Quick Tips
- Use Petty Cash Voucher for purchases $25 and under
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It's easy! As long as you have prior approval from your director if you're an AS Employee or from the AS Business Director, you can go out and purchase an item or items with ease. Just attach your receipt to the petty cash voucher that can be picked up in the Finance Office (VU 538)or Business Office (VU 513) and return it to the Business Director for signing.
- Fill out an Expenditure Request for purchases over $25
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This year we have transformed the ER into an E-form that can be found under the E-form tab on the main Business Office web page. This form should be sent to your director if you are an AS Employee for the appropriate approval or AS Business Director if you happen to be a club. All reimbursements or purchases should be approved before the event/activity is to take place.
- Be sure to make travel arrangements with all the correct forms
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Don't plan a week before you leave. It is good to plan at least one month in advance. There must be a separate Expenditure Request filled out for Airline, Hotel, Per Diem, or Registration Fees. All travel must be pre-approved before any Expenditure Requests are processed. If travel is not approved, then no forms of payment will be provided. For travel out of state or over 24 hours a Travel Justification is required. Anytime travel plans include vehicle related expenses such as gas, rental cars or vans, parking, etc. a Vehicle Authorization form is required for each driver.
- For general purchasing, request a Purchase Order
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A Purchase Order is a promise to pay. It is a document the Finance Office produces after receiving the approved Expenditure Request promising a certain amount of money from the University to the vendor. After a specific amount is spent at the vendor, they will then bill the University for that amount.
- Request a Check for contracted services, subscriptions, membership fees etc.
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As long as the Business Director and Finance Office have the approved ER along with the appropriate back up, such as the contract and subscription form, there should be no problem with processing a check. Checks are run every Thursday, so be sure to have your Expenditure Request sent by that Monday.
- Open Orders are convenient for most University services
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This works just as a purchase order, but it is an option to attach to the purchase order when you expect to buy from a vendor repeatedly. Open orders are an open-end guarantee of payment, useful in particular for the A.S. Bookstore, Copy Services, and the A.S. Publicity Center. Open orders are done on a quarterly basis and are cleared out at the end of each quarter. You will need to fill out a new ER for an open order each quarter for those on-campus vendors.
- Additional sources of funding within the Associated Students
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Additional Sources of Funding within the Associated Students is available if you do not have enough money in your budget for an activity or special event which your group wishes to plan. All non-E.S.C. clubs are eligible for Activities Council funding. The request forms are available online from the E-forms section of the Club Website . See the Vice President of Activities for further details. All E.S.C. clubs are able to receive funds from the E.S.C. Steering Committee. See the Vice President of Diversity for further details.
- Fill out an Expenditure Request for any reservations with a fee
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If you should be making reservations for a space at Western and a fee is required, paying the fee through an expenditure request would be the best choice.
- Pick up supplies at the Bookstore with a Bookstore Order Form
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A Bookstore Order form is filled out to purchase supplies at the Associated Students Bookstore. These forms require a signature and stamp from a member of the VU Finance Office staff in order to be processed. Forms are available in the Finance Office (VU 538). An expenditure request will need to be approved before this form can be completed. It would be convenient to fill out an Open Order for purchases made at the Bookstore in case you decide to go back later on in the quarter.