Operating Procedures

Forms are submitted through the Orgsync system for all clubs. The completed forms go to the Activity & Service Business Office GC 2201. Make sure to submit the forms at least 15 business days prior to the desired event/purchase date. For Councils and Organizations, please check with your advisor.

Chronological Steps for SGA Budget Request

  1. The A&S Business Office staff sends out the budget request to past year's recipients and new requestors of A&S Funds for them to submit their budget for the new fiscal year. The requestors are responsible for presenting their budgets at the appropriate budget hearings.
  2. The SGA University Council, the SGC MMC Council, and BBC Council meets, deliberates, and amends the requests based on their goals and objectives and the availability of funds.
  3. This budget is then voted on by the respective Councils.
  4. The SGC Presidents signs the budget.
  5. The SGC Presidents sends the budget to the Vice President for Student Affairs for review.
  6. The Vice President for Student Affairs then forwards his/her recommendation to the President of the University.
  7. The President has two weeks to approve or disapprove the budget. The budget becomes the official SGA budget after the approval of the University President.
  8. The A&S Business Office will send notices to all recipients of their approved allocation.  All budgets will be load into the ASBO system and in Panthersoft for the star of the new fiscal year.
  9. The budget process is completed and funds will be ready for use July 1.  

Purchasing Procedures

For all clubs using their allocation the Advisor's and Campus Life Advisor's authorization are required via Orgsync when initiating the request for the release of their approved funds. The A&S Business Office staff is required to inform and instruct the Committee chairpersons and student leaders on the policies and procedures of the University. This will allow for the appropriate planning of the activities and ensure that the funds are accurately assigned in the individual accounts and categories.If your organization is using Activities and Service Fees (funds from SGA), your event is required to be open and free to ALL FIU students.  SGA Finance Code requires that all expenditures be made through an established process. In order to spend your SGA funds you must complete File for Funds and/or Travel Request forms via Orgsync.  

MMC and BBC

Forms are submitted through the Orgsync system for all clubs. The completed forms are forwarded to the Activity & Service Business Office once the Campus Live advisor has approved it.  Make sure to submit the forms at least 15 business days prior to the desired event/purchase date. For Councils and Organizations, please check with your advisor.

File for Funds should have

  • Information completed with contact information, and amount needed for event
  • List or invoice of items and/or services being purchased for an event (all purchases should be paid by the office with a commodity card and/or Purchase Order - please call for information)
  • Make sure a flyer/announcement is attached and the flyer/announcement must have the SGA logo or affirm that event is funded by SGA, also it needs to include "Open to all FIU students"
  • Make sure there are sufficient funds in the organization's account.

The proper office will review the File for Funds request form prior to processing. If there are any questions or your request is declined, you will be notified. The File for Funds request will be processed after it has been approved. At no time before the File for Funds form request is approved should your organization commit any funds. Individuals/organizations that make a purchase without prior approval should understand that they will not be reimbursed and should consider the purchase a donation.

The SGA Finance Code prohibits paying expenditures without proper authorization. Overspending is also prohibited. Organizations are responsible for reimbursing Student Government for the amount overspent.

Your organization's SGA money is spent through the use of a Purchase Order (PO), Commodity Credit card, Smart Billing and/or reimbursement when needed.

Commodity Card

The Commodity Card is designed to improve efficiency in processing; it allows the A&S Business Office to make purchases of materials, supplies, services and non-capital outlay (OCO) equipment (less than $5,000 unit cost) directly from any vendor that accepts VISA. Orders can be placed by phone, by fax, over the Internet or in person.

Purchase Order

An official document issued by FIU's Purchasing department that lists all the order details (items, quantities, prices, contacts, authorized users, dates valid, and PO#). This document goes to the vendor and acts as a guarantee of payment for their goods/services.

Smart Billing

Used for on-campus vendors such as the Graham University Center, Wolfe University Center, Publications, Parking Service, and other FIU departments. Submit a File for Funds Request along with quote from the department which services are requested.

Agreement for Services

This is used when you employ someone for a service (such as production, staging, lighting) rather than a commodity. Payment will be issued after services rendered. Please work with the Campus Life Office to make sure all forms are taken care of before the event, due to the different services. Most services require that the vendor has an insurance form filed with the University's Purchasing department.

Entertainment Performance Agreement

A contractual service occurs when you hire a person or group to provide you with a service (for example, DJ's, comedians, lectures and bands) instead of a commodity (for example, food, t-shirts or other merchandise). Student organizations ARE NOT authorized to sign ANY contracts (they are not legal entities of Florida International University). All requests for an entertainment performance agreement must be reviewed and signed by the VP for Student Affairs.

The purchasing process for an entertainment performance agreement entails completing the appropriate Contract Information form and attaching all essential documentation. All paperwork must be submitted at least 15 business days prior to the event date. If a check is needed on the day of the event, it must be indicated on your request form and submitted 20 business days prior to the event date.

FIU employees, in any capacity (full-time, part-time, OPS, etc.), cannot be paid via a purchase order since they cannot be classified as an independent contractor. Student organizations, agencies, bureaus, and affiliated projects cannot pay FIU employees or organization members for services rendered or for any goods.

After obtaining the goods/services, your organization needs to submit the receipt/invoice from the vendor to the A&S Business Office within 5 days of the purchase. This is to ensure the vendor receives payment in a timely fashion. Failure to comply with completion of the Purchasing process may result in a "hold" on your student records.

Please note: Items purchased for recurring use must be stored on campus and must be able to present such inventory for audit.

Reimbursements to Individuals are no longer allowed - please contact the office for further information.

Procedures for Travel

Travel must be authorized in advance. The adviser must approve the detailed travel plans, and funds must be available in the agency/organization budget. The Travel Request form must be submitted to the A&S Business Office at least three (4) weeks prior to the trip. The Travel Request form can be found in the Forms link above.

Remember depending on the nature of the trip, advance registration and flight reservation need to be arranged and paid with ample time - please plan accordingly.

Requests for Travel will need the following

  • Travel for Funds form completed with appropriate signatures
  • Release Forms from each student traveling
  • List of participants - only students with valid panther ID
  • Agenda for the conference/seminar
  • Registration form for conference/seminar

The traveler will be reimbursed for approved expenses after returning from the trip, if they have not been directly charged to the University's group travel card. Make sure that all receipts for expenses are submitted to the A&S Business Office within 10 days of the day of travel. If receipts are not received within 10 days, the travel request may be cancelled revoking your right to any reimbursement. The request for travel is used for one person unless otherwise indicated.

Transportation - Car and Air Travel / Mileage

All driving must follow a usually-traveled route. Mileage reimbursement is when your OWN automobile is driven and is reimbursed at $.44 per mile; mileage is based on the university's listing of mileage from Miami to various in-state and out-of-state locations. This information can be obtained from the travel department's website

*Gas is not reimbursed when a private automobile is driven. The $.445 mileage reimbursement covers gas and mileage.

Rental Cars

The University currently has a state contract with Enterprise. Reservations will be made directly by the A&S Business Office. Only the student who is listed as the traveler on the form will be allowed to pick up and drive the vehicle. Traveler will need to pay the rental cost and will be reimbursed.

Air Travel

Transportation by common carrier when traveling on official business will be paid directly by the University group travel card. Also, it may be paid directly by the traveler and must be substantiated by a paid receipt. Charges assessed for the replacement of lost tickets are not reimbursable, and will be borne by the traveler.

Lodging

Hotel charges should be justified if over $150 per night in the State of Florida or if over $150 out of the state. Charges should be comparable to the area (i.e., $250 would not be unusual in New York but would be in Athens, Georgia). Travelers should try to stay 4 to a room if possible.

Request for Reimbursement - ONLY applies to Graduate & Professional Student Committee (GPSC).

Conference Registration

Registration fees can be paid prior to the travel through a University group travel card. You will need to submit a completed registration form to the A&S Business Office prior to the registration due date. Please be aware of early bird specials and make an effort to submit the Travel Request Forms to the office in order to meet conference deadlines.

Direct Deposit or Reimbursement checks are mailed directly to the traveler by the University Controller's Office.

Contact

Activity and Service Business Office
11200 SW 8th Street
GC 2201
Miami, FL 33199

305-348-3077
Fax 305-348-6001

asbo@fiu.edu

Office Hours

Monday - Friday 8:30 am to 5:00 pm

Office Staff

Silvana Rogelis, Finance Manager

305-348-2720

rogeliss@fiu.edu

Maria T. Reyes, Sr. Accounting Clerk

305-348-3077

reyesmt@fiu.edu

Teresa Amador, Coordinator, Administrative Services

305-348-3077

tamador@fiu.edu

Student Assistants:

Safiyah Baxter

Yalisis Figueroa

Chantal Murphy