Information Manual for Student Organizations

Intro Page | Student Organizations | Financial | Policy/Procedures | Advising

Guidelines for Activities Funding Board Requests
Listed below are several points to assist students requesting funds through the Activities Contingency Fund. The Activities Funding Board will be fair and flexible when considering requests and may digress from the guidelines when individual requests warrant an exception. Please read and follow these directions as they are designed to make the process easy for all involved. If you have any questions, please contact the Community Coordinator for Leadership Development or the Director of the Student Programming Center who serve as co-chairs for the Funding Board.

1. Registered or annually funded student organizations or ad hoc groups of students wishing to sponsor programs of campus-wide interest may request Activity Contingency Funds. Individual students, faculty or staff may not apply for Contingency Funds.
   
2. Activities funded through the Contingency Fund shall be open to all except in cases that involve academic class year (i.e. The Commencement Year Experience Team) or events that cost $75 or less. Closed group socials, dinners, awards, or any program in which attendance is limited to organization members won’t be funded.
   
3. Operating expenses (e.g. training, supplies and equipment, etc. as determined by the Activities Funding Board) for co-institutional organizations will not be funded.
   
4. Organizational socials and formals, open or closed, won’t be funded.
   
5. The Funding Board cannot allocate funds, which may directly (i.e. donation) or indirectly (i.e. entrance fee) support a charity. Donations or entrance fees for charity events (marathons, walks, etc.) must come from an organization’s agency account or a fundraiser. The Funding Board will hear requests for transportation, refreshments, and supplies only.
   
6. Groups are encouraged to submit requests as far in advance of the event date as possible. Proposals are due no later than four (4) weeks (twenty [20] business days) prior to the event date. Proposals submitted less than four (4) weeks prior to the event date won’t be accepted.
   
   For example:
   Planned date of event: November 1*
   Funding Board Meeting: October 14*
   Funding Board proposal due: October 1* (or earlier)
   
   *Dates are used for this example only, and don’t reflect the Funding Board schedule. Please see published schedule for exact dates. Contact the chair(s) of the Funding Board with questions.
   
7. A Funding Board proposal will be rejected if purchases for an event have been made prior to attending a Funding Board meeting (i.e. purchasing tickets for an event prior to securing funding).
   
8. The Board reserves the right to determine whether or not La Salle students may be charged admission to funded events. If funds are allocated to sponsor an event to which admission will be charged, the Board may request that, after all expenses have been paid, profit up to the amount allocated be returned to the Contingency Fund.
   
9. Please include the statement: “This program was funded by the students of La Salle University and the Activities Fee” on all advertising. Sample event publicity should be attached to all proposals or they will be considered incomplete.
   
10. While funding is never guaranteed, the Board will make sound decisions based upon the amount of money available and the projected need for these funds. Partial funding of requests is possible.
    
11. When a group has been allocated Contingency Funding, the money will not be transferred into the organization’s Budget or Agency Account. All forms necessary for payment must be completely filled out prior to being presented to the Community Coordinator for Leadership Development or Director of the Student Programming Center for processing. Intra-University transfers require written documentation from the originating department explaining the nature of the transfer or expense.
    
12. The Activities Funding Board requires that an Activity Evaluation Form be submitted by any group receiving funds from the Board. Please submit this evaluation within two (2) weeks of the event. Failing to do so will impact the organization’s access to future funding.
13. All items funded by Funding Board for charity events and programming must be accessible to the general student body without charge, unless otherwise directed by Funding Board or explicitly stated in a submitted proposal. Entrance fee for fundraiser: Funding Board will consider allotting money to fundraising initiatives that charge an entrance fee for an event. The entrance fee can be used for the fundraiser. Giveaways: Funding Board will consider allotting money to fundraising initiatives involving giveaways (t-shirts, engraved items, food, etc.). Giveaways must be accessible to all student attendees even if the student attendee did not pay the entrance fee. The giveaway item cannot be sold to raise money for the fundraiser.

The Funding Board reviews each proposal for funding individually and strives to maintain consistency while examining the content of each proposal on its unique circumstances.

Conference Funding
The Funding Board defines a “conference” as an event that enhances the Lasallian community by creating an educational learning environment for students. This may include events such as tournaments, annual meetings, etc. The Funding Board reserves the right to make the final decision regarding the definition of an event as a conference, trip, or student organization activity.

Student conference attendees must be members of a registered student organization and should provide evidence that the conference attendance will enhance the activities of the organization and—by extension—the life of all La Salle students. The Board will hear requests to send additional representatives but the organization(s) should be prepared to explain it’s rationale for the additional representatives and show a good faith effort to fundraise conference expenses.

The Funding Board wants to ensure young member retention and bring innovative ideas back to La Salle University. Conference funding is given to help the campus community grow with the development of new ideas and for the long-term benefits for student organizations. The class-year standing of proposed attendees may help determine the amount of funding allotted to the proposed conference.

Similar to other types of program funding requests through the Activities Funding Board, conference funding is never guaranteed.

1. The Activities Funding Board can fund 2 members not exceeding $1,000 per member. The Activities Funding Board will only allot a maximum of $2,000 for 2 members ($1,000 + $1,000) to attend with their expenses paid.
   
2. The Activities Funding Board will use discretion concerning the funding of the other members for 75 percent (meaning the members will have to cover the other 25 percent).
   
3. Please DO NOT submit a request for more than two (2) members to be fully covered. If an organization submits a proposal requesting that more than two (2) members attend a conference fully paid, the proposal will be returned and will only be accepted when the Conference Funding Guidelines for Activities Funding Board are followed.
   
4. The Activities Funding Board does not fund costs and expenses for advisors.
5. Student organizations must provide a class breakdown of the students attending the proposed conference (first year students, sophomores, juniors, and seniors).

Example:
This organization is going to a conference with five student members. The cost of the registration is $250 per person. The transportation is $330 per person. The cost of one hotel room for three nights is $421.83.

Registration for 2 people = $500
Registration for 3 (75 percent) = $562.50/The organization needs to raise $187.50 (25 percent).
Transportation for 2 people = $660
Transportation for 3 (75 percent) = $742.50/The organization needs to raise $247.50 (25 percent).
Hotel Cost 1 room for 3 nights = $421.83
Funding Board Allotment: $2,886.83

In this example, 2 members are fully funded for registration and transportation because each member’s request did not exceed $1,000. The other three members were funded only to 75 percent of the total cost, because total coverage is limited by policy, to only two members. The cost of the hotel room in this example is the amount of money allocated by the Funding Board for this function. If the actual cost of the hotel exceeds the amount awarded by the Funding Board, then the organization needs to fundraise the outstanding balance for the hotel stay.

If your organization receives funding for a conference, there are specific items that should be included when averaging the percentages.

Please itemize the following expenditures for the percentages: Registration fees, Plane tickets, Hotel room, Ticketed items/price specific.

Percentages do not need to be accounted for when renting a non-ticketed means of transportation, i.e., a van or rental car, because it is almost impossible to calculate that percentage accurately.

The Activities Funding Board WILL NOT allot funding for food expenses or “miscellaneous” costs.

The Funding Board reviews each proposal for conference funding individually and strives to maintain consistency while examining the content of each proposal on its unique circumstances.

Conference Presentations
The Funding Board is requiring all student organizations that have received funding for conferences to complete a presentation on their conference to members of the Funding Board and any other member of the La Salle University community interested in the presentation.
There will be three opportunities to present in both the fall and spring semesters.  If your program is in the summer you will need to present on your conference during the fall semester after your conference.  You will need to contact the co-chairpersons of the Funding Board to arrange your presentation date. 
The presentations will be publicized as leadership presentations and will be open to any member of the La Salle University community.  Members of the Funding Board will attend presentations with at least one chairperson of the Funding Board. 
Student organizations that don’t complete the presentation requirement for conferences are jeopardizing future conference funding for their organization.

Presentation Guidelines

1. The presentation must be at least 10 minutes long but no longer than 20 minutes.
2. You may use handouts and other computer/technical support that you deem necessary.
3. If you need A/V for your presentation you must make a request to the co-chairpersons of the Funding Board no later than a week before your presentation.
4. A/V support will be based on availability from Administrative Services. 
5. Please limit your presenters to three students who attended the conference.
6. Be prepared for questions from the audience.
7. The written Program Evaluations for Conference Programming are still required to be submitted to the Student Programming Center.

Presentation Content
The presentation should highlight the following:

1. The number of participants from La Salle University and their class breakdown.
2. The scope of the conference: was it a regional conference, multi-regional conference, or local chapter conference?
3. How many sessions were offered?
4. How many sessions did members attend?
5. Which sessions were attended by members? (give titles of presentations)
6. What were the best presentations and why?
7. What were the poorest presentations and why?
8. What was learned from the conference?
   What did the members of the organization learn at the conference that will benefit the La Salle University community?
9. Would this be a conference you would recommend that your members attend again in the future?  Why or why not?

Presentation Handouts
Please have the information listed above prepared as a handout for the attendees of the presentation.

Timeline for Activities Funding Board Allotments
Please ensure all bills/expenses are paid within 30 days of the program. After 30 days any unused funds will revert to the Activities Funding Board. This will enable the Activities Funding Board to allocate monies to additional organizations.

Please contact the Chairpersons of the Activities Funding Board if the date of your proposed program needs to be changed to insure the allocated funds are still available for your use, or you have any questions in general.

Procedures for Submitting Activities Funding Board Requests

1. Organizations requesting funds from the Activities Funding Board should submit two (2) copies of their typewritten request (electronic submissions will not be accepted) to the Student Programming Center (La Salle Union 307) at least two (2) weeks prior to the meeting at which the request is to be heard.
   
2. Both copies of your proposal must have a copy of the Organizational Check List for Activities Funding Board Proposals as a cover sheet.
   
3. This check list can be obtained from the Student Programming Center (La Salle Union 307).

A schedule of meeting dates will be publicized throughout campus.

Content and Format of Activities Funding Board Proposals

• Detailed description of the event being planned including the mission/purpose of the proposed activity/event.
• Date, time, and location of the event
  
• Names of any performers, speakers, DJs, films, etc.
  
• A copy of program advertising containing the statement: “This program was funded by the students of La Salle University and the Activities Fee.”
  
• An itemized list of event expenses, their projected use, the total amount requested from the Funding Board.

Example of an Itemized List:	Soda	3 cases	$2 each	$ 6
	Chips	4 bags	$3 each	$ 12
	DJ			$200
	Security			$175
	Total:			$393

• A list of funds being requested or allocated from other sources, with amounts.
  
• The names, local addresses, e-mail addresses, and telephone numbers of those representatives who will attend the meeting and present the request.

Follow-Up to Submitting Activities Funding Board Requests

1. The Co-Chairs of the Funding Board will meet and review all submitted proposals to determine whether the proposal is suitable to present to the Board. Any proposals missing information, etc. will be returned to the organization.
   
2. If the questions arise or the proposal needs to be returned for revision, the Co-Chairs will contact the stated organization representative within 24 hours of this review.
   
3. The group members whose names appear on the request will be notified by e-mail with the group order for the hearing.
   
4. Students or organizations with questions regarding the Funding Board, submitting Contingency Fund requests, or other concerns are encouraged to contact the Community Coordinator for Leadership Development, ext. 1669 in Community Development, La Salle Union 303 or the Director of the Student Programming Center, ext. 5044, La Salle Union 307.

Guidelines for Members of the Activities Funding Board
I. Responsibilities of Funding Board Members (Students/Administrators/Faculty)

A. Attendance

1. If you are unable to attend, you must contact the Co-Chairs and find an alternate to attend in your place
   
2. Appointed administrators are expected to attend all Funding Board meetings. If a conflict with a meeting or appointment arises, it is the responsibility of the respective staff member to find an alternate for said meeting and notify their supervisor of the conflict. If this is a continual conflict and a resolution cannot be reached, a new appointee must be selected for the Funding Board.
   
3. Appointed faculty members are expected to attend all Funding Board meetings. If a conflict with a class arises, it is the responsibility of the respective faculty member to notify the Faculty Senate of the said conflict. If a resolution cannot be reached, a new appointee must be selected for the Funding Board.

B. Proposal Packets

1. Student Members of the Funding Board are expected to retrieve their packets one (1) week prior to the meeting from La Salle Union 307.
   
2. Faculty and staff members of the Funding Board will have their packets hand delivered to their campus offices.
   
3. Packets are ready for pick-up/distribution approximately two weeks prior to the meeting date. Members are expected to read all proposals critically and carefully. Student organizations put great effort into completing their proposals and getting them in on time, and they deserve educated questions and discussion.

II. Responsibilities of Funding Board Co-Chairs

A. Meet on a semesterly basis to review the Guidelines and Performance of the Activities Funding Board.
B. Meet to review proposals to ensure that all of the necessary requirements are present in the organization’s proposal. The Co-Chairs will return a proposal if critical information is missing, or questions/concerns arise.
C. Act as advisors to the Activities Funding Board who will challenge and support the opinions and decisions of the Funding Board.
D. When necessary, assist in initiating debate and/or discussion in meetings.

Organizational Checklist for Contingency Funding Board Proposals
Click here for a printable check list

• Did you include a detailed description of the event? Is your mission/purpose clear?
• Did you reserve space for this event?
• Is the date, time, and location of event listed?
• Did you include the names of any performers/speakers/DJ’s/films?
• Did you include a copy of your program advertising?
• Did you include an itemized list of expenses with their intended use?
• Did you indicate the total amount you are requesting?
• Did you list the funds being requested or allocated from other sources, with amounts?
• Did you include the name, address, e-mail, phone number of an organizational representative?
• Is your group registered or a group of students with a common purpose?
• Is this event open to the entire campus? If not, is it closed to a class year?
• Is this event a social or formal? If so, it cannot be funded through the Funding Board.
• Are you requesting funds for a charity event? If so, we can only fund supplies.
• Is this event scheduled within the two-week guideline stated in the Funding Board Guidelines?
• Were any purchases made prior to submission of proposal? If so, we cannot hear your proposal.
• Will admission be charged? If so, all profit must be returned to the Funding Board.
• Does your advertising contain the statement quoted in the Funding Board Guidelines?
• Is this event a conference as defined in the Funding Board Guidelines? If so, review guidelines.

Policy of Annually Funded Use of Agency Accounts

1. Income generated through the sale of advertising and/or publications may be deposited into an Agency Account. Any other income producing programs must comply with the regulations established for all student organizations.
   
2. All University funded groups sponsoring income-producing programs and activities must reimburse expenses charged to the budget for the income-producing event to the University budget and may then deposit the profit into an Agency Account.
   
3. Student groups receiving University funds are required to submit a report on Agency Accounts to the Funding Board. When and how reports are requested is to be determined by the Funding Board.

Procedures for Use of Agency Accounts
Signature Authorization: All organizations with an Agency Account must submit a Signatory Authorization card to the Bursar’s Office each year before depositing or withdrawing funds. The card requires the signatures of the organization president, treasurer, advisor, and Community Coordinator for Leadership Development. Signatory Authorization cards may be obtained in the Community Development Office, La Salle Union 303.

Record Keeping: It is the responsibility of the organization to maintain accurate records of deposits and withdraws from Agency Accounts. Groups are strongly encouraged to make and retain copies of any cash or check disbursements along with copies of deposit records. The Student Affairs Staff and the Business/Bursar’s Office DO NOT monitor these accounts on a regular basis and are not responsible for organizations overdrawing on Agency Accounts.

An account balance may be obtained from the Community Coordinator for Leadership Development. This balance will indicate transactions as of the end of the previous month and may not contain transactions made late in the month nor transactions made during the current month. Please Note: Unless you have retained copies of disbursements and deposits, it may be difficult to ascertain the accuracy of the account balance with outstanding items (e.g.: deposits made and checks processed since the start of the current month may not be included, therefore your organization’s balance may be different).

A record system need not be complex, but all deposits and withdrawals need to be posted on a regular basis. A simple ledger/spreadsheet with room for the date of the transaction, an item description, and columns for deposits, withdrawals, and a running balance will provide accurate record keeping. An example of this type of ledger would be:

Date	Description	Deposits	Withdrawals	Balance
7/1	Starting Balance			$200.00
9/20	Cash-Office Supplies		$16.40	$183.60
9/25	Check- T-Shirts		$33.70	$149.90
10/2	Deposit from Raffle	$11.40		$161.30

Depositing Funds
The following are guidelines on depositing funds into an organization’s Agency Account. Funds cannot be deposited into an organization’s budget.

1. When checks are deposited, the account number must be written on the back of each check.
   
2. All deposits are made in the Bursar’s Office.
   
3. The money, cash or checks, should be placed in an envelope. On the envelope write “Deposit to (budget number or Agency account number and name of the organization),” the amount, and a brief description (e.g., “from bake sale”).
   
4. The Bursar’s Office cashier will verify the amount of the deposit.
   
5. A receipt for the deposit will be issued and should be retained until the proper credit shows on the monthly budget statement.

Payment by Check: Annual Budget or Agency Account

1. An original invoice must always accompany a request to pay by check. The only condition under which a check may be cut without an invoice is when a speaker or performer is receiving a stipend. Please note: In the latter case, the Business Office may request a copy of the performer’s contract.
   
2. When the organization has an invoice/bill, the check is requested in the following manner:
   
   A. Two (2) copies of the invoice are brought to the student organization’s advisor or to the Community Coordinator for Leadership Development. The original copy will be sent to the Business Office, and the other is retained by the organization for its records.
   
   B. The appropriate code numbers (810000-Budget Number-Object Class-50), or for an Agency Account (820100-XXXXXX-62100-50), the date and the treasurer’s signature are written directly on the invoice. If a portion of the invoice is returned with the check, do not write on that portion.
   
3. When paying a speaker or performer, complete two (2) copies of the Check Request form. Indicate the following: the date on which the request is being processed, the name and address of the individual or vendor, the budget code, the amount, the nature of the bill being paid, and the treasurer’s or president’s signature.
   
4. Check requests are due Wednesday at 12:00 noon for Friday pick-up/mailing. If a check is required by a specific date, the check request must be submitted at least two (2) weeks prior to the date needed.
   
5. All payments for services (e.g., non-tangible products such as t-shirts or office supplies) rendered to the University by unincorporated entities must be charged to Object Class 61350. This normally applies to speakers and entertainers. Disbursements will not be made unless the Business Office receives, with the Check Request, a W-9 Form that has been completed with either Social Security Number or Taxpayer I.D. Number and signed by the individual receiving the check. Petty cash transactions cannot be made from Object Class 61350.
   
6. Payments to La Salle University employees for professional services rendered are paid through the payroll process and not the Business Office. University employees (professional and student) can only be paid from University budgets, not Agency Accounts. A memo, stating the individual’s name, amount of compensation, and date of service should be forwarded to the Human Resources Department.

Check request forms may be obtained in the Business Office, first floor of the Administration Center, or online at www.lasalle.edu/admin/businessaffairs/purchasing/forms.htm

Petty Cash Vouchers: Annual Budget or Agency Account
Petty Cash Vouchers (see below) are used to withdraw cash from the budget. These forms are not used to pay on-campus offices or organizations for services rendered (e.g. Food Services or the Collegian). The following guidelines apply to the use of Petty Cash Vouchers:

1. The maximum amount of any single petty cash withdrawal is $50.
   
2. Petty cash disbursements are limited to reimbursements only. Receipts or other appropriate documentation must be attached to the petty cash withdrawal form.
   
3. Petty cash withdrawal forms are signed by the organization’s president or treasurer and advisor.
   
4. Petty cash slips can be cashed in the Bursar’s Office only by the person to whom it has been issued. A University ID card will be required by the cashier when the petty cash withdrawal slip is presented for payment.
   
5. Petty cash withdrawals may not be made from the following budget classification codes:
   • Salary or wage • Capital equipment
   • Professional services • Postage
   

The Petty cash Voucher below is an example only, and not intended for use. Petty Cash Vouchers can be obtains in the Bursar’s Office.

Postage and Mailing
University policy does not permit the purchase of postage stamps by departments and organizations. All mailing, whether first class or bulk, must be done by metered mail. Metered mailing services are requested on the Departmental Requisition (page 30).

Outgoing Mail
Mail should be submitted to the Mailroom with a properly completed Departmental Requisition attached. Envelopes should be stuffed so that they are as flat as possible and the contents are below the flap fold. The Mailroom Department will accept all standards of addressing including handwritten.

Number of pieces	Submitted by
1-500	2:00 p.m.
501-999	12:00 p.m.
1,000 +	10:00 a.m.

Please note: large portions of your mailing can be brought to the Mailroom periodically.
Minimum size for metering: 3” x 5” card 7 pt. weight
Maximum size for metering 9” x 12” flat booklet

Metered Mail
All classes of outgoing mail are metered and sent out daily. Each Department should submit quantities of mail according to the following schedule to insure that it will be processed the same business day.

Daily U.S. Mail Pickup	3:00 p.m.
Federal Express Pickup	3:00 p.m.

Always keep the flaps up and nested for metering.

Third Class (Standard Mail)
La Salle University bulk mailings are prepared within departments or through a service bureau. A minimum of 200 pieces are required in zip code sortation band, tray, label and delivered to the Post Office to be mailed within three weeks. Postal regulations require prepayment of bulk mailings. Therefore, departments are asked to notify the Mailroom two weeks prior to mailing in order to have the funds on account at the time that your mail will arrive at the Post Office. You can obtain authorization for mailing under La Salle University bulk mail permit by submitting a completed Departmental Requisition to the Mailroom Supervisor stating the number of pieces, weight of each piece, date of mailing, and a sample.

The Mailroom Supervisor will issue a PS 3602 authorization to the mailer which must accompany your mailing to the Post Office. Postal regulations require all pieces mailed under La Salle University bulk mail permit to be identical and exclusively representative of La Salle University. The Mailroom Services Department offers assistance in preparing mailings. You can contact the mailroom at x1039.

Campus Mail
Campus Mail is distributed throughout the day as soon as possible after it is received. It is best to use box numbers (especially when mailing to other student organizations or students living in the residence halls); however, full names and departments are a minimum requirement when mailing to individual faculty and staff members. Partial addressing is acceptable for inter-office mail that is being sent to offices on campus such as: Human Resources Office, Connelly Library, Admissions Office, etc.

Procedures for Completing the Departmental Requisition
Use a separate form for each Source or Type of Transaction.

1. Check Type of Transaction:
   Supplies: use only for office supplies found in the Campus Store.
   Postage: use for postage, mail services, UPS, etc.
   Other Items: use for specialty items (clothing, cups) in the Campus Store
   
2. Requisitioner’s University ID number.
   
3. Budget Account Number to be charged.
   
4. Current Date (use numbers only).
   
5. Requisitioner’s Name, Extension, Department Name, and Location (Building and Room).
   
6. Quantity desired in multiples of the Union.
   
7. Issue Unit.
   
8. Stock Number of Item.
   
9. Description of the item.
   
10. For mailings only, place an “X” in the box.
    
11. Requisitioner’s signature.
    
12. Advisor’s signature.

DEPARTMENTAL REQUISITION forms may be obtained in the Mail and Duplicating Department on campus. An example of the form may be found below and is not intended for use.

(Click for larger view)

Office Supply Purchases
If there is a need for an office supply item which is stocked in the Campus Store, the user may obtain the item(s) by presenting a completed Departmental Requisition together with the item(s) to the Store Cashier. These sales will receive the customary 10 percent discount from the Campus Store’s regular selling price.

Photocopying and Duplicating
Each work order is to be accompanied by a properly completed Duplicating Requisition. The requisition provides a forum for instructions and a tracking number for your job. Retain the yellow carbon copy and present it to the Duplicating Department when picking up the completed work. All details, such as collate, colored paper, etc., should be indicated in the designated areas on the form. Two -sided copies should be requested whenever possible. Any work order that does not indicate a preference will be run two-sided. Requests that are unclear will be held until the information is clarified. Originals submitted should be in good condition, unbound and unstapled. Wrinkled and curled pages do not feed well through the automatic document handlers. An unremoved staple in the original copy could cause a document jam that could destroy your originals, or worse, damage a machine. Originals submitted should be camera ready and set up to be reproduced exactly as submitted. For the best efficiency, small items such as post cards should be set-up several to a sheet.

Turnaround for Photocopies
For your planning and convenience, the following is a guide as to when you can generally expect your work to be completed and ready for pick-up.

Immediate Service
Noon to 1:00 p.m. (may not be available during peak periods)
Up to 100 run length on white 8.5” x 11” paper collated and stapled - OR - straight stack of 100

One-Day Service
Up to 500 run length on 8.5” x 11” paper collated and stapled sets - OR - straight stacks of 500

Standard Service (Two- to Three-Day Service)
Up to 2,000 run length on 8.5” x 11” all colors three hole drilled, 8.5” x 14” white collated and stapled - OR - straight stacks

Paper Size and Color for Photocopies

11” Copy Paper:				11” Card:
White	Blue	Bright blue	Ivory	White	Ivory
Yellow	Gray	Bright yellow	Green	Yellow	Blue
Gold	Pink	Bright pink	14” white	Pink

Samples of 11” paper stock of a slightly heavier weight suitable for production of certain brochures and report covers on the duplicating machines is available at the Customer Service area.

Finishing Services
The standard single sheet fold is done with the letterhead facing out. Any change from the standard should be indicated on the Duplicating Requisition prior to submitting. Work orders requiring hand work such as spiral binding, hand collating, booklet making, padding, etc. should allow an extra two to three days for completion.

Procedures for Completing Duplicating Requisition

1. Requisitioner’s University ID number.
   
2. Budget Account Number to be charged (the General Ledger code for printing has been pre-printed).
   
3. Current Date (use numbers only).
   
4. Requisitioner’s Name, Extension, Department Name and Location.
   
5. Number of originals to be reproduced.
   
6. Number of copies to be made from each original
   
7. Title or Description of the work to be reproduced.
   
8. Date of when the work is needed (use numbers only).
   
9. Examination “X” box. Exams must be delivered and picked up by faculty or staff.
   
10. Book copying, “X” box. Insert the inclusive page numbers. Note the “Warning Concerning Copyright Restrictions.”
    
11. Color of Stock on which the items are to be reproduced.
    
12. Type of stock to be used
    
13. Finished Size of the job. Note: If the job is to be folded, include a sample showing how it is to be folded or explain in the Special Instructions section.
    
14. Number of Sides to be printed (1 or 2) and the position of the backer for two sided work:
    H/H - Head to Head (to read the backer, turn the sheet like a page in a book.)
    H/F - Head to Foot (to read the backer, turn the sheet like a page in a steno pad.)
    
15. Padding, number of sheets per pad (100 is normal) and the edge to be padded (top is normal).
    
16. Punching, number of holes required and their location. Attach a sample, if necessary, and indicate the attachment in the Special Instructions section.
    
17. Collating, number of sheets per set. Note: the maximum number of sets collated by Duplicating is 150. Requests for a greater number of sets will be sent to a commercial printer for production.
    
18. Spiral Binding: indicate the binding edge.
    
19. Special Instructions (e.g., explanation of how the job is to be folded, the number and type of attachments).
    
20. Requisitioner’s signature.
    
21. Department Head’s signature and date.
    
22. This space is left blank until the job is picked up. At that time, the individual receiving the finished work signs and dates the requisition.
    
23. Duplicating Department or Purchasing use only.

PURCHASE REQUEST FORMS, as well as other forms, may be obtained in the Union, third floor hallway kiosk. Forms are also available in the Business Office, first floor of the Administration Center, or online at www.lasalle.edu/admin/businessaffairs/purchasing/forms.htm. An example of the form may be found below and is not intended for use.

(Click for larger view)

University Travel Procedures and Policy
All arrangements for individual, team, or group travel should be made through the University’s authorized travel agent. The Purchasing Department, Community Development, or University Life will be able to provide you with the name and address of the authorized travel agent. Travel arrangements include air/rail ticket purchases, hotel reservations, car rental, and return of unused tickets and/or refunds.

Air Travel: Whenever possible, air travel on University business should be on regularly scheduled commercial airlines. Economy class should be used when traveling.

Rail Travel: Regular coach class should be used whenever possible. Metroliner service in the Northeast (D.C., Philadelphia, NYC) corridor is authorized.

Car Rental: The University’s designated travel agency should be consulted to determine the most economical car rental facility at the location where a car is needed. A car should be rented only when it is either the most economical means of travel or it is necessary due to the nature of the trip. Generally a compact, intermediate, or mid-size car should be rented unless particular circumstances suggest the need for a larger vehicle.

Personal Vehicles: Personal vehicles may be used for University business when the cost to the University is not excessive in relation to purchased transportation. Occasionally, students may desire to take their personal vehicles on long distance University business trips in lieu of purchased transportation. In these instances, reimbursement will be limited to the lesser of the personal vehicle mileage reimbursement or least costly purchased air or rail transportation, whichever is appropriate to the travel. Mileage reimbursement will be made at the rate currently allowed by the federal government.

Hotel Accommodations: Students should book hotel accommodations through the University’s travel agent who will arrange for preferred rates whenever possible. When attending a conference, convention, or seminar, and it is necessary to stay at a particular hotel, it is suggested that the travel agent be consulted. Often there may be a corporate rate available below the convention rate. However, if this is not the case, then the hotel arrangements should be made with the convention hotel in accordance with the instructions for the convention or meeting.

Travel Expenses
Allowable expenses include: transportation, lodging, meals, and other necessary expenses incurred while traveling on approved organization business. Reimbursement of the use of a personal automobile will be at the announced current mileage rate. Parking fees and tolls are reimbursed expenses. Gasoline, insurance, maintenance, and repairs costs are included in the per-mile reimbursement rate and therefore are not reimbursable. Traffic violation fines are not reimbursable.

Unallowable expenses include: personal entertainment, conference optional events, such as outings and side trips, excessive personal telephone calls, costs or losses due to negligence.

Receipt Requirements: Internal Revenue Service regulations require supporting documentation be provided for expenses associated with payment or reimbursement for travel related expenses, otherwise these regulations require the University to report such payments as taxable income to the traveler. Therefore, wherever possible, all expenditures should be supported by original receipts. These would include the “cardholder’s copy” of credit card transactions and the “passenger’s copy” of airline tickets. A written explanation should be provided for individual expenditures exceeding $25 that are not supported by a receipt.

Travel Advances: When out-of-pocket charges are expected to be significant (usually in excess of $50 but not to exceed $150) and when approved by the Community Coordinator for Leadership Development or Programming Coordinator (for annually budgeted groups) or the organization advisor (for non-annually funded groups), travel advances can be arranged through the Bursar’s Office. Funds will be advanced through a central Business Office account and not the student organization budget or Agency Account. Travel advances should be reconciled and excess funds, if any, returned within 30 days of completion of the trip.

Important Note: In all cases, even where there are no funds due to the traveler or the University, the Travel Expense Report must be presented to the Bursar’s Office in order to clear the advance from the traveler’s accountability.

Travel Expense Report

Procedure for Completing the Travel Expense Report

1. Please print or type all information.
   
2. Reports should be filed within 30 days of trip completion.
   
3. All expenditures should be supported by original receipts. Please organize and secure receipts to an 8.5” x 11” attachment page.
   
4. This is intended to be a composite report. Please report all expenses associated with a trip on one form. Please deduct in the appropriate section of the form any advances received and any amounts that were either paid directly by the University, such as a conference registration fee, or amounts that have been charged and will be paid separately. In the reimbursement for local travel, auto mileage may be accumulated and reported on one form for multiple trips.
   
5. Take the completed report to the Bursar’s Office. Payment should be made for any amount due to the University. Any balance due to the traveler will be disbursed by the cashier upon receipt of the completed Travel Expense Report in the Bursar’s Office.
   
6. Expense reports should be signed by the traveler and approved by the department chair or department head responsible for the budget to which the expense is being charged.

TRAVEL EXPENSE REPORT may be obtained in the Business Office, first floor of the Administration Center, or online at www.lasalle.edu/admin/businessaffairs/formsbydept.htm

Purchase Requisitions

Competitive Bidding
A minimum of three (3) written competitive bids is required for all purchases in excess of $2,500. Justification on the Purchase Request is necessary to waive competitive bidding or to enter into a sole source contract and requires the confirmation of the Provost or area Vice President, as appropriate.

Routine Purchases
A properly completed and approved Purchase Request should be used to request procurement of items and services not available through the Campus Store or the Duplicating Department. Requests should be complete and specific to avoid delays and possible return for clarification. Purchasing will not change specifications designated on a Purchase Request (including brand names, model and stock numbers, etc.) without the approval of the individual and/or Department originating the Request. Purchase Request forms may be obtained from Duplicating or Purchasing.

The white “Original” copy of the completed Purchase Request should be sent to Purchasing. The yellow “Requester’s Copy” should be retained by the ordering department. When the Requisitioner’s copy of the Purchase Order is returned to the Department, it should be checked for accuracy.

Capital Equipment
Capital equipment is defined as equipment which has a unit cost of $5,000 or more and a useful life of at least three (3) years. To expedite the purchase of capital equipment, it is the responsibility of the requester to:

1. Include the proposed location for specific capital equipment on the Purchase Request.
   
2. Assure that necessary safety and quality approvals as required for specific capital items are obtained. Computer hardware and software requires approval by the Director of Information Technology for administrative and instructional users. Equipment which will become part of the physical plant requires approval by the Director of Physical Facilities.
   
3. Verify that funds are budgeted and available.
   
4. All transactions for the acquisitions of capital equipment should be handled through the Purchasing Department.

Equipment Repair
When the cost of repairs to equipment is estimated to exceed $100, a Purchase Order is required. When an estimate is received, it should be sent to Purchasing together with a copy of any correspondence from the vendor attached to a Purchasing Request authorizing the completion of the repair.

Personal Computers
Personal computers (PCs) are considered capital equipment. Personnel from the Information Technology Department are available to assist in the selection of computer hardware and software suitable to the needs of the using department. Purchasing Requests for computer hardware, software and peripherals are to be approved by the Director of Information Technology prior to order processing.

Procedures for Completing a Purchase Request

1. Requisitioner’s Name, Extension, Department Name, and Location.
   
2. Date of the Request (use numbers only).
   
3. Type of Purchase Order desired: Regular Purchase Order—used to place a one-time order. This is the most common type of purchase. Service/Maintenance—to be used only for service or maintenance contracts, or to arrange for service or maintenance contracts, or to arrange for service, maintenance or repairs to equipment or furniture. Emergency—to be used only when items or services are required in the shortest reasonable time.
   
4. Suggested Vendor’s Name, Address and Phone Number. The final decision will be made by Purchasing.
   
5. Budget Account Number to be charged. If more than one account is to be charged, show the dollar amount to be charged to each account. Account totals must equal the amount of the order.
   
6. Quantity (in multiples of the “Unit of Purchase”). Note: If the Unit of Purchase is “Doz” and 12 items are needed, enter “1” in this column.
   
7. Unit of Purchase (e.g., “Each,” “Doz,” “Case,” etc.).
   
8. Item Description (manufacturer’s name, model, stock number, color, size, etc.).
   
9. Estimated or quoted price, except for repairs.
   
10. Self-explanatory.
    
11. Complete only if an “other than normal” mode of shipment is required (i.e., air, first class mail, etc.).
    
12. If known, indicate the FOB point. Remember title and responsibility for the merchandise passes at the FOB point. FOB Destination is preferred, meaning La Salle takes ownership upon receipt and payment.
    
13. Special instructions concerning the purchase that are not shown elsewhere on the Request, e.g. reason for the “Emergency” name, department and location of individual to whom the item(s) are to be delivered if other than the requisitioner; if the goods or services were received, why a PO was not previously obtained; vendor’s quote number; note attachments, if any; request to fax the PO. Note: As a rule, PO’s are faxed for urgent orders only.
    
14. Requester and Department Head sign in the spaces allotted. Space is also provided for other administrative approvals, such as Organization Advisor, Community Coordinator for Leadership Development, and/or other authorized University official(s).

PURCHASE REQUEST FORMS, as well as other forms, may be obtained in the Union, third floor hallway kiosk. Forms are also available in the Business Office, first floor of the Administration Center, or online at http://www.lasalle.edu/admin/businessaffairs/formsbydept.htm

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