STUDENT ORGANIZATION TRAINING HOW TO COMPLETE THE PAYMENT VOUCHER Effective January, 2015

PAYMENT VOUCHER The following slides will explain how to complete each section of the Payment Voucher Form. Effective January, 2015

PAYMENT VOUCHER – (A) VENDOR/PAYEE INFORMATION The Vendor/Payee Information is the information for the person/company or department the club is paying… See the example on the left. Iovino Brothers (Federal ID # on W9) Vendor Address Effective January, 2015

PAYMENT VOUCHER – (B) ORGANIZATION The Organization information is that information that is unique to your club. See the example above… Keep in mind: (SGA Funds) can only be selected if what you are paying for was an item requested on your SGA Budget. - Each club has a unique Account # beginning with 303_ _ _ - Minutes must be attached, with the date they were taken listed on the “Meeting Date” line Program Activities Council X /1/2014 Effective January, 2015

PAYMENT VOUCHER – (D) EXPENDITURE DETAILS The Expenditure Details list the prices of the items being purchased. See the example above… *Keep in mind, the details must match the attached receipts/bills. - If the form is filled out online the total will automatically populate itself. T-Shirts for WestFest Effective January, 2015

PAYMENT VOUCHER – (E) MAILING INSTRUCTIONS (F) REQUIRED SIGNATURES The Mailing Instructions refer to how the vendor/payee should be receiving payment. Most often, “Mail to Payee or Vendor” will be selected. However, some may want to pick up their checks in the office. “Other Instructions” often are followed by “transfer.” The Required Signatures are ORIGINAL signatures of your Treasurer or President and Advisor, stamps and copies of signatures will NOT be accepted. The Verification and Student Activity Fee Fiscal Manager are the responsibility of the CSI Office for signing. CSI Office Club X Effective January, 2015

The following slides will explain the various options under the (C) “Type of Expenditure” section of the Payment Voucher. As well, the following slides will explain which type of expenditure to select. Effective January, 2015

TYPES OF EXPENDITURES – 1 OF The following slides will break down each type of expenditure. Effective January, 2015

TYPES OF EXPENDITURES – 2 OF 7 1.Cash advances: Can be made to a student for up to $ All advances must be settled within 5 business days of receiving the advance. Original receipts and any unspent money must be returned at that time. Effective January, 2015

TYPES OF EXPENDITURES – 3 OF 7 2. Donations: Can be made by the organization to a non-profit organization. They must be accompanied by a formal written letter by the organization stating why they’re making the donation and how much is being donated. Effective January, 2015

TYPES OF EXPENDITURES – 4 OF 7 3. A Purchase Order: Is needed for purchases over $ Student organizations must complete a Payment Voucher and Purchase Requisition for these purchases. An estimate of a bill must be provided with these forms. A PO# will be provided to the company being purchased from. Once goods are received, a final invoice should be provided to the SOFA in order to release payment. Effective January, 2015

TYPES OF EXPENDITURES – 5 OF 7 4. Reimbursements: Can be made to individuals who have made purchases. Original receipts must be provided. Effective January, 2015

TYPES OF EXPENDITURES – 6 OF 7 5.Transfer to another Student Org. and 6. Transfer to a University Department: Can be made to co-sponsor events or pay for room reservation fees etc. Effective January, 2015

TYPES OF EXPENDITURES – 7 OF 7 7. Vendor Payment for Commodities: Can be done for expenses under $ for payment to a company, for items such as decorations or promotional supplies, appropriate bills must be attached. Effective January, 2015