Travel Authorization – Travel Authorizations must be completed prior to travel. Please turn in to SURC Accounting prior to Dean and Provost Signature when having the funding packet reviewed. For help, you can refer to our example.
Travel Voucher – This form details the items for reimbursement when travel is involved. Please make sure to complete each section as shown in the example. For help, you can refer to our example.
Mileage Calculator – If funds a being reimbursed for travel based on mileage, the travel websites mileage calculator may be used to calculate the amount for reimbursement. The amount that will be reimbursed will be the lesser of the two values as shown next to where it states “Allowable Reimbursement”.
A-19 – If an Invoice is not supplied by the Guest Speaker, an A-19 must be completed.
W-9 – This form is required for tax purposes.
Personal Services Agreement – This form must be completed if the price of the guest speaker is $500.00 or greater. A University representative (please speak with SURC Accounting to find correct University representative) must sign this form on behalf of the University. For any questions on completion of this form, please contact SURC Accounting.
Quick Reference Brochure – This brochure is intended to cover the basic processes for the most common reasons individuals come into our office. Additional steps may need to be taken based on individual situations.
Signatory List – Club and Organization transactions require a minimum of two signatories, make sure to have at least two signatories on a list prior to turning the form in (the more there are, the easier it will be to complete a transaction). Make sure to check the box near the bottom indicating where funds will be transferred to in the event that a club or organization should disband or fail to be recognized for 3 years.
Lost Receipt Form – A lost receipt form completed by a club will result in warning for the first occurrence, and probationary status for the Club/Organization on a second occurrence, meaning cash advances will NOT be available to the Club or Organization for a period of 11 weeks.
Receipt/Documentation Policy - A quick reference for documentation requirements and simple procedures for various types of transactions. This document also details some of the results of failure to supply receipts.
Travel Policy – A basic outline of requirements for travel both from state funds (Club Senate, Student Academic Senate, and S&A Supplemental funding) and Club or Organization funded travel for reimbursement.
Deposit Slip – In order to help make the deposit counts easier, we have provided a form that you can print out yourself. Please bring this slip in with your deposit to verify counts or you complete one in the office.