Reserve a P-Card & Manage Finances

There are several ways to pay for expenses through your organization’s account without having to pay with your personal funds.  Of note: If you do happen to pay for something out of your own pocket, please submit the receipt and check request to your advisor.

P-Cards

*Suggested method*

Please read our P-Card policies here.

To Check out a P-Card:

  1. Fill out a P-Card request form online. Submit a request to check out a p-card here.
  2. OACS staff will communicate to set up a time for you to pick up the P-Card.
  3. Fill out the P-Card Check-Out Agreement and turn it in to OACS when you pick up the P-Card.
  4. Be sure to indicate that Vanderbilt has tax exempt status when you make your purchases on the P-Card and save all receipts.
  5. Return P-Card and receipts to the OACS office within 24 hours of check-out.

NOTES:

  • Works just like a credit card.  For any purchase related to your student organization.
  • Please request well in advance. Card is checked out on a first come, first serve basis. Please notice that any failure to abide by the Vanderbilt P-Card Policies will result in a personal loss of P-Card access. If you have a question about a policy, don’t hesitate to contact your advisor.
Your OACS Advisor’s Vanderbilt Purchasing Card
  • Your advisor holds a Vanderbilt Credit Card that can be used to make purchases online or over the phone, though this card is especially suited for paying orders by phone.
  • Make an appointment with your advisor to purchase items
  • Return the receipt for your purchase to your advisor
  • The purchase will be assigned and withdrawn from your organization’s account at the end of the month.

 

Check Requests

Check Request: Used to reimburse students and vendors.

  • You can request a check payment of purchase, but you must provide an invoice for the exact amount of the bill.
  • You can also submit a receipt and be reimbursed for expenses.  Please keep in mind Vanderbilt DOES NOT pay taxes.

 

1180 Request

For any purchase or fund transfer on campus.  Email martha.l.dale@vanderbilt.edu

  • For purchases on Vanderbilt’s Campus
  • Transfers money directly from your account to another university account
  • Requires your advisor’s signature

 

Deposits

OACS Deposit Sheet: Must be filled out for all deposits to your student organization account.

  • You will need to itemize all cash, coins, and checks
  • Submit deposits immediately after a fundraising event. This is extremely important!

 

More on Financials

FAFSA: Free Application for Federal Student Aid

http://studentaid.ed.gov/PORTALSWebApp/students/english/index.jsp

 

Edog: Online Transaction Ledger
  • Your treasurer and president should have access to Edog online, which is the Vanderbilt method of tracking financial transactions. Edog allows you the ability to access your monthly account balance, which you should keep for your records.  If you should have access to Edog and do not, please contact your organization’s advisor.
  • Check the “Total Fund Balance” line for your account balance.  If the number is negative, you have that amount of money in your account.  If the number is positive, you are in debt by that amount.

 

Other Things to Keep in Mind
  • Provide original receipt(s) to your advisor. Always keep copies of your receipts.
  • Keep meticulous records for AcFee applications in the Spring.
  • It’s wise to start the year with a budget, guided by your previous AcFee application, and track your progress monthly.  Contact your advisor to help with this as needed.
    There are many ways to raise funds outside of AcFee, but you still need to know how much your activities cost to determine how much money you will need to raise
  • Download the TAX Exemption Form HERE