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Account Statement
A document available from SABO that details all of a group's income and expenses. The Account Statement outlines two different kind of charges a group will encounter: financial transactions which have actually been charged against a group's account, and encumbrances (financial charges which have been arranged by the group but have not actually been charged back to the account yet but will be paid in the future, like Requisitions, Purchase Orders, and GSU Technical Service Requests).
Back-Up Documentation
A bill, invoice, quote, application, registration or other official document that explains the need for a check request. A copy of meeting minutes is sufficient for a Funds Transfer.
Cash Advance
A check to pay for costs during an organization trip, made payable to an individual in the organization. All receipts and change must be brought to the SABO the next business day after the trip. A cash advance is only to be used for travel expenses, such as gas, parking and tolls.
Cash Collection Request/Bag
A locked bag issued by SABO upon request, to facilitate the security and reconciliation of cash collection by a group. A cash collection bag should be requested whenever a treasurer is collecting money, checks or cash. The bag should have either general admission tickets, a receipt book or approved tickets with the bag to aid the reconciliation process.
Check Request
Method used to pay an outside vendor for services or goods, when the vendor does not accept a Purchase Order. Back-up documentation must accompany all Check Requests.
Encumbrance
Committing money for a specific purchase or service before payment is actually made, such as a Purchase Order, Requisition, GSU Services Request, etc. Encumbered funds are not available for use by the organization.
Film Log-Request
Initial request from a group for movie rights in the format desired. The group should determine which film company holds rights to the desired film, then fill out the request form and turn it into SABO. When information is complete, SABO returns the form to the student group mailbox. This completed form in conjunction with a Purchase Order form is required to book a film.
Funds Transfer
A form that allows a group to transfer their funds from their account to another student group account or a departmental account. Minutes from a meeting that shows the approval for transferring funds should accompany this form, or a memo signed by the group’s treasurer.
Invoice
A bill for services rendered or goods delivered. Invoices should always reference the Purchase Order that authorized the expenditure. If the vendor does not accept a PO, then the invoice will be back-up documentation for a Check Request. All invoices need to be brought to SABO in order to be properly processed.
Off-Campus Contract
Any contract that was not generated by a Performer Information Form. Generally, this is a hotel/event contract, conference/retreat contract and some performer contracts.
On-Campus Contract
All contracts generated by a Performer Information Form. These contracts are sent to the performer, and payment can be mailed or picked up after the performance, once the signed contract has been returned to SABO.
Performer Information Form
Form detailing the performer, time, type, place and cost of a performance sponsored by a student group.
Open Requistion
A requisition that opens an account with Ikon Express that the organization may use over the course of a semester. Open requisitions may not exceed $200.
Purchase Order
A document that promises payment to a vendor for the specified goods or services when an invoice has been received by SABO. Invoices should reference the applicable purchase order number.
Quickie Purchase Order
This is a purchase order used for emergencies and may be obtained by 2:00 p.m. the business day following the request. Please note that only 10 Quickie POs are processed each day, and only 2 are permitted per group each day.
Reconciliation: Cash Collection
An explanation and accounting for the difference between the amount of money collected for the sale of an item and the amount of money that should have been collected. Receipt books or tickets should be used with all cash collections in order to facilitate this process.
Requisition
A request for goods or services from a University Vendor, such as Buildings & Grounds or Dining Services.
Revenue
All money that is collected by a student group. All revenues should be accounted for through ticket sales or receipt books, as part of cash collection.
Vendor
A company or person that has agreed to provide goods or services for an agreed-upon price. Each vendor has a vendor number, which can be looked up in the Vendor Book.
Vendor Book
A listing of On-Campus and Off-Campus vendors for Requisitions, Purchase Orders and Check requests. Purchase Order vendors are listed in the on-line Vendor Book.
W-9 Form
An IRS form: Verification Of Tax Payer Identification Number. All individuals receiving payment for services for the first time must complete this form before payment can be issued. This includes speaking fees, arranging fees, graphic design, lectures, instruction, etc.
Working Capital Report
A daily report showing the amount of funds a group has available within its SABO account.
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