Procedures & Forms

Purchasing procedures

If your organization is using Activity & Service Fees (funds from SGA), your event is required to be open and free to ALL FIU students. SGA Finance Code requires that all expenditures be made through an established process. In order to spend your SGA funds you must complete a Purchase Request via Panther Connect.

You will require your Advisor's and Student Experiences Advisor's authorization through Panther Connect to use your budget allocation.

• Requirements

  Purchase request should include:

  • Contact information and amount needed for event
  • List/invoice of items and/or services being purchased for an event (all purchases should be paid by the office with a commodity card and/or Purchase Order - please call for information)
  • Event Flyer/announcement: Flyer/announcement must have the SGA logo or affirm that event is funded by SGA. It must include the following statement: "Open to all FIU students"
  • Make sure there are sufficient funds in the organization's account.

   

• Agreement for services

  This is used when you employ someone for a service (such as production, staging, lighting) rather than a commodity. Payment will be issued after services rendered. Please work with the Student Experiences Office to make sure all forms are taken care of before the event, due to the different services. Most services require that the vendor has an insurance form filed with the University's Purchasing department.

   

• Entertainment performance agreement

  A contractual service occurs when you hire a person or group to provide you with a service (for example, DJ's, comedians, lectures and bands) instead of a commodity (for example, food, t-shirts or other merchandise). Student organizations ARE NOT authorized to sign ANY contracts. Students are not legal representatives of Florida International University. All requests for an entertainment performance agreement must be reviewed and signed by the VP for Student Affairs.

  The purchasing process for an entertainment performance agreement includes completing the appropriate Contract Information form and attaching all essential documentation. All paperwork must be submitted at least 15 business days prior to the event date. If a check is needed on the day of the event, it must be indicated on the request form and submitted 20 business days prior to the event date.

  After obtaining the goods/services, your organization needs to submit the receipt/invoice from the vendor to the A&S Business Office within 5 days of the purchase. 

  Please note: Items purchased for recurring use must be stored on campus and must be able to present such inventory for audit.

  Reimbursements to individuals are not allowed - please contact the office for further information.

Travel procedures

Travel must be authorized in advance. The adviser must approve the detailed travel plans, and funds must be available in the agency/organization budget. A Purchase Request is needed for travel and must be submitted 35 business days prior to the trip. Remember depending on the nature of the trip, advance registration and flight reservation need to be arranged and paid with ample time - please plan accordingly.

Requests for travel will need the following:

• Complete and approved Purchase Request
• Release forms for each student traveling
• List of participants - only students with valid Panther ID
• Agenda for the conference/seminar
• Registration form for conference/seminar

All travel-related expenditures will be paid directly by the A&S Business Office. Make sure that all receipts for travel expenses are submitted to the A&S Business Office within 10 days of the day of travel.

• Car and air travel / mileage

  All driving must follow a usually-traveled route. Mileage reimbursement is for when your OWN automobile is driven and is reimbursed at $.445 per mile; mileage is based on the university's listing of mileage from Miami. This information can be obtained from the travel department's website

  *Gas is not reimbursed when a private automobile is driven. The $.445 mileage reimbursement covers gas and mileage.

• Rental cars

  Please visit the A&S Business Office before renting a car

  The university currently has a state contract with Enterprise/National. Reservations will need to be made directly by the student (please visit the A&S Business Office before renting) and be paid by the student. Only the student who is listed as the traveler on the form will be allowed to pick up and drive the vehicle. The traveler will need to pay the rental cost and will be reimbursed.

• Air travel

  Transportation by common carrier when traveling on official business will be paid directly by the university group travel card.

• Lodging

  Hotel charges should be justified if over $150 per night. Charges should be comparable to the area. Travelers should try to stay 4 to a room if possible.

• Conference registration

  Registration fees can be paid prior to the travel through a University group travel card. Please be aware of early-bird specials and make an effort to submit the Purchase Request on time in order to meet conference deadlines.

  Request for reimbursement - ONLY applies to the Graduate & Professional Student Committee (GPSC).