Club Advisors Guide

Clubs may process payments depending on the type of purchase:

• Club members or advisors make the purchase and submit a Payment Request Form or Petty Cash form to get reimbursed
• Club submits a Payment Request and Student Life makes the purchase. This is limited to only online orders for goods, not services. 
• Clubs submit a Payment Request Form and request a check made out to the vendor/payee
• Clubs submit a Payment Request Form and Student Life processes a contract. This is solely for purchases requiring a contract. 

All payment requests will require these items:

• Club Officer signature, preferably the treasurer
• Club Advisor signature, can be advisor or co-advisor
• Event Flyer
• Club minutes showing that the club has approved the expense. Minutes should indicate what the expense is for, and the dollar amount the club has approved. 
• Receipts and invoices
• Contracts or agreements

Payment Request: Payment requests may take TWO (2) to THREE (3) weeks to be approved, signed and processed. Therefore, requests for payments should be presented to the board for approval, at least SIX (6) weeks before the date needed to ensure your accommodation is arranged.

Instructions for Processing Payment Requests: 

1. Present payments to the club for approval.
2. Complete and submit Payment Request form and attach the receipt (paperclip preferred). 
3. Include the Purchase Order number in the description section, for Purchase Order Payment (PO payment).
4. Attach meeting minutes (with the amount approved highlighted).

Petty Cash: Petty Cash requests may take TWO (2) to THREE (3) days to be approved, signed and processed. A minimum of ONE (1) week after the post event date is needed. Any petty cash request more than 30 days (about 4 and a half weeks) post-event date must be approved by the Director of Student Life.

The Petty Cash form can be used for reimbursements and cash advances for amounts less than $100.00. Petty Cash form requires a club officer signature and the club advisor signature. Petty cash is distributed by the Office of Student Life or Cashier’s Office. If being picked up at the Cashier’s Office, the student will need to be accompanied by their advisor, the Student Life Coordinator, or Director of Student Life.

Instructions to process Petty Cash requests: 

1. Complete the Form by entering the vendor, item(s) purchased and total cost. 
   1. Under VENDOR enter the business where the items were purchased (e.g., Target, Costco, Round Table, etc.). 
      1. DO NOT enter the name of the person requesting the reimbursement. 
      2. Only one vendor (business) may be listed per form, therefore, a different petty cash form will have to be completed for each vendor (business).
      3. Receipt amounts CANNOT total more than $100.00 per vendor.
   2. Enter a description for the items purchased and the total amount of the receipt.
2. Enter the Club Information (club name and account number).
3. On the two lines below the table an approved can sign the form.
4. Attach the receipt(s) and minutes to the request.
5. Submit the requests to the Office of Student Life for the Director of Student Life’s signature. 

Account Numbers

An ORACLE account is created and provided to each club advisor, after the club has had 3 approved constitution readings with the ICC. 

Club advisors will need to change the object code depending on the purchase that is being made.  

Authorized Signers

The Treasurer should be the designated signer on all Payment Request Forms. However, officers who signed the Club Account Authorization Form when registering can sign payment requests. An advisor will also need to sign all Payment Request Forms and Petty Cash Forms.  

Petty Cash: Petty Cash requests may take TWO (2) to THREE (3) days to be approved, signed and processed. A minimum of ONE (1) week after the post event date is needed. Any petty cash request more than 30 days (about 4 and a half weeks) post-event date must be approved by the Director of Student Life. 

The Petty Cash form can be used for reimbursements and cash advances for amounts less than $100.00. Petty Cash form requires a club officer signature and the club advisor signature. Petty cash is distributed by the Office of Student Life or Cashier’s Office. If being picked up at the Cashier’s Office, the student will need to be accompanied by their advisor, the Student Life Coordinator, or Director of Student Life. 

Instructions to process Petty Cash requests: 

1. Complete the Form by entering the vendor, item(s) purchased and total cost. 
   1. Under VENDOR enter the business where the items were purchased (e.g., Target, Costco, Round Table, etc.). 
      1. DO NOT enter the name of the person requesting the reimbursement. 
      2. Only one vendor (business) may be listed per form, therefore, a different petty cash form will have to be completed for each vendor (business).
      3. Receipt amounts CANNOT total more than $100.00 per vendor.
   2. Enter a description for the items purchased and the total amount of the receipt.
2. Enter the Club Information (club name and account number).
3. On the two lines below the table an approved can sign the form.
4. Attach the receipt(s) and minutes to the request.
5. Submit the requests to the Office of Student Life for the Director of Student Life’s signature. 

Please note: Petty Cash forms may be pickup from the Office of Student Life (Shima) or Cashier’s Office (Horton).