Dos, Don'ts, and Deadlines

DO

• See SOFO first.
We're here to help you navigate your way through the bureaucratic maze. We can give you the best and most complete information about funding sources, budget and event planning, as well as possible speakers for your events. You can also access our website at www.colorado.edu/StudentAffairs/sofo.

• Plan ahead.
Event and travel plans often take longer than you think. Acquiring funding and making purchasing arrangements can take from two to six months, depending on the complexity of the event or travel.

• Allow 6 weeks for contracts, off-campus purchases over $4500, conference registrations, and airline tickets.
• Update signature cards and addresses with SOFO.
Authorized account signers need to accompany any new signers to SOFO in order to change signature authority on accounts. Please be sure that SOFO has the current address for your student group.

• Have all funding in place at least six weeks before the event and 4 weeks before traveling.
Speaker contracts, hotel reservations, conference registration payments, and off-campus purchases over $4500 take at least six weeks to arrange.

• Check with SOFO before making any purchase.
Some purchases, like airline tickets, cannot be reimbursed. Once SOFO okays the purchase, remember to save original receipts if you need to be reimbursed for travel or event-related expenses. The State of Colorado requires that all receipts be original receipts (not copies) and must be itemized and dated. Allow two weeks for reimbursements to be processed.

• Check with SOFO before undertaking any fundraising activities on campus.
The Committee on the Use of University Facilities Policy has very specific guidelines that must be followed whenever fundraising activities are conducted on the campus. SOFO cash boxes must be used for ticket sales or donations.

• Notify SOFO 1 week before you need cash boxes for events or sales.
• Turn in all receipts for travel within five days of returning from trip.
• Comply with all University posting regulations.
Before posting any flyers or posters in University buildings, schedule posting with the UMC Scheduling office in UMC 140. Remember, don’t use ultrabrites or astrobrites!

• Have all checks made payable to the University of Colorado unless they will be deposited into a gift account.
Gift account checks should be made payable to University of Colorado.

• Deposit all checks within 24 hours of receiving the checks.
• Check with SOFO before using CU logos.
• Appoint a ticket manager if tickets will be sold for an event.
• Remember to list all of your funding sources on any advertising for events or conferences.
Leaving off an important sponsor can happen in the rush to meet a printing deadline. Keep a current list of all sponsors at your fingertips.

• Sign any contract or agreement.
Students who sign speaker contracts, offers of intent, or other legal documents, may be held personally accountable for payment. All contracts involving University money must be signed by the Procurement Service Center.

• Pay a deposit on any goods or services.
SOFO will not be able to reimburse you for any deposit paid because State of Colorado law forbids the payment of deposits. If you are negotiating with an organization that requires deposits, have them contact Norman Skarstad (492-6367) in SOFO.

• Use non-recyclable (such as ultrabrites) paper for flyers.
Campus regulations require that all printed materials, especially those funded with student fee funds, be printed on recyclable paper.

• Purchase airline tickets.
All student travel must be arranged with Patty Patterson in SOFO. Don't purchase your tickets in advance. State of Colorado fiscal rules do not allow reimbursements of airline tickets for student travel. Travel for event speakers should be arranged with Norman Skarstad in SOFO.

• Take printing jobs to off-campus printers.
All print jobs must be taken to on-campus copy centers. Copy and printing services has first right of refusal on ALL print jobs.

• Arrange to purchase goods services from an off -campus vendor.
All services, such as graphic art design, catering, or t-shirt printing, require that a personal services contract or purchase order be completed with SOFO before the work is done. Failure to do this in advance will jeopardize the payment to the company or individual. The State of Colorado considers purchases after-the fact purchases if you have already made the arrangements without going through our office and the Procurement Service Center. You may be held liable for the cost of the contract or purchase if you don’t see us first.

• Forget to fill out an official function form before food events are held.
State Fiscal Rules require that official function forms be completed and approved before student fees or state money can be expended for food events. These forms are available in SOFO.

SOFO Deadlines

• All travel must be cleared out within 5 days of returning from a trip.
• Allow 6 weeks for major purchases and contracts.
• Allow 2 weeks for postage requests and for reimbursements.

CEB Event Proposal Deadlines
Call 492-6367 for actual dates

• Sept. and Oct. events—Proposals due early July
• Nov. and Dec. events—Proposals due early September
• Jan., Feb. events—Proposals due early October
• March, April, May, June events—Proposals due late October

SGFB Deadlines
The Student Group Funding Board gives money to student groups every spring for the following year's operating costs. If your group needs help paying for copies, phones and some travel and event costs, be sure to request funding from this committee. Typically the budget packets are available in UMC 125 beginning in February and packets are due in early March. Call 492-7055 or 492-7473 for further information.

We’re looking forward to working with you!