FORMS AND RESOURCES

PURCHASING AND PAYING VENDORS

Tips for purchases:

  • Our team can purchase most general office supplies through campus. Our campus vendors are Give Something Back and Office Max
  • If you need supplies from Amazon or other websites, send us a spreadsheet like this with your supply info
  • Always provide a business purpose for supply requests

Tips for paying vendors:

  • When possible, do business with a vendor that is already in the system. We can check this for you.
  •  

TRAVEL

Giving details to tell the story of how you spent the money will reduce the need for follow-up questions

Which receipts are required?

  • Receipts are needed for airfare, car rental, conference registration and domestic lodging, regardless of amount
  • You don’t need to submit receipts for meals and miscellaneous under $75

ENTERTAINMENT

Tips for planning a smooth event: 

  • Use a food vendor from our list and set up a Purchase Order with them at least 3 weeks in advance
  • Secure your location and submit a payment request if needed before the event
  • Meet with our admin team to purchase any supplies if needed 

When submitting an Entertainment related form, remember to always include:

  • Business Purpose- stay away from "party" or "team building" language, use "trainings, workshops, staff meeting, etc"
  • Date of Event
  • Event type
  • Alcohol – verify non-restricted fund source
  • Explicit business purpose
  • Written justification for exceptional circumstances (e.g., exceeding per person limits, spousal attendance, etc.)
  • Guest list – name and number of attendees
  • Host signature
  • Approval signature 

MOST COMMONLY USED CE3 FORMS

Non T&E Form 

I'm submitting a reimbursement that is non-travel or entertainment (supplies, conference registration, etc). 

Entertainment Form 

I'm submitting an event related reimbursement (food, space rental, etc.)

Travel Form

I'm submitting a reimbursement for travel fees (airfare, lodging, food, etc).

Student Awards

I need to process a financial aid award for a student(s)

Travel Arrangements 

I need airfare purchased directly through campus.