To request money for supplies, food or any other need your club or organization may have, Purchase Orders must be filled out and submitted to the SGA Office Manager at least three weeks in advance. Last minute requests will not be processed unless considered an emergency. Budget line information may be obtained through the SGA Office Manager.
Under no circumstances should members of a club or organization use their own money for any purchases without prior permission from the SGA Office Manager or the SGA Advisor. Reimbursements will not be allowed, unless prior permission has been granted. Should a club member use their own money, a refund will not be issued.*
Club funds are for purchasing whatever a you need to stay operational but the type and cost of certain equipment will need prior approval to decide whether that purchase is necessary.
When filling out Purchase Orders, the following items must be kept in mind:
a. Any purchase of more than $2000.00 must be sent out to bid by either three phone bids or three submitted written bids. These bids are processed through the Treasurer’s Office. Since the bidding process may be time consuming, it is recommended that four weeks are allowed.
b. Anyone making purchases without authorized approval through Purchase Orders, will assume personal financial liability for those purchases. SGA will not be held responsible or reimburse the individuals who do so, unless, prior approval from the SGA Office Manager or the SGA advisor has been obtained.
c. Each Purchase Order must have a receipt in order to be paid. Anyone who does not submit a receipt will assume full financial responsibility. After the event or purchase, receipts should be turned into the SGA Office Manager.