; Document
Documents
Resources
Learning Center
Upload
Plans & pricing Sign in
Sign Out
Your Federal Quarterly Tax Payments are due April 15th Get Help Now >>

Document

VIEWS: 40 PAGES: 2

Florida Purchase Order for Construction Taxes document sample

More Info
  • pg 1
									                                                                                                                        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 jvaesa@unf.edu),
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 • jvaesa@unf.edu
violation of University fiscal rules and regulations. Upon       CA Advisor: Randall Robinson
suspension for a major offense, a club shall be banned              620-1760 • randall.robinson@unf.edu
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.

								
To top