Important Terms to Know

Purchase Request

• A formal submission by a student club or organization to the Student Association seeking approval to purchase goods or services. This typically includes details such as the item or service to be purchased, its cost, purpose, and vendor information. Approval is required before the purchase can proceed.

Purchase Order (PO)

• A formal document issued by the Student Association to a vendor, indicating approval to procure goods or services. POs are typically used for larger or more complex transactions, providing a binding agreement between the Student Association and the vendor. If attempting to utilize a purchase order, please make an appointment with Bill Clark ([email protected]) or Kevin Merting ([email protected]).

Reimbursement

• The process through which a club or individual is repaid for expenses incurred on behalf of the Student Association or a club. This typically requires proof of purchase, such as itemized receipts, and must adhere to pre-approved budget guidelines.

Invoice

• A document provided by a vendor that details the goods or services provided, their cost, and payment terms. Invoices are required for processing payments and verifying expenditures.

Payee

• The payee is the individual, organization, or vendor receiving payment for goods or services provided. This could include:

  • Individuals: A student or club member being reimbursed for pre-approved purchases made on behalf of a club or the Student Association.
  • Organizations/Vendors: Companies or service providers who supply goods or services to the Student Association or its recognized clubs.

Before submitting a purchase request, you’ll need documentation to estimate costs. Here’s what to gather depending on the type of item:

A. Items from Amazon (or similar online retailers)

• Add the item(s) to your cart.
• Take a screenshot of the final cost, including shipping and tax.

B. Items from a Store or Restaurant

• Price out each item and make an itemized list with estimated costs, including tax.
• You can add a $10 cushion to your request in case prices change, but be sure to note this in the description.

C. Services (e.g., speakers, vendors, performers)

• Obtain a contract from the vendor or use the contract template available on the Budget and Finance Committee page on ENGAGE.
• Do not sign the contract yourself; it must be signed by the SA Business Office after approval.

A. Log In to ENGAGE

• Go to your organization’s page on ENGAGE.
• Click Manage Organization → Finance → Create Purchase Request.

B. Fill Out the Form

• Subject: Name of the event + a brief description of the purchase.
• Description: Include:
  • Event name and date.
  • Item or service you’re buying.
  • How the purchase aligns with your organization’s mission.
  • The requested amount and Payee information.
• For reimbursements, the payee is the student who will be reimbursed.
• For purchase orders or contracts, the payee is the company or vendor.

C. Upload Supporting Documents

• For pricing samples or estimates: Upload screenshots, quotes, or itemized lists.
• For services or vendors: Upload the contract along with a signed W9 form from the vendor.
• For conferences/travel: Upload the conference details and a Travel Roster.
• For printing/designs: Upload design proofs.

After submitting your request:

• Approval time: Your purchase request will be reviewed. Approval times may vary.
• Next steps: Once approved, you can make the purchase.

Once you receive approval:

• Purchase the item/service.
• Keep all receipts and packing slips you receive. You’ll need them for reimbursement.

In order to be reimbursed, you must turn in your receipts to SUB 210 the next business day after purchasing items or receiving service.

After receiving the item/service:

• Visit the office to fill out an Order Completion Form.
• Bring your proof of purchase (receipts, packing slips, etc.).
• Checks will not be mailed.

Your reimbursement will be processed and can be picked up in SUB 210 as early as the day after the event, or when you receive a notification email.

Failure to submit receipts to SUB 210 within 14 days of your event will result in zero reimbursement.

Prohibited Use of Funds

The following uses of funds are prohibited:

• Dishonest, unethical, and manipulative budgeting practices may result in frozen or revocation of allocated funds.
• Appeals will be made directly to the VP of Finance who will determine if the criteria exists for the club to present to the Budget and Finance Committee.
• Newly chartered clubs will not be considered for a budget until the next academic year.
• Clubs failing to re-charter will result in the loss of the allocated 2025-2026 budget.
• All conference funding must be requested through the club's line item budget in accordance with the Student Association governing documents.
• All reimbursements shall be issued after the event. All receipts must be submitted together, to the business office, within 30 days after event.
• Certification courses will not be paid for unless they support participation in club activities or are required by the Student Association.
• Transportation requests should be appropriate for the number of attendees. The use of a 12 or 15 passenger van will not be funded due to liability insurance limitations.
• Travel and lodging expenses will only be funded 24 hours prior and 24 hours after, the documented event date/s.
• All outside vendors sponsored by a SA organization will pay 10-25% of gross sales generated to that organization.
• Expenses incurred for programs that have not been approved will be the responsibility of the club's members. 
• Any activity, funded by the Student Association must be student planned, organized and managed by students.
• Any club hosted activity cannot be graded coursework, with the exception of extra credit. 
• Funding requests for events should be aligned with the mission statement of the club/organization.
• No club is allowed to have money in reserve or separate financial accounts.
• Stipends may be approved only if a human resources process has been completed through the SA business office, which includes justification, a job description, and completion of contracts.
• Clubs must pay for additional insurance rider to cover increased risk as per insurance carrier.
• No purchasing of live animals.
• Student association funds may not be used to support unrecognized organizations' events.
• There is a limit of $750 per semester paid to an athletic club coach.
• International payments are not permissable.
• Student Association funding cannot be used to support a political candidate. 
• Student Association clubs and organizations cannot make or collect donations for any other organization. Clubs can encourage students to make direct donations.
• Club Sport expenses with special circumstances or time constraints can be approved within the 2 week submission deadline.
• Unappropriated funds can only be requested and used by Student Association clubs and organizations unless there is an emergency situation that permits greater campus use.