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The Department of Student Life allocates $400
for each Certified Student Organization per
academic year.
Effective January 2013 new Certified Student
Organization (CSO) will be required for funding
and to reserve space.
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Funds are managed and dispersed through
the Business Manager for the Department of
Student Life.
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Funds do not roll over or lapse.
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Funding usually ends in May, date TBD
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There are two ways:
◦ Petty cash advances
◦ Reimbursements
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Through Owl’s Finance Tab!
The President, Vice President and Treasurer
have access to fill out the “Purchase Request
Form”
The “Purchase Request Form” replaces the
paper “Petty Cash/Reimbursement Form
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Use this form whenever you are spending your
“Club Funds”
Purchase Request Tutorial
◦ http://youtu.be/SwHG-FWDaLc
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Subject- Should be the Title of the request (Ex: General Meeting
Food, DJ Service)
Requested Amount- The estimated cost of item(s) and will
determine the amount of cash needed for a cash advance
Description- Field must include a brief but detailed description of
item(s) to be purchased.
Payee Information- These fields are optional. You can skip if
necessary.
Flyer Upload- A Flyer, Announcement, Room Reservation, etc. must
be uploaded to your request.
The form will route to the advisor. It will not come to the Business
Manager for processing until the advisor reviews and approves the
request.
Deliver to Student Life: You will need to turn in to Student Life the
original itemized receipt with no tax paid. Also, if food is purchased
a sign in sheet is required.
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Must be cleared within 5 business days after
the event.
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Need “original” receipts taped down on paper.
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Receipts must be itemized.
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No tax, KSU is tax exempt.
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Requires completion of the Purchase Request
Form.
Complete form same as for Cash Advances.
Exceeds $50.00 may need to process a check
depending on the amount of petty cash on hand.
Itemized original receipts, no tax.
Permitted purchases include:
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Expenses related to travel for conferences
and competitions.
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Educational programs.
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Office supplies and materials.
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Refreshments/snacks for meetings.
Prohibited purchases include;
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Alcohol and tobacco products.
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Philanthropic donations.
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Charitable contributions of any type.
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Gifts or flowers of any type.
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Events not related to a program or
educational event.
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KSU has University approved vendors that must
be used when purchasing promotional type
items.
Any exceptions will require approval from
Business Services. Exceptions are rare.
Approved vendors are tax exempt and use direct
billing which makes things very easy.
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Any printing for promotional items will
require a review and approval by KSU Design
Approval team.
designapproval@kennesaw.edu
KSU approved vendor are familiar with this
process.
1st Coast Printing
Website: http://www.1stcoastprinting.com/
Primary contact: Robin Ray
Phone: 904-716-4800
Fax: 904-285-7915
E-mail: robin@1stcoastprinting.com
Secondary Contact: Susan Batson
Phone: 251-604-7470
E-mail: susan@1stcoastprinting.com
Halo Branded Solutions (Lee Wayne Corporation)
Website: http://www.dh.halocatalog.com/
Primary Contact: Dianne Helliwell
Phone: 770-321-4747
Fax: 678-560-2616
E-mail: Dianne.helliwell@halo.com
Secondary Contact: Jodi Stelling
E-mail: Jodi@adnov.com
Promo Entertainment Group
Website:
http://www.promoentertainmentgroup.com/
Primary Contact: Melanie McGovern
Phone: 404-367-0350
Fax: 404-367-0420
E-mail: Melanie@promoentertainmentgroup.com
Secondary Contact: Ralston Wells
E-mail: Ralston@promoentertainmentgroup.com
The Target Group
Website: http://www.ksugear.com
Primary Contact: Susan Broccolo
Phone: 678-835-5819
Fax: 678-835-5801
E-mail: susan@targetawards.com
Secondary Contact: Angela Montgomery
E-mail: angela@targetawards.com
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KSU has a list of approved caterers that must be
used when a banquet or food event is being
catered.
Catering means that the food is cooked and
prepared, delivered, served and cleaned up by the
service providers.
If you want to pick up food (Costco) and bring back
to the campus and serve it yourself you may go
wherever you like.
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Remember all food functions require a sign in
sheet.
Per diem rates apply even with catering
$7.00, $9.00 and $20.00, to be all inclusive,
linens, tip etc.
KSU approved caterers use tax exempt forms
and direct bill, makes it easy.
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The University System of Georgia has a
contract for general office supplies with
OfficeMax.
For paper and toner cartridges the contract is
with Staples (applies to line item groups only)
Mostly for larger quantities and orders.
Currently, print is exempt from bidding until
December 2013.
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Utilize KSU print shop first, if possible (KSU Print
Shop currently Under Construction)
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Can be reimbursed from KSU TRAC.
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Larger print jobs would require 3 competitive
bids and provide documentation.
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Go with low bid that meets required
specifications.
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Monday through Thursday 10:00 am until
4:00 pm. Lunch generally 12-1.
Travel assistance will be managed by
appointment only. Call Student Life or email
wharrisi@kennesaw.edu
Friday closed to walk-in traffic unless
previous arrangements have been made.