Student Government Budget Policies and Purchasing Procedures

Student Government Budget Policies

and Purchasing Procedures

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Table of Contents Introduction ............................................................................................................. 4

Who should read this manual? .....................................................................................................4

What is the purpose of this manual? .............................................................................................4

Funding Sources for Student Organizations .................................................................................4

How do I obtain approval to spend funds? ...................................................................................4

Fund 2 Purchasing Information ....................................................................................................5

Frequent Fund 2 purchases ...........................................................................................................5

Prohibited Fund 2 purchases ........................................................................................................5

Event Registration .................................................................................................. 6 Where do I find the eConnect Event Registration? ......................................................................6

Fund 2 Purchase Request Form ........................................................................... 7 Where do I find the Purchase Request form? ...............................................................................7

Purchase Request Quotes .............................................................................................................8

How do I complete the Fund 2 Purchase Request form? .............................................................8

Where do I submit the Fund 2 Purchase Request form? ..............................................................9

Fund 2 Purchase Request Approval .............................................................................................9

Vendor Payment Procedures ........................................................................................................9

Contract for Services ..................................................................................................................10

Payment procedure for Contract for Services ............................................................................10

Fund 2 Petty Cash Reimbursement Requests .................................................... 11 How to obtain approval to use the Fund 2 petty cash reimbursement? ......................................11

How to obtain the reimbursement? .............................................................................................11

Where do I find the Fund 2 Petty Cash Reimbursement form? .................................................11

Fund 2 Imprinted Item Request Form ................................................................ 12 Imprinted Items Policy ...............................................................................................................12

Awards, Trophies & Items of Recognition .................................................................................13

Where do I find the Fund 2 Imprinted Item Request form? .......................................................13

How do I complete the Fund 2 Imprinted Item Request form? ..................................................13

Where do I submit the Fund 2 Imprinted Item Request form? ...................................................14

Domino’s Discounted Pricing .............................................................................. 14

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Pepsi Contract ....................................................................................................... 15 Pepsi Products - Best Value .......................................................................................................15

Pepsi Purchase Request Information ..........................................................................................15

Prize Policy ............................................................................................................ 16 Where do I find the Prize Form? ................................................................................................16

Prizes and gift cards ....................................................................................................................16

General rules for the Prize Policy ...............................................................................................16

Student Travel ....................................................................................................... 17 Travel Costs to Consider ............................................................................................................17

Senate Overflow Request ..................................................................................... 18 What is the Senate Overflow Request process ...........................................................................18

Where do I find the Senate Overflow Request form? ................................................................18

How to complete the Senate Overflow Request form? ..............................................................19

Where do I submit a Senate Overflow Request form? ...............................................................19

Contact Information ............................................................................................. 20 Student Government Contact Information .................................................................................20

Student Life Business Office Contact Information ....................................................................20

Fund 2 Purchase Request ..................................................................................... 21 Fund 2 Petty Cash Form ...................................................................................... 22

Fund 2 Imprinted Item Request Form ................................................................ 23 Prize Form ............................................................................................................. 24

Senate Overflow Request ..................................................................................... 26

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Introduction

Who should read this manual?

Student Government (SG) and Student Organizations with an SG budget allocation and any student or group requesting Student Senate Overflow funds.

What is the purpose of this manual?

To learn the paperwork, purchasing process, and timelines for purchase requests.

To learn the process of obtaining funds allocated from SG.

To learn whom to contact for student travel.

Funding Sources for Student Organizations

An organization’s operating budget may be funded by two separate funding sources:

• Fund 2: Budget allocated by SG through an annual budget or Overflow

• Fund 6: Money generated through fundraisers or donations.

How do I obtain approval to spend funds?

Complete a quiz regarding the SG Budget Policies and Purchasing Procedures manual, with

a score of 80% or better.

** At least two officers and one advisor in a club or student organization must complete the SG Budget Policies and Purchasing Procedures Quiz with a score of 80% or better. **

**Only officers and advisors who have passed the quiz are authorized to sign purchasing, overflow, and travel forms. **

** All students requesting money from overflow must complete the SG Budget Policies and Purchasing Procedures Quiz with a score of 80% or better. **

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Fund 2 Purchasing Information

• Purchases and travel utilizing Fund 2 monies are for the current fiscal year, July 1st - June 30th.

• Unspent Fund 2 money will not “carry-over” to the next fiscal year. • Items purchased must remain on campus. • All forms must be completed in blue or black ink, or digitally complete the form before

printing the document(s). • Students are required to use their Santa Fe College (SF) email for correspondence with

Student Government and the Student Life Business Office.

Frequent Fund 2 purchases:

• Food and beverages for meetings or events • T-shirts or polo shirts • Promotional items • Guest speakers • Workshops • Travel for conferences, conventions or competitions

Prohibited Fund 2 purchases:

• Alcohol, tobacco, or drugs • Fundraising materials or supplies • Donations • Any class related items

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Event Registration The Event Registration (ER) form is located on eConnect. Register all on-campus and off -campus events on eConnect.

If a purchase request is for an event, the ER form must be submitted via eConnect prior to submitting the Purchase Request form.

Complete and submit the ER form at least 15 business days before the event.

• The 15 business days does not include the day the form is submitted nor the day of the event.

• A “business day” is defined as a day the college is open for business, Monday – Friday, 8:00am – 4:30pm.

Purchases associated with the event, if any, are not approved via eConnect.

On-campus events held after typical business hours may be subject to additional charges by Facilities.

Where do I find the eConnect Event Registration?

1. Login to eSantaFe. 2. Click the clubs and organizations link in the top right corner. 3. For first time login sign into eConnect using your SF College ID and password. 4. Select your organization’s eConnect page. 5. Manage Organization 6. Click on the task bar 7. Click the “Events” tab. 8. Select the “Create Event” Button. 9. Complete the “Create Event” form.

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Fund 2 Purchase Request Form

A Fund 2 Purchase Request (PR) form is needed for all purchase requests except: petty cash reimbursements, imprinted items or travel.

Information on Fund 2 Petty Cash Reimbursement Requests (PCRR) may be located on page 11, and the PCRR form is located on page 22 of this manual. Information on Fund 2 imprinted items may be located on page 12, and the Imprinted Item Request Form is located on page 23 of this manual. Student Travel information is located on page 17. Submit the completed PR form at least 15 business days before the funds are needed. A PR form submitted less than 15 business days may not be processed.

Submit one PR form for each vendor.

• The 15 business days does not include the day the request is submitted nor the day of the event or when funds are needed.


Where do I find the Fund 2 Purchase Request form?

The Fund 2 Purchase Request (PR) form may be found on page 21 of this manual.

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Purchase Request Quotes

What is a purchase request quote? A quote is a written document or an email from the vendor. This is a written contract from the vendor that guarantees the price of the goods and/ or services to be provided. A quote created by someone other than the vendor is not acceptable. What should be included in a quote? Vendor Information: Name and address, contact person, phone number, and email address.

Order Details: Product description, product number (if any), quantity, price per item, shipping fees (if any), additional costs (if any), and total cost.

How do I complete the Fund 2 Purchase Request form?

1. Reason for Request: Explain the purpose of the purchase. 2. Organization name and contact information: The person listed on the form is

responsible for responding to emails from the Student Body Treasurer and the Student Life Business Office staff. Contact may be necessary if additional information is needed.

3. Event Information: Identifies if the purchase is for an event; if yes, provide details about the event including the event date.

4. Vendor Information (name, email, phone number, and address): Information about the chosen vendor.

5. Quote from the vendor (see above) 6. Description of Items: Detailed description of items.

• Quantity: Number of each item requested. • Unit Cost: Cost of a single item. • Total Cost: The quantity multiplied by the unit cost. • Grand Total: The total amount of all requested items.

7. Terms: Checking the boxes indicates you have read and agree to the terms. 8. Signatures: Must be signed by an officer and advisor.

**Don't forget to attach a quote from the vendor! **

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Where do I submit the Fund 2 Purchase Request form?

Submit the completed form to the front desk of the S-Building lobby, it will be dated and timestamped and forwarded to the Treasurer. An incomplete form will not be processed, and the requestor will be notified via email.

Fund 2 Purchase Request Approval

Submitting purchase or travel request forms does not grant approval. The contact person and advisor listed on the form will receive an email if additional information is needed and/or to indicate if the request is approved.

• Promptly respond to emails as a delayed response will cause the purchase to be delayed. **Please use your official SF email** (see page 5)

• If the organization does not receive an email in a reasonable time frame, approximately 5 business days, send an email to the Student Body Treasurer and the Student Life Business Office. (See page 20 for contact information.)

Vendor Payment Procedures

1. Notify the Student Life Business Office once all goods and/or services have been received and/or provided.

2. Submit receipts and/or invoices to the Student Life Business Office, S-148

**The vendor does not receive payment until the invoice is received. **

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Contract for Services

A contract for service is necessary to hire an individual to perform a service. Examples include: a DJ, guest speaker, entertainer, etc.

• When hiring an individual vendor, the Student Life Business office will work with the vendor to complete a contract.

• Submit the PR form and include a quote from the vendor. • The quote should include all the details of the service to be provided.

These requests must be submitted 20 business days prior to the scheduled event.

Contact the Student Life Business Office in S-148 with any questions

Payment procedure for Contract for Services

Advisors must obtain the individual vendors signature on the Contract for Personal Professional Services Payment form after the services have been rendered. Obtain the payment form, and submit the signed form, to the Student Life Business Office.

** The vendor will not receive payment until this form is signed and submitted to the Student Life Business Office, S-148. **

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Fund 2 Petty Cash Reimbursement Requests

• The Petty Cash Reimbursement Request (PCRR) form is an alternative method to make a purchase of $100 or less prior to an event.

• An individual must purchase the product after obtaining written approval (via email) of the petty cash reimbursement request.

• See the information below regarding the process to obtain approval and receive reimbursement.

How to obtain approval to use the Fund 2 Petty Cash Reimbursement?

See the Purchase Request section on page 8 on how to complete the PCRR form.

1. Submit the PCRR form at least 5 business days before funds are needed. 2. The contact person listed on the form will receive an email if additional information is

needed and/or to indicate the request is approved. 3. Once approved the items may then be purchased by the organization’s officer or advisor.

• Sales tax is not reimbursable.

• Only itemized, original receipts are accepted for reimbursement.

• Only items requested and approved will be reimbursed. The receipt should only include approved items.

How to obtain the reimbursement?

1. Bring the itemized, original receipt to the Student Life Business Office, S-148. 2. Reimbursement will occur within several business days of submitting the itemized

receipt. The purchaser will be contacted when the receipt is ready to pick-up. 3. The purchaser will take the approved receipt to the SF College Cashier’s Office for a

cash reimbursement. The Cashier Office is located on the first floor of the Robertson Administration Building (F building).

Where do I find the Fund 2 Petty Cash Reimbursement Form?

The Fund 2 Petty Cash Reimbursement form may be found on page 22 of this document.

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Fund 2 Imprinted Item Request Form

Imprinted items must include the organization name and Student Government name and/or seal. Examples are polo’s or t-shirts, pens, pencils, water bottles, and other giveaway items for organization members and other SF College students. **The official Santa Fe College name and/or logo may also be included. Additional processing

time may be necessary. ** The Fund 2 Imprinted Item Request form must be completed for all imprinted items. An incomplete form will not be processed, and the requestor will be notified via email.

Submit the form at least 30 business days before the items are needed. This will provide adequate time for the Student Life Business Office to obtain vendor quotes and work with the Student Life Graphic Arts Department on the image for the imprinted items.

• The 30 business days does not include the day the form is submitted nor the day of the event or when the items are needed.


**Requests for embroidered items may require additional processing time. **

Imprinted Item Policy

Apparel Items Apparel items, such as t-shirts or polo shirts, may be purchased with a maximum cost of $40.00 per item.

Giveaway Items Giveaways are items used to promote an organization to all SF students.

Items are limited to $15.00 per item or $15.00 collectively if more than one giveaway item is purchased during a fiscal year.

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Awards, Trophies & Items of Recognition The purpose of these items is to acknowledge achievement, leadership and/or service within an organization. Items are not intended for every individual within an organization

The maximum amount that may be spent on an award, trophy or item of recognition is $40.00, plus imprinting cost.

These items must be imprinted or engraved with the following:

• The official SF or SG name and/or logo • The Organizations name • Name of the individual • Purpose of the recognition • Dates of recognition if applicable.

Where do I find the Fund 2 Imprinted Item Request form?

The Fund 2 Imprinted Item Request form may be found on page 23. How do I complete the Fund 2 Imprinted Item Request form?

1. Imprinted Item Requested: The item the organization is interested in purchasing along with the item number if known.

2. Purpose of Request: Explain the reason for the purchase. 3. Organization Information (organization name, officer name, officer email): An

organization’s contact information. The person listed on the form is responsible for responding to emails from the Student Body Treasurer and the Student Life Business Office staff. Contact may be made if there are questions about the request or additional information is needed.

4. Artwork Created: Indicate if artwork for the request has been created. 5. Quantity of Product: The amount desired of the requested product. 6. Item Color: The base color of the item requested. 7. Imprint Color(s): The color(s) used for the artwork. 8. Number of Imprinted Locations: The number of separate locations in which the

artwork will appear. Example: The front, back, or side of a t-shirt. 9. Preferred Style: Indicate a preference for a specific product and/or style. 10. Preferred Style Info: Provide a URL to the preferred product and/or style. 11. Sizes of Apparel: Indicate the quantity of each size requested.

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12. Price Range per Item: Provide a range the organization is willing to pay for each individual item.

13. Total Amount: Provide the total amount the organization is willing to spend for the entire purchase. Include set-up fees, artwork fees, etc.

14. Terms: Checking the boxes indicates you have read and agree to the terms. 15. Signatures: Must be signed by an officer and advisor.

Where do I submit the Fund 2 Imprinted Item Request form?

Submit the completed form to the front desk of the S-Building lobby, it will be dated and timestamped and forwarded to the Treasurer. An incomplete form will not be accepted, and the requestor will be notified via email.

Domino’s Discounted Pricing All on-campus events must use Domino’s pizza products when serving pizza.

Submit requests for Domino’s pizzas via the Purchase Requisition (PR) Form. All large one-topping pizzas are $6 and do not require a quote. Any other food request from Domino’s requires a quote. Email Bill Weed at [email protected] to receive a quote.

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Pepsi Contract

Santa Fe College has a contract with Pepsi. All on-campus events must use Pepsi products when serving beverages. Submit requests for Pepsi products via the Purchase Request form.

Pepsi Products - Best Value

• Carbonated Soft Drinks: 12oz cans at $13.81 per case of 24 • Aquafina Bottled Water: 16.9oz Original or Flavored bottles at $9.15 per case of 24

The full list of available Pepsi products, and prices, are available on the SF college website. **Some items may require refrigeration, and some products are in glass bottles. **

Pepsi Purchase Request Information

Include the following information on the PR form when ordering Pepsi products:

An example of a request:

• Category: Tea & Tea Drinks • Subcategory: Lipton bottles 20oz • Complete name of the product: Green Tea Citrus • Number of cases per product: 2 • Cost per case: $28.40 per case • Total cost: $56.80

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Prize Policy

Below is a brief overview of the Prize Policy. The complete policy may be found on page 24.

For gift cards of any value, and prizes valued at $25.00 or greater, a Prize Form must be completed by the SF employee coordinating the event and signed by the winner at the time the prize is awarded.

Where do I find the Prize Form?

The Prize Form may be found on page 25.

Prizes, including gift cards, may be used as follows:

• To recognize a student for an accomplishment, such as a first, second and third place award in a student art show.

• To use as a door prize to attract students to the activity or event.

1. All advertisements regarding the activity or event must include a description and value of the prizes.

2. SG must be listed as a sponsor.

3. The activity or event for which prizes will be given must be documented when registering the event (Event Registration) via eConnect.

General rules for the Prize Policy

• Prizes awarded only to currently enrolled SF students.

• The value of any individual prize may not exceed $150.00.

• Cash prizes may not be awarded with A&S Fee funds.

• The number of prizes purchased for an activity or event will be determined by the expected.

**Read the Prize Policy for complete details. **

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Student Travel The advisor traveling with students must meet with the Student Life Business office, S-148, at least four (4) weeks prior to the travel date. If payments are due in advance for the trip; such as registration or flights, please meet four (4) weeks prior to the payment due dates.

** Contact the Student Life Business office for further details. ** Travel Costs to Consider:

Transportation:

• Vehicle • Gas • Tolls • Parking • Airfare

Lodging: • Students and Advisors may not share a room • Students should expect to share rooms; more than one student per bed is prohibited.

Registration or Admission Fees:

• Note the registration due dates for conferences, conventions or competitions. • Look for early bird conference rates. • Note payment deadlines.

Meals:

• Meal funds may be provided, if budget allows. • Providing funds for meals are not required. • Meal funds may be paid up to the maximum allowed. • The maximum amount, per state statutes, that may be paid for meals is as follows:

$6.00 for breakfast $11.00 for lunch $19.00 for dinner

**Departure and return times for the travel and any meals included at the hotel and/or in registration fees will impact meal funding**

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Senate Overflow Request

Senate Overflow funds are allocated by the SG Finance Committee as an additional funding source for the groups and purposes as indicated below.

SF students, student organizations, student senators, and branches of SG may request funds from the senate overflow.

• Student organizations and Individual Students in good standing, with a passing score on the SG Budget Policies and Purchasing Procedures quiz, may request overflow funds.

Student Organizations may request funds from Senate Overflow for:

• A project, event, or travel that requires additional funding. • Charted Student Organizations that did not receive a budget allocation from SG.

The Senate Overflow Request form must be completed and submitted at least 30 business days prior to the date the funds are needed.

• The 30 business days should not include the day the request is submitted nor the day which the funds are needed.


The Senate may grant funds from the Senate Overflow budget. Approval of the overflow request does not approve the event or purchase. Once the funds are approved, the appropriate purchase forms and/or travel forms must be submitted within the required time frames. (See page 7 for purchases and page 17 for travel.)

Senate Overflow funds may only be used for the purpose stated on the request form. Any funds approved by the Student Senate that are not used for the approved purchase or travel will be returned to the Senate Overflow budget account.

What is the Senate Overflow Request process?

The full Senate Overflow process is described on page 69 in the Student Government Constitution.

Where do I find the Senate Overflow Request form?

The Senate Overflow Request form may be found on page 26 of this manual.

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How do I complete the Senate Overflow Request form?

1. Reason for Request: Explain in detail the purpose of the request. 2. Organization Information (organization name, organization contact, contact email,

contact phone): An organization’s contact information. The person listed on the form is responsible for responding to emails from the SG officials. Contact may be made if there are questions about the request or additional information is needed.

3. Event or Travel Information (event name, location and date/time or travel dates and destination): Identify if the purchase is for an event and/or travel; provide information about the event and/or travel, including dates.

4. Fund 2: Provide information about the organization’s Fund 2 budget. 5. Fund 6: Provide information about the organization’s Fund 6 account. 6. Description of Product: Provide a detailed description of requested items or services. 7. Quantity: Number of each requested item. 8. Unit Cost: Cost of a single item. 9. Total Cost: The quantity multiplied by the unit cost. 10. Grand Total: The final amount of all requested items. 11. Terms: Checking the boxes indicates you have read and agree to the terms. 12. Signatures: Must be signed by an authorized officer and advisor.

Where do I submit a Senate Overflow Request form?

Submit the completed form to the front desk of the S-Building lobby, it will be dated and timestamped and forwarded to the Treasurer. An incomplete form will not be accepted, and the requestor will be notified via email.

• Emails will be sent to the contact person as the request moves through the Senate Overflow process

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Contact Information

Student Government Contact Information

Student Body Treasurer: Alec Morey

● Email: [email protected] ● Phone: (352) 381-3781 ● Office: S-152

Student Body Deputy Treasurer: VACANT

● Email: ● Office:

Student Life Business Office Contact Information

SG Purchasing Specialist: VACANT

● Phone: ● Office:

Business Office Program Assistant: Chris Spence-Thomas


Business Manager: Teresa Lanier


For SG Treasurer Use Only Student Body Treasurer: Date Received: Date Approved:

Dat

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…………………………………………………………………………………………………………………………………………………………………………………………

Fund 2 Purchase Request

Reason for Request:

Description of Items

Quantity

Unit Cost Total Cost

If additional space is needed, please complete an additional Purchase Request. Grand Total:

**Please read the following terms and agree to them by checking the boxes below**

I understand this form must be submitted to the S-Building lobby front desk at least 15 business days before items are needed. I understand this form must be submitted 20 business days in advance when requesting services from an individual vendor. I understand a quote from the vendor must be attached to this form. I understand it is the responsibility of the contact person designated on this form to respond to emails from the Student Body

Treasurer and Student Life Business Office staff. Failure to respond will delay the processing of this request. I understand students are required to use their official SF email address when communicating with the college. I understand that submission of this form does not constitute an approval of the request and/or event.

Organization Officer Signature: Date:

Advisor Signature: Date:

Advisor Email (please print):

If you have any questions, contact the Student Body Treasurer at [email protected] or 352-381-3781

Vendor Name: Vendor Email: Vendor Phone: Vendor Address:

Organization Name: Officer Name: Official SF Student Email: @go.sfcollege.edu @go.sfcollege.edu

Is this request for an event? Yes No Is the event registered through eConnect? Yes No Date/Time of Event: Location of Event:


Dat

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…………………………………………………………………………………………………………………………………………………………………………………………

Fund 2 Petty Cash Reimbursement Request

Reason for Request:


Quantity


If additional space is needed, please complete an additional Purchase Request. Grand Total:


I understand Petty Cash purchases cannot exceed $100.00 per event. I understand this form must be submitted to the S-Building lobby front desk at least 5 business days before items are needed. I understand students are required to use their official SF email address when communicating with the college. I understand that submission of this form does not constitute an approval of the request and/or event and, if approved, an email

from the Student Life Business Office will be sent to the contact person designated on this form. I understand the original itemized receipt must be submitted to the Student Life Business Office in S-147 to receive reimbursement. I understand sales tax cannot be reimbursed.





Vendor Name: Vendor Email: Vendor Phone: Vendor Address:

Organization Name: Officer Name: Official SF Student Email: @go.sfcollege.edu

Is this request for an event? Yes No Is the event registered through eConnect? Yes No Date/Time of Event: Location of Event:

For SG Treasurer Use Only

Student Body Treasurer: Date Received: Date Approved:

/

Da

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………………………………………………………………………………………………………………………………………………………………….

Fund 2 Imprinted Item Request **Complete Separate Form for Each Item**

(Please print all information)

Imprinted Item Requested:

Purpose of Request:

Organization Name: Officer Name:

Official SF Student Email: @go.sfcollege.edu

Has artwork been created? Yes No

Quantity of Product: Item Color(s):

Imprint Color(s): Number of Imprint Locations: (Example: front & back of item counts as 2)

Is there a preferred style for the item? Yes No If yes, provide item Number: ___________________

If yes, provide URL for the item:

If item requested is apparel, list the quantity for each size below:

XS S M L XL XXL XXXL

Indicate the price range per item Indicate the total amount Budgeted for this purchase: (Example: $8.00 - $10.00 per item) (Include set-up fees, artwork fees, etc.)

$ $


I understand this form must be submitted to the S-Building lobby front desk at least 30 business days prior to when

items are needed.

I understand it is the responsibility of the contact person designated on this form to respond to emails from the

Student Body Treasurer and Student Life Business Office staff.

I understand students are required to use their official SF email address when communicating with the college.

I understand that submission of this form does not constitute an approval of the request and/or event.

Organization Officer Signature: Date: Phone:

Advisor Signature: Date: Phone:



mailto:[email protected]

STUDENT LIFE Santa Fe College

Prize Policy & Procedures

Prizes funded with Activity and Service (A&S) Fees must abide by the guidelines outlined below. Prizes may be awarded to recognize student accomplishments, such as the Student Art Show. Door prizes may be purchased to draw attention and attendance to campus events for those events with an expected attendance of 20 or more. One prize may be purchased for each increment of 20 students expected at the event. For example, an event with an expected attendance of 60 students may purchase three (3) prizes for the event. The maximum number of prizes for any single event are six (6). All advertisements regarding the event must include the door prize(s) and list Student Life or Student Government as a sponsor.

1. The prize recipient must be a currently enrolled Santa Fe College student. 2. The value of any individual prize may not exceed $150. 3. Cash prizes may not be awarded with A&S Fee funds. 4. Gift cards may be purchased as prizes; the preferred vendors are campus vendors such as

Barnes & Noble, Domino’s or Subway. Gift cards may be purchased from other vendors that do not sell alcohol, lottery tickets or tobacco products.

5. The SF employee coordinating the event or the organization advisor must complete the Prize Form and obtain the signature from the prize recipient for all prizes valued $25 or more. Recipients of a gift card, regardless of value, must sign the Prize Form. The SF employee disbursing the prize(s) must also sign the Prize Form. Submit the completed form to the Student Life Business Office, located in S-147, within three (3) business days after the event has occurred.

Teresa Lanier Chris Spence-Thomas [email protected] [email protected] 352.395.4179 352.395.5911

Full-time Santa Fe College employees are not eligible to receive prizes. Per IRS regulations, a cash-equivalent award such as a gift card is considered a taxable fringe benefit. If a student employed by the college receives a gift card, the value of the gift card is added to their gross income and will be taxed. SF Office for Finance, 3/28/16. See IRS Publication 15-B, Employer’s Tax Guide to Fringe Benefits. The Equal Access/Equal Opportunity statement may be found online at www.sfcollege.edu/eaeo

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Prize Form Date: _____________________

Please Print

Name of Event: ________________________________________________________________________

Date of Event: _________________________________________________________________________

Department or Organization Sponsoring Event: ______________________________________________

Department Employee or Organization Advisor: ______________________________________________

Prize winner must be a currently enrolled Santa Fe College student.

Please Print

Name of Prize Recipient: ________________________________________________________________

SF ID# of Prize Recipient: ________________________________________________________________

Value & Description of Prize Won: ________________________________________________________

_____________________________________________________________________________________

By signing this document I acknowledge receipt of the prize as stated above.

Signature of Recipient: ______________________________________________ Date: ______________

Signature of SF Employee: ___________________________________________ Date: ______________

Submit Completed form to S-148

The Equal Access/Equal Opportunity statement may be found online at www.sfcollege.edu/eaeo

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Overflow Request Approved? Yes No

Overflow Request Amended? Yes No

Amended Amount:

Student Senate President: Date Approved: Student Senate Pro-Tempore: Date Approved:

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…………………………………………………………………………………………………………………………………………………………………………………………

Senate Overflow Request

Reason for Request:


Quantity


If additional space is needed, please complete an additional Senate Overflow Request. Grand Total:





**Please read the following terms and agree to them by checking the boxes below** I understand this form must be submitted to the S-Building lobby front desk at least 30 business days before funds are needed. I understand a quote from the vendor must be attached to this form. I understand it is the responsibility of the contact person designated on this form to respond to emails from SG officials as the request

moves through the Senate Overflow process. I understand students are required to use their official SF email address when communicating with the college. I understand that submission of this form does not constitute an approval of the request and/or event.


Does this organization have a Fund 2 budget? Yes No If yes, current balance: $ How much Fund 2 will be used for the purchase: $

Organization Name: Organization Contact: Official SF Student Email: @go.sfcollege.edu Contact Phone:

Name of Event: Event Location: Date/Time of Event: Date/Time of Travel:

Does this organization have a Fund 6 account? Yes No If yes, current balance: $ How much Fund 6 will be used for the purchase: $

Documents

Student Government Budget Policies and Purchasing Procedures