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Student Organizations – Student Accounts, Allocations, Appropriations

The Purchasing Office assists student organizations on campus with expenditures. This includes submitting registration, airfare, and hotel. The Purchasing Office will submit necessary travel forms for funding through a state account and provide instruction on how Student Organization Treasurers and Presidents can submit expenses for Student Activity accounts.

Required training is conducted each fall for student organizations. Training information will be sent out by Student Engagement based on listings in TigerLink. This PowerPoint provides instructions for student organizations to obtain security access, complete transactions, and an overall general reference guide. 

Student Activity Accounts

Student organizations are coordinated through Student Engagement located on the second floor of the Fischli-Wills Center for Student Success. Please reference the Student Organization Handbook for more information or contact Student Engagement with questions. Please click here to link to the Student Engagement website. 

Student organization treasurers and secretaries are responsible for keeping proper documentation and records for the organizations. This ranges from meeting minutes, copies of receipts, balance information, etc.

Common tasks for student organizations:

  • Request for a new account. If a student organization is new and does not have an account already established, a new account can be requested by submitting the Request for Cost Center form located in the Business Office Workflow. If the organization does not have access to the Workflow forms, please send an email to purchasing@fhsu.edu. Staff in this office will assist in submitting the request. Items needed to setup the account include: 
    • Organizations contact person (treasurer, secretary, or president's name)
    • Organizations contact person's phone number
    • Suggested Cost Center name (organizations name as listed on TigerLink)
    • Purpose of account - description of what the organization does
    • Source of funds - this can include information such as membership fees, fundraising, etc
    • Type of expenditures - this can include information such as meeting expenses, meals, materials and supplies
    • Cost Center Manager - this is the on-campus advisor. This must be an employee of FHSU
  • To obtain security access please email sfsmail@fhsu.edu and provide:
    • Your Name
    • FHSU ID
    • Organization Name
    • Officer Position
    • Cost Center Manager (typically this is the advisor for the group)
  • Cash by Cost Center - this is how you would check the balance on your account. Please be sure that the Company code is listed as SA Student Activities. 
  • Record Cash Sale - this is how you would deposit funds into your SA account. If this is the first time you are completing a deposit and would like someone to walk you through the process, please contact SFS at 785-628-5836 to schedule an appointment. 
  • Create Spend Authorization: Request for Student Activity Credit Card - this is how you would check out a credit card for your SA account. If you are not a student employee on campus, you will want to create the spend authorization under For Worker. The worker's name will be your advisor/cost center managers name. Please be sure that the company code is listed as SA Student Activities. 
  • Create Spend Authorization: Request for Cash Box - Student organizations can check out a cash box. The amount of the cash box is limited to $100 or less depending on the account balance. If you are not a student employee on campus, you will want to create the spend authorization under For Worker. The worker's name will be your advisor/cost center managers name. Please be sure that the company code is listed as SA Student Activities. 
  • Create Supplier Invoice - this is how you would submit a payment to a supplier by check. Please be sure that the company code is listed as SA Student Activities. 
  • Create Expense Report: FH Company - Student - this is how you would reimburse and employee or student for expenses they paid for personally. A W9 will be required and can be turned into the Business Office, Sheridan #106. Please note if you are reimbursing out of the SA account you will need to change the Company to SA on Step 3e. 

SGA Allocations and Appropriations 

Some student organizations receive allocated funds through SGA. These funds are state funds and are not a part of the student organizations account balance. These funds are subject to FHSU and State of Kansas policies and procedures. Typically, these will be for speakers and student trips. Meals are not allowed through SGA allocations/appropriations. When utilizing these funds, a State of Kansas p-card must be used. Only state employees have State of Kansas p-cards. Purchasing Office employees can assist in completing travel forms and submitting payments. Please see the guidelines below for obtaining assistance and necessary information to provide to Purchasing Office staff. 

If allocations do not cover the full cost of the trip, the student organizations SA account must cover the remaining balance. Student organizations are responsible for maintaining a balance in their SA account for funds not covered by allocations. 

Allocations and appropriations are not allowed to be used for advisor expenses or faculty/staff. 

SGA funds cannot be used for fundraising. 

  • Please email purchasing@fhsu.edu with the below information when you are ready to purchase transportation, registration, and lodging for an allocated trip. Please allow 6-8 weeks. 
    • Transportation - airfare:
      • Traveler's names as listed on the driver's license is required.
      • Date of birth of each traveler.
      • Contact phone and email for each traveler.
      • Departure date and times, return dates and times.
      • Airline carrier (United, Southwest, Delta, etc).
      • Screenshot of chosen flight. 
      • If you are not flying out of Hays, KS you MUST provide a comparison. This can be done with screenshots of the Hays, KS flights and the preferred location flights. 
      • Any luggage fees, upgrade fees are not allocated through state funds. These must be paid by the traveler. 
      • If there are 9-10 or more travelers you must contact the airline to obtain a group rate. Each airline has policies and procedures for this process on their website. Please have this information completed before sending to the Purchasing Office. 
    • Transportation - trains, Amtrak:
      • Traveler's names as listed on the driver's license is required.
      • Date of birth of each traveler.
      • Contact phone and email for each traveler.
      • Departure date and times, return dates and times.
    • Transportation - mileage: 
      • If student groups are allocated mileage, the State of Kansas mileage rate will be used. This information is listed on the Business Office page. Students will be reimbursed after the trip for mileage. Students will be reimbursed after the trip for mileage. A W9 is required for each traveler.  
    • Registration: 
      • Links for registration should be provided. Please review the registration information needed and provide this to the Purchasing Office. Many times, this includes a student ID for the organization or event. 
    • Lodging:
      • State of Kansas rates apply for lodging. Please make sure you select a hotel that is within the state allowed rate. If the organization selects a hotel that is over the state allowed rate the difference must be paid by the SA account. This applies even if the organization has ample allocated funds. Please check state allowed rates on the Business Office page. Lodging cannot be prepaid. 

Appropriations

Appropriations are reimbursement only! If you receive allocations you cannot receive appropriations. Students will need to purchase the items or complete the travel and keep itemized receipts. Once the items are purchased or the travel is complete they can turn in the itemized receipts and a W9 to the Purchasing Office, Sheridan #318. Staff will submit the information and a check will be mailed to the individual. Travel forms are still required with appropriations and all information will need to be turned in. See the above information on travel under the allocations section. 

If you have questions or concerns about submitting forms please contact the Purchasing Office at purchasing@fhsu.edu. If you have questions about submitting requests for funding please contact SGA at sga@fhsu.edu. 

 Below are additional documents that can be of assistance to student organizations.