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Department of Student Activities Student Activities - PowerPoint PPT Presentation


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PAYMENT card. Department of Student Activities. CARD CHECK-OUT PROCESS. Student Activities Pam Butler & Melanie Featherston are the card administrators for the departmental payment cards. If you need to check a card out, see one of them. Forms Needed When Checking Out Card

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Payment card l.jpg

PAYMENT card

Department of Student Activities


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CARD CHECK-OUT PROCESS

  • Student Activities

    • Pam Butler & Melanie Featherston are the card administrators for the departmental payment cards. If you need to check a card out, see one of them.

    • Forms Needed When Checking Out Card

      • Payment Card Purchase Summary Form

      • Texas Sales Tax Exempt Form

  • Student Government Association

    • Judy Been is the card administrator for SGA payment cards.

    • Certain other rules may apply when student organizations request to use the SGA payment card; contact Judy Been for more information.


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Card Usage Rules

  • The payment card may not be checked out overnight without prior approval.

  • You may not, under any circumstances, release the card to another person without first checking the card back in to the accounting staff.

  • Be sure to keep an itemized receipt for any purchases made with the payment card.


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Unauthorized purchases

  • The following types of purchases are not allowed on the payment card:

    • Employee Travel, and Travel-Related Expenses

      • Exception: Conference registration

    • Tax

    • Liquor

    • Purchases Over $5,000 (Capital Equipment)

    • Printing

    • Fuel for State-Owned Vehicles

    • Items for Personal Use


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Special purchase types

  • Meals

    • Business meals must have other attendeesand a purpose and benefit to the department.

  • Gifts

    • Name and UIN are needed for all gift recipients.

    • Gifts in excess of $100 and gift certificates for any amount require a “Request For Tax Withholding” form.

  • Conference Registration

    • Include the full name of the conference on the purchase summary

      • Example: NASPA would be listed as “National Association of Student Personnel Administrators”

  • Student Travel

    • All student travel expenses except for airfare can be purchased using the payment card.


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LObbying & Memberships

  • Memberships can be paid on local funds if the organization is not listed on the State of Texas ethics web site.

  • If the organization is listed then we have to have written documentation from them stating how much of the membership fee goes toward lobbying. We are not allowed to pay that portion with any TAMU funds.

  • You would have to deduct that amount and attach a personal check for it or use another source of funds to pay it other than TAMU.

  • The State of Texas ethics web site is located at this address:http://www.ethics.state.tx.us/dfs/loblists.htm


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