FINANCE T PS GENERAL TIPS
A ll E-Board members should be Financially Certified. It only takes a few minutes! The Club Visas are the preferred method of making purchases
EAF TIPS
A ny transaction your club wishes to make must have a completed Expense Approval Form (EAF) — found online or in the Club Center Both names placed on the EAF must be financially certified individuals — we will check! All EAF’s must be reviewed and signed by your Club Advisor prior to turning it in Your event must be registered on the Link before you can make purchases for that event You must fill out a separate EAF for every vendor you wish to make purchases from
VISA TIPS
Y ou can either make an appointment or walk in to meet with the finance staff to take out a Visa The Visa card is always due the next business day at 11:00am so plan accordingly When you return the Club Visa you must bring all original receipts with NO tax No Tax can be charged on the Club Visa cards No alcoholic beverages can be purchased on the Club Visa cards You CANNOT pay for services on the Club Visa card; Services are regularly handled through a contract and are paid through a different process By Friday, most Visa’s are handed out so plan ahead!
HUB TIPS
Y ou must fill out an EAF and submit it to the Club Center Desk to print at the HUB All flyer, poster and shirt designs must be pre-approved by Sarah Griffith by emailing sbgccl@rit.edu There is a 24 hour turn around between the time you turn in your EAF and the time you receive your HUB request The completed HUB request will be placed in your Club Mail Folder Be sure to give enough time to the HUB staff. If it has to be rushed they charge extra!
FREE COPY TIPS
E ach Club has access to 200 free black & white copies each year through the Club Center You have to fill out an EAF and specify that you would like to use your free copies You don’t have to use all 200 at once, you can spread it out across other requests There is a 24 hour turn-around period to receive your copies When the copies are completed they will be placed in your Club mail folder All designs still need to be pre-approved by Sarah Griffith by emailing your design to sbgccl@rit.edu
FINANCE T PS REIMBURSEMENT TIPS
ou will need to fill out an EAF for your reimbursement request. Y You will need to turn in all original itemized receipts when you turn in your EAF. All reimbursements will be done with direct deposit. We can check to see if you are set up for Direct Deposit for reimbursements because it is different than your Payroll Direct Deposit.
PETTY CASH TIPS
Y ou will have to fill out an EAF to request Petty Cash. The reason to request petty cash is so that you have change for an event if you are collecting money. In the EAF detailed descriptions spot, you will tell us the denominations of change you are requesting. The following are the normal denominations: Quarters = $10 rolls Dimes = $5 rolls Nickels = $2 rolls Pennies = $.50 rolls The EAF form must be turned in at least 3 days before your event. You will be notified when the petty cash is ready to be picked up; upon pick up you will have to show your RIT ID. When your event is over your petty cash should be returned ASAP. Cash boxes are available to Clubs free of charge, can be reserved in the Club Center. Boxes are on a “First come, first serve� basis.
DEPOSIT TIPS
A ll deposits require a Deposit Slip to be filled out completely and signed by two club members. We do encourage you to make deposits ASAP to protect you from being responsible for these funds. All deposits must go in the drop box located downstairs outside of the Campus Life Office on the A level.
DONATION TIPS
A donation is classified as funds received from an entity/persons outside of RIT When a donation is made we need three key points of information: Contact name or Company name & Contact person at the company Complete mailing address Amount donated