CASE STUDY

In order to clarify and provide specific examples of how to fill out the various request forms the following case study was developed.  Any questions can be directed to the Student Activity Fee Intern. His office is Lancaster 215B. He can also be contacted by phone at 395-2265 and e-mail at safint@longwood.edu.  In addition to the case, please remember that all check requests need at least one full week to be processed.

You have just been elected the Treasurer of the "Federation of Student
Social Workers", whose purpose is to provide an organization through which
students can coordinate their interests and act cooperatively and effectively.

The Officers of the organization are:

Pat Patterson      President
Terri Trent          Treasurer
Sandi Scott         Secretary
Andy Andrews   Advisor
Carl Canton        Special Event Committee Chairman

The organization has received through the SGA budget allocation process and
subsequent appeals the following student activity fee allocation:

During a student activity fee procedures workshop, you were informed that your Banner Index for your SGA allocation was "4-31215". Your Banner Index for your club funds was "0-80818".

I. Signature Authorization.

To ensure that your allocation is protected, your organization must submit a "Signature Authorization Form" to the Student Activity Fee Student Intern (SAF Intern). A copy of the form may be obtained from the SAF Intern. No funds will be released until a completed, current form is on file with the SAF Intern. Please include phone numbers in case questions concerning your account occur. Note on the form whether or not your club will require two signatures before an expense is considered authorized.

During your first meeting, your organization decides that it will allow the President, Treasurer, and Special Event Committee Chairman to authorize expenses. You would have those persons sign this form and send to the SAF Intern.  Keep a copy for your records.
SIGNATURE AUTHORIZATION FORM

II. Purchase Office Supplies

Once goods and invoice are received for a purchase you will prepare a Payment Request Form and forward both the invoice and the Payment Request Form to the SAF Intern.  Please note the following items on the Payment Request Form

     1.  It is important to obtain either a Social Security number if we are paying an individual or a Federal Identification number if we are paying a corporation/business.  We have this information on file for our local vendors, however, if you are ordering from somewhere outside the Farmville area please ask for their Federal Identification number when placing the order.

     2.  The Banner Index is your unique SGA account or club account.  When you are purchasing an item that is included in your SGA approved budget then you would use that number.  If you are using club funds you would use the Banner Index that begins with 8xxxx.

    3.  The Banner Account code helps identify the type of purchase that has been charged to your SGA account. It is a five digit number and you can find a listing of the allowable codes and their meaning in our Chart of Accounts.  Whenever you are charging to your club funds, the Account code is always 22410.

    4.  Please note the date items were received.

    5. Please check the appropriate box indicating if this is to be paid with SGA funds or club funds. Also check the appropriate box indicating if the SAF Intern should mail the check or hold the check for pickup.  If there are any attachments or registration forms that should be mailed with the check then the check should be picked up and mailed by the requestor.  If the SAF Intern should hold the check for pickup please include a phone number where you can be reached when the check is ready.  

III. Guest Speaker

As Treasurer, you have scheduled a prominent speaker, Betty Lee Smith, to speak to your organization on October 1, 1999. You are required to pay Ms. Smith $900.00 for her services. Ms. Smith's address is 105 Any Street, Anywhere, Virginia, 22222. Her social security number is 000-11-2222.

Your organization also decided that all Longwood students could attend free of charge, however, faculty, staff, and others would be charged a $1.00 fee. This was also approved by SGA and will serve as a fund raiser. You decide that tickets will begin being sold 1 hour before the speech. Also, there will be no charge for the room reserved for the speech.

First, you will need to prepare a "Independent Contractor Payment Request" form.   The Independent Contractor Payment Request form may be obtained from the SAF Intern. The form should be completed and returned to the SAF Intern for approval. Once approved, it should be forwarded to the speaker for their signature and then returned to the SAF Intern for preparation of the check. Please prepare your paperwork early to allow time for the necessary signatures.

You prepare a flyer to advertise the speaker. This is copied by the Longwood Duplicating Department and is estimated to cost less than $50.00 (prior budget approval is not needed for on campus charges unless monthly statements are not paid timely). You informed the Duplicating Department that you wish to charge this to your Banner Index 4-31215.  They agree and forward you a monthly statement showing a cost of $23.00 for this service. The monthly statements are prepared by Jenise Shumaker in the Cashiering Office, please contact Ms. Shumaker at 395-2269 and confirm that the address that she has on file is accurate.                  

For the ticket sales, the Treasurer used pre-numbered tickets. A set admission price was established. Pat Patterson purchased the tickets from "Dollar Duz It".  Pat paid in cash and needs to be reimbursed. The cost of the tickets was charged to 0-80818-22410 and the money was deposited with the Cashier's Office the next day into the Club fund account 0-80818-22410..

As stated previously, copies of all information turned into the SAF Intern should be maintained by the organization.All original documents must be turned into the SAF Intern.

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