Texas Tech University

SGA Forms

 

1.     General Reimbursement Form

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    Guest Professional Form and Guest Airfare and Hotel Only 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:

        a.    Independent Contractor Questionnaire (ICQ) Form

b.    Vendor Setup Form (anyone/organization seeking payment from TTU HAS to be established as a vendor)   NOTE:  if a vendor needs to update their information fill out the followig form "Information Update Form for Existng Vendors."   Need to update or add direct deposit fill out the following form "Vendor Direct Deposit."

c.    International Guests/Speakers MUST be approved through the Office of International Affairs (OIA). Please visit the OIA website for direction.   The org needs to begin this process at least 30 days prior to guest arriving on campus.

 3.     Purchase Request Form 

If you want SGA to pay a vendor for organization expense - whether full or partial payment

a.    Attach itemized sales order/quote (if an invoice is attached it will be assumed that you have already received the product so the process will be slightly delayied)

b.   Attach artwork (even if it was previously approved) and attach a copy the email approving the artwork

4.    Contingency Funding Form 

This process exists to allow allocation of funds thorughout the year for events or projects not previously budgeted for. 

Currently funded student organizations may receive up to an additional 25% of the allocated amount.  Full allocation must be exhausted and need assistance for an unexpected expense during the current fiscal year.    

Use this form if you were not funded through the funding process or a new organization.

New organizations (have not applied for funding in three (3) years) are eligible for up to $500 of contingency funding.

An officer of the organization (preferably the president or treasurer) must complete the Contingency Funding Form. NOTE: The advisor cannot fill out form. Provide this form and any additional information, either in person or via e-mail, to the Business Coordinator Teresa Davis teresa.y.davis@ttu.edu.

5.    Expense Approval Form

For requesting pre-approval on artwork and/or unique expenses.   Any item with a printing design must have SGA logo or "Sponsored by Student Government Associaiton."

 6.     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.

7.     Group Travel Return Form 

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.

8.     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.

Additional Travel Related Information