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SURC Accounting

Student Academic Senate

To request funds from Student Academic Senate a funding request packet needs to be filled out, this can be found in the ASCWU-BOD office in SURC 236 or on the ASCWU-BOD website.

In the event of travel, a travel authorization must be completed PRIOR to travel. Currently SURC Accounting is in the process of revising the travel procedures due to the new online travel system.

While we work through these new processes, please speak with SURC Accounting prior to travel to ensure that you have the most current information available. We advise scheduling a time to speak with a SURC Accounting staff member as there are many people currently traveling and we would like to make sure the travelers and our office have sufficient time to gather all the information and create the authorization.

Please also keep in mind that a travel authorization is required to be completed and submitted prior to travel and has sufficient time to be routed for approvals.

When travel is complete, you will need to coordinate with SURC Accounting once again to ensure that your travel voucher, which issues the reimbursement, is reconciled with your original receipts and any other information surrounding your event.

Please schedule a time to speak with SURC Accounting when turning in receipts if you are a larger group so that all the information our office needs can be coordinated among all travelers.

This page will be updated with the new procedures once they have been established.

Purchases are paid on a reimbursement basis only, purchases allowable for reimbursement are:

  • Travel: Costs for getting to and from an event; includes all transportation such as mileage reimbursement for car travel, bus far, train fare or airfare.
  • Registration: Costs for participating at a conference or academically enriching event.
  • Guest Speakers: Costs for bringing non-University people to speak at an event. Guest speakers must be recommended by a student representative of a SAS-recognized department. You are required to work with SURC Accounting to create a Personal Services Contract for your speaker. A speaker is not officially approved until a contract has been issued and signed. Guest speakers require a W-9, A-19 or Invoice. A Personal Services Contract is required if the amount is greater than $500.00.
  • Hotel: Costs for hotel/motel lodging while a representative of a SAS-approved academic department is participating in an event such as a conference or workshop. Hotel costs will only be reimbursed if the event is more than 50 miles away from Ellensburg.

1A receipt is any document that shows a detail of the charge(s) and proof of completion of the payment (e.g. credit/debit card charge, $0.00 ending balance, etc.)