Financial Forms

All forms need to be submitted to the Office of Student Life for processing. Additionally, a copy should be given to both your student organization's Advisor and Financial Officer.

Reimbursement

There are times when you have to spend your own money and need to be reimbursed from your student organization's budget. When this happens you'll need to fill out both the 1) Cover Sheet and 2) the Personal Reimbursement Form.

To complete the Cover Sheet

  1. Download the Cover Sheet
  2. Complete the form within 60 days of purchase
  3. Attach:
    • Itemized Receipt with proof of payment (invoices must have an amount due as $0.00). Please tape any receipts to a blank 8 1/2 x 11 sheet of white copy paper at the top and bottom of the receipts, being sure not to tape over any of the ink.
    • OSU Reimbursement Request/Payment Form (see below)
    • Marketing Example
    • Event Sign-in Sheet
  4. Make two (2) copies and give one (1) to the club's Advisor and one (1) to the club's financial officer
  5. Submit original copies to the Student Life office for payment (please do not staple sheets together)

To complete the Personal Reimbursement Form

  1. Download the Personal Reimbursement Form
  2. Fill in the information requested. 
  3. You don't need to fill in the "Business Center" box
  4. In the Department / Official Unit box fill in "Student Life"
  5. In the "Department Contact Name..." box, fill in your Advisor's information
  6. Print the form, have the person who's requesting reimbursement sign as the "Claimant's Signature" 
  7. Don't sign as the "Budget Authority Signature", that's for the University

Direct Bill

There are some vendors that will Direct Bill the university. This means that no money "changes hands" and the vendor will send an invoice directly to the university. This can be a convenient way to pay for certain things.  If you use the Direct Bill, there needs to be paperwork filled out so that when an invoice comes in we know who set it up and what budget it should come out of.

List of Direct Bill Vendors

To complete the Direct Bill form

  1. Download the Direct Bill Cover Sheet
  2. Complete this form within 10 days of purchase
  3. Attach:
    • Itemized Receipt. Tape receipts to a blank 8 1/2 x 11 sheet of white copy paper at the top and bottom of the receipts, being sure not to tape over any of the ink.
    • Marketing Example
    • Event Sign-in Sheet
  4. Make two (2) copies and give one (1) to the club's Advisor and one (1) to the club's financial officer
  5. Submit original copies to the Student Life office

P-Card

Making a purchase using the university Purchasing card is the preferred method for club expenses. To use the p-card, contact the Club Coordinator one week in advance of when you need to go shopping to set up a shopping appointment with an authorized p-card user. If you are planning on making a food purchase submit a Food Pre-Approval Coversheet to the Club Coordinator when you make your shopping appointment.

To complete the P-Card Form

  1. Download the P-Card Coversheet
  2. Complete this form within 5 days of purchase
  3. Attach:
    • Itemized Receipt. Tape receipts to a blank 8 1/2 x 11 sheet of white copy paper at the top and bottom of the receipts, being sure not to tape over any of the ink.
    • Marketing Example
    • Event Sign-in Sheet
  4. Make two (2) copies and give one (1) to the club's Advisor and one (1) to the club's financial officer
  5. Submit original copies to the Student Life office

Internal Transfer of Funds

Sometimes you may need to transfer funds from one OSU-C account to another. For example if your organization wishes to purchase items from the Gear Store, you wouldn't pay cash, instead you'd transfer funds from your student organization's account to the Gear Store account.

To complete an Internal Transfer Form

  1. Download the Internal Transfer Form
  2. Complete the form within 10 days of the transfer
  3. "Requester" is your organization
  4. "Payee" is the budget the funds are going to
  5. Print the form
  6. Sign  the form
  7. Submit the completed form to the Student Life Office

For more information about any of these forms, contact the Office of Student Life