Please refer below for steps and procedures regarding financial paperwork for the Student Government Association. Paperwork can be found in our office in Student Center Room 103. Please keep in mind these policies refer to the process of a RSO and may be different for the Executive Branch. Please refer to the Executive Branch financial policies for that information.
Purchase Requisition Form
A purchase requisition is needed when a payment is needed for services, products, items, etc. You must use DIFFERENT purchase reqs if you’re paying a DIFFERENT vendor/company/person. A purchase requisition is also used when reimbursement is needed. Please keep in mind you should not buy items and expect a reimbursement for anything that has not been approved by the SGA Bookkeeper. The purchase requisition needs the following information:
- All information listed on form
- The invoice, contract, paid receipt, quote (whichever applies)
- Attach flyer for the event, (no flyer means incomplete paperwork and a longer approval process as we will reach out to get this flier)
- After time stamping YOU keep the reference sheet (PINK SHEET on back)
- The yellow sheet is available in the organization mailbox after the check has been written, therefore it is important you check your email and check your mailbox!
Contest Prize Form
The Contest Prize Form is needed when your event will be giving away prizes at an event. This allows us to first see the prize you are giving away was given to the contest, but also protects you as a RSO because there is confirmation of this prize given.
For this form, you will need to know the following:
- Event Name
- Date of Event
- RSO
- Winner’s Information
- Name
- CWID
- Phone Number
- Prize
- Signature of Recipient
Pre-Event Expense Form (PEEF)
A PEEF is a Pre-Event Expense Form. This form indicates that your organization is requesting funds for an event. It is meant to break down your budget with how you will use it, and how much you are using. This form must be submitted 21 days before the event occurs. All information must be filled in on the PEEF. You must provide a time stamp at the top of the form. You should come to the SGA office to fill out this paperwork, and hand it into the SGA Bookkeeper or SGA Executive Treasurer. The PEEF can be amended after being handed in, and must be done within a responsible amount of time before the event.
The following information will be needed for the PEEF:
- Organization
- Category of Organization
- Location
- Name of Event
- Date & Time of Event
- Contact Person (Should be Organization E-Board member)
- Brief explanation of the the Event
- Budget Line being used
- Category of Purchases (Food, Supplies, Decorations, DJ/Speaker, Prizes, Other)
- Estimated Cost & Total Cost
- Signature of Organization President and Treasurer
- Indicate any of the following additional forms/procedures:
- Vendor Check (must submit purchase requisition with this form)
- Contract
- Co-Sponsorship
- Contest Prize
- Conference Trip
- Food Waiver
Bid Proposal
A bid proposal is needed for any purchase $350.00 or more for an RSO. 3 competitive bids are needed. Each bid goes on a single bid proposal form. This included all costs, which include shipping and handling.
A bid proposal will need the following information:
- Name of Company/Vendor/Person
- Address of Company/Vendor/Person
- Items/Service being provided
- Quantity and amount of items if applicable
- Check Type of Bid
- Comments- Explanation of why you choose the bid for Company/Vendor/Person
- Must include signature of bid taker
To submit a bid proposal, make sure you have the following:
- A quote from company/vendor/person
- With PEEF (refer to last slide for details)
- With Purchase Requisition (refer to future slides for details)
- Attach Flyer of event
Bid Waiver
A Bid Waiver is used if you have previously submitted a bid proposal in the academic year and it was approved or if services are unique and cannot be found elsewhere.
A bid waiver needs the following information:
- Include all costs, including shipping & handling
- Explanation of why a bid waiver is needed
To submit a bid waiver, make sure you have the following items:
- Submit with a purchase requisition
- Submit with PEEF
Service Contract
The service contract is used when:
- Catering Food
- Venues
- MSU Conference Center (University Hall 7th Floor)
- DJ
- Performers
- Speaker/Honorarium
You need the following information when you are doing a service contract:
- Organization information as requested
- Organization contact person signature and name printed, contact number
- Event date, time and location
- Filling out all contractor information on form accurately
- Must be attached and submitted with purchase requisition
- Must be submitted 21 days before event
- ONLY THE SGA PRESIDENT SIGNS CONTRACTS!
Co-Sponsorship Form
The co-sponsorship agreement serves as a confirmation of an agreement between RSOs. This form outlines the expectations between a co-sponsorship agreement for these organizations. In this form, Organization #1 is the Host Organization, and Organization #2 is the co-sponsor. As a reminder, the SGA can not co-sponsor an RSOs event. For the Co-Sponsorship Form, you will need to know the following:
- Which organization is hosting and which is the co-sponsor
- Event Details such as Name, Time, and Location
- Breakdown of Costs:
- Item
- Total Cost
- How much Organization #1 is contributing
- How much Organization #2 is contributing
- Revenue stipulations
- Other stipulations:
- Attendance
- Promotion
- Clean-Up
- Host RSO Signature (President and Treasurer)
- Co-Sponsor Signature (President and Treasurer)