Forms

College Association Vouncher Form (Excel)

Credit Card Purchase Request Form (Excel)

Center for Student Involvement / College Association Financial FAQ

When should I use a voucher?

The voucher is used to generate a check in order to pay a business or individual. This is the preferred method of payment and should be used whenever possible. It is important to verify ahead of time with the vendor you are planning to use that they will accept a college check.

When should I use a credit card request form?

In the event a check cannot be used for payment and a credit card is required (i.e.- online vendors such as Amazon), clubs must complete the Credit Card Purchase Request form and submit it to CSI with all appropriate documentation.

What signatures are required?

For vouchers, the form must be signed by the club advisor and a staff member from the Center for Student Involvement. If the request is for $500 or more, CSI will also forward the voucher to the AVP for Student Engagement for approval.
For Credit Card Purchase Requests, the form must be signed by the club advisor, a staff member from the Center for Student Involvement, and the AVP for Student Engagement.

How far in advance do I need to submit my forms?

Vouchers totaling under $500 require 3-5 days to process. Vouchers totaling $500 or more and all Credit Card Purchase Requests are forwarded to the AVP for approval every Thursday. These are generally approved on Friday and then require 3-5 days to process through the College Association. It is very important that all clubs plan accordingly and make sure that all forms are completely and correctly filled out and all required documentation is attached. Failure to do this may result in delays.

What documentation is required?

All vouchers must have an invoice from the vendor attached, clearly listing the items included in the purchase and the total amount to be paid.
Credit Card Purchase Requests must include a printout of the shopping cart from the website showing all items to be purchased.

Can I be reimbursed for purchases I make?

Students and club advisors are strongly discouraged from using personal funds to make college/club related purchases. If a reimbursement is being requested, it should be submitted as a voucher made out to the individual being reimbursed and must have all original receipts attached (copies of receipts will not be accepted). The college cannot reimburse for any sales tax. The College Association is tax exempt in New York State and a tax exempt certificate can be obtained from the Center for Student Involvement prior to any purchase being made.

Can I get a cash advance for an event or trip?

Cash advances are available for approved purchases in which a check cannot be used and/or online purchase with a credit card is not available. Cash advances may be requested by filling out a voucher made out to the club advisor. Cash advances cannot be made out to students. A check will be made out to the advisor for the amount requested.
The club must return any unused funds and original receipts for all expenditures within five business days following the event/trip for which the advance was requested. Cash advance requests may not exceed $1000. Failure to follow these procedures may result in the denial of future advance requests as well as other appropriate penalties.

How do I place a food service order?

Lorenzo Group for purchases $300 or greater, e-mail orders to: orders@lorenzofoodgroup.com. Online menus are available for review at: yorkstreetmarket.com
Shop Rite –the Shop Rite charge card may be signed out from the Center for Student Involvement for approved purchases. The card and the receipt from the purchase must be returned to CSI the same day.

How do I purchase beverages for an event?

All beverage purchases are to be Pepsi products only. If the food vendor that you are using does not provide Pepsi products, contact Kathy Goulden at 845-562-5400 ext. 410 or at kathygoulden@pepsihv.com to place a beverage order. Pepsi products may also be purchased from Shop Rite.

How do I reserve a hotel room?

A Credit Card Purchase Request needs to be submitted complete with approved Travel Authorization Form, and must include the hotel name, address, dates for check in and check out, and any other supporting documentation related to the purpose of stay. The credit card will be used to hold the room(s), but the club must verify with the hotel that they will accept a college check.

CSI will make the reservation and forward any e-mail confirmation to the club advisor who will be travelling with the club. The club is then responsible to submit a voucher for final payment to the hotel. Most hotels require that any check be received two weeks prior to check-in. Please make sure to allow enough time for a voucher to be approved, processed and mailed to the hotel.

How do I reserve a rental vehicle?

The College has an account with Enterprise. Please call 845-374-5010 for New Hampton, or 845-562-3311 for Newburgh Enterprise locations. Make sure the reservation is made under the Student Activities Account.

Do not use your personal credit card.

When the rental vehicle is returned, it is the responsibility of the club to obtain a final invoice from Enterprise and return it to CSI with a completed voucher in order to process payment.

Remember to fill up the gas tank prior to returning the vehicle. If this does not occur, Enterprise charges the college a higher rate to refuel the vehicle. Keep the receipt for reimbursement.

An Important Note regarding Rental Vehicles and Insurance

All vehicles rented through Enterprise for authorized College activities come with Enterprise's insurance coverage for the vehicle. College employees are also covered by the College's policy over and above what is not covered by Enterprise. Students, however, are NOT covered by the College policy and, therefore, any coverage beyond that provided by Enterprise is the responsibility of the student driver's personal insurance and/or the student him/herself.

How do I reserve a bus?

For trips involving larger groups, clubs have the option of renting a bus. Bus rentals must be done through the Center for Student Involvement. Clubs should remember that bus rentals are expensive (approx. $700-1200 for local day trips) and usually require advance booking of at least a month. A club using a bus for a trip must open the trip to any student on campus and must advertise the trip accordingly. All students must sign-up for bus trips at the Center for Student Involvement (including club members). The club member coordinating the trip should bring the trip information to the Center for Student Involvement as early as possible so the sign-up list can be created. There must be a minimum of thirty people signed up by 2 weeks before the date of the trip or the bus will be cancelled.

How do I register for a conference?

Conference Registrations are made by the Center for Student Involvement using the College Credit Card. A Credit Card Purchase Request needs to be submitted complete with an approved Travel Authorization Form, and must include any other supporting documentation related to the Conference. Since some Conference Registrations have unique questions, it is recommended to schedule an appointment with a member of the CSI staff to complete the online registration.

Do I need to provide original receipts/invoices when requesting payment to a Vendor?

Yes, original receipts/invoices are required. Copies are not accepted.

 

If you have questions or need assistance, please contact the Center for Student Involvement.