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The Department of Student Life allocates $400 for each Registered Student Organization per academic year.
Effective January 2013 new Certified Student Organization (CSO) will be required for funding and to reserve space.
RSO Funding Processes
Funds are managed and dispersed through the Business Manager for the Department of Student Life.
Funds do not roll over or lapse.
Funding usually ends in May.
RSO Funding Process
There are two ways:
Petty cash advances
Reimbursements
Both requires completion of the “Petty Cash / Reimbursement Request form”. See www.kennesaw.edu/student _life/ then go to forms.
How can I access my RSO club funds?
Petty Cash / Reimbursement Request form
Brief description of item(s) to be purchased.
Estimate cost of item to determine the amount of cash needed.
Date of the event or function.
Signature of staff/faculty adviser or club officer.
Copy of event flier or announcement.
If food is purchased a sign in sheet is required.
Petty Cash / Reimbursement request form must have:
Must be cleared within 5 business days after the event.
Need “original” receipts taped down on paper.
Receipts must be itemized.
No tax, KSU is tax exempt.
Petty Cash Advances
ITEMIZED RECEIPT
TAX EXEMPT FORM
Requires completion of Petty Cash / Reimbursement Request form.
Complete same as for Cash Advances.
Exceeds $50.00 may need to process a check depending on the amount of petty cash on hand.
Itemized original receipts, no tax.
Reimbursements
Permitted purchases include:
Expenses related to travel for conferences and competitions.
Educational programs.
Office supplies and materials.
Refreshments/snacks for meetings.
What can we buy?
Prohibited purchases include;
Alcohol and tobacco products.
Philanthropic donations.
Charitable contributions of any type.
Gifts or flowers of any type.
Events not related to a program or educational event.
What can we buy?
KSU has University approved vendors that must be used when purchasing promotional type items.
Any exceptions will require approval from Business Services. Exceptions are rare.
Approved vendors are tax exempt and use direct billing which makes things very easy.
Promotional Items
Any printing for promotional items will require a review and approval by KSU Design Approval team.
KSU approved vendor are familiar with this process.
Promotional Items
1st Coast Printing
Website: http://www.1stcoastprinting.com/
Primary contact: Robin Ray
Phone: 904-716-4800
Fax: 904-285-7915
E-mail: [email protected]
Secondary Contact: Susan Batson
Phone: 251-604-7470
E-mail: [email protected]
Halo Branded Solutions (Lee Wayne Corporation)
Website: http://www.dh.halocatalog.com/
Primary Contact: Dianne Helliwell
Phone: 770-321-4747
Fax: 678-560-2616
E-mail: [email protected]
Secondary Contact: Jodi Stelling
E-mail: [email protected]
KSU Approved VendorsPromo Entertainment Group
Website: http://www.promoentertainmentgroup.com/
Primary Contact: Melanie McGovern
Phone: 404-367-0350
Fax: 404-367-0420
E-mail: [email protected]
Secondary Contact: Ralston Wells
E-mail: [email protected]
The Target Group
Website: http://www.ksugear.com
Primary Contact: Susan Broccolo
Phone: 678-835-5819
Fax: 678-835-5801
E-mail: [email protected]
Secondary Contact: Angela Montgomery
E-mail: [email protected]
KSU has a list of approved caterers that must be used when a banquet or food event is being catered.
Catering means that the food is cooked and prepared, delivered, served and cleaned up by the service providers.
If you want to pick up food (Costco) and bring back to the campus and serve it yourself you may go wherever you like.
Catering and Food
KSU Approved Caterers
Remember all food functions require a sign in sheet.
Per diem rates apply even with catering $7.00, $9.00 and $20.00, to be all inclusive, linens, tip etc.
KSU approved caterers use tax exempt forms and direct bill, makes it easy.
Catering and Food
The University System of Georgia has a contract for general office supplies with OfficeMax.
For paper and toner cartridges the contract is with Staples (applies to line item groups only)
Mostly for larger quantities and orders.
Office Supplies and Materials
Currently, print is exempt from bidding until December 2012.
Utilize KSU print shop first, if possible.
Can be reimbursed from KSU Trac.
Larger print jobs would require 3 competitive bids and provide documentation.
Go with low bid that meets required specifications.
Printing
Monday through Thursday 10:00 am until 4:00 pm. Lunch generally 12-1.
Travel assistance will be managed by appointment only.
Friday closed to walk-in traffic unless previous arrangements have been made.
Business Manager Office Hours
