Affiliated
Student Group Programs
Links
How to Purchase from Your
Student Fee Program
Printing and Copying
Purchasing Services
Payroll
Mandatory Student
Fee Programs
Optional Fee Accounts
Things to Remember
About Your Student Fee Program
Always consult the SOFO before making
purchases or financial commitments
for your group.
Receptions or social activities where
food and beverages are served are considered
by state fiscal rules to be official
functions. More...
State funds cannot be given directly
to charity or used for personal or private
gain. More...
Whenever state funds are being used
for travel expenses, you must come to
the SOFO at least four weeks in advance
of your departure date to fill out a
travel authorization. More...
Long-distance calling cards are available
to group members who need to make long-distance
calls. More...
Student groups who have a specific
line-item allocation within their budget
for telephones may have the cost of monthly
equipment charged to their account. More...
Student groups are permitted to rent
vehicles from the Transportation Center
if the vehicles are being used for programs
that promote the purpose of the student
organization.
Student groups may use the convenience
of on-campus mailing. More...
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Student groups receiving either
mandatory or optional student fees will have
their money automatically deposited into an
account in the Student Organizations Finance
Office (SOFO). Student groups receive this
funding through a variety of means: UCSU cost
centers can complete a budget request and submit
it to the UCSU Finance Board late in the fall
semester; referendum groups may receive funding
for up to four years as a result of a vote
by the student body; each academic college's
student government is allocated student fees
based upon actual enrollment figures. Affiliated
student groups are those that either fit into
the categories listed above or that have elected
to become affiliated with the university and
have staff or faculty advisors.
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How
to Purchase from Your Student Fee Programs
Here is a step-by-step guide to make your purchasing
easier. Remember: You must have the necessary
funds in your account before the SOFO can issue
your paperwork. General Administrative Recharge
(GAR) and General Infrastructure Recharge (GIR)
will be charged when you spend money from your
account.
On Campus:
All on-campus purchases should be made using
an IN (Interdepartmental Invoice).
- Obtain an accurate estimate of the cost
and a description of the goods or services.
- Come to the SOFO, UMC 231. We will make
sure that you are an authorized signer and
verify your account balance. Then we will
complete the IN listing the proper account
number, items or services to be purchased,
an amount not to be exceeded, and where the
purchase will be made. Our authorized signature
completes the IN. This transaction takes
only five to ten minutes.
- Take the IN to the department where you
are purchasing goods or services and make
your purchase. A signed IN is like a blank
check, so you should be careful not to lose
it. Be sure to return unused INs to the SOFO
or they will be considered an outstanding
obligation when computing your balance.
Off Campus:
Off-campus purchases using student fee monies must
use the CU state purchasing system. Once you have a
good idea of what you need, and an estimate of the
cost, always come to the SOFO to secure the proper
paperwork.
- Never spend your own money and expect to be reimbursed.
- Never commit to a verbal contract or sign a written
contract or agreement on behalf of the university.
If the Procurement Service Center determines that goods
or services could have been purchased at less cost
to the state, students and staff personally assume
responsibility for the expense. For merchandise purchases
under $4,500 (except printing), follow these guidelines:
- Obtain an accurate estimate of the cost and a
description of the goods. Verify that the business
you wish to purchase from will accept a university
purchase order.
- Come to the SOFO. We will make sure that you
are an authorized signer and verify your account
balance. We will ask for the name, address, phone,
and FAX number of the business you wish to purchase
from, a description of the purchase, and an estimate.
We will then complete a DPO online (Departmental
Purchase Order). The transaction takes only five
to ten minutes.
- Take the DPO to the business in exchange for
merchandise. A signed DPO is like a blank check,
so be very careful with it. Please return any unused
DPOs to the SOFO because they are considered to
be outstanding obligations when computing your
balance.
- Bring the itemized invoice from the business
to the SOFO. We must have it in order to pay the
bill.
The SOFO also has Standing Purchase Orders (SPOs) with
some businesses for advertising, express mail, and
office supplies. Federal Express currently holds the
bid for express mail, and Faison/Corporate Express
has the bid for office supplies. If you wish to purchase
from these businesses, see the SOFO for an SPO authorization
and follow steps 1 through 4 listed above.
For purchases involving merchandise over $4,500, state
law requires that the SOFO send formal purchase requests
to the Procurement Service Center. Purchasing agents
are the only staff authorized to obtain official bids
for university purchases.
- Plan ahead—purchases over $4,500 can take
three to four weeks. Obtain as much information
as you can about the merchandise you wish to purchase:
a description (color, model number, brand, size,
etc.), quantity, estimate of cost, and any business
you know that might provide the goods.
- Come to the SOFO with your written information.
We will make sure you are an authorized signer
and verify your account balance. We will complete
a purchase request and send it to the Procurement
Service Center for official state bids. Procurement
Service Center will issue a purchase order to the
business offering the lowest price. Allow at least
three to four weeks from the time the bids go out
to receive your merchandise.
- Call the SOFO (303-492-6366) to let us know that
you have received the merchandise and that it is
in good condition. We will pay the bill.
The SOFO may have questions for you throughout the
bidding process. If you have seen us about a purchase
over $4,500, be sure to follow up with us after a
couple of weeks just in case questions have come
up that we cannot resolve. We want to make sure that
you get what you want!
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Printing
and Copying
For printing and copying orders, you may see the
SOFO first for an IN and go to one of the Imaging
Services copy centers on campus. Please note that ALL printing
and copying jobs, regardless of size, MUST be
taken to one of the Imaging Services copy centers.
Groups failing to utilize Imaging Services for their
printing and copying needs will not be reimbursed
unless they have a waiver issued by Imaging Services.
Waivers are granted only when Imaging Services cannot
provide the requested printing or copying service.
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Purchasing
Services
Student groups sometimes pay graphic artists, speakers,
performers, DJ's and other service providers. If
you plan to use such services, a personal services
contract or performance contract must be completed
and signed by SOFO before the service or performance.
Never pay a service provider and expect to be reimbursed
from state funds.
Never commit to a verbal contract or sign a written
contract or agreement on behalf of the university.
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Payroll
Several student organizations employ students. UCSU
hires students to take minutes at Joint Board meetings
and to serve as student administrators and support
staff; KVCU Radio hires a staff to manage the campus
radio station; The Women's Resource Center hires
a staff to do outreach, coordinate volunteers,
and support staff. These areas and others deliver
their payroll to the SOFO for processing. Working
with the university payroll system requires good
pre-planning and organization. If your group has
employees, please see us early each semester to
learn the procedures necessary to get your staff
paid on time.
Campus and student fee funding sources must approve
budgets for event coordination positions, as well
as hours worked by students holding such positions.
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