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.     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.

 4.    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.

 5.     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 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.

 6.     Purchase Request Form 

If you want SGA to pay a vendor for your 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 different and could cause your vendor to not be paid up to three months)

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

7.    Contingency Funding Form 

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