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 (clarkw@newpaltz.edu) or Kevin Merting (mertingk1@newpaltz.edu).

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 a Reimbursement Authorization 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 exist for the club to present to the Budget and Finance Committee.
• Newly chartered clubs will not be granted a budget in the current academic year.
• Clubs failing to re-charter will result in the loss of the allocated 2024-2025 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. Only original receipts will be accepted. All receipts submitted together, within 30 days after event.
• Certification courses will not be paid for unless required by the Student Association.
• Type and form of transportation should be appropriate for the number of attendees.
• Transportation requests for the use of a 12 or 15 passenger van will not be funded due to liability insurance limitations.
• Travel and lodging expenses will be funded 24 hours prior and 24 hours after, the documented event date/s.
• No food at club meetings with the exception of one general interest meeting per semester.
• No funding for food on trips/conferences.
• Gift card prizes must have winners name provided to the Student Association Business Office.
• There will be a maximum of $1000 for videography/photography per event.
• There is a cap of $150 paid to a student provided services for a funded event. There is a cap of $50 paid to a student host for an event.
• There is a cap of $200 paid to a non-student host for an event.
• All outside vendors sponsored by a SA organization will pay 20% of gross sales generated to that organization.
• The SA credit card may be used for annual software or copyright licensing contractual obligations only.
• 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 funding for live animals or animal food.
• Club members are required to disclose any conflicts of interest when requesting funds.
• Student association funds may not be used to support non-Student Association events.
• All athletic professionals, officials, EMTs required by Student Association must be represented by the appropriate professional organization.
• There is a limit of $600 per semester paid to an athletic club coach.
• International payments are not permissible.
• Student Association funding cannot be used to support a political candidate.
• Student Association clubs and organizations are allowed to fundraise for their club activities only.
• Club Sport expenses related to conference or tournament play can be approved within the 2-week submission deadline.