1. You must have all the details for the type of event you wish to hold. Include a detailed expense tracker, i.e. food/drink breakdown. Receipts must match your request.
2. Time, date, location, the estimated number of participants, total cost after the itemized breakdown of expenses, where items are to be purchased from, or who the vendor is to be used.
3. Must list all information for event organizer and advisor of the organization. Also, your advisor must be made aware of any requests that are made to AFAC and must approve the request before submitting. AFAC will assume that you have followed these steps.
4. In order to submit a request for AFAC allocation for student organization you must fill out the OAP by September 30^th, 2022.

1. A decision will be made, and a response will be sent to the organization within 24 business hours (3 working days). There may be a delay in AFAC’s decision if all the information needed is not included in the request. AFAC reserves the right to send the request back asking for more information. Anything that is labeled “miscellaneous” will not be approved.
2. All decisions will be sent from the Student Engagement Team– no other student representative on the committee can discuss your request or answer questions concerning the decisions of AFAC.

• Each organization gets a specific account number to use regarding all transactions. This number must be included on all documents where payment is expected. The number has twelve (12) digits 9-001-xxxx-3999. The middle four numbers are unique to your organization. i.e., The Fun Club 9-0001-1234-3999
  
  
• You should work with your advisor concerning the best way to use the funds. There are several ways which goods and services can be purchased.
  1. Purchased in a retail store or market and get reimbursed. Must retain the receipt to present to the Student Financial Service Office in Corson Hall. There is a form that must be filled out and submitted with your advisor’s signature. *Please note – the college does not reimburse for PA Sales Tax. The College is a non- profit and does not pay PA Sales Tax on goods or services that help operate the College or its programs.
  2. Research your items and contact the Assistant Director of Student Engagement Nicole Cullura at ncullura@ursinus.edu. She can assist you with how to secure your item(s) without you spending your own money and it will be tax exempt. You must be able to tell Student Engagement where you are looking to purchase your items. The AD may make other recommendations that may be less expensive or with vendors that the college has a relationship with.

• The college’s Amazon Business account – again – contact the Assistant Director of Student Engagement and let them know that you wish to make a purchase on Amazon. 
• Contracts – if you are working with a vendor that provides a service that requires a contract to executed, you must have your advisor fill out a Contract Routing Form found on the Business Office webpage under contracts. The College requires that the vendor have insurance and co-insure the college for the event or activity. Also, a W-9 will be required from the vendor for tax purposes. All the items needed in this area can be found on the Business Office webpage under contracts and all materials must be sent to Christopher Guy, the college’s Controller.
• Invoices – Expenses may also be paid by invoice if a vendor issues your organization one for services or goods provide to the college. You can then submit a Check Request form to the Business Office. With an invoice – all you need to do is make sure that all the information below is listed:
  1. Name of vendor
  2. Amount to be paid and how
  3. When, where, and what is being purchased
  4. Address of vendor
  5. Any special instructions pertaining to services or goods be purchased.

For all these items – please note that your advisor and only your advisor can sign reimbursement forms and invoices. Also, they must submit the contract routing forms, contracts, insurance, and W-9s to the Business Office (Christopher Guy – Controller).

• If you purchase food from any vendor, they must have the following in place for the college to make payment:
  • Business License
  • Dept. of Health Inspection Certificate
  • Insurance Certificate – Liability Insurance

• Places that should have these readily available and are okay are
  • Supermarkets, Big Box Store (Costco, Target, etc.)
  • Pizza Shops
  • Fast Food Joints
  • Chain Restaurants

• Places that you will need to get the above from and have on file with the Business Office before any purchases can be made.
• No outside food in Wismer Hall or the Commons – due to Sodexo holding the Board of Health Certificate. You may bring food if it prepared by a licensed, insured, certified business. NO Potluck or home cooking.