Original August, 2010
Amended January, 2015 – removed SOP004 and changed Office of the Chancellor to System Office
MINNESOTA STATE COLLEGES AND UNIVERSITIES
SYSTEM OFFICE
SPONSORSHIP CHECKLIST
The following is to be provided in accordance with System Office Sponsorship Procedure.
Pre-Submission
The Unit determines a need to sponsor a conference or activity, after determining the Minnesota State
Colleges and Universities system will receive a benefit from such sponsorship.
The Unit needs to provide information regarding the goods and/or services’ value received as a result of the sponsorship. Ideally, that information should be delineated by the vendor.
•
Does part of the sponsorship cover goods (registration fees, booth expenses or other expenses)? If so, what would those fees normally be?
•
What additional benefits will MnSCU receive, above the covered fees / expenses covered by the sponsorship payment?
A Special Expense Form, or memo, needs to be approved by an AVC or above, detailing the above.
Submission
The requesting Unit completes a purchase requisition for the value of the sponsorship, and submits to the Business Office for encumbrance, along with the Special Expense Form, or memo, and supporting documentation from the vendor.
The Business Office reviews and approves or, if needed, requests further clarification.
Sponsorship is approved and an encumbrance (purchase order) is processed and sent to the requesting
Unit.
Post-Submission
Approved invoice is submitted to Accounts Payable for payment.