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Below are listed the forms used to register programs and allow groups to access
money from their accounts. Forms which access funds must be signed by the group’s
treasurer. Instructions are printed on the back of all forms.
Alcohol Request Form
This form is used to request permission to serve alcohol at a program. All organizations sponsoring an event at which alcohol will be served must schedule an orientation meeting with their Programmer in order to request approval for the program. All organizations are required to have a chaperon present at any
event at which alcohol will be served. Organizations are not permitted to have an
“Open Bar” at any student organization sponsored event. See additional policies
regarding alcohol in the Program Policy section.
Allocations Board Funds Transfer Form
This Allocations Board specific form transfers allocated funds from Allocations Board to a student group
account for programs.
Cash Collection Form (1 Week Deadline)
This form provides accountability and reconciliation for any item or ticket sold and
provides a cash box and bag with a lock. Rolls of tickets for “at door” sales, as well
as receipt books, are available at no charge using this form. You must include a pick
up and return date. Cash Collection materials must be used any time an organization
collects money.
Charitable Fundraising Form
This form provides information and accountability for any program that involves charitable fundraising. Requires basic information about charity to be receiving funds and proof that charity has non-profit status (501-C3). This form is used as a tracking device to ensure that the charity receives the funds that are promised to them.
After the event, it is the group's responsibility to fill out a Check Request, in the appropriate amount, for the charity in question.
Check Request Form (1 Week Deadline)
A Check Request Form generates payment for purchases which do not require or
accept a Purchase Order, such as stamps or periodicals. Check Request Forms always require
documentation to be attached. Documentation might include a copy of the invoice
for a magazine subscription or a copy of the conference registration materials listing
the fees. Check Request Forms may also be used for cash advances to be used on
trips for gas and tolls. When a cash advance is issued, your organization account is
frozen until the remaining funds and receipts are returned.
All reimbursements over $100.00 must be pre-approved by a Coordinator of Programs.
Fed Ex/Kinkos Job Request Form (Three Business Days)
This form allows student groups to print advertisements, programs, tickets, and many other paper-products for their events, or general business needs. There is a two-day turn-around, generally speaking, so students should be sure to plan ahead.
Please note that all advertisements must be approved in the Student Activities Office (tickets approved by SABO) in order to be distributed.
Funds Transfer Form
This form transfers monies between student group accounts or from a student group
account to a departmental account. This form requires documentation of the expense and/or meeting minutes if the expense required approval of the student group.
George Sherman Service and Technical Request Form (2 Week Deadline)
The GSU Service and Technical Request Form is a requisition that is specifically
designed for services provided by GSU staff. Any equipment may be used at no cost
for student organizations. Groups must pay for any labor which is required during a
program, but not for equipment that may be set up without additional technical
support. Some GSU equipment is available for student groups to pick up and take
out of the GSU. Programs requiring a technician will be charged $50 for the first 4
hours, and $12.50 for each additional hour.
Letter of Agreement Form
This form generates a confirmation letter from the Student Activities Office providing
specific program information, as well as student and staff contact information, to a
lecturer who is not paid for his/her services.
Off-Campus Event Planning Form (3+ week deadline)
This form must be processed for all programs held off campus. The form serves as
a cover sheet for the program and provides event information such as contact phone
numbers and chaperon information. This form also provides a quick check on student
group account balances. Groups must have all money to cover costs of a program
at the time the paperwork is submitted.
On-Campus Event Planning Form (3-4 week deadline - see ACs)
This form must be processed for all on campus programs. The form serves as a
cover sheet for the program and enables events to be registered on the University
calendar, which is distributed to the BU Police Department, Buildings & Grounds,
and Information Services. This form also provides a quick check on student group
account balances. Groups must have all money to cover costs of a program at the
time the paperwork is submitted.
Purchase Order Request (1 Week Deadline)
A Purchase Order Request Form is used to generate a guarantee of payment to an
off-campus vendor. All purchase order requests will be ready 5 business days from
the day they are submitted and approved at SAO. A minimum number of purchase
orders are processed each day as Quickie Purchase Orders. These quickies are
processed with a one day turn around. The vendor must bill against a purchase
order. Bills received in the Student Activities Business Office are aged for 21 days.
This allows the group to verify the amount on their cashbook page before payment
is made to the vendor. If a vendor will accept a Purchase Order, the organization
must use a P.O. for their purchase or face a fine. All approved Purchase Order
vendors can be found on-line in the Vendor Book section of Student Group Resources.
If you are unsure about whether or not a vendor accepts POs, you may contact them directly. If the request form is filled out, and a vendor does not accept the PO, resulting in the group being unable to obtain the items they are trying to purchase, SABO holds no responsibility to pay. It is solely the group's responsibility to arrange another method of payment (eg. a Check Request to the vendor, for which an invoice is required). Please contact SABO at any time, in regard to vendor questions.
Student groups are limited to 10 Quickie Purchase Orders each semester, so please plan accordingly.
Performer Information Form (3 Week Deadline)
This form generates a University contract that is sent to any performers - paid or
unpaid. The contract protects the student group and University. It also generates
a check for payment. Both the performer and the University Treasurer must sign
the contract. For tax purposes, a completed W-9 verification of Tax Payer ID# is
required in order to generate a contract and the check.
Requisition Request (2-3 Week Deadline - Department deadlines differ)
A Requisition Request Form is similar to a purchase order, except that it generates
payment for a University department. Departments require the requisition in hand
3-5 business days prior to the date of the event in order to schedule staff and
services. For this reason, requisition requests must be submitted and approved one
week in advance of the program date.
A minimum number of requisition requests are processed each day as Quickie Reqs.
These quickies are processed with a one day turn around. Quickie Reqs. are only
available for Ikon Express and Dining Services.
Release, Waiver of Claim and Assumption of Risk Agreement
The Student Activities Office may require participants of events and travel programs to sign a Release, Waiver of Claim and Assumption of Risk Agreement. A pdf version of this form can be accessed and printed out by clicking here.
Small Dollar Reimbursement Form
Students are asked to anticipate event needs as best as possible, but the Student Activities Office does understand that unexpected requirements do arise, on occasion. The small dollar reimbursement form allows students to be reimbursed for money spent out-of-pocket for events, so long as the total is under $100.00. In order to complete this request, the group must have the given amount of money available in their account.
As is the case for check request reimbursements, students may not fill out and sign a form for his/herself.
Each student group is limited to 10 small dollar reimbursements per semester.
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