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Expenditures
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General
Information
Now that
you've raised all those funds and
it's time to spend
them on worthwhile endeavors, don't drop the ball and leave the
paperwork
to the last minute. It is recommended that you allow AT LEAST one month
to process all expenditures over $100.00.
Information
to Remember
1.
Student organization funds may be
spent as authorized
by the organization within legal restrictions overseen by the District
Business Office.
2.
Meeting minutes must accompany every
request for expenditure.
3.
Events/project requests must be
approved before expenditures
are made.
4.
All expenditures should now be made
by completing a
Expenditure Request Form (available from the Student Leadership Center).
5.
Petty cash vouchers may be
requested for purchases
under $100 along with an Expenditure Request Form.
a. Petty cash vouchers must be issued PRIOR
to
expenditures. DO NOT spend your own money and expect to be reimbursed!
b. Petty cash must be picked up by
the advisor.
c. Receipts and remaining money must
be returned within
five (5) working days or your account may be frozen or subject to a
probationary
period.
Records
of funds should be kept by the
organization treasurer
and must agree with the permanent financial record of the student
organization
in the Student Leadership Center and the Business Office.
*
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Account Basics
In general,
Fund 2 accounts begin with a 210
prefix and Fund
9 accounts with a 910 prefix.
Both are
then followed by the GCC code -
150.
-for example: 210-150- or 910-150-
These
numbers are then followed by your
organization's
six digit account code.
The last
five digits come after the account
code and are
called the object code. The object code
indicates what type of item or service you are
purchasing. For example: fund - campus - account
- object
-210- 150-123456-54100
Copy Codes/Copying
When your club account was
established a Copy Code was requested for your organization. An email
was sent to your advisor containing that code. Please note that as long
as your account has funds in it your code will work on any of the copy
machines on campus, as well as, in the Copy Center. At the end of every
month your copy costs will be deducted from your account balance.
All Copy Request Forms
must have your copy code listed and bear your advisor's signature.
Please note: All requests must be placed through your advisor.
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