There’s a Form for That…
To ensure smooth transactions and proper accounting, there are several 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 - This document is used to make purchases using your USG Budget and must be submitted 1 month / 20 business days in advance.
Contracts - Provided by the vendor you choose.
Prizes and Gifts Form - Any time your group purchases gifts or prizes the items and recipients should be listed on this form and submitted to the Business Office.
Travel Policy - This document is required any time your group sponsors a group excursion off campus.
Car Rental Form - 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.
Reimbursement - All purchases MUST be pre-approved and submitted two weeks / 10 business days before event.
Line Item Change Form - Used for reallocation of money within a group’s budget. Note: USG only allows line item changes during the second semester of the fiscal year.
Academic Assembly Funding Request Form - All purchases MUST be pre-approved and submitted one month / 20 business days prior to the event date.
Alcohol Authorization Request 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 Authorization Request Form must be filed and approved by USG and the Dean of Students in advance of the event. This is an online form. A link to the form can be found at the Buffalo State Dean of Students website.
Off Campus Event Checklist Form [PDF]
Completing this form is the first step if you are planning to sponsor an event in a location that is not on the Buffalo State Campus.
