SGA Forms

General Reimbursement Form

Orgnaization has paid for an expense and seeks reimbursement.   Must attach paid itemized receipt showing proof of payment.  Orgnaization must be established as a TTU vendor to receive reimbursement.    If organization has R# then they are set up.   If not, please fill out Vendor Set UP Forms then forward to Teresa Davis.

 

 

Guest Professional Form & Guest Airfare and Hotel Only Form

• • • Independent Contractor Questionnaire (ICQ) Form
    • Vendor Set up Form
    • International Guests Speakers MUST be approved through the Office of International Affairs.  For information vist OIA website.   In order to pay international guest speakers forms must be turned in 30 days prior to guest arriving.

Purchase Request Form

Purchasing directly through Texas Tech.   SGA submits requisition which includes quote and artwork if applicatiable.  The following documentation is required.

• • • Quote
      
    • Artwork - must be in pdf format (if required)

Contingency Funding Form

This process exists to allow allocation of funds throughout the year for events or projects no previously budgeted for.   Contingency is for organizations that have exhausted and need assistance for an unexpected expense.   Currently funded org can apply for up to 25% of the current allocated amount.  Af officer of the organization (preferably the president or treasure) must complete the form.  New organizations (have not applied for funding in three (3) years) are eligible for up to $500.00.

Expense Approval Form

Group Travel Application

• • • List of travelors to include R#'s, emergency contact information and residence status.
    • TTU enrollment status will be verify before trip, if not in good standing, student is not allowed to use SGA allocated funding.
    • Student/Participate Release and Indemnity Agreement for each student is required.
    • Copy of conference or event website information.
    • International travel must be approved by Office of International Affairs.
    • If receiving funding from other department organization must notifiy SGA of such funding.

Group Travel Return Form

• • • Hotel receipts must be itemized, reflect the payment method and have a zero balance.
    • Meal receipts MUST be itemized and reflect payment method.
    • All receipts MUST be the original receipts.
    • Do not TAPE DOWN RECEIPTS.

Vendor Setup Forms

Used to create a placement in TTU purchasing system.   To process a reimburements the organization MUST be set up in TTU purchasing system.  Reimbursements must be set up as direct deposit.  Fill out form completely including tax ID # then email to teresa.y.davis@ttu.edu.   

• • • Guest speaker receiving fee must fill out vendor setup forms and ICQ.  Must be submitted 4 weeks before event.   When completed email to teresa.y.davis@ttu.edu.  
    • International Guest Speakers must fill out additional forms therefore allow 8 weeks to be completed.
      

 

 

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