CHECKLIST FOR SOFAC-FUNDED ACTIVITIES 

Submissions of the items on this checklist are the responsibility of the student organization.  The student organization must submit all requested items in a timely manner in order to receive funding. Please pay attention to deadlines listed below; missing deadlines may result in delayed reimbursement.    

q  Award Letter

The award letter should be picked up from the SOFAC GA within five working days after the SOFAC meeting.  Relevant issues will be discussed with the Graduate Assistant.  Failure to do so may result in delay in processing your award or even loss of approved funding.

 

·         In all cases, all invoices from any type of event must be in the SOFAC GA's office within 30 days from the date of the event.  Failure to do so may result in your organization not receiving reimbursement.

 

q  Travel

q  For student travelling, the following must be provided at least one week in advance:

·         Trip Activity Release Form

·         Trip Registration Form

·         Driver Registration Form, if students are driving

·         Proof of personal liability insurance policy (i.e. insurance card)

·         If using a university vehicle, departmental and motor pool policies must be followed If using a rented vehicle, the rental car contract including property damage insurance must be provided.

q  The traveler(s) to be reimbursed should come to SOFAC office (PSU 401) to type and sign the Travel Expense Report within two weeks upon return from each trip, and they should attach the following

·         Original paid receipts, for example:

-          Itemized, zero-balance receipts from the hotel;

-          Registration receipt or confirmation for the conference

-          Airfare receipt or confirmation, including amount of ticket and method of payment

-          Gas receipts over $10;

-          Parking and toll charges over $10;

-          Auto rental

·         Proof of payment for any receipt submitted paid by any means other than cash

-          i.e.  cancelled checks, credit card statement, or bank account print-out

 

q  Contracts

For performances which require a contract between the performer and the University, the organization must use the contract approved by the Board of Governors for the Student Involvement fee.  This contract, as well as any performer contract, must be reviewed with the SOFAC GA and signed by the Assistant Dean of Student Life before the event can take place.

 

q  Advance Payment

Additional paperwork must be given to the SOFAC GA at least two weeks in advance, in compliance with University purchasing procedures.

·         Hotel Confirmation

·         Registration Form

 

q  SOFAC-funded Activity Report

The SOFAC-funded Activity Report (see attached), should be turned in to SOFAC GA within two weeks after the event. It helps to ensure timely reimbursement of expenses and is an essential part of the next proposal request.

 

I have reviewed and understand the above checklist, and I am responsible for sharing all relevant information with the members of my student organization.

 

NAME: ____________________                        SIGNATURE: __________________________________________

 

DATE: ___________                         ORGANIZATION: ________________________________________________