receipt. If your reimbursement is less than a $100, you will be reimbursed in cash. If your reimbursement is more than a $100, an expense report should be used. Reimbursements can be picked up after 2 p.m. on Tuesday’s and Friday’s. All reimbursements are not paid on the same day the expense report is turned in and are paid out on the following Tuesday or Friday.
ON CAMPUS ACCOUNTS:
Use your club or organization account number for on-campus purchases or services. (i.e. Copy Center, Bookstore, Bon Appetit). Make sure to record these purchases with your Business Manager. Be sure the on-campus department has your group’s correct account number.
Payment Collections for your Event
CASH BOX & CHANGE:
The request for a cash box/cash bag must be made at the front desk in conjunction with a request for petty cash. Please allow at least 24- 48 hours for fulfillment of the cash box/change order. The front desk will need the following information in order to fulfill the order:
• Name of event
• Account number to be charged
• Amount of cash needed with a breakdown of currency and coin listed out on the back of the form
• Signature of Advisor
• The person responsible for picking up the box
The cashbox/bag must be picked up between 9:00 a.m. – 3:30 p.m. on the day that it is needed. Events on Saturdays must be picked up on Friday and locked in the Student Activities Office safe until the weekend event. After the sale of tickets or other items, the money must be counted accurately by two students and the total amount emailed to the group’s advisor. Bills must be straightened, facing the same direction and strapped according to denomination. If the event is over while the Student Accounts office is open (9:00 a.m. – 4:00p.m.) the money may be deposited with a white deposit slip with the correct account number. All copies of the deposit slip must be filled out and signed by both students. If after hours, students must contact Student Activities Office staff to store their cashbox in the Student Activities Office safe. All after hours’ money must be deposited the following business day.
MOBILE PAYMENT SERVICES:
Absolutely NO mobile payment services allowed (Venmo, PayPal, Zelle, Square, Chase Pay, Apple Pay, etc.) when collecting money for college related programs and events. Personal bank accounts cannot be used for collecting money for college related business. All non-cash payments must go through the Clover Flex credit card processing machines (see below).
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