Below is a comprehensive collection of any and all forms which may be necessary when planning a student club or organization event/activity. All forms are downloadable in .pdf format. Please print any forms needed for your event, follow the instructions for each form and fill them out accordingly. Please contact Student Life at 921-4184 if you have any questions.

1. Club Activity Application


2. Requisition Request

This form is used when a requisition is necessary for the payment of goods or services. All billings over $1,000.00, all food from caterers, and all travel expenses need to be done through a requisition request. The Treasurer is responsible for turning this form into the Student Life Administrative Assistant.

What is needed?

• Approved Event Confirmation Form

• Completed Requisition Request Form

• Documentation to justify the request – billing statements, e-mail statements, receipts, registration info, etc.
  

Download the detailed instructions for this form.


3. Budget Transfer Request

This form is used when requesting that funds be transferred between object codes within a club/organization account or between two different accounts.
 
What is needed?

• Completed Budget Transfer Request form.
  
  

Download the detailed instructions for this form.


4. Check Request

This form is used when a check is necessary for the payment of goods or services. All billings under $1,000.00 including registrations, memberships, contracts/letters of agreement and reimbursements over $50 need to be done with a check request. The Treasurer is responsible for completing this form and turning it into the Student Life office.

What is needed?

• Approved Event Confirmation Form

• Approved Release of Funds form

• Completed Check Request Form

• Documentation to justify the request – billing statements, e-mail statements, receipts, registration info, etc.

Download the detailed instructions for this form.


5. Petty Cash Reimbursement Request

This form is used when funds are requested to reimburse a club/organization member for expenses (under $50) they incurred on behalf of the club/organization.

What is needed?

• Completed Petty Cash Reimbursement Request form.

• Original receipts

Download the detailed instructions for this form.


6. Cash Box Request Form

This form is used when a cash box, with or without starter funds is needed for an event.

What is needed?

• Approved Event Confirmation Form

• Completed Cash Box Request Form

Download the detailed instructions for this form.


7. Deposit Form

This form is used when funds are deposited into the club/organization account.

What is needed?

• Completed Deposit Form

Download the detailed instructions for this form.


8. Request for copy of club budget

This form is used when a club would like a detailed copy, rather than a summary copy of their budget or if an additional copy during the month is needed.

• Completed Request for Copy of Club Budget form.

This form is used in place of the Activity Application form when the activity is for fundraising purposes only.

What is needed?  

• Completed Fundraising Approval form.

10. Fundraising Follow-up

This form is used after the completion of a fundraiser to evaluation the success of the activity.

What is needed?  

• Completed Fundraising Follow-up form.

11. Travel Application

This form is used for all travel in place of the Activity Application form. The Travel Application on the second page is to be completed and turned in for approval.  Once approval is received the remainder of the form must be completed and returned to Student Life least fourteen business days prior to departure.

What is needed? 

• Step one would require the completion of the approval portion of the Travel Application. 
  
  
• Step two requires that all travel arrangements are detailed, all emergency contact information for those traveling is in included and the form is returned to Student Life.

12. Travel Expenses Summary

This form is used for reimbursement of expenses that were not paid before departure.

What is needed? 

• Completed Travel Expenses Summary form and all original receipts. 
  
  
• Completed Petty Cash Reimbursement form.