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University Policies and Procedures
Terri Hurdle, Ed.D
Student Activities Board Advisor
Susie Facciolo, Internal VP, SAB
Student Organization Training WorkshopStudent Activities Board
Presentation Overview
Policies and Procedures• Student Org Registration
• Introducing CampusLINK!
• Registration Requirements
• Recognized Student Organization Privileges
• Organization Liability
• Conference and Event Services
• Public Safety, Grounds, and Fee Policies
• Student Organization Judicial Board
• Questions
Campus LINK is:
1) A place for student engagement
2) An involvement link to UC
3) A space for communication among students leaders and within organizations and offices/departments on campus an online platform for engagement resources, event, and organizational info
4) Student Organization Registration System
Introducing UC Campus Link!
Introducing UC Campus Link!How do I use the system?
• Using your UC name and password log onto www.campuslink.uc.edu
• Look for your organization on UC Campus LINK under organizations and re-register.
– What’s needed• Constitution and Bylaws (as one document)
• Roster (University M numbers and email should be included)
• Officer Contact info (The system will only accept UC user names and emails)
• Current officers are able to update your page. If you need access to your page to reregister and update, contact SAB in 655 Steger, 513-556-6103, or email us at [email protected]
Registration Requirements
What do we need to do?
Registration RequirementsIn order to be a fully accepted organization, all of the items listed below
must be completed:
1. Update Student organization Online Application Information
• Register with CampusLink
• Submit an updated copy of organization’s Constitution and Bylaws
– Please upload as one document
• Submit an updated student organization Roster (please include UC mail and university m numbers)
• Attend a Student Organization Training Workshop
• Submit Student Organization Verification Form to SAB in Room 655 (SAB has 5 business days to respond to your organization once you submit the verification form)
2. All of the above items must be completed by returning Student Organizations by November 7, 2013! No Exceptions (F&SL September 14 and Club Sports October 1, 2013)
Recognized Student Organization Privileges
Recognized Student Organization Privileges: University Facilities
Space in Steger Student Life Center
1. Mailboxes
– 400 level (Ground Floor)
– Organizations that do not check their mailboxes may lose this
2. Lockers
– 600 level
Registered Organization Privileges
Participation in University sponsored events
Homecoming, University Open House, MainStreet Stride
Eligibility for University AwardsThe Student Activities Board will host the Celebration of Student Involvement
(CSI) Awards on April 3, 2014 to acknowledge student organizations in the following categories:
• Student organization of the Year
• Advisor of the Year
• Outstanding New organization
• Outstanding New Program/ Initiative
• Commitment to Diversity
• Outstanding organization Collaboration
• Community Service
• Sustainability Award
Recognized Student Organization Privileges: Student Org. Websites
All fully registered student organizations are eligible to apply for a university sponsored
website.
Organizations can submit online at
http://sites.ucfilespace.uc.edu/sg/sab/websites
Student Org. websites that utilize the university’s marks (name, logo) must obtain permission and
follow university branding guidelines
Recognized Student Organization Privileges: Branding and Logo Usage
. Merchandise designs must be approved by Martin Ludwig, Director of Licensing: [email protected]
– This includes:
• Stationary
• T-shirts
• Posters
• Give-a-ways
• Marketing/information brochures
2. Merchandise may only be ordered from licensed vendors
– 5 licensed vendors for 2013-2014 academic year
– http://www.uc.edu/licensing/licensees.html
YOU CANNOT SELL MERCHANDISE
Recognized Student Organization Privileges: Posting
Chalking Policy: McMicken Commons only; you do not need to register
Posting Policy:
• Include your organization’s name on poster/flyer.
• Be sure posters are tasteful.
• Post on bulletin boards or designated areas only. Postings should not go on: glass, painted surfaces, utility poles, trees, garbage cans, paved surfaces, earth surfaces
– No more than five posters/handbills in one area.
– Please refer to the Student Handbook for additional information, located at www.uc.edu/sald
• Remove postings within three days after the event ends.
No alcohol promotion or roommate searches
Recognized Student Organization Privileges: Posting
Don’t let this be you!
http://www.youtube.com/watch?v=2mHoKSBvSjg&feature=youtu.be
Recognized Student Organization Privileges: Posting
Consequences for violation:
– 1st offense: Warning
– 2nd offense: 2 week UFB funding suspension
• Non UFB organizations: lose university recognition for a period of 2 weeks
– 3rd offense: 5 week UFB funding suspension
• Non UFB organizations: lose university recognition for a period of 5 weeks
– Subsequent offenses to be reviewed by SAB and referred to the Student Organization Judicial Board if a sanction is warranted
Student Organization Liability
Student Organization Liability
As a Student Leader it is your responsibility to educate your members!
YOU are responsible for informing members of policies and identifying risks associated with events/activities.
Be familiar with the following University Policies:
Alcohol
The university shall implement and enforce the laws of the state of Ohio as stated in the Ohio Revised Code. Underage drinking will not be tolerated.
Organization LiabilityEvents Involving Alcohol should follow the procedures below:
• Held at a licensed facility.
• NO members of the organization should be directly involved in serving alcohol.
• If possible provide transportation to and from the event, or have designated drivers.
• Student Organizations cannot advertise alcohol promotions or sales on any marketing or other promotional materials
For additional information please contact:
Student Activities and Leadership Development: 556-6115
Office of General Counsel: 556-3483
Office of Risk Management: 584-5042
Organization Liability
Hazing
The laws of the state of Ohio concerning hazing shall be observed. Hazing will not be tolerated!!
Examples include:
Paddling
Sleep Deprivation
Eating Strange Foods
Mental and/or Physical mistreatment
For additional information of if you suspect hazing on campus, please contact:
Student Activities & Leadership Development: 556-6115
For anonymous reporting, please see the Student Org. Complaint form on Campus LINK
Organization Liability
Permission and Release Waiver• All student organizations are required to complete a Permission
and Release Form for all of the organization’s activities.
• The form must remain on file with your organization’s advisor and another copy must accompany you on organization outings (i.e.) Student Trips, Outings and other special events.
• Forms are available online at http://www.uc.edu/sald/student_organization/resources.html
Organization Liability:Student Travel PolicyRequirements
• Students participating in travel sponsored by the university must comply with the standards set forth by the Student Code of Conduct
• Travel sponsored by a student organization must be consistent with the organization’s mission and constitution.
• Each student must complete the Student Travel Authorization Form.
• Students traveling outside of the United States are required to register with UC International.
• All overnight travel sponsored by the organization must be monitored by a faculty ,staff member, or designated student organization member.
Organization Liability:Student Travel Policy
Student Travel terms and Definitions
1. Organization Travel-travel is defined as three or more students
2. Registered University Student Organization-a recognized
student organization (must be registered with the Office of Student Activities and Leadership Development)
3. Travel Monitor
• Faculty, Staff, or designated student organization member responsible for the following:
– Obtaining contact and other relevant information for each traveler
– Providing the appropriate offices and organization advisor with travel itinerary, lodging, and emergency information and procedures
Organization Liability:Student Travel Policy
Travel Monitor Training
• Training for this position is listed in the travel policy
• Travel Monitor Responsibilities– The Travel Monitor is required to obtain itinerary details and contact information
from each student traveler using the Student Travel Contact information form
– The aforementioned information is collected in a pre-travel meeting which is required
– All Student Orgs. traveling internationally must register with UC International
• All advisors and student organization monitors are required to review this information.
• Copies of the appropriate form must be maintained by the Advisor and the Travel Monitor
Organization Liability:Student Travel Policy
http://youtu.be/F-k5Xi6dq5I
Effective Planning!
Organization Liability:Student Travel Policy
Transportation Rental:
• Rent transportation that has liability coverage
• SALD recommends the university’s transportation service
Facilities: Transportation 556-4424
• Forms can be found in the SALD office (455), SGA Office (655), and online at:
http://sites.ucfilespace.uc.edu/sga/ufb-documents
Organization Liability:Student Code of Conduct
Student Code of Conducthttp://www.uc.edu/conduct/Code_of_Conduct.html
Applies to all students and must be followed at all times.
Jurisdiction of the Student Code of Conduct:Students
On and Off Campus Behavior
State of Ohio
Division of Student Affairs and Services
Division of Baccalaureate & Graduate Education
Organization Liability:University Weapons Policy
University Weapons Policy:
The following items are prohibited from being stored, sold or utilized on the university’s campus:
• Firearms
• Explosives of any description
• Ammunition, or anything used to threaten or harm including, but not limited to, firecrackers, compressed air guns, pellet guns, BB guns, paintball guns, knives, nerf guns, and water guns.
Organization Liability:Financial Management
• Contracts– Limit the authority within the organization to make financial
commitments or authorize high-risk activity.
• All contracts should be reviewed by the advisor and sent through the University of Cincinnati’s process which includes signatures by the following individuals:• Director of Student Activities & Leadership Development• Advisor• Associate Vice-President/Dean of Students• Director of Business Affairs• General Counsel
• Off campus Bank accounts– Require at least two signatures for checks/withdrawal
– Must include the Advisor and Treasurer
Financial Management
Don’t Let This Be You….Contracts
http://youtu.be/AvL2bnEvJVM
Organization Liability
Additional University Policies:
• Policy for Drug-Free Campus
• Sexual Assault Policy
• Residence Education Policies
• Affirmative Action Policy
Additional information on the above policies can be found at: http://www.uc.edu/about/documents/ucrighttoknow.pdf
Conference and Event ServicesEvent Guide
• Before beginning the scheduling process, please read the entire Event Guide located at http://www.uc.edu/eventservices.html.
• This Event Guide includes:
– Facility descriptions, locations, and specific scheduling information for each (indoor and outdoor)
– Equipment and catering information
– Promotion opportunities, procedures and guidelines
– List of fees associated with different aspects of scheduling
Planning Tips
• Visit http://www.uc.edu/mainstreet/tuc/plan_an_event/planning.html.
• This page provides detailed information on what to do before, during, and after scheduling events with CES.
Conference and Event Services
How to Schedule
• Visit http://www.uc.edu/eventservices.html and complete application to schedule
facilities by clicking on the “Reserve Event Space” button.
• CES now uses 25Live to schedule events. Please watch the online tutorial before scheduling at http://www.uc.edu/eventservices/events/reserve.html.
• A confirmation email from CES must be received for event request to be approved. Keep the reservation number (2013-XXXX).
• If a student organization has to cancel an event, they must notify Conference & Event Services through written correspondence.
– It is always best to notify Conference & Event Services via email as soon as possible as the fees vary depending on the room reserved.
– If this does not take place, organizations can be assessed a non-cancellation charge.
Conference and Event ServicesPromotional Requests
• Available promotions on campus include:
– Digital Signage (TUC, CRC, Morgens Hall)
– Posters and Flyers
– SSLC Scroll
– TUC Table Tents
• First check UC MainStreet Promotions Guidelines and Procedures page at http://www.uc.edu/mainstreet/tuc/plan_an_event/promotions.html.
• Once this has been done, submit promotions request at http://www.uc.edu/mainstreet/promotions_form.html.
• Submissions must be made 5 business days prior to promotion run dates.
• Artwork can be created for $60/hour and must be requested 15 business days prior to promotion run dates.
Make sure you know what file type and size your artwork needs to be before submitting!
Conference and Event Services
Food and Facilities
• Classic Fare Catering is the exclusive caterer in Tangeman University Center (TUC).
• Indicate on event request catering will be needed. Place food order at least 5 business days prior to event.
• Visit http://www.uc.edu/food/catering.html for menu options.
• Student Friendly Catering Options:
– Papa John’s
– Chick-Fil-A
– Kuma Neko
– Subway
• Food waivers are granted for special circumstances. See Event Guide for more information.
Conference and Event Services
The University of Cincinnati’s Designated University of Cincinnati Spaces for Outdoor Speaking Purposes is suspended by court
order, as is any regulation of student speech found in the Use of Facilities Policy Manual and the MainStreet Student Event Guide.
• Examples of Speaking Events
Students are not required to obtain permission for any speaking activity held in outdoor spaces unless the anticipated attendance is over
5,000 and/or alcohol will be present at the event. They still need permission for the TUC Atrium and the TUC MainStreet ExpressMart
spaces.
Please see Event Guide for more information.
Public Safety
Student organizations are responsible for all fees associated with grounds.
Events with alcohol will be charged for security costs relating to the event. Events with a cover charge or any other exchange of cash, may also
be charged for security costs.
Special Announcements
Coming Soon
Student Organization Judicial Board
More information forthcoming….
SAB New Member Applications are now online at
https://campuslink.uc.edu/form/step/1?Guid=519a98df-4db9-4c2e-bdd1-7af66d5e3081
Ombuds Office…We are here to Serve You!
• The Ombuds staff listens to university related concerns and helps identify possible options for resolution for students, staff, and faculty.
• If you are experiencing conflict related to or within your organization we can attempt to resolve it informally
• Common reasons undergraduate students visit the Ombuds office are: financial aid and billing concerns, grade grievances, schedule difficulties, campus housing concerns, mediation or conflict coaching and information on UC policies and procedures
• Contact Kim Fulbright for more information at 556-5956; [email protected]; www.uc.edu/ombuds
Student Organization Training Workshop
Questions???
Introductions
My Name: Nick Wagner
My Position: External Vice President
Student Government Office:
655 Steger Student Life Center (SSLC)
Today’s Agenda
• Before Requesting Funds
• The Process of Requesting Funds
• After Requesting Funds
So, what is UFB?
1615 voting members & 1 president
We represent 5 colleges and over 50 different student
organizations.
We are:
students
Student Activities and Leadership Development
Student Government
UFB (University Funding Board)
SAB (Student Activities Board)
SSB (Student Safety Board)
We’re a branch of Student Government, and we’re advised
by Student Activities and Leadership Development (SALD).
655 Steger
We hold office hours in the Student Government office (655
Steger) every semester to help students with their budgets.
What we do:We are funding criteria experts.
We help student leaders build
budgets.
We double check your budgets
for errors and missing
documentation.
We vote on budgets.
We oversee the yearly AIC
(Academic Intercollegiate
Competition) allocation.
We hold office hours.
We are full time students and
lead our own organizations
(just like you!)
We’re here to help you get
funded.
The UFB Executive Board
2013-2014
Liz DelozierPresident
Devin MetzgerInternal Vice President
Nick WagnerExternal Vice President
Kyle FantTreasurer
Briana ConnersSecretary
Every year, you pay a
$650.00 General Fee
as part of your UC tuition
From that fee, the
University Funding
Board gets $6.85(thanks!)
That gives us around
$300,000.00!So, what do we do with that money?
We give it to you, of course!
There are over 300 student
organizations at UC that are
eligible for this fundingEach UFB student
organization can
request up to
$5,500.00 per year.
PLUS $300.00 in operational
funds to run your organization!
Not so fast, we don’t just
give everyone $5,500.00. And you’re not guaranteed
all of it. First, you have to fill
out what we call an “Request
for Additional Funding Form.”
BUT
Then, UFB votes to
decide whether or not it
meets our Criteria for
Funding
If it meets our Criteria, we’ll
vote to approve it! And
you’re on your way to an
awesome event for your
student organization.
(Use the Budget Building
Toolbox on Campus Link!)
There’s a copy
of the Criteria in
this packet too!
You use it to tell us
about your event –
and how much it costs.
Where does it come from?
Then, come to our Office
Hours, we’ll help you put
everything together.
Step 1: Are we eligible?
ELIGIBLE NOT ELIGIBLE
Organization is open to all UC
students
Organization has restrictive
membership (i.e., club sports, Greek
organizations, honoraries)
Organization has registered with
Student Activities Board (SAB)
Organization receives any kind of
academic credit
New Organization
(Must wait 10 weeks after becoming
an organization to request funding)
Any organization eligible for GSGA
funds
Important Information
• Each organization is allotted up to
$5,500/year.
– Must submit budget and follow UFB criteria to
attain these funds
• Each organization has $300/year in
operating funds
– This money does not require you to create a
budget but it does require exact
documentation of funds used
• Your Responsibility
Step 2: What kind of event are we
planning?• Program: “An event
that is held on or off
campus that does
NOT require the
organization to stay
overnight to attend.”
• Conference: “An event off campus in which any member of the organization will stay overnight as a part of the event.”
Step 3: How do I fill out the
budget request form?– Budget request forms can be found online by going to the
UFB CampusLINK page and then going to documents.– Budget requests MUST be typed
– Page 1: Request for Funding• Name of organization and name of event• Specific Dates
– If you are renting a UC vehicle, use the dates you will pick up/drop off the vehicle
• Person who Attended Student Organization Training Workshop Signature
• Advisor Signature• Description of the Event• Purpose of the Event
– Needs to align with the purpose of the organization
Step 3: How do I fill out the budget
request form?
• Page 2: Line Items– Conference Registration: registration fees
– Facility/Equipment Rental: Campus spaces, security, tables, chairs, etc
– Advertising/Copies: FedEx, campus printing
– Transportation: UC vehicle rental (NO AIRLINE TICKETS)
– Gas: Mileage x .025
– Hotel/Lodging: for students traveling
– Honorarium: the cost of the speaker/performer
– Other related expenses: per diem, lodging, transportation (airline tickets), etc
– Food/Beverages: total of all food/beverages
– Other: tickets, paper items for food/beverages, etc.
• After you are done filling out the Budget Request Form you need to attach documentation
Items Generally Not Funded
• Seed Money (Loan)
• Student Gifts/Giveaways
• Honoraria for University students, faculty, staff, or
administrators
• Service Contracts (Coaches, Photographers)
• Media Equipment (magazines, videos, films)
• Electronics
• Alcohol
• Dues/Insurance (National/State Dues, Insurance)
(Page 24 of Funding Facts Packet)
Step 4: What kind of documentation do
we need?
• Documentation is the most important part
– Each line item on your budget needs to have
documentation
– The more documentation the better
• Example: XYZ Group wants to spend
$146.87 on food.
– Receipts, pictures of prices on food, or invoice
from company is needed
Step 4: What kind of documentation do
we need?
Advertising
• Advertising with RSVP is required if..
– an event on campus has food and beverages and has limited availability (per plate) OR
– event is located off campus
Food
• You can get up to $1000 to pay for food at up to two events each year.
• Food only for UC students
• Cannot use Kroger Rewards or other shopping benefit cards
Lodging
• UFB can fund up to $1500 of lodging per year for conferences
• Performer’s lodging is not included in $1500
Transportation
• Airlines tickets for guest speakers ONLY
• We will pay $0.25 a mile for gas in UC Vehicles ONLY
• **Cannot use third party vendors for transportation/lodging (i.e., Hotwire, Expedia, etc)**
• Agendas/itiner
aries are
required for all
programmed
events
STEP 4: What kind of documentation do we need?
CONFERENCE AGENDA EXAMPLE
Step 4: What kind of documentation do
we need?
M-Numbers
• Organizations traveling to a conference or anywhere in a
university provided vehicle must provide a completed
Travel Authorization form and roster (with M numbers)
• This includes everyone, not just the people who are
included in the conference fees that UFB funds
• Failure to have the above documentation (including M
numbers) results in a denial of the budget and this is
non-appealable.
Step 4: What kind of documentation do
we need?• UFB can deduct funding from a budget. This can be helped by visiting a UFB
representative during his/her office hour. There are two types of deductions:
100% Deductions 25% Deductions
Not meeting the deadline: Fourteen (14) days before your
program date; Wednesday before your budget is heard
before 5pm
All items that do not fully explain the cost breakdown of
each item
(25% deduction from actual cost of item)
Signatures do not match Mathematical miscalculations
(copying from documentation to budget, adding/subtracting
errors)
Missing M-numbers of ALL STUDENTS traveling
Each line item that does not have proper documentation
Step 5: What do I do when I’m finished
making my budget?
• Get it checked by a UFB representative before Wednesday at
5PM in order to be heard for that weeks meeting
• During office hours, representatives will check for: – Balanced figures
– Proper documentation
– Correct signatures
– Acceptable purpose/description of event
– Student organization will receive an office hour checklist
• Come to the UFB meeting: Thursdays, 6pm 423 TUC (on the dates on
October 31st, Dec 5th, and Feb 6th we will not be meeting in 423 TUC).– Answer questions
– Give explanations
Step 6: What do I do after my budget is
heard?
Passed
• Congratulations!
• Visit Charlene Walker in
Steger Student Life
Center– She will tell you what forms to
fill out
AND
– How to obtain the money you
were approved for
Denied
• Create a new budget– You cannot apply for the
same event twice
• New date, event, name
• Appeal– You only have one week to
turn in your appeal along with
the proper documentation
• Due by 3pm the next
Thursday
– You cannot appeal automatic
deductions
Step 7: What do I do after I have my
awesome event?
• Assessment Forms (Online)– CampusLINK Documents Assessment Form
– You must fill out an assessment form online and turn in all your receipts within TEN days of your event
– If the form is filled out late, UFB will freeze the organization’s funds for a number of days equal to ½ the number of days late the form was
– If your organization fails to fill out an assessment form, the budget request will not be heard for at least THREE business days
Can I host events with other
organizations?
• Co-Sponsorship: An event hosted by 2 or more student organizations (at least one UFB funded) that aligns with the purpose of each organization involved
• Only one funding request is required
• Limitations on Co-Sponsorships
• Food cannot exceed $1,000 per event
• Cannot spend more than $2,750 each year on co-sponsored events
Co-Sponsorships (pg. 23)Filling Out the Paperwork
• Front Page
• President/treasurer and
advisor’s signature from BOTH
organizations
• Request Page: Each line item
should have…
• What organization(s) is
incurring this cost
• How much the organization(s)
is/are spending on that cost
• Treat like a regular budget in terms
of documentation
This is
required
regardless of
if groups are
UFB
funded/Non-
UFB funded
Co-Sponsorships
• “Sub total” line item –
total amount being spent
by each co-sponsoring
organization (UFB
funded/Non-UFB
funded)
• “Less Co-Sponsorship”
line item – Only to be
filled out if co-
sponsoring organization
is non-UFB funded (i.e.,
corporations, UC
Offices, etc.)
Changes for this year
• Budgets must be TYPED
• Budget Turn In Date
• CampusLINK Page
• New maximum caps on funding
Important Dates
• March 7, 2014, last day to spend operating
funds
• Requests for Summer funding due the 10th
week of spring semester
• Requests for the first 21 days of Fall 2013
are due by the 13th week of spring
semester
Helpful Hints
• Documentation is KEY
• Check the math
• Budgets must be TYPED
• Make sure event is educational
• Have a UFB representative check your
budget before it’s turned in!
Membership
• Each fall we have a membership drive for UFB.
This year, we have 4 open spots
• Open House for students interested in joining
UFB
-September 5th: 6:00 PM, 423 TUC
-September 12th: 6:00 PM, 423 TUC
• September 26: Membership Applications Due– Find applications in Student Government Office (655 SSLC)
Thank You!
Nick Wagner
(office) 513-556-1195
(cell) 937-620-1913
Forms and Documentation
Mrs. Charlene Walker
UFB Financial Administrative Coordinator
Mrs. Patty Speed
SALD Administrative Secretary
Or pay yourself using personal
funds and get reimbursed
• MUST have original, itemized receipts
(This must be turned in within 10 days of purchase)
• If credit card was used
• Must have copy of bank/credit card statement showing
the purchase
• Advisor & Treasurer must sign A114/A113 form
If reimbursement is for
food, you must
include a list of those
who ate or submit a
copy of the
flyer/advertisement
of your event.
• UC is TAX EXEMPT
• Previous years we reimbursed tax that
was paid on purchases. This coming
school year taxes paid will not be
reimbursed. The amount you paid in
taxes on a purchase will be deducted
from your reimbursement.
Copy center form.
This form must be used
every time you want to
make copies for your
organization/event.
This form must be
signed by your advisor
if you are using your
operating funds.
Classic Fare Catering
• All events that are held on MainStreet,
TUC, Stratford Heights or 5/3 Arena are
required to use Classic Fare Catering.
• Come into our office and use our
computers to go online
www.cfc.catertrax.com and fill out their
order form.
Special Event Security Cost
Estimate
• This form is needed when you are
having an event on campus that will
have alcohol or over 5000 people
attending. They will give you an
estimated cost and you will submit this
with your funding request.
• www.uc.edu/pubsafety
Event Security Cost Estimate, University of Cincinnati Page 1 of2
Event Security Cost Estimate
If you are planning a special event on campus and anticipate the need for security or police presence you can use the form below
and receive an estimated cost for those services.
If you have any other questions please read our special event LA&
{http:l/www.uc.edu/publicsafety/special events/frequently askedgueslions.htmll or contact Public Safety .
Event Name: •
Name of group sponsoring event •
Contact Name: *
Contact Phone Number: *
Contact E-mail: *
Event Date: •
Start Time: • End Time: •
Location: •
Estimated Attendance: •
Wit Admission be charged or any money accepted? •
! Yes
r No
Wit Alcohol be served? •
r Yes
r No
Description of event I Comments:
Submit Form I
http://www.uc.edu/publicsafetyIspecial_events/EventSecurityCostEstimate.html 8/26/2013
Limited Services
Engagement Form
• This form is used when paying an individual for
services, such as:
– Performer
– Individual person (not a company)
– Speaker
• This form should be filled out and signed by the
individual, along with their invoice.
• Treasurer should fill out an A114 and put the form and
invoice in the envelope. (Don't forget to jot down the
A114 # for your reference).
• Treasurer and advisor have to sign this form.
REQUEST FOR PAYMENT A114
Attache to A114 envelope
write down A114# for reference.
SEE REVERSE SIDE FOR INSTRUCTIONS
PAYEE'S NAME PAYEE'S SOCIAL SECURITY NUMBER / M -NUMBER
Vendor name
Vendor social security #
PAYEE'S MAILING ADDRESS PAYEE'S UC FLEX VENDOR CODE
Vendor address
ADDITIONAL STREET ADDRESS AMOUNT TO BE PAID
Amount to be paid
CITY, STATE, ZIP CODE A/P USE ONLY (DUE DATE, PAYMENT METHOD SUPPLEMENT)
Vendor city, state, zip code
PAYMENT DESCRIPTION A/P USE ONLY
Describe what we are paying the vendor for
G / L ACCT FUND COST CENTER FUNC GRANT
AREA
INTERNAL ORDER WBS ELEMENT EARMARKED FUNDS LN ASSET BUSINESS AMOUNT (A/P USE)
# AREA
G / L ACCT FUND COST CENTER FUNC GRANT
AREA
INTERNAL ORDER WBS ELEMENT EARMARKED FUNDS LN ASSET BUSINESS AMOUNT (A/P USE)
# AREA
SUBMITTED BY (PRINT NAME AND THEN SIGN) DATE ORGANIZATIONAL UNIT ORG. UNIT PHONE # ORGN. UNIT MAIL LOC.
Treasures print & sign
APPROVED BY (PRINT NAME AND THEN SIGN) DATE APPROVED BY VICE PRESIDENT (PRINT NAME AND THEN SIGN) DATE
Advisor print & sign
FORM A-114 REV 03/08
• Contracts are to be submitted
with an RX Worksheet
• If a vendor requires a contract to be signed, this will have to
be processed via a purchase order & A910.
• All contracts should be reviewed by the advisor and sent
through the University of Cincinnati’s process which includes
signatures by the following individuals:
• Advisor
• Director of Student Activities & Leadership Development
• Director of Business Affairs
• Provost’s Office
• Purchasing
• General Counsel
• Accounts Payable
• It can take up to 8 weeks to process a contract, so plan
ahead.
Group Travel
or
Individual Travel
The next four sheets have to be submitted in the
funding request.
Getting reimbursed after a trip.
(Turn in within 10 days from your return)
• Make sure you have all of your itemized
receipts/proof of payment
• Copy of credit card/bank statement
(you normally can get a copy of your statement online)
Upon Return
Bring back HOTEL and Vehicle Receipts (if missing
need to get a copy faxed from transportation services or hotel)
Individual Reimbursements for Travel
As of Fall 2012-2013 - With the update in the travel policy, there has also been a change as
to how reimbursements are processed to individual members of a student organization
using an A-113. Reimbursements are processed in the same way academic travel
reimbursements are processed. This is called an E-160 process and only 1 reimbursement
can happen per student per semester. Once reimbursements are processed it takes up to 6
weeks to receive the funds.
Students who owe on their bursar (tuition bill) will be refunded and that amount will go
toward their outstanding bill.
Students must be enrolled to receive the reimbursement. Reimbursement forms are due
7/31 for summer travel, 11/15 for fall travel, and 4/15 for spring travel.
Tips for student organizations traveling and using member’s credit cards for
reimbursements:
Rotate the member who pays per trip so reimbursements can be processed per
member after each trip
Pay for as many travel transactions (lodging and registration fees) up front using a
Purchase Order/Financial Transaction Request Form
If the reimbursement is not travel related then it goes directly to the student (if the student
is on the payroll and has direct deposit, it will be deposited into the account into which
their payroll is deposited, if not on payroll then you will receive a check).
All forms that are in this
presentation can be found on
Campus LINK by going to
campuslink.uc.edu/
Questions &
Answers
