ACCOUNT UPDATES
All recognized student organizations and student councils that receive student activity funding can receive account updates from the Student Involvement Office Coordinator for Student Organization Accounts. Just call, email, or drop by the office. However, please note it is your responsibility to keep your organization fiscally responsible and you should not rely on the office to update your balance on a regular basis. Please limit this to once per semester if needed.
USE OF STUDENT ACTIVITY FUNDS ALLOCATED TO RECOGNIZED STUDENT ORGANIZATIONS
All recognized student organizations that receive student funds must work with the Student Involvement Office to use those funds.
Useful Information
Each student organization should work with the Coordinator for Student Organization Accounts in Student Involvement to arrange use of funds.
You should inform the Coordinator for Student Organization Accounts at least three weeks before making a major purchase for an event or program. A major purchase includes, but is not limited to, a rental of a banquet hall, items above $500, contracting a deejay, speaker or performer, purchasing of t-shirts as well as hotel, flight and conference registration.
For a check to be cut and mailed or picked up, the Student Involvement Office will need at least three weeks notice. Student groups need to work with the Student Involvement Office to ensure that this deadline is met.
All receipts for payment or reimbursement must be in the ORIGINAL form.
EXTERNAL PURCHASES
PROCUREMENT CARD (PROCARD)
To obtain use of a University Procurement Card (procard) you must contact the Student Involvement Office at 235-1407 at least one week in advance. Once you have made the reservation, your campus advisor must email the Coordinator for Student Organization Accounts to approve the purchase prior to picking up the card. You may also come into the office and use the procard to make a purchase online or over the phone. If you will be doing this, please notify the staff of this when you call to reserve the card. This still requires at least one week notice and advisor approval.
Example:
Alpha organization calls on October 5th requesting to use the procard on October 22nd to purchase supplies for an upcoming event. The procard rep then contacts their advisor requesting an email be sent to the Assistant Director approving the purchase no later than October 21st at 5pm. The advisor sends the following email to the Coordinator:
Dear Sir/Madam,
I approve the Alpha organization to purchase supplies for their upcoming event. They may spend up to $200 on this event and have the procard reserved on October 22nd.
Thank you,
Advisor
**Important note, your student organization on your officer listing form has identified two procard reps. These are the only two individuals that may check out the procard.
Limits: Dollar limit shall not exceed $500.00 per transaction.
NOTE: Splitting or stringing purchases is prohibited. Stringing purchases is the practice of issuing multiple transactions for purchasing like items or services, with the willful intent to circumvent the purchasing policy of entering requisitions or soliciting bids. If you need to purchase items and the total will be over $500, please contact the Student Involvement Office in advance so that arrangements can be made.
Excluded Charges:
The following items are not allowed on the purchasing card:
Note: May be used at Bookstore and C Store in Oak Street Residence Hall (Note: May charge the following: airfare, rail, bus, prearranged shuttle service. Car rental is still an exclusion and must be arranged through the Assistant Director of Student Involvement.)
Tax Exemption:
The University is tax exempt and will not reimburse for any tax. Make sure that any charges made are not charged tax. The University's Tax Exempt Number is on the front of each Procurement Card. In addition, the Purchasing Department and Student Involvement Office have copies of tax exempt certificates for both the states of Missouri and Kansas. If the purchase is being made outside of KS and MO, tax will be charged.
If you've been charged sales tax, contact the vendor directly for a credit to the respective Procurement Card account. If they need proof, you can usually fax them a copy of our tax exempt certificate.
Receipts:
An original receipt must support each and every purchase from the vendor.
The receipt must include:
* Vendor
* Amount
* Date
* Itemized description of item(s) purchased
Purchases for unusual items which do not have an obvious University purpose must include a letter explaining how this item will be used.
All food purchases (catering or from a grocery store) must have a notation indicating the business purpose and number of people taking part in the event. If under 15 individuals you must name each person and if over please note how many people were in attendance.
DIRECT PAYMENT
Direct Payment via the University Accounting Department:
There are a few items and services that student organizations may purchase from outside vendors that do not accept payment of ProCard or the issue of a Purchase Order. The cost of these items and services will be deducted from the student organization account by University Accounting.
Direct Payment Guidelines:
1. Identify the item/service you would like to obtain.
2. Visit the Student Involvement Office at least 3 WEEKS before the event/function is to occur to ensure payment can be made by the desired time. Payment can take many weeks, so please plan ahead.
If you need to prepare a Performance Agreement/Contract, you should allow AT LEAST 5 WEEKS PRIOR to the event to complete all necessary paperwork.
3. Please include the following information when you visit the Student Involvement Office:
a. Completed paperwork for payment (i.e. Annual Registration Payment Form, Order Form, Subscription Form, Agreement Contract, etc.)
b. Name of the individual/group the check will be made to
c. Organization which will make the payment
If an individual, please include the
d. Social Security Number
e. Address the check should be sent to
f. Event/Function for which payment is being made
Bidding – Purchases $10,000 and Above
In compliance with the State and Federal recommendations, purchases above $10000 require a bidding process to ensure that the lowest cost possible is obtained.
Please Note: The bidding process may take up to 6 weeks. Please plan ahead.
For more information on the bidding process, please contact the Assistant Director of Student Involvement.
TRAVEL PAYMENT/REIMBURSEMENT
Please see UMKC STUDENT TRAVEL GUIDELINES.
Travel reimbursement requests must be submitted within 10 business days after the traveler returns from the trip. Reimbursement will be subject to the availability of funds and the department funding the travel will have the discretion of denying reimbursement. Reimbursement will not be guaranteed after 10 business days.
Air Travel
1. If you plan to fly and are using university funds, please reserve the procard for purchase.
2. If you are unable to use the procard, it is imperative that you submit the original airplane ticket (airline ticket stub) or the receipt obtained through an online purchase. If an original is not provided, the University cannot reimburse you. Please note that it can take up to three weeks for reimbursement, so use of the procard is encouraged.
3. Reimbursement for travel will occur only after the travel has occurred.
Ground Transportation
If you will be using your own vehicle for travel, keep a record of your mileage. University policy authorizes reimbursement up to $.47 per mile based on the mileage of the most direct route. No exceptions! Please attach a map of your trip from either MapQuest, Google Maps or another source for verification. Gasoline purchases will not be reimbursed when using your own vehicle, only milage.
If you wish to rent a vehicle, the reservation must be made through the Assistant Director of Student Involvement and must be requested at least two weeks in advance. DO NOT reserve a vehicle on your own.
Registration Fees
1. Make every effort to pay your registration fees in advance. If you would like to have a check sent directly from the University to pay the registration fee, please submit the completed registration documentation to the Student Involvement Office. Allow at least three weeks before the deadline occurs to guarantee payment in a timely manner. If the registration fees can be paid online via procard, this is the preferred method.
2. If you pay for the registration fees yourself and need reimbursement, be sure to obtain a receipt. If a receipt is not provided, the University cannot reimburse you.
Lodging
1. You must submit the original hotel receipt in order for the University to reimburse you.
2. Note that the University will pay only for hotel room and tax only. Health club fees, personal calls, room movies, or room service will not be reimbursed. No personal expenses will be reimbursed.
3. An itemized statement furnished by the hotel or motel is required for all lodging expenses.
4. If you wish to have a check cut to take with you for the hotel, you must contact the Coordinator for Student Organization Accounts in the office at least three weeks prior to your trip. Please contact the hotel and ask them to send a notification stating how much the hotel will cost with all taxes, fees, etc…a check cannot be processed without this information.
Meals
1.The maximum meal allowances per person per meal are:
breakfast $10.00
lunch $10.50
dinner $21.50
** Please note the allowance on each also includes tax and tip.
If your registration fee includes meals, you may not request reimbursements for these meals.
2. If two or more people are included in the meal, then an original receipt, the names of the individuals and their student ID numbers are required for reimbursement. Please note that only currently enrolled students can be reimbursed. All receipts must be itemized.
3. If your travel does not require an overnight stay, you can only be reimbursed if the meal is part of a group meal or organized banquet where each participant pays individually. University policy requires an explanation as to the business purpose of the meal and other individuals or groups present.
DEPOSITING OF FUNDS
Student organizations may deposit funds collected (membership dues, sales of organization’s items such as t-shirts or pins, fundraising collection, etc.) into their University account. Cash, checks or money orders may be submitted. Please bring them to the Student Involvement Office to be deposited. Note: Student organizations are NOT allowed to have off campus bank accounts without prior approval of Student Involvement.
The following guidelines should be followed:
1. Submit the amount of funds to be deposited with the following information:
a. Name of the person submitting the funds
b. Name of the student organization receiving the funds
c. Reasons for funds (dues, sale of t-shirts, etc.)
2. Make sure some form of receipt is given to you to confirm that you have handed the funds to the Student Involvement Office.