There’s a Form for That…
To ensure smooth transactions and proper accounting, there are a number of USG forms that you will use when spending the activity fee money in your organization’s budget. The basic forms are listed here (some have PDF links to a copy of the form; others must be picked up in the Business Office):
Requisition and Purchase Order - No USG activity fee money is spent without going through the Requisition/PO system. See the “How to Buy Goods & Services” section for a complete explanation of the process.
Simple Contract [PDF] - Often when you contract services the vendor you choose will have a contract they use. On occasions when this is not the case you can use the USG Simple Contract as long as the amount is under $1,000.00.
Prizes and Gifts Form [PDF] - Any time your group purchases gifts or prizes the items and recipients should be listed on this form and submitted to the Business Office.
Line Item Change Form - Used for reallocation of money within a group’s budget. Note: USG generally only allows line item changes during the second semester of the fiscal year.
Travel Policy [PDF] - This document is required any time your group sponsors a group excursion off campus. A complete explanation can be found in the “Travel Using USG Funds” section of this website.
Car Rental Form [PDF] - All vehicle rentals and hires are done through the Business Office. This form is for renting a car or van to be driven by a representative of your organization. A complete explanation can be found in the “Travel Using USG Funds” section of this website.
Alcohol Policy [PDF] and Alcohol Waiver Form - The college and USG require that any time a student organization sponsors an event at a place where alcohol will be served the group must observe the Alcohol Policy. In some cases an Alcohol Waiver Form must be filed and approved by USG and the Dean of Students in advance of the event. A complete explanation can be found in the “Event Planning” section of this website.
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