ASB Paperwork HOW-TO

 INTRODUCTION  ALL FORMS OF EXPENDITURES, REVENUES, FUNDRAISERS, ACTIVITIES, AND OTHER APPROPRIATION BILLS MUST GO THROUGH PAPERWORK  THIS IS TO ENSURE LEGALITY, PRECISION, AND TO KEEP VALID RECORDS FOR THE STATE AUDIT

 TYPES OF PAPERWORK  PRE-APPROVAL REQUISITON - Blue  REQUISTION - Green  FUNDRAISER/ACTIVITY REQUEST - Orange  CASH BOX REQUEST – Yellow or Pink  FUNDRAISER/REVENUE SHEET - Pink

 Pre-Approval Requisitions  Pre-Approval Requisitions are used for the purpose of making sure illegal transactions aren’t made.  They are identified by their blue color  When to use them:  Before any purchase or spending of money is to be made, a Pre-Approval must be properly filled out  Examples: Buying Spirit Week supplies, paying money to a company for their product or service, any thing involving taking out money

 Pre-Approval Requisitions  How to fill out a Pre-Approval:  The date of when you filled out the form  Pay to the order of = the person/company that will be receiving money out of our account  Description = give specific detail of what you are buying with the money you require  Not to exceed = the amount taken out of the account for this purpose will not exceed….  Name that account that the money will be coming out of

 Pre-Approval Requisitions  Write the account number that corresponds to the name below that (ask me if you don’t know the number)  Signature of the Staff Advisor for that account -PRE-APPROVALS MUST BE PASSED BEFORE ANY MONEY CAN BE SPENT. -SPENDING MONEY WHEN THE EXPENDITURE HAS NOT BEEN PRE-APPROVAL WILL RESULT IN NO REIMBURSEMENT OR PAYMENT.

 Requisitions  These forms are used to move money from accounts once the action has been pre-approved  They are identified by their green color  When to fill these out:  If a person needs to get reimbursed for spending money for an event  If a check needs to be given to a company to receive their product  If revenues need to be added to an account  If money needs to be transferred between accounts  If a club needs to open a new account

 Requisitions How to fill out a requisition to make payments: -Write the current date -Pay to the order of = who the money will be made out to -Pre-approval date = the date and letter that the pre- approval for this expenditure was passed in a Stuco meeting  Description of what the money was spent on  The EXACT total amount of money that needs to given  AN INVOICE/RECEIPT OF THE EXPENDITURE MUST BE STAPLED TO THE BACK OF THIS FORM  Account name and number  Staff Advisor signature

 Requisitions How to fill out a requisition for Incoming Funds/ Transfer of Funds: -Today’s Date -Description of where the money came from  The amount that will be added to the account  Account name and number  An attached invoice/receipt proving where the money Is coming from  Staff Advisor Signature

 Requisitions How to Open an Account: -Specify “Open a new Account” -Write the name of the new account -Have it signed by a member of the staff who will act as the staff advisor

 Activity/Fundraiser Requests  These are used to plan Activities, Fundraisers, Collection of Fees, or to Charter a new club  Identified by their orange color  When to use: If a fundraiser is going to occur in two weeks or farther.  If a collection of fees for a non-profitable distribution such as Class T-shirts is to be held  If a simple activity on-campus is planned  If you want to start a new club

 Activity/Fundraiser Requests  How to fill them out:  Name of Organization/Club and Account Number  Short Description/Name of the event  *IF IT IS A FUNDRAISER OR COLLECTION OF FEES* - Specify the amount that the products will be sold for  Location, Dates and Times of the Activity/Fundraiser  Signed by Staff Advisor  If you want to charter a new club, a constitution for that club must be attached.

 Other Paperwork  Yellow Cash-Box Request Forms = These must be filled out if a fundraiser or collection of fees is to occur. You need a cash box.  These require a date and letter of when the Activity/Fundraiser was passed Pink Revenue/Expense Forms = These must be filled out if a fundraiser is to occur. You write down predicted Revenues and Expenses before the event, and after you write down the Actual Revenue and Expenses