Provided to you as a service by:SGA Budgetary Committee &the SGA Account & Budget Representative

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Basic InformationThere are multiple forms that your organizations fill out in order to spend your SGA funds. Depending on how you plan on spending your funds determines which form(s) are needed. On the following slides is information on each form and what is required to help you with the process. These requirements are not all-inclusive but should assist you with the basics. The forms are available in the Oklahoma Memorial Union, Conoco Student Leadership Center, Room 181 and are printed in the following colors:

ACCOUNT REQUEST FORMSRed, Purple, Pink, Blue, Green & White

If any of the forms are filled out incorrectly, it will take longer for your transaction to be processed and you may miss deadlines.

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Account Request FormsImportant things to know about the forms:

1. Instructions for each transaction are on each form.

2. The SGA Account & Budget Representative, who’s desk is in the 1st floor of the Conoco Student Leadership Center, can help you fill out the form for the first time.

3. If you fill the form out incorrectly or fail to attach proper documentation, your request will not be processed.

a. An email will be sent to the contact person on the form. b. Request form will be returned to your organization’s mailbox

(if available.)

4. The last day to turn a request form in is the last day of regular classes of the semester the cost was incurred.

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The 6 Ways to Spend

There are 6 methods in which you can spend your funds.

Method 1: Reimbursement Request (Red Form)Method 2: Payment Request – University

Department Transfer (Purple Form)Method 3: Payment Request – Direct Vendor

Payment (Purple Form)Method 4: Purchase Order Request (Pink Form)Method 5: Travel Reimbursement (Blue Form)Method 6: Office Supply Order (White Form)

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Method 1: Reimbursement

What is a Reimbursement?

Reimbursement is the type of transaction that pays either a member or an organization back for an item that has been purchased for an organization with personal or organizational funds (other than SGA funds).

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1: Reimbursement

When do I use a Reimbursement Form?

1. When personal funds have been used by someone in your organization to purchase something for your organization.

Note: All reimbursement forms must be submitted within 30 days of the purchase. If after 30 days, a memo stating why it is late will need to be submitted with it. This will be reviewed by the Budget Committee or Committee Chair for approval.

2. When your organization uses funds from an account, other than its SGA account (IF your organization has a federal employee identification number [FEIN]).

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1: Reimbursement

How Do I Request a Reimbursement?

Beforehand, make sure you get an itemized receipt that shows

the name of the vendor, specific amounts of items, specificdescriptions of the items, date of purchase, and proof ofpayment (i.e., a zero balance). If the receipt is not itemized

youcan self itemize it by writing on a piece of paper what the

itemswere. (i.e., crafts- construction paper used to make signs)

Note: You cannot sign the reimbursement form for your ownreimbursement.

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1: ReimbursementHow Do I Request a Reimbursement?

Step 1. Complete and submit a Reimbursement Form. (red form)Step 2.Attach original itemized receipts.

If not itemized, tape receipt to a piece of paper and self-itemize.

Step 3.Attach Proof of Payment (if receipt does not reflect payment method)

If paid by check, we will need a front and back copy of the cleared check from your bank. If paid by credit/debit card and receipt does not show credit/debit card ************1234, a

statement from your credit card company or bank will suffice. If paid by cash, the receipt should say “paid by cash” and/or reflect a zero balance.

Step 4.Provide the Individual’s Social Security Number (SSN), Individual Tax Identification Number (ITIN) or if an OU Employee their 6 digit Employee ID Number. The person can contact the SGA Accounting office at (405) 325-5472 if they would prefer.

If reimbursing an organizational checking account, FEIN/Tax ID #.Step 5.Attach documentation/proof of the event (flyer, mass email, screenshot of Facebook event that shows the date, time, and location of the event) with every request.Step 6.Payee should receive their payment within 4 weeks.

Note: If you are doing a travel reimbursement, please see method 5.

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Method 2: Payment Request – University Department Transfer

What is a University Department Transfer?

This is when funds are transferred internally to other university accounts/departments.

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2: Payment Request – University Department Transfer

When do I use a University Department Transfer?

When you are reimbursing another campus department for expenses incurred on behalf of your organization. (i.e. – equipment rental from Facilities Management, catering from the Okla. Memorial Union Business Office, etc.)

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2: Payment Request – University Department Transfer

How do I use a University Department Transfer?

Step 1. Complete and submit a Payment Request Form. (purple form)Step 2. Provide the 9 digit university department number receiving payment.Step 3.Attach copy of itemized receipt.Step 4. Attach proof of payment (if applicable, this can be a statement of account.)Step 5.Attach documentation/proof of the event (flyer, mass email, screenshot of Facebook event that shows the date, time, and location of the event) with every request.

Note: The transfer of funds form should be submitted in advance of the event.

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Method 3: Payment Request – Direct Vendor Payment

What is a Direct Vendor Payment?

This is when you request a check for items or services from

a vendor or are paying a department on-campus that does

not supply a department number.

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3: Payment Request – DirectVendor PaymentWhat do I use a Direct Vendor Payment

for?

1. When a vendor requires payment for items or services on the date of the event.

2. When you are ordering literature or brochures for your organization.

3. When a campus vendor does not supply department numbers to transfer the funds to.

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How do I use a Direct Vendor Payment?Step 1.Complete and submit a Payment Request Form. (purple form)Step 2. Attach an original itemized order form/contract/receipt.Step 3.Provide the Vendor’s Federal Employer Identification Number (FEIN) or Tax Identification Number (Unless it’s one of the on-campus vendors listed on the form.)Step 4.Attach documentation/proof of the event (flyer, mass email, screenshot of Facebook event that shows the date, time, and location of the event) with every request.Step 5.Payment requests for off-campus vendors should be submitted in advance of the event.Step 6.Entry Fees/Conference Registrations require attendee’s names and OU ID numbers and an attached copy of the event brochure/official letter.Step 7. Off-campus vendors should receive their payment within 4 weeks.Notes:

• OK Memorial Union and Facilities Management payments must be submitted 72 hours in advance.• Printing requires an attached copy of the printed material. “Funded by SGA” must be on printed materials.• Only Coca-Cola products and Dr. Pepper are permissible for on-campus events.

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3: Payment Request –Direct Vendor Payment

Method 4: Purchase Order

What is a Purchase Order?

A purchase order is an authorization for your organization to charge food/supplies/materials directly to your account. This is the easiest and best way to utilize your funds. However, you must plan in advance in order to use this form.

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4: Purchase Order

When Do I use a Purchase Order?

You use purchase orders any time you wish to purchase something with your SGA account. This method eliminates the need for you or your members to have to be reimbursed or face any out-of-pocket expenses. Most businesses take “university P.O.’s,” but you should ALWAYS call the business before and check.

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4: Purchase OrderHow do I place a Purchase Order?

Step 1. Complete and submit a Purchase Order Form. (pink form)Step 2. Allow one working day to process.Step 3.Provide the vendor’s Federal Employer Identification Number (FEIN) (Unless it’s one of the on-campus vendors listed on the form.)

If new vendor, attach a copy of their signed W-9 with their tax classification. Notify them that a university PO is payment after the fact . They will receive payment within 4 weeks from the date you submit the invoice to the SGA Accounting Office.

Step 4.Printing Services requires an attached copy of the material to be printed. “Funded by SGA” must be

onthe materials. For display purposes, Student Life (OMU 370) must approve a copy. Step 5.Entry fees/Conference registrations require an attached copy of the event brochure/official letter.Individual’s names and OU ID numbers must be provided.Step 6.Attach documentation/proof of the event (flyer, mass email, screenshot of Facebook event that shows the date, time, and location of the event) with every request. Step 7. You will be notified via email when your Purchase Order is ready to be picked up from the SGA office.Step 8. Take the Purchase Order to the vendor.Step 9.Return all the itemized invoices and/or receipts within five (5) working days from the date of thePurchase Order.Step 10.Vendor should receive their payment within 4 weeks.

Note: Notified by email when PO is ready Pickup PO from SGA Take PO to vendor Bring invoice back to SGA within 5 days.Once you’ve done this, the vendor will be paid with the money from your SGA account.

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What is a Travel Reimbursement?

Travel reimbursement is the type of transaction that pays either a member or an organization back for an item that has been purchased for an organization with personal or organizational funds (other than SGA funds) in order to travel.

Method 5: Travel Reimbursement

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5: Travel ReimbursementWhen do I use a Travel Reimbursement?

1. When personal funds have been used by someone in your organization to purchase something for your travel. (i.e., hotel, conference fees, plane tickets, bus fare, etc.) However, we CANNOT reimburse for gas/fuel. We can only reimburse for mileage.

Note: All travel reimbursement forms must be submitted within 30 days of the purchase. If after 30 days but before the last day of regular classes of the semester the charge was incurred, a memo stating why it is late will need to be submitted with it. This will be reviewed by the Budget Committee or Committee Chair for approval.

2. When your organization uses funds from an account, other than its SGA account (IF your organization has a federal employee identification number [FEIN]).

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How do I request a Travel Reimbursement?

Step 1. C0mplete and submit a Travel Reimbursement Form. (blue form)Step 2.Attach all itemized receipts that will be considered for reimbursement.Step 3. Attach proof of payment.Step 4. Attach names and OU ID #’s of everyone who traveled.Step 5. Provide the Individual’s Social Security Number (SSN), Individual Tax Identification Number (ITIN) or if an OU Employee their 6 digit Employee ID Number (EMPLID).Step 6. Attach documentation/proof of the event (confirmation letter, agenda, or brochure).Step 7. For car travel:

o Who rode with whoo Vehicle Tag #’s

Step 8.Payee should receive their check within 4 weeks.

5: Travel Reimbursement

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Method 6: Office Supply Order Form

What is an Office Supply Order Form?

This is the form you use to order office supplies for your organization. This is the most cost efficient way to order supplies. The SGA Account & Budget Representative can order it directly without a member having to purchase it and wait on being reimbursed.

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6: Office Supply Order Form

When do I use an Office Supply Order Form?

Anytime your organization is wanting to purchase office supplies of any kind they should use this form. The University has a contract with an office supply company that allows us to have contracted prices. An office supply catalog is located in the SGA office but most prices will be less than advertised. Ask the SGA Account & Budget Representative if you are wanting to know the contract price of a specific item.

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How do I use an Office Supply Order Form?

Step 1.Find the items in the office supply catalog you want to purchase.

Step 2. Complete and submit an Office Supply Order Form. (white form)

Step 3. You will be notified by e-mail when your order is ready to be picked up.

6: Office Supply Order Form

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Line Item Transfer

What is a Line Item Transfer?

A line item transfer is to be filled out to request an event/item to be added to your budget worksheet so that you can use your allocated funds towards that event/item. This will be reviewed by the Budget Committee or Committee Chair for approval.

Note: This does not add additional money to your account.

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Line Item TransferHow do I use a Line Item Transfer ?

Step 1.Complete and submit a Line Item Transfer (green form)

Step 2. The Budget Committee or Budget Chair will approve or deny the request.

Step 3. Organization will only be notified if line item transfer was denied. If you have not heard within 48 hours then you can proceed to purchase the item/have the event, etc.

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Important to know…Remember that you have to complete the

process of submitting reimbursements within 30 days of the date of purchase.

The last day to turn the request forms in is the last day of regular classes of the semester that the charge was incurred.

When in doubt, ALWAYS have the SGA Account & Budget Representative check over your forms to make sure you are turning in everything you need.

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Important To Know… The SGA phone number is 405-325-

5471. You can always call and get help with your transactions.

The SGA office is in OMU Room 181, which is in the first floor of the Union in the Conoco Student Leadership Center. The front entrance is by the courtyard, south of the Schooner Room in the food court.

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