Department of Housing & Residential Life Funding Your Event Department of Housing & Residential Life A member of The Texas State University System

Today’s Topics Funding Overview Important Policies Petty Cash eIDT (On Campus Purchasing) Purchase Orders

Funding Overview The Department of Housing and Residential Life provides RAs and RDs funds to assist with the success of events for residents. The funding that is given to staff is provided entirely by residents, so it is important to be responsible with the funds given. Staff should not be using their own money to purchase items for events, and if they do, they will not be reimbursed by the department.

Important Policies RAs should check the Resource Room FIRST before putting in a request to buy an item Prizes & Give Aways Items must be of only a nominal value for each person Maximum limit per person is $2.00 Refreshments Food, in the form of refreshments, is permitted at residence hall events. Food should not be the only reason that residents come to events! Refreshments does not equal “dinner.” Example: Ten pizzas at an event is “dinner.” Cookies and lemonade are “refreshments.” Take inventory of what you already have in your hall before requesting to buy something.

Important Policies (Continued) Refreshments (continued) We do not spend money on soda (with the exception of making root beer floats). Each hall should have two Igloo coolers and they should be used if drinks are needed. An initial supply of drink mixes will be ordered at the beginning of the academic year. If your hall runs out, a petty cash request should be completed to purchase more. Residents should bring their own cup as much as possible. Attempt to keep the purchasing of cups to a minimum, and check the Resource Room and your hall to see if a supply is already present to use. Equipment Check the Resource Room first. If you purchase equipment, try to get reusable items and take it to the Resource Room after the event has completed. Items will be added to the inventory for others to check out.

Petty Cash Max of $200.00 per request No alcohol, services, on-campus purchases, gift certificates, cash prizes or awards DO NOT use personal funds with the intent of future reimbursement DO NOT mix personal purchases with University purchases Receipt must be exact amount of purchases – NO SALES TAX included Spend no more than amount approved, absolutely no more than amount disbursed Do not buy items that were not originally approved Receipt must have imprinted name of vendor or must be stamped (ex. Name and address). No receipt will be accepted without printed/stamped name of vendor No receipt will be accepted that does not indicate a “cash sale” (Don’t put the purchase on your credit card and keep the cash) If printed, requests should be on white, non-scrap paper and should be readable Petty cash will be picked up from DHRL from either Terri Tresner or Scharla Stengler. You will receive an email indicating when your petty cash is available for pick up. Other staff members may pick up petty cash, but their name must already be on the request. No tipping No renting Form is on the Res Ed website.

Petty Cash (Continued) Petty Cash Process for Student Staff Three weeks prior to the event, request is e-mailed to your RD/AM as an attachment along with the event proposal. Your RD/AM will approve or reject the request. Your AD simultaneously gets the request, but waits to hear from RD/AM. AD approves or denies and if approved prints and gives to Accountant I. If approved, Accountant I sends you an e-mail notifying of approval and gives pick up time. Cash is picked up in DHRL, along with tax exempt information and a copy of the request, which can serve as a shopping list. Go shopping. Do not lose request or receipt. Do not write on receipt. After event, bring the receipt and the copy of the request to your RD/AM who will audit the receipt. (Verifies that items purchases were actually used at the event.) The audited receipt, request, and change must be submitted to Accountant I within 48 hours. Receipts and unused cash MUST be returned within 48 hours (or on Mondays if checked out on Friday). If longer than 48 hours, your staff gets a “Petty Cash Hold”. No other staff members from your hall can check out petty cash until you return your change and receipts.

Petty Cash Form http://www.reslife.txstate.edu/resed/Forms/Funding/Petty-Cash-Request.html Petty Cash Form Activity

eIDT (Electronic Interdepartmental Transfer of Funds) Used for Merchandise or Services obtained from another campus resource (e.g. Campus Rec, LBJ Student Center) You and Your RD will work with the department you hope to receive a service from to determine cost. You will need to submit a program proposal for all IDTs and identify in the proposal where the IDT should be coming from (which department), how much the service costs, and what exactly you are asking for from the department providing service. The department providing service will create a request for funds that will be sent to the Associate Director of Residential Life. If purchasing merchandise from the University Bookstore, ask your RD to check out the departmental Bookstore Card from Terri Tresner. RAs are not allowed to use the card alone, so you will need to work with your RD on getting the supplies. You will need to provide a roster of those that attended the program to your RD so they may submit it to the AD for payment to occur.

PO (Purchase Order) Used for purchases over $200. This includes services, travel, rentals, etc. If program is going to be paid via PO, please contact your supervisor and the Admin II for Residential Education to see if they are an approved vendor. Vendor agrees to send an invoice and we requisition the funds to pay the bill with a check later. If a vendor is not set up with the university, they will need to complete a Vendor Maintenance Form to go through the process for approval. If they are not in the system and won’t complete the Vendor Maintenance Form, you will need to consider a different vendor. You will need an advanced copy of the invoice attached to your program proposal.

(Office hours for the Resource Room are posted on the website.) Your Resources Residential Education website http://www.reslife.txstate.edu/resed/ The Resource Room, DHRL 311 Your Area Assistant Director Eli Trenado, Assistant Director- Student Staff Training and Community Development (Office hours for the Resource Room are posted on the website.)