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File for Funds

File for Funds. By the bestest : Valeria Espina. Why do we File for Funds? . To keep track of our spending. To see the justification for all spending. Your event must: Benefit SGA Benefit the Student Body in General Benefit the University To make sure that your vendor is approved by FIU.

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File for Funds

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  1. File for Funds By the bestest: Valeria Espina

  2. Why do we File for Funds? • To keep track of our spending. • To see the justification for all spending. Your event must: • Benefit SGA • Benefit the Student Body in General • Benefit the University • To make sure that your vendor is approved by FIU. • To give time to process all payments • Pro-card • Purchase Orders • ID Transfers

  3. Checklist • Invoice or Quote • May be substituted by prices printed from the Internet • Flyer for your event (if already printed) • Event details • Names and Panther IDs of all students attending event • Can be submitted after the fact • MUST SUBMIT AT LEAST 2 WEEKSIN ADVANCE

  4. SGC Sub Account: Where is the money coming from? • You can ask me, or one of our advisors for this if you don’t have your own line item or aren’t sure. • Today’s Date: Look at your phone and whatever date is on it, put it here. • Benefit to FIU/Event Name: Brief description of your event, what it entails, and how it benefits the Students and FIU.

  5. Purpose of Request: Regular meeting (more than 10 students), a conference, a lecture (where you have a guest speaker or other (Meet Your Dean, Week of Welcome, etc). • Amount Requested: How much money you will need. If you are making an estimate, always overestimate. • Date Funds are Needed: When you need to pay the amount. Is not necessarily the same date as the event. • Date of Event: When your event actually is.

  6. Detail of Purchase: What you are buying. Must be itemized. • Example: 2 small bags, and 2 big bags. • Vendor Name, Address and Phone Number: Name,address and number of company from which you are purchasing. • Vendor ID: Lily will provide this as it is found on the Financials System online. (Only necessary if it’s an FIU approved vendor.

  7. This is filled out by Lily in the office. Just leave this blank.

  8. This section is filled out with YOUR information. • Only leave the space for the signature from the Comptroller and Advisor blank.

  9. SignaturesSignatures are YOUR responsibility • File for Funds must be signed in this order: • You • Valeria Espina- Comptroller (Are only allowed to skip me if you can’t get a hold of me within a reasonable time) • Senate – Jose ToscanoCabinet – Michelle Castro • To reach me: • Text or call me at 305-812-5628 • Email me vespina@fiu.edu • To Reach Michelle and Jose: • Campus Life Office • After you have all Signatures turn in to the wonderful Lily in the SGA office!

  10. Super Important Things to Know • You must file ONE File for Fund per VENDOR. • Everything must be turned in TWO WEEKS before the date your funds are needed. • If you have any questions you can contact: • Jose Toscano: (305) 348 - 0285 • Lily Alfonso: (305) 348 - 2121 • Valeria Espina: (305) 348 – 3758 • Michelle Castro: (305) 348 - 2138

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