Guidelines for Activities Funding Board Requests
Listed below are several points to assist students requesting funds through the Activities Contingency Fund. The Activities Funding Board will be fair and flexible when considering requests and may digress from the guidelines when individual requests warrant an exception. Please read and follow these directions as they are designed to make the process easy for all involved. If you have any questions, please contact the Community Coordinator for Leadership Development or the Director of the Student Programming Center who serve as co-chairs for the Funding Board.
1. Access to Funding Board. Registered or annually funded student organizations or ad hoc groups of
students wishing to sponsor programs of campus wide interest may request Activity Contingency Funds. Individual
students, faculty or staff may not apply for Contingency Funds.
2. Admission Charge to Programs. The Board reserves the right to determine whether or not La Salle students may be charged admission to funded events. If funds are allocated to sponsor an event to which admission will be charged, the Board may request that, after all expenses have been paid, profit up to the amount allocated be returned to the Contingency Fund.
3. Allotments (Access). When a group has been allocated Contingency Funding, the money will not be transferred into the organization’s Budget or Agency Account. All forms necessary for payment must be completely filled out prior to being presented to the Co-Chairperson of the Funding Board for processing. Intra-University transfers require written documentation from the originating department explaining the nature of the transfer or expense.
4. Allotments (Amounts). While funding is never guaranteed, the Board will make sound decisions based upon the amount of money available and the projected need for these funds. Partial funding of requests is possible.
5. Appeals Process of Funding Board Allotment. Student organizations are welcome to appeal the funding allotment by the Funding Board.
- The student organization must submit a new Funding Board proposal addressing changes to the program being proposed based on reason(s) the Funding Board allotment was rejected by the Funding Board members.
- Student organizations that submit a Funding Board proposal that do not address changes to the program will not have their proposal appeal heard by the Funding Board.
- The revised proposal must be submitted the Co-Chairpersons of the Funding Board no later than the day before the Funding Board meeting the student organization wishes to attend.
- The student organization has until the end of the business day (4:30 p.m.) to submit the revised Funding Board proposal to the Co-Chairpersons of the Funding Board.
- The Co-Chairpersons of the Funding Board will review the proposal and if the necessary changes aren’t reflected in the proposal you will be contacted by the Co-Chairpersons regarding the status of your proposal request.
6. Conference Funding Guidelines for Activities Funding Board. The Funding Board allotments for conferences can range from $0.00 up to $2,000.00 per organization per academic year. As with all proposals, funding is never guaranteed, but proposals will be considered for funding up to the limit of $2,000.00. The Funding Board defines a “conference” as an event that enhances the La Salle University community by creating an educational/learning environment for the students attending the conference, while the outcome of the experience will also benefit the La Salle University community.
The Funding Board will consider funding conference experiences that are academically, developmentally, and socially beneficial to students.
Student organizations must include three or more objectives for attending the conference that would justify the Funding Board allotting money for conference attendance.
The student organization must complete an Action Plan in the Funding Board proposal.
- Action Plan Tips:
- The organization must create the Action Plan based on the content of the conference.
- The sponsors of the conference publish content for the conference. That information should be used to help devise the Action Plan. What is the conference offering in terms of content that would be beneficial to the La Salle University student community that your student organization would like to bring back to campus? And how will your organization present that idea or concept to La Salle?
- There must be something specific the conference is offering that will be of benefit to the La Salle University student community beyond the immediate membership of the organization.
The Action Plan must contain the following:
- The Action Plan must be a specific plan of activity where the information gained from the conference is demonstrated as being a benefit to the La Salle University student community and not just to the benefit of the conference attendees/organizations members.
- The Action Plan must be something the student organization can assess and measure with results. The plan should be something that can be assessed with-in an academic year.
- Please contact the Co-Chairpersons of the Funding Board to discuss the Action Plan requirement if there are any questions. The Action Plan will be weighed heavily in determining funding. Funding allotments can range anywhere from $0.00 to $2,000.00 for conferences. Funding allotments will be effected if the Action Plan is deemed weak in nature.
- Example of an acceptable portion of an Action Plan: Our organization will be hosting a workshop on good decision making skills based on the information gained from one of the sessions we would attend at the conference. The workshop is slated for next semester. We have reserved the Music Room on (date) as a tentative date.
- Example of unacceptable Action Plan: Our organization would like to attend the conference to gain some leadership skills to make La Salle a better place.
The Programming Evaluation must be completed when the objectives are met and Action Plan completed:
- If the contact person for the conference graduates or is unavailable to complete the Programming Evaluation, the name of a new contact person must be submitted to the Funding Board Co-Chairpersons.
- The student organization has two semesters to complete the Evaluation: (Summer Break or Fall Semester Conference-Deadline: Spring Semester/Winter Break or Spring Semester Conference-Deadline: Fall Semester Evaluation).
- The Programming Evaluation will have an impact on future conference funding.
Conferences that have a focus on networking, career fair for employment, and professional development will be considered for funding, but the proposal must state specifically how an allotment from the Funding Board would be beneficial to the La Salle University community beyond the obvious goal of possible employment and professional growth for the participants.
Tournaments/Competitions (see number 24).
The Funding Board has the right to restrict attendance at conferences. Juniors, sophomores and freshmen are eligible for funding support to attend a conference. Seniors may be funded to attend a conference at the discretion of the Funding Board. The Funding Board is within its right to require proof of graduation status in relation to approving a given senior for conference attendance.
7. Conference Registration, Transportation, Lodging.
- When planning a conference it is important for a student organization to research the cost and timelines for paying for conference registration, transportation, and lodging.Registration:
- Some conference vendors will allow registration on-line.
Some conference vendors will require a check from the University for registration. If a check is required, the University MUST approve the vendor before a check is issued…account for this in the planning time line
- Research the type of information the registration vendor requires for the website or forms.
If the organization is traveling by public transportation/flights please research prices with the realization that prices do rise over time. Funding Board proposals including public transportation/flights should reflect this reality.
- La Salle Van: The organization must arrange through Administrative Services, 205 Union Building.
- Student’s Vehicle: The organization will need to use an internet mapping service. For example, if using Google maps then map the travel route from the departing location to the destination location and reverse it for the trip back. Take the mileage given and multiple it by $0.565 (as of 11/12). That amount will be the figure the organization uses to determine travel costs.
- Vehicle Rental: for travel must be coordinated with Matthew Morace, Buyer for Procurement, in the Finance and Administration Office. His email address is email@example.com.
Students need to research prices for hotels and other lodging accommodations. Communication with the conference sponsors is important because they usually have a professional planner or are working with a hotel to get a rate for conference attendees.
- Hotel Authorization Forms/Credit Card Authorization Form: This form will be needed eventually to pay for the hotel stay if students will not have the actual credit card that is being billed for the hotel stay. If the student organization’s hotel stay is being paid for by the University then at some point during the payment phase of the allocation process this form will be necessary to collect from the hotel. Discussion of this form will occur if the organization receives funding during the follow-up after the Funding Board meeting.
In addition to what is already stated:
Student organizations are required to submit a travel itinerary to members of the administration in the Division of Student Affairs five business days before departing for travel. The itinerary must include the following:
- Date(s) of travel: departure & return
- Address and phone number of the location of the conference, tournament, or competition.
- Address and phone number of the hotel or other place of residence
- The mode of transportation utilized for the conference, tournament, or competition. Include information such as flight/train transportation information and departure/return times, etc.
Students must attach a list of information in an Excel spreadsheet on the email with the following information:
- Names of the students attending the conference, tournament, or competition.
- Emergency contact information (name, phone number, etc.) of a parent or guardian.
- Name of the conference, tournament, or competition the student organization is attending.
Failure to comply with submitting this information could result in the following:
- Jeopardizing future Funding Board allocations
- 10% reduction to the maximum conference allocation for future requests
- A ‘freeze’ to annual budgets for student organizations with an Annual Budget
- Some conference vendors will allow registration on-line.
8. Content and Format of Activities Funding Board Proposal
- Overview of required information.
- Detailed description of the event being planned including the mission/purpose of the proposed activity/event.
- Date, time, and location of the event
- Names of any performers, speakers, DJs, films, etc
- A copy of program advertising containing the statement: “This program was funded by the students of La Salle University and the Activities Fee.”
- An itemized list of event expenses, their projected use, the total amount requested from the Funding Board.
Example of an Itemized List:
Soda 3 cases $2 each $ 6 Chips 4 bags $3 each $ 12 DJ $200 Security $175 Total: $393
- Check List for Activities Funding Board Proposals for Event Programming & Supplies
- Did you include a detailed description of the event? Is your mission/purpose clear?
- Did you reserve space for this event?
- Is the date, time, & location of event listed?
- Did you include the names of any performers/speakers/DJ’s/films?
- Did you include a copy of your program advertising?
- Did you include an itemized list of expenses with their intended use?
- Did you indicate the total amount you are requesting?
- Did you list the funds being requested or allocated from other sources, with amounts?
- Did you include the name, address, e-mail, phone number of an organizational representative?
- Is your group registered or a group of students with a common purpose?
- Is this event open to the entire campus? If not, is it closed to a class year?
- Is this event a social or formal? If so, it cannot be funded through the Funding Board.
- Are you requesting funds for a charity event? If so, we can only fund supplies.
- Will admission be charged? If so, all profit must be returned to the Funding Board.
- Does your advertising contain the statement quoted in the Funding Board Guidelines?
9. Dues. Dues for associations may be considered for funding but dues for individual students will not be considered for funding. Student organizations would need to adhere to the following stipulations for dues allotment by the Funding Board:
- Student organizations must be free of GPA requirements or gender restrictions for membership.
- Student organizations must apply as an organization and not under the names of individual members.
10. Follow-Up To Submitting Activities Funding Board Requests
- The Co-Chairs of the Funding Board will meet and review all submitted proposals. This review will decide whether the proposal is suitable to present to the Board. Any proposals missing information, etc. will be returned to the organization.
- If the questions arise or the proposal needs to be returned for revision, the Co-Chairs will contact the stated organization representative within 24 hours of this review.
- The group members whose names appear on the request will be notified by e-mail with the group order for the hearing.
- Students or organizations with questions regarding the Funding Board, submitting Contingency Fund requests, or other concerns are encouraged to contact the Community Coordinator for Leadership Development, ext. 1669 in Community Development, Union 303 or the Director of the Student Programming Center, ext. 5044 in the Programming Center, 307 Union Building.
11. Funding Board Proposal in Spring Semester & Summer For Early Fall Programs. Student organizations may submit a proposal in spring and summer for a program or conference in the fall. Student organizations may have a program idea or conference need that requires planning and/or payments for early fall prior to the Funding Board fall meeting schedule.
- The proposal must first be submitted to the Co-Chairpersons of the Funding Board who will forward it to the Vice President of Student Affairs/Dean of Students for approval to be heard at the Funding Board meeting.
- The Vice President of Student Affairs/Dean of Students will alert the Co-Chairpersons of the Funding Board about the decision regarding the Funding Board submitted by the student organization.
- If funds are approved the allocation will be taken from the next years Funding Board opening budget.
12. Funding of Open/Closed Programs. Activities funded through the Contingency Fund shall be open to all except in cases that involve academic class year (i.e. The Commencement Year Experience Team) or events that cost $75.00 or less. Closed group socials, dinners, awards, or any program in which attendance is limited to organization members won’t be funded.
- A closed program is a program that is limited to participation by the sponsor(s) of the program. Student organizations may request funding for closed program if the program costs $75.00 or under.
- Closed programs being sponsored during scheduled weekday class time will have to be approved for funding by the Funding Board then by the Dean of Students.
- Programs that interrupt class time aren’t encouraged by the Funding Board. Funding Board has approved conferences, tournaments, competitions, and retreats that may request that students miss class during the week but since programs such as conferences give a timeline for participation students are not mandated to miss class, they must make a choice on their own schedule.
- Funding Board has approved closed programs during class time when the program is integral to the mission of the student organization and promotes the mission of La Salle University as a Roman Catholic institution that supports the ideals of a Christian community of faith.
- Student organizations can request funding for closed programs if the program is integral to the mission of the organization. Funding is never guaranteed but the Funding Board will consider proposals for closed programs that benefit a student organization if the program has a direct relation to the organization’s mission or promotes the mission and Catholic identity of La Salle University. This policy does not include conference funding. Conference guidelines must be followed for conference programs. See the following examples:
- Example of acceptable request for a closed program: The members of the Explorers for Life request funding for dinner tickets to hear a speaker on pro-life issues.
- Example of unacceptable request for a closed program: Members of the Sewing Club request funding for their members to obtain tickets for a trip to an amusement park.
13. Fundraising. The Funding Board cannot allocate funds, which may directly (i.e. donation) or indirectly (i.e. entrance fee) support a charity. The Funding Board will hear requests for transportation, refreshments, and supplies only. All items funded by Funding Board for charity events and programming must be accessible to the general student body without charge, unless otherwise directed by Funding Board or explicitly stated in a submitted proposal.
Student organizations that receive a Funding Board allotment for fundraising must return a portion of money back to the Funding Board:
- Student organizations must pay back 15% of their Funding Board allotment if the fundraised amount is more than the Funding Board allotment.
a. Example Allotment: $1,000.00.
b. Organization raised $2,000.00; returns 15% of $1,000.00 which is $150.00
2. Student organizations must pay back 15% of the fundraised amount if the fundraised amount is equal to or less than their allotment.
- a. Example: Allotment: $1,000.00
- b. Organization raised $500.00; returns 15% of $500.00 which is $75.00
- Entrance fee for fundraiser: Donations or entrance fees for charity events (marathons, walks, etc.) must come from an organization’s agency account or a fundraiser.
- Funding Board will consider allotting money to fundraising initiatives that charge an entrance fee for an event. The entrance fee can be used for the fundraiser. Giveaways: Funding Board will consider allotting money to fundraising initiatives involving giveaways (t-shirts, engraved items, food, etc.). Giveaways must be accessible to all student attendees even if the student attendee did not pay the entrance fee. The giveaway item cannot be sold to raise money for the fundraiser.
14. Operating expenses (e.g. training, supplies and equipment, etc. as determined by the Activities Funding Board) for co-institutional organizations will not be funded.
15. Organizational socials and formals (open/closed or on-campus/off-campus) that are for the purpose of an organization celebrating their accomplishments an organization will not be funded. Student organizations may submit Funding Board proposals for social programs that are open for all fulltime undergraduate day students such as dance parties, theme parties, balls/cotillions, etc.
16. Programming Evaluation. The Activities Funding Board requires that a Programming Evaluation Form be submitted by any student organization or ad hoc group that has received funds from the Board. Please submit this evaluation within two (2) weeks of the event. Failing to do so will result in the Funding Board rejecting a proposal for the same program from the same program from the sponsoring organization in the future.
Programming Evaluation Status
Funding Board Proposal Status
|Student organization/ad hoc group completes a Programming Evaluation.||The Funding Board proposal will be considered for funding.|
|Student organization/ad hoc group has not completed the Programming Evaluation for a funded program & are seeking funding again for any type of program.||The Funding Board proposal will not be considered for funding|
17. Programming Safety/Security. All Programs must be offered in a safe environment. La Salle University Security cannot provide the staffing for large scale concert/programs. Larger scaled programs may include the following security provisions:
- Presence of an outside events security firm
- Presence of La Salle University administrators
- Presence of sponsoring student organization
- Presence of the advisor of the sponsoring student organization
- Possible presence of La Salle Safety and Security
- Possible presence of the Philadelphia Police Department
- Possible presence of an EMS/EMT service
- Student presenting their valid La Salle ID
- Wrist banding or stamping of participants
- Search and/or check in of bags, purses, backpacks, etc.
- Sign-In of any non-La Salle student
18. Purchases/Signed Agreements in Relationship to Funding Board Allotments. Financial agreements such as purchases and agreements for payment (contracts, waivers, Agreement for Professional Services, Standard Riders, Purchase Orders, etc) are restricted until Funding Board has reviewed and approved funding for a program.
- Student organization members, advisors (staff or faculty), and/or other interested parties must work collaboratively with the Co-Chairpersons of the Activities Funding Board for the arrangement of purchases for programs and the review of any agreements that require approval and/or signatures (contracts, waivers, Standard Riders, etc.) from a La Salle University official.
- If student organizations/advisors make purchases and/or facilitate the signing of an agreement for services they will automatically forfeit the allotment afforded them by Funding Board. Examples of the types of agreements mentioned above are contracts, waivers, Standard Riders, Purchase Orders, etc) prior to funding approval by the Funding Board
- Funding Board recognizes that timelines for securing services may conflict with the Funding Board meeting schedule or with University timelines on securing proper documentation for signature approval for programs. Student organizations and their advisors should contact the Co-Chairpersons of the Activities Funding Board at the beginning of the planning process so these issues can be addressed to ensure the success of the program and maintain the integrity of the Student Activities Fee.
19. Retreats. Proposals for funding requests for retreat programs are welcomed. Retreats can be open or closed retreats. There are two types of retreats and Funding Board will consider both types of requests as long as the closed retreat is
- Spiritual Retreat: Promotes the mission of La Salle University as a Roman Catholic institution that supports the ideals of a Christian community of faith. The term “retreat” in relationship to the program must be defined by the student organization in the Funding Board proposal.
- Operational Retreat: Management tool for student organizations. Student organizations will offer closed retreats to their members as a time for regrouping, establishing goals, and reflection of the organizations accomplishments as they meet the needs of La Salle University.
- Closed retreat sign-up/registration may occur within the confines of the sponsoring student organization. Open retreat sign up/registration will occur in the Student Programming Center, 307 Union Building unless the Funding Board approves an alternative location. Student organizations must contact the Student Programming Center no later than three weeks before the sign-ups/registration should begin.
20. Roster. In an effort to better understand involvement trends and student success, the Division of Student Affairs is continuing research of student organizations. This research will aid students, student organizations, faculty and the administration.
One aspect of active learning and involvement is membership within student organizations. In the past, requests were made by Community Development for student organization rosters. This yielded a number of rosters and we thank those groups for participating. We are asking for rosters, and will continue to do so on a regular basis (likely once per semester) since membership changes each semester (students graduate or leave a particular organization, others join an organization). Organizations wishing to apply for funding through Funding Board (annual requests and bi-weekly meeting requests) are required to have a current roster on file with the Community Coordinator for Leadership Development (CCLD). If one is not on file, the organization’s proposal will be delayed until a roster is submitted. Rosters must contain member’s full names and student ID # and must be submitted electronically via an excel file to the CCLD.
21. Scheduled Funding Board Meetings. Student organizations must refer to the published Funding Board schedule for proposal due dates and meeting location and times. The Funding Board schedule outlines suitable dates for proposed programs based on proper program planning timelines.
22. Statement of Co-Sponsorship. Please include the statement: “This program was funded by the students of La Salle University and the Activities Fee” on all advertising. Sample event publicity should be attached to all proposals or they will be considered incomplete.
23. Ticket Sales/Sign-Ups for Programs Allotted by Funding Board. There are some programs that require ticket sales or sign-ups for participation for programs before the actual date of the program.
- The Funding Board requires all of the programs that are allotted funding through the Funding Board complete all ticket sales and sign-ups through the Student Programming Center, 307 Union Building. Funding Board will need to approve a request for a different location for ticket sales and sign-ups if the student organization desires a different location than the Student Programming Center.
- The Student Programming Center must be contacted no later than four weeks before the date the student organization wishes to start ticket sales or sign-ups.
24. Tournaments/Competitions. Tournaments and Competitions are not considered conferences. Funds have been designated for these programs. Student organizations that participation in such an event depends upon placement or prize winning must contact the Director of the Student Programming Center to access the designated funds. The funds are allocated on a first come, first served basis. Student organizations must submit a formal proposal to the administrator requesting funding for their tournament or competition. There is not a cap on the number of students who may participate. There is not a cap on the funding request.
25. Transportation. Student organizations that meet the eligibility for Annual Budget Requests can request funding in the Annual Budget Request for transportation needs. Student organizations can request transportation for programming and conference, tournament, competition, and retreat needs. Student organizations have different options for transportation funding depending on the type of travel.
Student organizations can request transportation funding from the Funding Board for:
- Conferences, Tournaments, Competitions, Retreats, etc. (See the Conference Funding Guideline #6)
The Funding Board does hold the right to apply same guidelines for conferences, tournaments, competitions, and retreats to transportation funding requests for programs not specifically fitting descriptions/definitions for the above mentioned program types. The Funding Board will require documentation from the host of the retreat detailing the spiritual and/or religious focus of the retreat.
Student organizations can request for transportation for closed programs if the program is integral to the mission
of the organization or University. See the following examples:
- Example of acceptable transportation request for a closed program: Members of the FOCUS would like to attend a forum on fundraising for service trips in foreign countries and request transportation to attend the forum.
- Example of unacceptable transportation request for a closed program: Members of the Sewing Club request funding for a bus for their members for a trip to an amusement park.
- Student organizations can request funding for school/coach bus transportation for programs open to all undergraduate day students by meeting the Programming Coordinator in the Student Programming Center (307 Union Building). The Programming Coordinator supervises a bus budget which is an approved Set Aside Budget from the Funding Board.
Conference/Tournament/Competition/ Closed Retreat
Closed Bus for the organization members only that relate specifically to the mission of the student organization
Open Bus Program (including open retreats) for
All Under Graduate Day Students
Supervised by the Programming Coordinator in the Student Programming Center
Please ensure all bills/expenses are paid within 30 days of the program. After 30 days any unused funds will revert to the Activities Funding Board. This will enable the Activities Funding Board to allocate monies to additional organizations.Please contact the Chairpersons of the Activities Funding Board if the date of your proposed program needs to be changed to insure the allocated funds are still available for your use, or you have any questions in general.
For the latest Activities Funding Board Schedule, please visit: http://clubs.lasalle.edu/
Policy of Annually Funded Use of Agency Accounts
- Income generated through the sale of advertising and/or publications may be deposited into an Agency Account. Any other income producing programs must comply with the regulations established for all student organizations.
- All University funded groups sponsoring income-producing programs and activities must reimburse expenses charged to the budget for the income-producing event to the University budget and may then deposit the profit into an Agency Account.
- Student groups receiving University funds are required to submit a report on Agency Accounts to the Funding Board. When and how reports are requested is to be determined by the Funding Board.
Signature Authorization: All organizations with an Agency Account must submit a Signatory Authorization card to the Bursar’s Office each year before depositing or withdrawing funds. The card requires the signatures of the organization president, treasurer, advisor, and Community Coordinator for Leadership Development. Signatory Authorization cards may be obtained in the Community Development Office, La Salle Union 303.Record Keeping: It is the responsibility of the organization to maintain accurate records of deposits and withdraws from Agency Accounts. Groups are strongly encouraged to make and retain copies of any cash or check disbursements along with copies of deposit records. The Student Affairs Staff and the Business/Bursar’s Office DO NOT monitor these accounts on a regular basis and are not responsible for organizations overdrawing on Agency Accounts.An account balance may be obtained from the Community Coordinator for Leadership Development. This balance will indicate transactions as of the end of the previous month and may not contain transactions made late in the month nor transactions made during the current month. Please Note: Unless you have retained copies of disbursements and deposits, it may be difficult to ascertain the accuracy of the account balance with outstanding items (e.g.: deposits made and checks processed since the start of the current month may not be included, therefore your organization’s balance may be different).A record system need not be complex, but all deposits and withdrawals need to be posted on a regular basis. A simple ledger/spreadsheet with room for the date of the transaction, an item description, and columns for deposits, withdrawals, and a running balance will provide accurate record keeping. An example of this type of ledger would be:
|10/2||Deposit from Raffle||$11.40||$161.30|
The instructions following are guidelines on depositing funds into an organization’s Agency Account. Funds cannot be deposited into an organization’s budget.
- When checks are deposited, the account number must be written on the back of each check.
- All deposits are made in the Office of Student & Accounts Receivable.
- The money, cash or checks, should be placed in an envelope. On the envelope write “Deposit to (budget number or Agency account number and name of the organization),” the amount, and a brief description (e.g., “from bake sale”).
- When depositing cash write the account number on the deposit slip to which the cash should be deposited.
- The Office of Student & Accounts Receivable’s cashier will verify the amount of the deposit.
- A receipt for the deposit will be issued and should be retained until the proper credit shows on the monthly budget statement.
Annual Budget or Agency Account
- An original invoice must always be submitted. The only condition under which a check may be cut without an invoice is when a speaker or performer is receiving a stipend and a Check Request Form must be submitted. Please note: In the latter case, the Accounts Payable Department may request a copy of the performer’s contract & a completed W-9 form, along with a Vendor Information Form.
- When the organization has an invoice/bill, the check is requested in the following manner:A. Two (2) copies of the invoice are brought to the student organization’s advisor or to the Community Coordinator for Leadership Development. The original copy will be sent to the Accounts Payable Department, and the other is retained by the organization for its records.
B. The appropriate code numbers (810000-Budget Number-Object Class-50), or for an Agency Account (820100-XXXXXX-62100-50), the date and the treasurer’s signature are written directly on the invoice. If a portion of the invoice is returned with the check, do not write on that portion. This paperwork must also be signed by the organization or group advisor.
- When paying a speaker or performer, complete two (2) copies of the Check Request Form. Indicate the following: the date on which the request is being processed, the name and address of the individual or vendor, the budget code, the amount, the nature of the bill being paid, and the treasurer’s or president’s signature.
- Check requests are due Monday at 12:00 noon for Thursday pick-up/mailing after 2pm. If a check is required by a specific date, the check request must be submitted at least two (2) weeks prior to the date needed.
- All payments for services (e.g., non-tangible products such as t-shirts or office supplies) rendered to the University by unincorporated entities must be charged to Object Class 61350. This normally applies to speakers and entertainers. Disbursements will not be made unless the Accounts Payable Department receives, with the Check Request Form, a W-9 Form that has been completed with either Social Security Number or Taxpayer I.D. Number and signed by the individual receiving the check. Petty cash transactions cannot be made from Object Class 61350.
- 6. Payments to La Salle University employees for professional services rendered are paid through the payroll process, not Accounts Payable. University employees (professional and student) can only be paid from University budgets, not Agency Accounts. A memo, stating the individual’s name, amount of compensation, and date of service should be forwarded to the Payroll Department.
Annual Budget or Agency Account
Petty Cash Vouchers (see below) are used to withdraw cash from the budget. These forms are not used to pay on-campus offices or organizations for services rendered (e.g. Food Services or the Collegian). The following guidelines apply to the use of Petty Cash Vouchers:
- The maximum amount of any single petty cash withdrawal is $50.
- Petty cash disbursements are limited to reimbursements only. Receipts or other appropriate documentation must be attached to the petty cash withdrawal form.
- Petty cash withdrawal forms are signed by the organization’s president or treasurer and advisor.
- Petty cash slips may be cashed in the Office of Student and Accounts Receivable, during cashier hours, only by the person to whom it has been issued. A University ID card will be required by the cashier when the petty cash withdrawal slip is presented for payment.
- Petty cash withdrawals may not be made from the following budget classification codes:
• Salary or wage • Capital equipment
• Professional services • Postage
The Petty Cash Voucher below is an example only, and not intended for use. Petty Cash Vouchers may be obtained in the Office of Student and Accounts Receivable located in the lower level of the Lawrence Administration Building.
Please see the policies and procedures for using Petty Cash Vouchers for more information.
Please see information about the Mail and Duplicating Services Department.Please note: University policy does not permit the purchase of postage stamps by departments and organizations. All mailing, whether first class or bulk, must be done by metered mail in the Mail and Duplicating Services Department. Metered mailing services are requested on the Departmental Requisition (page 30).
the Departmental Requisition
Use a separate form for each Source or Type of Transaction.
- Check Type of Transaction:
Supplies: use only for office supplies found in the Campus Store.
Postage: use for postage, mail services, UPS, etc.
Other Items: use for specialty items (clothing, cups) in the Campus Store
- Requisitioner’s University ID number.
- Budget Account Number to be charged.
- Current Date (use numbers only).
- Requisitioner’s Name, Extension, Department Name, and Location (Building and Room).
- Quantity desired in multiples of the Unit.
- Issue Unit.
- Stock Number of Item.
- Description of the item.
- For mailings only, place an “X” in the box.
- Requisitioner’s signature.
- Advisor’s signature.
DEPARTMENTAL REQUISITION forms may be obtained in the Mail and Duplicating Services Department on campus. An example of the form may be found below and is not intended for use.
If there is a need for an office supply item which is stocked in the Campus Store, the user may obtain the item(s) by presenting a completed Departmental Requisition together with the item(s) to the Store Cashier. These sales will receive the customary 10 percent discount from the Campus Store’s regular selling price.
Each work order is to be accompanied by a properly completed Duplicating Requisition. The requisition provides a forum for instructions and a tracking number for your job. Retain the yellow carbon copy and present it to the Duplicating Department when picking up the completed work.
Procedures for Completing Duplicating Requisition
- Requisitioner’s University ID number.
- Budget Account Number to be charged (the General Ledger code for printing has been pre-printed).
- Current Date (use numbers only).
- Requisitioner’s Name, Extension, Department Name and Location.
- Number of originals to be reproduced.
- Number of copies to be made from each original
- Title or Description of the work to be reproduced.
- Date of when the work is needed (use numbers only).
- Examination “X” box. Exams must be delivered and picked up by faculty or staff.
- Book copying, “X” box. Insert the inclusive page numbers. Note the “Warning Concerning Copyright Restrictions.”
- Color of Stock on which the items are to be reproduced.
- Type of stock to be used
- Finished Size of the job. Note: If the job is to be folded, include a sample showing how it is to be folded or explain in the Special Instructions section.
- Number of Sides to be printed (1 or 2) and the position of the backer for two sided work:
H/H – Head to Head (to read the backer, turn the sheet like a page in a book.)
H/F – Head to Foot (to read the backer, turn the sheet like a page in a steno pad.)
- Padding, number of sheets per pad (100 is normal) and the edge to be padded (top is normal).
- Punching, number of holes required and their location. Attach a sample, if necessary, and indicate the attachment in the Special Instructions section.
- Collating, number of sheets per set. Note: the maximum number of sets collated by Duplicating is 150. Requests for a greater number of sets will be sent to a commercial printer for production.
- Spiral Binding: indicate the binding edge.
- Special Instructions (e.g., explanation of how the job is to be folded, the number and type of attachments).
- Requisitioner’s signature.
- Department Head’s signature and date.
- This space is left blank until the job is picked up. At that time, the individual receiving the finished work signs and dates the requisition.
- Duplicating Department or Procurement use only.
For more information, see the Travel and Business Expense Policies and Procedures.
- Included in these procedures are instructions on filling out the Request for Expense Reimbursement Form & Travel Advance Form.
- Employees requesting an advance of payment for travel that has not yet taken place complete the Travel Advance Form.
Expense reports should be signed by the traveler and approved by the department chair or department head responsible for the budget to which the expense is being charged.
For more information, please see the University’s Policies and Procedures for purchasing items.