Handling & Accessing Your Money
There are several ways of utilizing and accessing your Organization’s funds:
This is the easiest and most common way students access their group money. It is when you or another member of your group purchases items for your group with personal money and wishes to receive a reimbursement from the group's fund. Within 30 days of purchase, the Treasurer of the group must scan the original receipt then go on The Link (select your group > Finance > Create Purchase Request) to upload the document for approval. If the reimbursement is submitted after 30 days, the reimbursement must be approved by the SGA Treasurer before being processed by the Banker.
- Contract / Invoice
These are used for paying an individual, performer, or business. Usually the business/performer will mail/fax a contract/invoice directly to a member of your group or to a representative in the SAIL office. If they do not have a contract, contact the SAIL office for one. Your group's advisor or a representative in the SAIL office must sign contracts before they can be processed. Invoices do not need to be signed before being processed. All contracts/invoices must be submitted 14 days in advance of when you need a check to be written. The Treasurer of your group must scan the signed contract then go on The Link (select your group > Finance > Create Purchase Request) to upload the document and submit for processing.
- Petty Cash
Clubs can access up to $100.00 petty cash at a time from their club funds. Petty cash is used for small expenditures like decorations, food and cash box change.
How to Access Petty Cash
1. Club Treasurer completes ‘Petty Cash Request Form.’
(The Link > The Financial District (Student Banker page) > Forms > Petty Cash Request Form)
2. Receive email from SAIL that your form is ready for pick up. Pick up form from SAIL Front Office.
3. Bring the 'Petty Cash Request Form' to Accounting Services Window in Park Hall (2nd Floor) to receive petty cash.
4. Return any leftover petty cash and receipts to SAIL within 10 days in order to access additional petty cash. Must return exact change according to receipts.
When co-sponsoring an event oftentimes groups will need to give money directly to another group or campus department. In order to make a transfer, the Club Treasurer must fill out a SGA Transfer form and bring it to the Banker.
- Gas Reimbursement / Mileage Reimbursement
Occasionally Clubs may want to reimburse drivers for their travels. This needs to be done based on Mileage unless a School Van or other rental vehicle was used. Once the trip has been completed, a Request for Mileage Reimbursement form must be filled out and brought to the Banker by the club’s treasurer. Mileage Reimbursements are done at a rate of 50 cents per mile. File your reimbursement paperwork to the Banker within 30 days. If the reimbursement is filed after 30 days, the reimbursement must be approved by the SGA Treasurer before being processed by the Banker.