Treasurer

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SGA Payment Request Guidelines

Submissions Requirements

1. All requests for funding should be submitted to the SGA Treasurer using the appropriate form link on the SGA website. Only Registered Student Organizations in good standing are eligible to request funding from the SGA.
2. The maximum amount of funding that can be requested at any one time is $1,500.00.
3. All funding requests must be for expenditures to be made during the current fiscal year (July 1–June 30).
4. All requests should include the proper request form and all necessary supporting documentation.
5. All requests lacking the proper supporting documentation will be returned to the organization or individual that submitted the request. Requests may be re-submitted once all proper documentation has been collected.
6. All requests for pre-payments to purchase goods or services must be presented to the SGA Treasurer at least 30 days prior to the date that funds are needed.
7. Funding requests for purchases from local vendors of less than $100.00 may be processed utilizing petty cash. This will be determined on a case-by-case basis.
8. All requests for pre-payments involving travel must be presented to the SGA Treasurer at least 60 days prior to the start date of the travel. Travel pre-payment requests must be accompanied by all mandatory Student Travel Forms for each student for whom funds are being requested. Registered Student Organizations should work with their Advisors to make sure that all paperwork is completed accurately and that all necessary approval signatures are obtained before submission to the SGA.
9. The following Student Travel forms must be completed in order for the funding request to be considered:
   • Student Travel Application Form (One form for group.)
   • Student Field Trip & Travel Approval Form (One form for group.)
   • Release & Waiver of Liability Form (Must be completed for each student participating in the trip.)
   • Student Travel Advance/Pre-Pay Authorization Form (One form for group.)
   • Note: These forms must contain all of the required approval signatures or they will not be considered. All Student Travel Paperwork Forms can be found using this link: Student Travel Procedures - Columbus State University
10. Registration Fees are typically the only component of student travel that can be paid for in advance. In some cases, it may be possible to issue a pre-payment check for lodging. However, the lodging registration will need to be made using a personal credit card. The Registered Student Organization (RSO) requesting a lodging pre-payment will be responsible for obtaining a W-9 Form from the vendor hotel (if necessary), and also written confirmation that the hotel will accept a University check. If the hotel will accept a check as payment, the check will be issued to a representative from the RSO, who will then be responsible for presenting it as payment to the hotel at check-in.
11. Due to a change in University Policy, reimbursements can no longer be made.
12. Note: Due to the fact that CSU is a tax-exempt organization, sales tax on purchases will be the responsibility of the individual or student organization making the purchase.
13. All requests for funding for the purchase of t-shirts must begin with the Registered Student Organization contacting Greg Hudgison in the Office of Strategic Communication and Marketing for approval of the t-shirt design.
14. After receiving approval from Greg Hudgison, the RSO should meet with CSU Printing Services to determine if the t-shirts can be printed internally, or of they will have to be outsourced. Either way, Printing Services will provide a price quote that will need to accompany the online funding request.

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Approvals Process

1. Submission of Funds Request to SGA Treasurer

• As payment requests are received, the SGA Treasurer should meet with the Coordinator of the Office of Student Affairs to review them to ensure that request forms have been completed properly, and that all necessary supporting documentation has been attached.
• Any requests that are not submitted in the proper format with all required supporting documentation will be returned to the submitting organization or individual. Organizations are strongly encouraged to work with their advisors on the preparation of all documentation before submission to the SGA.
• After completion of the preliminary review, the SGA Treasurer will make a preliminary decision about each request, and refer the request(s) to the appropriate approving authority (SGA Executive Committee or SGA Forum).
• The SGA Treasurer should maintain a record of all requests received. This record should include notations of which approving authority processed the request as well as the final decision made regarding approval or denial. The SGA Treasurer should be prepared to provide monthly updates on the status of all requests accepted for consideration to the Executive Committee and the SGA Forum.

2. Approval by the SGA Executive Committee

• The SGA Executive Committee has the authority to review and approve or deny payment requests for amounts up to $500.00.
• The Executive Committee also has the authority to defer certain payment requests directly to the SGA Forum for a vote.
• All payment requests approved by the SGA Executive Committee should be signed by either the President or Treasurer, and then forwarded with all supporting documentation to the Office of Student Affairs. The Office of Student Affairs will review all of the documentation and then forward to the appropriate campus department for final processing.
• It is strongly suggested that individual SGA Officers not make any determination regarding payment requests from groups or organizations (fraternity, sorority, service club, etc.) with which he or she has any type of affiliation. The Executive Committee may still vote on the request, and request may move forward if approved by a simple majority. If there is not a majority approval, requests should automatically be referred to the SGA Forum for action.
• If a funding request is denied by the Executive Committee, the RSO may appeal this decision in writing to the SGA Chief Justice, who does not vote on funding requests. The Chief Justice will confer with the SGA Advisors and then make a decision regarding the appeal.

3. Approval by the SGA Forum

• All payment requests in excess of $500.00 must be approved during an SGA Forum Meeting.
• Only those requests received by the SGA Treasurer with all proper documentation attached will be presented at the Forum Meeting.
• The organization or individual making the request for funding will be called upon during the Forum Meeting to make a presentation in support of their request.
• All payment requests approved by the SGA Forum should be signed by either the President or VP of Finance and then forwarded with all supporting documentation to the Office of Student Affairs. The Office of Student Affairs will review all of the documentation and then forward to the Office of Business and Finance for final processing.
• If the original funding amount requested is denied by vote of The Forum, the Registered Student Organization may request a lesser amount, and have that request voted on at the same Forum.

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Please note: To be considered for funding during Fall Semester 2021, all requests must be received between August 23 and October 19, 2021. Requests received after October 19, 2021, will not be considered until the beginning of Spring Semester 2022 (January 17, 2022). The last day to submit funding requests for Spring Semester 2022 will be March 23, 2022.

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PRE-PAYMENT

What Forms Do I Need to Receive Funds Before My Event?

TRAVEL

Required Forms For Travel

Pre-Payments for Travel

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