The club/organization
advisor is responsible for authorizing the expenditure of funds allotted
or raised for club/organization activities/events. This means that the
club/organization is responsible for keeping an accounting of expenditures
so that it does not over spend the budget. Any expenditure made by a
student or advisor without prior approval will not be reimbursed.
Purchase
Requests
A Purchase
Request must be completed prior to purchasing anything, this includes:
conferences, guest speakers, supplies, hotels, admission tickets
in advance, etc. Details regarding food on campus is located here.
Original Purchase Requests must be submitted three (3) weeks prior
to the desired purchase date. Purchase Requests must be signed
by an officer and the advisor of the club/organization prior to submitting
it to the Office of Student Life. Do not
make purchases/payments without authorization. Purchases over $2,500.00
must go through the State bid process. These purchases must be initiated
at least eight (8) weeks prior to the desired purchase date. Backup
documentation must accompany all purchase requests. You
must also return all invoices, receipts and/or packing slips to the
Office of Student Life within one week of purchase. If an
item has been ordered which will be delivered to the college, the advisor
will be informed by Office of Student Life once it arrives. Equipment
purchased by the club will be checked out to the advisor. If the club
ceases to exist all equipment will need to be returned to the
Office of Student Life. Club equipment signed out to the advisor may
not leave campus without the completion of a Equipment Inventory Tracking
form. Please see the Office of Student Life for this form. Deadlines
for purchasing during the fiscal year begin mid-April. Check with the
Office of Student Life for details.
Guest Speakers/Lecturers
(Contracts)
In
addition to a Purchase Request, a contract must be completed for any
and all guest speakers/lecturers that the club/organization intends
to pay. If the presenter has a contract, attach it to a completed
Purchase Request form and submit it to Office of Student Life.
All contracts for speakers/lecturers must be signed
by the Dean of Student Life and the Vice President of Administrative
Services. If these two individuals have not signed the contract prior
to the speaker/lecturer’s
performance, then the presenter will not be paid
by the college. If the presenter does not have their own contract,
one can be created using a “Performance
Agreement” available from the Office of Student
Life. Remember, the presenter will not receive payment
if the contract has not been signed by the Dean of
Student Life and Vice President of Administrative Services prior to the performance. All
contracts must be submitted a minimum of three (3)
weeks prior to the performance.
