Document: ___________________ Index: ___________________ Student Government Business & Accounting Office Club Purchase Request 09-10 File Date: ____________________ Club:____________ Entered:_____ FOR USE BY CLUB ALLIANCE CLUBS & RECREATIONAL-SPORTS CLUBS; REQUIRED FOR ALL BUDGET ACTIVITY. SUBMIT TO BLDG 58e, ROOM 3405. ALL REQUESTS MUST HAVE PRIOR APPROVAL; CONTACT JUDY VAESA AT JVAESA@UNF.EDU OR 620-1581. DATE STAMP AT FRONT DESK 1 CLUB NAME 2 $ Reimbursement Purchase Order Other AMOUNT 3 ITEM DESCRIPTION 4 EVENT NAME LOCATION (BUILDING NAME) DATE TIME ATTENDANCE 5 BENEFIT TO STUDENT BODY (FOR EXAMPLE: FURTHERED THE SOCIAL / CULTURAL / RECREATIONAL INTERESTS OF STUDENTS BY...) PAYEE INFORMATION - CHECK WILL BE MAILED TO INDICATED ADDRESS - EMAIL WILL BE SENT TO YOUR UNF ACCOUNT 6 N 0 0 STUDENT ID NUMBER LAST NAME OR VENDOR NAME, FIRST MI. STREET APARTMENT/SUITE CITY STATE ZIP ( ) – ( ) – ( ) – PRIMARY TELEPHONE ( HOME / MOBILE / WORK ) ALT. TELEPHONE ( HOME / MOBILE / WORK ) VENDOR FAX NUMBER DOCUMENTATION 8 For reimbursements, attach receipts. For purchase orders, attach business quote. Both must include business name, address, date, quantity, description, price each, total price and (for receipts only) indication of payment. Improperly documented requests will not be considered. AUTHORIZATION 9 By signing, I indicate that I have read and understand the policies described on the next page and that the above information is true and correct to the best of my knowledge. X X PRESIDENT'S SIGNATURE DATE ADVISOR'S SIGNATURE DATE PRINTED NAME PRINTED NAME X TREASURER'S SIGNATURE DATE PRINTED NAME OFFICE USE APPROVE APPROVE DISSAPPROVE DISSAPPROVE ACCOUNTANT DATE BUSINESS MANAGER DATE Club Purchase Request Policies KEEP THIS PAGE FOR YOUR REFERENCE INFORMATION FOR ALL REQUESTS PURCHASE ORDER INSTRUCTIONS To expend your club budget, submit a Club Purchase One of the two ways to expend a club budget is by Request Form to Student Government (SG) Accountant purchase order. Attach an official business quote to the Judy Vaesa in building 58E, room 3405. Requests are Purchase Request form and the University will place the subject to the guidelines of the Student Government order directly with the vendor, paying from the club account. Finance Code — Title VIII (online at sg.unf.edu). Use your Using a purchase order method saves clubs from spending club budget to make expenditures that benefit the student money out of pocket, but requires pre-planning—the body in general, by supporting activities that reflect processing time is three weeks. genuine student interest and enhance the educational, cultural, social, or recreational interests of the student To obtain a quote (sometimes called a sample invoice or body. estimate), say to the vendor of your choice, "If you accept university Purchase Orders, will you please send me an Prohibited expenditures include, but are not limited to: itemized official quote for the following items? I am not Activities that soley benefit non-students. ready to place an order at this time, the University will Construction and remodeling. contact you to place the actual order within a few weeks." Enrollment in courses, academic requirements. E-mail messages are not acceptable as official quotes. An Alcoholic beverages. acceptable quote is on business letterhead, lists each item Activities held off campus. and fee seperately (e.g.-artwork fee, setup fee, handling Activities that charge admission to students. fee, taxes, shipping charge) and includes: Business name Business Address Requesting organizations must be in good standing with Date Item Quantity Club Alliance. Illegible or improperly completed requests Item Description Item price per will not be considered. The signatures on the request must Total price match the signatures on the Club Funds Voucher filed with the SG Business & Accounting Office (58E/3408). REIMBURSEMENT INSTRUCTIONS If a vendor does not accept purchase orders, or the items Any publication, flyer, announcement, invitation, t-shirt, or are needed sooner than three weeks, clubs can purchase notice of an event funded by the club budget must bear the them out of pocket, after obtaining prior approval from SG exact statement "Funded by the UNF Student Accountant Judy Vaesa (620-1581 or email@example.com), Government", Violators will be placed on probation for one and attach receipts to the Purchase Request form to be year from the date of the infraction. reimbursed within three weeks by check. Preapproval does not guarantee reimbursement; all purchases are subject to Items purchased with club budgets are the property of the final approval by the SG Business Manager. Receipts must State of Florida, and may be used only for official be remitted within four weeks of the date of purchase. If a University activities, and as such, are subject to periodic vendor does not provide proper receipts, see donna inventory by the SG Business & Accounting Office. Sweeny for a form receipt to be signed by the vendor. An Repeated loss or theft can be sufficient cause to require all acceptable receipt includes: property returned and for further funding to be denied. Business name When a registered student organization is declared Business address inactive, or a student is no longer enrolled concurrently, all Date Student Government inventoried items shall be Item quantity relinquished to the Student Government Business & Item description Accounting Office. Item price per Total price Failure to comply with University of SG property rules and Method or indication of payment regulations is considered a major offense in the management of club budgets. A major offense is defined QUESTIONS? as any action taken by a funded entity that is considered to SG Accountant: Judy Vaesa be a criminal offense, fraudulent in nature, or in direct 620-1581 • firstname.lastname@example.org violation of University fiscal rules and regulations. Upon CA Advisor: Randall Robinson suspension for a major offense, a club shall be banned 620-1760 • email@example.com from accessing club funds for the current fiscal year and Club Alliance • 620-1470 • unf.edu/groups/cluballiance from making special request and travel requests from Student Government • 620-2750 • sg.unf.edu Student Government for the next two fiscal years.
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