Events

• Every event/activity requires a Program Information Form to be turned in to the secretaries workbox.

Budgets

• Every event, activity, and area has a budget for the year.
• The budget for each area is the bottom-line for the year.
• Budgets cannot be combined unless mutually agreed upon by all the involved chairs and advisors.

Cleaning

• You are responsible for your own area.
• Those not respecting their areas will not be allowed to use them.
• Your mother doesn’t work here.

Computers

• All problems must be reported to the Office Manager.
• Inappropriate use of computers will result in disciplinary actions.
• STAFF COMPUTERS ARE NOT FOR STUDENT USE.

Copies

• The copy machine is for Department use only.
• Orders larger than 20 copies must go to Printing or the Copy Center.

Copies

• Copy codes can be obtained from advisors.
• Clubs, organizations, and Greek chapters do not have copy priveleges.

Co-Sponsoring

• Requests to co-sponsor an event must be made in writing to the appropriate advisor.
• Co-sponsoring = equal time + equal money + equal billing.
• Parties can use Funds Transfer Forms to reimburse cost codes.

Academic Eligibility

• Must have and maintain a WSU 2.5 cumulative GPA and a 2.0 semester GPA.
• Must enroll and complete a minimum of 12 credited WSU hours per semester during term of involvement.
• No probation
• Compensation is non-transferable; no student can receive more than the equivalent of in-state tuition per semester.

Food

• Student fees aren’t meant to feed your committees.
  • Advisors must approve exceptions
• Must use campus food services for orders exceeding $100.

Gifts

• Student fees are NOT to be used to purchase gifts.
• Certificates and awards may be used, but must be approved by advisors.
• Thank you cards are available (see office staff).

Prizes

• A record must be kept of who receives prizes on the Cash Advance Form.
• Turn form into the secretaries.
• Prizes may consist of cash, gift cards, or items.

Long Distance Calls

• Long distance cards and codes are for business only.
  • Contact your advisor.
  • Keep a log.
  • You will be billed for personal calls and you must bring proof of payment to the Office Manager.

Motor Pool

• You must have viewed the university’s driving safety video within the last 3 year.s
• Use a Motor Pool Request Form.
  • Put the form in the secretaries work box.
  • Form must have your DL#, your advisor’s signature, and a cost code.
  • The Vehicle Fleet Request then goes with you to pick up the car.

Purchasing

• All purchases must be pre-approved by advisor.
• Use the purchase card whenever possible.
• NO reimbursements unless pre-approved, otherwise the student pays.
• Advisor’s initials must appear on all paperwork.
• Each purchase must have its own purchase order number.
• All receipts must be signed by advisor.

Petty Cash

• Maximum $100 (must be pre-approved)
• Receipt must have vendor’s name.
• Form must have advisor’s signature and be turned in to the Cashier’s Office.
• Petty cahs expenditures must be tax exempt.
• There is a new tax exempt number to be used: 12179945-002-STC.

Purchase Card

• $500 limit per transaction
• No splitting transactions to stay within the limit.
• Request form must be signed by advisor and department director.
• 2 hour limit, no overnight, must be returned by 4:00 pm.
• Signed receipt must be turned in with card.

Telephone Orders

• Purchase Card Request Form
• Purchase Card Telephone Order form must be completed and submitted with card.
• Violations in purchase card policies will result in loss of all purchase card privileges.

Purchase Requisitions

• Ask vendor if they accept a Purchase Order Number.
• For payment by check, PO#, Sam’s Club Card, or when ordering materials, a sample req. must be filled out.
• When requesting a check, a contract or invoice for services must accompany the req.
• Fill out sample and put it in the Student Involvement work box with any documentation.
• Paperwork must be completed in advance and will require at least 10 days to process.

Sample Requisition and Contract for Services

Bookstore Purchases

• All purchases must be pre-approved by advisor.
• You must fill out a Bookstore Purchase Form and it must be signed by advisor before the Bookstore will put the purchase through.

Advertising

• Department logo or name must appear on all publicity.
  • Advisor’s approval must be on all publicity prior to copying, advertising, printing, or distribution.
  • Graphic artists are to be utilized in creating advertising.
    • Turn in form 3 weeks before publicity is to be printed.

Advertising (Kiosks)

• Kiosks are available around campus for advertising purposes.
• Fill out a Kiosk Request Form and put 5 copies of any posters in the kiosk box.
• The box is emptied once a week.

Advertising (Marquee)

• Free
• Use the Marquee Request Form.
• Be sure to provide all relevant information.
• All submissions are subject to editing.
• Submissions must be made at least 3 working days prior to posting date.

Advertising (Email Bulletin)

• Free.
• Coordinate with your advisor.
• Must fill out an Email Bulletin Request Form.
• Provide as much information as possible.
• Submissions must be made by 10 am 3 working days before you want the bulletin to run.

Advertising (Signpost)

• There is a charge for any ads placed in the Signpost.
• All ads must be pre-approved by advisor before submission to the Signpost.
• Requests must be made to the Signpost 5 days before print date.

Secretary Work Orders

• Feel free to go to them with questions or for help.
• Work requests for the secretaries need a Secretarial Work Order Form and 2 days to complete.
• Department work only – no personal work.
• All forms should be submitted to the secretaries workbox.

Evaluations

• Be sure to keep track of all events your committee puts on and the number of people that attend (including meetings).
• Every student will receive a list of responsibilities associated with their position.
• At least twice a semester, student leaders will be evaluated on performance.
• Failure to meet requirements may result in resignation and/or repayment.

Supplies

• Department use only.
• See Office Manager to order additional supplies.
• If you take the last of anything, notify office staff.

Traveling

• Must fill out a Travel Information and Itinerary Form.
• A copy will stay in the office and a copy will go with you.

Union Room Request

• Events held in and around the Union need to go through your advisor and Scheduling.
• If your event requires red coats/ushers, security, money or tickets to be exchanged for the event, a Ticketed Vent Form must be completed with the room request.

Online Quiz

• Before you can receive compensation, your online quiz must be completed.
• All quizzes are randomly generated.
• Once you pass, print test results, put name on it, and turn into Office Manger.