Student Organizations Disbursement Guidelines and Forms

Student Organizations

Website All forms are subject to change. Always download form needed to ensure that the correct version is being used.

General Payment Disbursements Since withdrawing cash from the student s organization fund is not allowed, disbursements from the student organization s fund must be processed using one of the following forms: BO-7520 - The Student Organization Accounts Payable Disbursement Request (SOAPDR) form for all general payments. This does not apply to payments payable to the South Texas College Food Services department or for travel related expenses. BO-5330 - The Student Organization Food Service Interdepartmental Transfer (IDT) form only for payments payable to the South Texas College Food Services department.

Student Organization Accounts Payable Disbursement Request (SOAPDR) Guidelines All payments will be processed according to: The student organization s available balance. The order in which they are received and will follow the Accounts Payable check cycle. Planning is imperative.

SOAPDR Guidelines Check Cycle: Checks are processed every Thursday, except on weeks that have holidays or college closures. Usually, all properly completed documentation received by 5:00 p.m. on Monday will be processed on Thursday of that week. Documentation received after 5:00 p.m. on Monday will be processed on Thursday of the following week. A schedule of the weekly check cycles (Accounts Payable Cycles Calendar) is available on the following website. http://finance.southtexascollege.edu/businessoffice/ap.html

SOAPDR Guidelines The payment forms (the SOAPDR or the IDT) must be: Completed and show all the required data. Show the Fund and Account Codes (8XXXXX 270004). Submitted to the Business Office for processing. Payments from student organizations are made through checks payable to the vendor specified on the SOAPDR form.

SOAPDR Guidelines Vendor The vendor on the disbursement form is the individual or company that the student organization needs to pay. All vendors must be set up in the College s accounting system prior to issuing payment. In order to set up a vendor, the vendor must complete and submit the W9 form available on the Purchasing website. https://finance.southtexascollege.edu/purchasing/purcha se/index.html Vendors must submit a W9 form once a year (September 1 to August 31). Completed W9 forms must be submitted to the Purchasing Department for processing. The W9 form is not necessary if the vendor on the SOAPDR form is a STC employee.

SOAPDR Guideline Signature Authority Disbursement requests must be approved by: the financial manager of the student organization, and two (2) student officers. By signing the payment form, the financial manager, and the student organization officers are: certifying that there is sufficient money for the request, and that it is an acceptable purchase within the scope of the student organization s activities.

Payment Type If the payment type is a: Reimbursement/Payment original receipts or invoices must be submitted. All amounts on the SOAPDR form must be supported by receipts or invoices. Prepayment a quote must be submitted and the amount(s) on the quote must match the amount(s) on the SOAPDR form. A receipt from the vendor must be submitted to the Business Office within 5 working days from the date the check was printed.

Disbursement Delivery Options Payments and Prepayments may be mailed directly to the vendor on the SOAPDR form, or they may be picked up at the Business Office. If a check is going to be picked up, it must be indicated on the SOAPDR form. Accounts Payable will contact the designated person stated on the SOAPDR form when the check may be picked up. Individuals must wait to be contacted by Accounts Payable. The designated person must present a valid government issued identification card in order to receive the check. Contact Accounts Payable for disbursement dates.

Travel Prior to departure: The appropriate student travel documentation must be completed and approved by the Department of Student Activities and Wellness. The Student Travel Authorization Form must be submitted a minimum of three weeks (15 working days) in advance. Only recognized student organizations are eligible for travel. STC faculty/staff accompanying traveling student organizations must compete and submit the STC employee travel authorization form, (BO-0600) to the Travel Department.

Travel Travel payments from the student organization must be processed using the following forms: BO-5500 - The Student Organization Travel Authorization form To get approval to travel from the Student Activities and Wellness, and to request an Accounts Payable disbursement request for: registration, lodging, per diem, and transportation BO-7530 - Travel Voucher Student Organizations Form: To request reimbursement for travel related expenses that were not included on the Student Organization Travel Authorization form (BO-5500).

Travel Timing All payments will be processed according to: The student organization s available balance. The order in which they are received and will follow the Accounts Payable check cycle. Planning is imperative. Check Cycle: A schedule of the weekly check cycles (Accounts Payable Cycles Calendar) is available on the following website. http://finance.southtexascollege.edu/businessoffice/ap.html

Travel Department Maricarmen Ramirez - Accounting Group Supervisor X 4609 Patricia Jackson Accounting Specialist X 4628 Vanessa Limon Accounting Assistant X 4618 Travel Authorizations Brenda Del Toro Aleman Accounting Assistant X 4656 Travel vouchers, mileage encumbrances Travel webpage: https://finance.southtexascollege.edu/businessoffice/travel.html

Accounts Payable Check Cycle Calendar 2017 Accounts Payable Check Cycles Calendar for FY 2016 - 2017 September 2016 October 2016 November 2016 December 2016 S M T 6 13 20 27 W 7 14 21 28 TH 1 8 15 22 29 F 2 9 16 23 30 S 3 10 17 24 S M T W TH 6 13 20 27 F 7 14 21 28 S 1 8 15 22 29 S 6 13 20 27 M 7 14 21 28 T 1 8 15 22 29 W 2 9 16 23 30 TH 3 10 17 24 F 4 11 18 25 S 5 12 19 26 S M T 6 13 20 27 W 7 14 21 28 TH 1 8 15 22 29 F 2 9 16 23 30 S 3 10 17 24 31 4 11 18 25 5 12 19 26 2 9 16 23 30 3 10 17 24 31 4 11 18 25 5 12 19 26 4 11 18 25 5 12 19 26 January 2017 February 2017 March 2017 April 2017 S 1 8 15 22 29 M 2 9 16 23 30 T 3 10 17 24 31 W 4 11 18 25 TH 5 12 19 26 F 6 13 20 27 S 7 14 21 28 S M 6 13 20 27 T 7 14 21 28 W 1 8 15 22 TH 2 9 16 23 F 3 10 17 24 S 4 11 18 25 S M T 7 14 21 28 W 1 8 15 22 29 TH 2 9 16 23 30 F 3 10 17 24 31 S 4 11 18 25 S M TH F 7 14 21 28 S 1 8 15 22 29 T W 5 12 19 26 5 12 19 26 6 13 20 27 2 9 16 23 30 3 4 11 18 25 5 12 19 26 6 13 20 27 10 17 24 May 2017 June 2017 July 2017 August 2017 S 7 14 21 28 M 1 8 15 22 29 T 2 9 16 23 30 W 3 10 17 24 31 TH 4 11 18 25 F 5 12 19 26 S 6 13 20 27 S M T W 7 14 21 28 TH 1 8 15 22 29 F 2 9 16 23 30 S 3 10 17 24 S M T W TH F 7 14 21 28 S 1 8 15 22 29 S M 7 14 21 28 T 1 8 15 22 29 W 2 9 16 23 30 TH 3 10 17 24 31 F 4 11 18 25 S 5 12 19 26 4 11 18 25 5 12 19 26 6 13 20 27 2 9 16 23 30 3 10 17 24 31 4 11 18 25 5 12 19 26 6 13 20 27 6 13 20 27 September 2017 S M T W TH 7 F 1 8 S 2 9 LEGEND: 3 4 5 6 APPROVED DOCUMENTATION (INVOICE/TRAVEL) DEADLINE - TUESDAYS 10 17 24 11 18 25 12 19 26 13 20 27 14 21 28 15 22 29 16 23 30 ACCOUNTS PAYABLE CHECK CYCLE HOLIDAY/COLLEGE CLOSED

Student Travel Authorization Review and Payment Travel department Travel Authorization Review: The completed travel authorization is due to the Business Office at least 15 business days prior to travel dates to ensure timely processing. Confirm the Fund/Org signature approvals. Confirm that the number of students/employees traveling matches per diem and lodging submitted. Ensure that an agenda/itinerary for trip is included in the travel authorization packet. Make sure that a current W-9 form (Dec. 2014) is on file with the Business Office for: Lodging vendor, and Registration/entry fees vendor.

Student Travel Authorization Review and Payment (continued) Travel Authorization Review: Ensure that per diem for students is disbursed to full- time STC employee. It may take up to 2 business days for a direct deposit to post to the employees bank account. Payment After travel authorization review is completed it is submitted to Accounts Payable for processing. Payment will be disbursed (check or direct deposit) in the next scheduled AP check cycle.

Student Travel Voucher Review and Payment Travel department Travel Voucher Review: The completed travel voucher is due to the Business Office at least 20 days after return from the trip. Confirm Fund/Org signature approvals. Confirm list of students who travelled with dollar amount of per diem given to each student. If not all students attended, their per diem should be returned to the college. Funds must be returned to the Cashier s Office within 3 business days of return from the trip.

Student Travel Voucher Review and Payment (continued) Travel Voucher Review: Ensure that all receipts are attached to the travel voucher packet for: Lodging, Entry fees/Registration, Car Rental, Fuel, and Incidentals Etc. Payment After travel voucher review is completed it is submitted to Accounts Payable for processing. Payment will be disbursed (check or direct deposit) in the next scheduled AP check cycle.

Travel best practices Please call us if you have questions regarding payment Please fill out the documents completely and accurately to expedite review and payment Please submit the current IRS version (Dec 2014) W-9 form for all lodging, registrations, and entry fees to expedite review and payment Please remember that all travel documents require review time Submit Travel Authorization at least 15 days prior to travel Submit Travel Voucher within 20 days after return

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