Paperwork Procedure for 2012-2013


The Student Activities Office can assist you with your purchases. Please look at the following list to determine what you need and what you will be required to do to get it done. The Student Activities staff is more than willing to assist you with making any purchase. Examples of completed forms are available in the Student Activities Office. Annual finance trainings will also be provided to help organizations learn these policies and procedures.

1. Student Organization Signature Card


Your club president and/or treasurer are recommended to submit this card which provides names and signatures of any members who are authorized to access club funds. This card is available by attending a Finance Training to be held at the beginning of each semester.

2. Performance and Related Activities Contract


Services contracted by CSM student organizations must have the appropriate paperwork back-up to pay the performer. Use the performance contract when a vendor does not provide a contract for such specific services as music and dance performances, food preparation, DJ services, and other entertainment.

3. Coaching Contract


Services contracted by CSM student organizations on a recurring basis to individuals must work with the Human Resources office to set the coach or instructor up as an employee. Use the HR process when a vendor does not work for an outside agency that can be paid on a Purchase Requisition or P-Card.

4. Deposit Slip


PLEASE NOTE: All checks must be deposited within two business days of receipt.  The Cashier’s Office has the right to refuse checks for non-compliance to this rule. 
The Standard Deposit Form is located on the desktop of the workroom computer in the Student Activities office.  
If you are depositing a check, “CSM” must be included in the “Pay to the order of” line.  Example: Pay to the order of: CSM Foosball Club.
Use the check endorsement stamp to mark the back of each check.  This stamp is available in the Student Activities Office.
Know the account number (each club has an individual Index).
Bring your Deposit slip to Nanci Bliss-Kelley or Travis Smith for approval and entry into CashNet.
Take deposit to CSM Cashier’s office.  They will deposit your funds and give you a receipt.
Bring the receipt to the USG Treasurer for record keeping. 
If you are depositing a check that is a donation, you may need to go through the Foundation.  Please contact Travis Smith for more information about donations.

5. Purchase Requisition


Used to request a check prior to an event or use of services
All PO’s require funds to be encumbered before event, service or good is rendered.  Examples: BBQ, Movie Night, or any other one time event.  A PO is required when a contract or an agreement is given by the vendor for the school to sign. (All contracts must be reviewed and executed by the Purchasing Office)
Recognizing future commitments to be made by the club, a Standing Purchase Order would work best. SPO’s are good for multiple payments to the same vendor.  Example: Joe’s Gym billing a club bi-monthly for use over the school year or dance instructors for the school year.
Must be turned in 2 WEEKS PRIOR TO EVENT/USE OF SERVICES—Cannot guarantee processing if brought over too late! We all want this event to happen, we all need time to make it work!
The vendor must have a W9 and Service Form (PERA) in place or must complete and submit these forms in order for Purchase Requisition to be processed.
Must inform Purchasing as to how the check will be distributed—to distribute immediately or to hold until a later date.
NOTE: Contracts can only be signed by Purchasing!
Feel free to contact Purchasing with any questions or the need of additional help.
Bring it the USG Treasurer to sign during office hours

5. Petty Cash Form


Used for reimbursements $50 or under, with the exception of travel related expenses which must be submitted on a Travel Expense Report. Bring it the USG Treasurer to sign during office hours (NOTE: you cannot approve/sign your own petty cash form).

6. Voucher Request


Used for reimbursements over $50.  Example: payment of dues and memberships, reimbursements to individuals for official CSM functions and purchases, conference registration.
Has no monetary cap
Requires receipt showing payment—not an invoice.
Bring it the USG Treasurer to sign during office hours

7. Field Purchase Order


Used for purchases anywhere—many vendors in state will take this form of payment.
Used for purchases of goods and services not for reimbursements to individuals. (As long as the service does not have a contract)
Good for 99¢ to $1000.00
Meet with the USG Treasurer during office hours and he or she will assist you in completing this form.
If an FPO is used it is important that the student turn it in within the time frame it was purchased.  Vendors are giving CSM the items in good faith that it will be paid immediately.  Vendors shouldn't have to ask where their money is.

8. ISSV Form


Used for transferring funds between two CSM departments and/or clubs.
Fill out yourself (see instructions below)
Meet with the USG Treasurer during office hours and he or she will assist you in completing this form. 

9. Appropriateness of Expenditures Statement


Used when making purchases above $50.
Make sure to answer the who, what, and why explaining how the function is important to the school.  This is answered by completing two main parts:

  • Official School/State Business Purpose:
    • Explain the purpose of the expenditure—list topics discussed or business objectives met.
    • For meetings, show date and location.
  • Reasonable and Necessary under the Circumstances
    • Explain what you bought—what business purpose this transaction had.
    • For meetings, list names of participants or number and categories of participants).

Meet with the USG Treasurer during office hours and he or she will assist you in completing this form.

10. Prize Accountability Form


This form must be turned in along with a Voucher Request, Field Purchase Order, or Purchase Requisition when goods are being given away for a prize or drawing. Prize winners MUST be documented in order for you to be reimbursed for funds spent on prizes. Meet with the USG Treasurer during office hours and he or she will assist you in completing this form. 

11. Student Activities Cash Fund


Used for reimbursements or advances ranging from $50 to $100.
See a staff member to access the cash fund. Save all receipts.

12. Student Activities Purchasing Card (P-Card)


Used for purchases up to $3999. The CSM’s Purchasing Office is encouraging use of the P-Card in lieu of the standard accounting processes. If you need to make a purchase, please contact one of the Student Activities staff members or the USG Treasurer.  

13. Travel Waiver and Release of Liability



Must be completed with submission of any TA/TE (Travel Authorization/Travel Expense).  Only needs to be completed and submitted once as it will be placed on file in the Travel Office. If travelling internationally contact Kay Godel Gengenbach in the Office of International Programs to complete the necessary paperwork.
Please consult The CSM Travel Policy (click on Travel Policies).
For the Commercial Air Travel Policy, refer to the CSM Travel Policy, 3A-3F

14. Travel Request and Authorization Form


Required anytime members of a student organization are traveling more than 50 miles from CSM.
Needs to be submitted 10 business days prior to departure and requires department approval.
Used for conference registrations however, conference registrations are one of the few travel-related expenses allowed on a purchasing card.
Must have original receipts to submit with the Travel Expense Report.
Meet with the ASCSM Treasurer during office hours to receive assistance on this very specific and important form. 
The traveler must sign the form as the traveler and obtain department head approval before submitting the form to the travel desk.
Questions may also be directed to the Travel Desk at 303-273-3274. 

15. Travel Expense Report


Required anytime members of a student organization are traveling  more than 50 miles from CSM or have reimbursable expenses on travel less than 50 miles from CSM.
Travel less than 50 miles from CSM does not require completion of the Travel Request and Authorization.
Should be submitted no later than 10 business days after travelers return date and requires department approval.
Must have original receipts.
Reimbursements $50 or under will go on a Travel Expense Report and travelers will be contacted via email when paperwork is ready to be picked up.  Reimbursements over $50 will be issued a check.
Meet with the ASCSM Treasurer during office hours to receive assistance on this very specific and important form. 
Questions may also be directed to the Travel Desk at 303-273-3274. 

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