Give yourself at least three (3) weeks prior to any booking deadlines to get paperwork, signatures and PO鈥檚 in place.
What to do first?
- Check funds in club account (know your account numbers).
What to do next?
- Gather documents needed, including quotes, Agenda, Roster, etc.
- Complete the for Overnight Travel (Cleary Form) for you and your students. Once it is approved, forward the confirmation email to Shannon along with your PO requests.
- Request funds via email to Shannon Fries, using the PO Request info sheet. Please, keep in mind that Student Club funds can only be used for student travel.聽 Advisors and Chaperones must request funds from other sources, Perkins or Department funding.
When PO鈥檚 are in place?
- Time to book! Advisors do all the booking, registering, etc.聽 If you need access to an 91涩漫 Credit Card, you can schedule an appointment with a card holder, usually Shannon Fries.
- KEEP ALL RECEIPTS! Plus, email all receipts to the Purchase Order creator/Cardholder.
聽What to do after the travel?
- Turn in all receipts to Purchase Order creator/Cardholder.
- Turn in Employee Expense Report to the Business Office for any meals, miles, etc. reimbursement. Students use the same form.聽 Include all receipts.
Miscellaneous FYI:
- If renting or driving a High Occupancy Vehicle, you will first need to complete HOV Training as well as a Vehicle Use Agreement form. Contact Shannon Fries to book HOV Training.
Contacts you may need:
- Shannon Fries, Asst. to the Dean of Students –
- Wade Gordon, Dean of Students –
- Lisa Schlotterhausen, VP of Academic Affairs –
- Jill Murray, Perkins Coordinator –
Documents you may need:
- for Overnight Travel (Cleary Form)
- Other Documents you may need for Purchase Orders
- Purchase Order Request Information Sheet
- Student Lodging Accommodation Request 鈥� to be used by Advisor when booking hotel (For Advisor鈥檚 file)
- Student Travel Agreement (for Advisor鈥檚 file)
- SEMA4 Employee Expense Report
