Site provides pertinent information, forms, and deadlines to all student organizations. Hopefully, many of your questions will be answered by the information provided on this site; however if it does not, please feel free to email us, call or come by our office. We look forward to working with each of you!
Requirements Organizations Must Meet to Use FundingFund Training provided by Teresa Davis,email@example.com View SGA Fund Training Organization Registration provided by Keri Shiplett, Campus Life, firstname.lastname@example.org Risk Management provided by Keri Shiplett, Campus Life The post assessment your organization receives after attending risk management MUST be completed to receive credit for attending the training. Check your risk management status Training Dates
FY21 Deadlines to Complete all above Requirements to Avoid Penalties
October 31, 2020 or forfeit 1/3 of allocated funding
December 4, 2020 or forfeit an additional 1/3 of allocated funding
February 28, 2021 will forfeit the remaining 1/3 of allocated fundingOrganizations may not utilize their funding until all three requirements (mentioned above) have been met. If your organization has not met all three requirements by the above deadlines the org will forfeit a portion(s) of the allocated amount.
Check Your Balance
You can check the balance of your organization's current allocation by viewing the respective spreadsheet below (graduate or undergraduate). Once you open the spreadsheet scroll down to find your organization, then click on it to see the expenses that have been processed. The spreadsheets are uploaded every Friday (or last day of the week if the university closes early). If your organization is highlighted in the spreadsheets below it is missing one (or more) of the requirements.
Current Fiscal Year - FY20 (September 2019-August 2020)
Upcoming Fiscal Year - FY21 (September 2020-August 2021)
Use this form if your organization has paid for an expense and seeks reimbursement. In order to receive a reimbursement an org MUST be established as a vendor. If org has R# they are setup in TTU system. To become established as a vendor the org must fill out a vendor setup form.
a. Attach "paid" itemized invoice or receipt.
2. Group Travel Application. (must be submitted 3 weeks before trip)
Application must include following:
a. List of all travelers including their R#'s, emergency contact information and residence status if they are international students. TTU enrollment status will be verify before trip, if not in good standing, student is not allowed to use SGA allocated funding.
b. A copy of the Student/Participant Release and Indemnity Agreement for each student traveling. The original can be maintained by the organization for three years.
c. Voucher will not be processed if a copy of the conference or event brochure is not provided.
d. If the organization is traveling outside of the continental or 50 states SGA will submit a travel application for approval from the Office of International Affairs (OIA). If OIA does not approve, SGA may reverse the decision to provide funding for the trip.
e. If any other department on campus is providing funds for the same trip the traveler must disclose the information on the application.
3. Travel Cash Advance Memo
If the organization is requesting a cash advance. The request for funds must be submitted to SGA 45 days before travel. Must be signed by advisor and attached to Travel application when requesting a cash advance.
Use this form when returning from your trip - must be submitted within five business days of return date.
a. Hotel receipts must be itemized, reflect the payment method and have a zero balance.
b. Meal receipts MUST be itemized and reflect the payment method.
c. ALL receipts MUST be the original receipts.
5. Guest Professional Form
Use this form for paying speaker fee, purchase airfare and/or hotel, or reimburse speaker for travel expenses. For SGA to purchase airfare, hotel, speaker fees and/or travel expenses please indicate on form.
Following must be filled out:
b. Vendor Setup Form (anyone/organization seeking payment from TTU HAS to be established as a vendor by utilizing this form) NOTE: if a current vendor needs to update their information or switch to direct deposit they need to use the Vendor Direct Deposit & Advance Payment Notification Form for Existing Vendors
c. International Guests/Speakers MUST be approved through the Office of International Affairs (OIA). Please visit the OIA website to go through the appropriate process. The org needs to begin this process at least 30 days prior to guest arriving on campus.
If you want SGA to pay a vendor for your expense - whether full or partial payment
b. Attach artwork (even if it was previously approved) and attach a copy the email approving the artwork
Use this form if you were not funded through the funding process, a new organization or currently funded, but exhausted full allocation and need assistance for an unexpected expense during the current fiscal year
August 10, 2020 last day to spend FY20 funding
TechConnect - Budgeting System for SGA Funding Process
Who is Your Funding Coordinator
Additional Travel Related Information
- Student Org Travel Policy
- TTU Travel OPs (including international travel)
- Hotel Tax Exemption form (for use within the state of Texas only)
- Student Code of Conduct (organizations must abide when traveling)
- Student/Participant Release and Indemnity Agreement
- Texas Education Code Sec. 51.950 Policy Regarding Student Travel
- Travel Advanced Card Request
- Travel Exception Form
- Vehicle Fleet Services
- Vehicle Fleet Services - Driver Approval Application
- Vehicle Fleet Services - Vehicle Reservation Form
- Missing Receipt Form
Other Funding Forms
- Core Values Program Funding (only non-SGA funded orgs)
- Student Travel Request Form (ONLY for Individual Student Travel) The request for funds must be submitted to SGA 45 days before travel.
a. IF the student is traveling outside of the continental or 50 states SGA will
submit a travel application for approval from the Office of International Affairs
b. Travel funding is contingent upon approval from OIA. If OIA does not approve, SGA may reverse the decision to provide funding for the trip.
c. Also, if any other department on campus is providing funds for the same trip the traveler must disclose the information on the application.