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Financial Procedures

There are many ways to pay for goods and services through your organization's account without having to pay with your personal money including a Small Purchase Order, 1180, or Check Request

If you do pay for something out of your personal pocket submit the receipt and check request to your advisor.

Request forms are now online!

• Purchase Order Request - for select local businesses
• Check Request - to reimburse students & vendors
• 1180 Request - for on campus purchases
• Deposit Sheet - for all deposits to your org account

1180
-For purchases on-campus
-Transfers money directly from your account to another university account
-Requires advisors signature

Small Purchase Order (SPO)
-Purchases under $500
-Bring back receipt after use

Check request
-Can request a check payment of purchase -must provide invoice for exact amount of bill!
-Can submit a receipt and be reimbursed for expenses –Vanderbilt doesn’t pay taxes

Purchases with a Vanderbilt Purchasing Card (P-Card)
Your advisor holds a Vanderbilt Credit Card that can be used to make online purchases or those over the 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The purchase will be assigned and withdrawn from your organization’s account at the end of the month

Deposits
-Must itemize all cash, coin, and checks
-Submit deposits immediately after a fundraising event

Ledger
-Your organization will receive a monthly account balance in your mailbox in the CPH. Keep for your records
-Check the “Total Fund Balance” line for your account balance
-If the number is negative, you have this money in your account. If the number if positive, you are in debt that amount.

Other
-Keep meticulous records for AcFee applications in the Spring
-Wise to start the year with a budget, guided by your previous AcFee application, and track your progress monthly
-There are many ways to raise funds outside of AcFee, but you still need to know how much your activities cost to know how much you should raise
-Always take your tax exempt form!

 

Contact Us!
Active Citizenship & Service | Vanderbilt University
Box 6308, Station B | Nashville, TN 37235
615-343-7878