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Last Updated: July 19, 2019

Student Organization Activity Fund Training 2019-2020 PART TWO: Requesting Re-Payment & Line Item Steps. Last Updated: July 19, 2019. ALL PAYMENT REQUESTS MUST BE SUBMITTED BY MAY 15 PAYMENT REQUESTS ARE REVIEWED WEEKLY Don’t forget to submit supporting documentation. Things to Remember….

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Last Updated: July 19, 2019

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  1. Student Organization Activity Fund Training 2019-2020 PART TWO: Requesting Re-Payment & Line Item Steps Last Updated: July 19, 2019

  2. ALL PAYMENT REQUESTS MUST BE SUBMITTED BY MAY 15 • PAYMENT REQUESTS ARE REVIEWED WEEKLY • Don’t forget to submit supporting documentation Things to Remember…

  3. Filling out a Payment Request

  4. Payment Screenshots Click “Request Payment”

  5. Payment Screenshots Title the request the name of your organization

  6. Payment Screenshots Select “Student Organization Needs Reimbursement”

  7. Type in amount to reimburse Payment Screenshots - Reimbursement Upload contract or supporting document When finished, click SUBMIT

  8. Line Item Steps

  9. Speakers/Contracted Performers Fill out a Payment Request in EagleSYNC and student upload a quote from performer. SDP will approve the request and ask you to setup a meeting to talk about and help manage the contracting of the speaker/performer. Performer will be paid for through the student organization’s agency fund. Money from the Student Org. Activity Fund will be transferred to student organization’s agency fund after charge is made.

  10. Film Licensing Fill out a Payment Request in EagleSYNC and student upload a quote reputable film licensing company. No film request for a film rated NC-17 or X will be approved for funding. SDP will approve the request and help student with payment processing.

  11. Office Supplies from BuyUSI REMINDER! ONLY $300 can be spent on this line item Fill out a Payment Request in EagleSYNC and student upload a shopping list. Student Development Programs will approve the request and ask to setup a meeting to select items. Items will be ordered by Student Development Programs. You will be notified when items are delivered and pick up your items from Student Development Programs.

  12. Advertising in the Shield Fill out a Payment Request in EagleSYNC and upload a quote/order from The Shield with their request. SDP will approve the request. The order form will need to be signed by the student organization’s financial manager and turned into the Shield. Money from the Student Org. Activity Fund will be transferred to student organization’s agency fund after charge is made.

  13. Promotional Items • Can receive up to $500 to be used on promotional items • Promotional Items cannot be sold by the student organization Promotional Items & Apparel Steps Fill out a payment request in EagleSYNC and upload a quote from a USI licensed company with request. Items can be ordered by the student organization and paid for out the agency fund account. To pay for items, the organization will use a direct pay form. Grant money will be transferred to the student organization agency fund after the charge has been made. Apparel (T-Shirts & etc.) Can receive up to $200 of the $500 promotional budget on t-shirts or apparel Any apparel purchased cannot be sold by the student organization A Quote from a USI Licensed vendor is required to order promotional items. To get a list of licensed vendors, visit: http://www.usi.edu/brand/licensing-and-trademark/list-of-licensed-vendors/ Not all quotes look like the picture. Email quotes are acceptable, if all information needed is provided. If your quote is labeled “INVOICE” anywhere on the document it will not be accepted. Quotes must include: Quantity of items, Description of items, Total amount due, Contact information for the vendor

  14. Physical Plant Setups A Work Order Report is needed Will maybe sent to your financial manager after event Upload this with your payment request

  15. Catering Contract or Banquet Event Order Banquet Event Order will be sent to your financial manager after event Upload with your payment request Sodexo Catering

  16. Event Safety and Security Event Security Charge List Will be sent to your financial manager after event Upload with your Payment Request

  17. Copy Services Request Fill out a Payment Request in EagleSYNC and upload a quote/estimate the cost of the items. Order your items with Copy Services Money from the Student Org. Activity Fund will be transferred to student organization’s agency fund after charge is made.

  18. Other things

  19. First, attempt to get a copy. If it is not possible to get a copy, please leave a comment at the bottom of the form explaining why there is no documentation. If your financial manager does not have documentation needed for Payment Request…

  20. Your Agency Fund checkbook in EagleSync will show charges similar to the charges below: You can also email getinvolved@usi.edu to get a current financial statement How to find out if your agency fund has been charged?

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