How to File for Funds

By Cristina LoretoSGC-MMC Comptroller

Why do you need to do it?• The reason for your expense must be justified– Events open to ALL FIU students– Benefits to the university– Benefits to SGA (which ultimately benefits students)

• Vendor must be in the list of FIU vendors (Recommended for P.O.s)

• Payments need to be set up– Purchase Orders (14 Business Days to process)– ID Transfers– Credit Card (Pro-card)

• Amount must be checked for budgeting purposes

What do you need?• Quotes• Invoices• Print out of online site with prices• Flyer• Event details• A list of names and Panther ID # of students

involved in the event (especially for food)Enough time to make a payment!!

[ at least 2 weeks]

• Sub-Account is where the money is coming from, if you are not sure ask the Advisor or the Comptroller

• Today’s Date is the date you are requesting for the funds• Benefit to FIU/Event Name is where you will be

describing your event, what is it for? How does the event benefit FIU?

• Purpose of Request is whether your event is a regular meeting (more than 10 students must be involved); a conference; a lecture (when you have a guest speaker); other can refer to events that are held for all students to attend and are for recreation purposes (Cram Jam, “Meet the Dean,” workshops, etc.)

• Amount requested is for the total amount the invoice is for.

• Date of Event is NOT the same as when the date funds are needed!!

• Detail of purchase is the item you are purchasing, amount of items, and any additional details needed (i.e. 3 cheese pizzas and 2 pepperoni pizzas)

• Vendor Name is the vendor you are purchasing from, also include phone number and address. Lily has the Vendor ID according to the university’s vendor’s list.

• This section is filled out by Lily, just make sure to attach quotes and invoices.

• Purchaser’s Name, PantherID #, Purchaser’s Signature, and Contact # is YOUR information, YOU are the purchaser, therefore it is YOUR responsibility to make sure the order is placed, to get the authorized signatures, and assure that the funds are released on time for your event

Approval is MANDATORY by:Comptroller

Cristina Loreto

Approval is MANDATORY by:

Senate AdvisorJose Toscano

Approval is MANDATORY by:

Cabinet AdvisorMichelle Castro

Turn in the documents to:

Office ManagerLily Alfonso

Remember!!

• You must fill out the file for funds form for EVERY item you are purchasing, unless you are purchasing from one sole vendor (i.e. one form for Blue Books from the bookstore has to be filed in a separate document as the giveaway pens you are using for Marketing)

• You MUST file AT LEAST 2 weeks prior to your event

If you have any further questions

• Contact Advisor Jose Toscano – 305.348.0285

• Contact Lily – 305.348.2121

• Contact Cristina Loreto – 786.439.4621 (Call/text)– clore002@fiu.edu (e-mail)