RSO Funding Processes • The Department of Student Life allocates $400 for each Registered Student Organization per academic year. • Effective January 2013 new Certified Student Organization (CSO) will be required for funding and to reserve space.
RSO Funding Process • Funds are managed and dispersed through the Business Manager for the Department of Student Life. • Funds do not roll over or lapse. • Funding usually ends in May.
How can I access my RSO club funds? • There are two ways: • Petty cash advances • Reimbursements • Both requires completion of the “Petty Cash / Reimbursement Request form”. See www.kennesaw.edu/student _life/ then go to forms.
Petty Cash / Reimbursement request form must have: • Brief description of item(s) to be purchased. • Estimate cost of item to determine the amount of cash needed. • Date of the event or function. • Signature of staff/faculty adviser or club officer. • Copy of event flier or announcement. • If food is purchased a sign in sheet is required.
Petty Cash Advances • Must be cleared within 5 business days after the event. • Need “original” receipts taped down on paper. • Receipts must be itemized. • No tax, KSU is tax exempt.
Reimbursements • Requires completion of Petty Cash / Reimbursement Request form. • Complete same as for Cash Advances. • Exceeds $50.00 may need to process a check depending on the amount of petty cash on hand. • Itemized original receipts, no tax.
What can we buy? Permitted purchases include: • Expenses related to travel for conferences and competitions. • Educational programs. • Office supplies and materials. • Refreshments/snacks for meetings.
What can we buy? Prohibited purchases include; • Alcohol and tobacco products. • Philanthropic donations. • Charitable contributions of any type. • Gifts or flowers of any type. • Events not related to a program or educational event.
Promotional Items • KSU has University approved vendors that must be used when purchasing promotional type items. • Any exceptions will require approval from Business Services. Exceptions are rare. • Approved vendors are tax exempt and use direct billing which makes things very easy.
Promotional Items • Any printing for promotional items will require a review and approval by KSU Design Approval team. • email@example.com • KSU approved vendor are familiar with this process.
KSU Approved Vendors 1st Coast Printing Website: http://www.1stcoastprinting.com/ Primary contact: Robin Ray Phone: 904-716-4800 Fax: 904-285-7915 E-mail: firstname.lastname@example.org Secondary Contact: Susan Batson Phone: 251-604-7470 E-mail: email@example.com Halo Branded Solutions (Lee Wayne Corporation) Website: http://www.dh.halocatalog.com/ Primary Contact: Dianne Helliwell Phone: 770-321-4747 Fax: 678-560-2616 E-mail: Dianne.firstname.lastname@example.org Secondary Contact: Jodi Stelling E-mail: Jodi@adnov.com Promo Entertainment Group Website: http://www.promoentertainmentgroup.com/ Primary Contact: Melanie McGovern Phone: 404-367-0350 Fax: 404-367-0420 E-mail: Melanie@promoentertainmentgroup.com Secondary Contact: Ralston Wells E-mail: Ralston@promoentertainmentgroup.com The Target Group Website: http://www.ksugear.com Primary Contact: Susan Broccolo Phone: 678-835-5819 Fax: 678-835-5801 E-mail: email@example.com Secondary Contact: Angela Montgomery E-mail: firstname.lastname@example.org
Catering and Food • KSU has a list of approved caterers that must be used when a banquet or food event is being catered. • Catering means that the food is cooked and prepared, delivered, served and cleaned up by the service providers. • If you want to pick up food (Costco) and bring back to the campus and serve it yourself you may go wherever you like.
Catering and Food • Remember all food functions require a sign in sheet. • Per diem rates apply even with catering $7.00, $9.00 and $20.00, to be all inclusive, linens, tip etc. • KSU approved caterers use tax exempt forms and direct bill, makes it easy.
Office Supplies and Materials • The University System of Georgia has a contract for general office supplies with OfficeMax. • For paper and toner cartridges the contract is with Staples (applies to line item groups only) • Mostly for larger quantities and orders.
Printing Currently, print is exempt from bidding until December 2012. • Utilize KSU print shop first, if possible. • Can be reimbursed from KSU Trac. • Larger print jobs would require 3 competitive bids and provide documentation. • Go with low bid that meets required specifications.
Business Manager Office Hours • Monday through Thursday 10:00 am until 4:00 pm. Lunch generally 12-1. • Travel assistance will be managed by appointment only. • Friday closed to walk-in traffic unless previous arrangements have been made.