Student Organization Handbook – Section II. B.

Section II. Using Your Student Organization Account

B. The Preapproval Process for Purchases

To start the preapproval process, an officer should submit a completed Purchase Request one (1) or more weeks in advance of the time the student organization would like the payment or purchase to be made. Before filling out the form, the officer should research the following:

  • What is being purchased: An order may not be made without an approval for the purchase.
  • Why it is being purchased: Detailed information is required. This is the stated business purpose for the purchase. The business purpose should include specifically what your purchase is for as well as information on whether your purchase is for an event and, if so, the date, time, and location it will take place.
  • If the purchase will be given to someone else (as in the case of a gift or an honorarium) and a description of who will receive the item (listed by name and, if applicable, student ID#). Recipients may be asked to sign some additional paperwork for the university.
  • The quantity and estimated cost of the item(s) your student organization would like to purchase.
  • Estimate of processing costs (such as any setup fees) and shipping costs. Expedited shipping costs and rush fees will not be paid by the university and should not be incurred.
  • If the purchase is for a gift or award, detailed information on how the purchase relates to your event or student organization is required. Additionally, a list of the names of recipients will be asked for, along with their Boise State ID numbers and affiliation to the organization or the university.
  • Any graphics and text that are part of a purchase (e.g. a T-shirt promoting the student organization) must be attached and submitted with the request. Not attaching this information will slow the approval and ordering process.

Please keep in mind any request for purchases or payments by student organizations must be sent to various offices on campus for approval. Plan in advance for these types of requests.

All reimbursements must be preapproved.

If you have questions about the status of a submitted Purchase Request Form, you will be able to check for yourself via OrgSync if you are logged-in to your account and if you were the person who submitted the form. If you have any additional questions, call the Student Involvement and Leadership Center at (208) 426-1223.

Submitting a Purchase Request Online

Submitting your Purchase Requests online is easy; simply access the form via OrgSync. If you have questions about accessing the forms or using OrgSync, feel free to contact the Student Involvement and Leadership Center at (208) 426-1223 or by stopping in our offices on the 2nd floor of the Student Union.

Off-Campus Bank Accounts

Boise State University does not allow student organizations to maintain off-campus bank accounts. Only social sororities and fraternities, based on the unique nature and their affiliations to national organizations, are allowed the ability to maintain off-campus bank accounts.

Charges for Conference Services

All charges related to Boise State University Conference Services (such as: audio/visual equipment, personnel, flipcharts, extended hours, security for events) are charged directly to the student organization’s account at the time of the reservation with Conference Services.

A copy of the charges for the student organization will be sent to the student organization’s mailbox. It’s important for student organization members to verify the balance in their organization’s account prior to charging any reservations and catering. Insufficient funds in a student organization’s account may result in a change from Active to Inactive status. If an entity other than the student organization is paying for the invoice, that entity must submit a check to your organization to be deposited into the organization’s account for payment before the event occurs and a Cosponsorship Agreement must be completed and approved for the event.

Purchasing Food on Campus

Boise State University has an exclusive food contract with University Dining Services. If your student organization purchases food through Dining Services, the bill will not be directly charged to the organization’s account. Instead, the following paperwork must be submitted to the Student Involvement and Leadership Center:

  • Purchase Request – Approval from two officers in your organization is required on an purchase request. If a purchase is over $1,500.00, approval is also required from your organization’s advisor. Additionally, food/entertainment expense information must be completed in detail, along with a clear business purpose stating the why, when, where, who, what and how the event is related to the mission of the organization. Detail is required.
  • Provide a roster of attendees, and in the case of large events, rosters of attendees are still required by the university, especially if your event is an induction or dinner where an RSVP is required. If you’re unable to provide this information, the number of attendees and a formal memo explaining why a roster was not kept must be submitted immediately following your event or meeting.
  • A copy of a meeting agenda/event flyer-promo/invitation from your organization submitted immediately following the event.

A Purchase Request should be submitted to the Student Involvement and Leadership Center and approved before your organization places an order with University Dining Services. When placing an order, you must also submit a copy of the approved Purchase Request to Dining Services.

Invoices for Dining Services must be paid within 30 days after the date the food is delivered. Please remember: it takes up to three (3) weeks for the university to process payment documentation and to “cut a check” once paperwork has been submitted. This counts as part of the 30 days. Outstanding invoices over 30 days are subject to re-invoicing, per the state contract with Aramark, will be re-invoiced with no discounts, plus extra processing fees and interest. Outstanding invoices may also result in the loss of catering privileges and in the student organization’s status being changed from Active to Inactive.

Purchasing Food Off Of Campus

When purchasing meals for members of your student organization in the state of Idaho, students must stay within state of Idaho per diem, spending no more than $30 per day, per student. The per diem for meals varies between states in the U.S. and your organization may be able to spend more than $30 per day, per student depending on where the travel takes place outside of Idaho. Following is the breakdown of how the state of Idaho $30 per diem works for each meal of the day:

  • Breakfast: $7.50 (before 11:00 a.m.) 25% of $30
  • Lunch: $10.50 (between 11:00 a.m. and 5:00 p.m.) 35% of $30
  • Dinner: $16.50 (after 5:00 p.m.) 55% of $30

These allowed meal expenditures include gratuity. State of Idaho policy does not allow for gratuity in excess of 18 percent. The entire expense of a meal should be all-inclusive to the allowed per diem. (eg., $7.50 includes your breakfast entrée, beverage and gratuity).

The following paperwork must be submitted to the Student Involvement and Leadership Center to pay for off-campus food:

  • Purchase Request – Approval from two officers in your organization is required on a purchase request. If a purchase is over $1,500.00, approval is also required from your organization’s advisor. Additionally, food/entertainment expense information must be completed in detail, along with a clear business purpose stating the why, when, where, who, what and how the event is related to the mission of the organization. Detail is required.
  • Provide a roster of attendees (including full names and affiliation to the organization), and in the case of large events, rosters of attendees are still required by the university, especially if your event is an induction or dinner where an RSVP is required. If you are unable to provide this information, the number of attendees and a formal memo explaining why a roster was not kept must be submitted immediately following your event or meeting.
  • A copy of a meeting agenda/event flyer-promo/invitation from your organization submitted immediately following your event or meeting.
  • Original itemized receipt, and credit card receipt or a copy of the front and back of the canceled check.

Bringing Non-University Dining Services Food onto Campus for a Meeting or Event

Occasionally, your student organization may want to purchase food from a vendor off campus and then bring it to campus for a meeting. To do so, complete these steps:

  • A Catering Exemption Request Form must be completed, submitted, and approved by University Dining Services before the student organization can proceed. This form is located online through the Student Involvement and Leadership Center’s website under the tab titled “forms.”
  • If Catering Exemption is approved, submit a Purchase Request through OrgSync.
  • If approved, an organization may only bring up to $50 worth of food to campus.
  • Food may be brought to campus for regularly scheduled club meetings only (not for events).  The meeting may not be open to the public and only members may attend.
  • Food may not be delivered to campus by a vendor (e.g., pizza cannot be delivered to the organization on campus).
  • The Student Involvement and Leadership Center will not accept submitted reimbursements without an approved Purchase Request.

Gifts, Awards, Prizes and Promotional Items

According to the Internal Revenue Service (IRS), any kind of award, memento, presentation/recognition item, door prize, gift, gift certificates or cash gift may be taxable when given to any person (including students, Boise State University employees or community members). Even if an item is donated to your student organization to give away, a person may still be taxed on it if she/he has accumulated $600 or more in such prizes in a given year from a single source. For example, a student organization may give a person a $20 T-shirt, but if that person has collected $580 in other prizes from other departments at Boise State University, she/he will be taxed.

The IRS makes no distinction between sub units of the university — anything at Boise State University is considered one source. For a student organization to use its funds to purchase such items, two requirements must be met:

  • Business Purpose Requirement: A clear business purpose must be provided for the award. A section on the Purchase Request is provided for this information. Details are required.
  • Meaningful Presentation: The award must be given as part of a meaningful presentation. Frequently, an award is presented or announced at an event. You will provide this information by completing an Purchase Request. Every effort should be made by the student organization to avoid the appearance of personal gift giving or favoritism.

If the student organization is hosting an event and providing gifts, awards or promotional items as a part of the event (such as door prizes or giveaways), the students, faculty/staff advisor(s), and family members affiliated with the organizing group are not eligible to win.

Any Boise State University student is eligible to win a prize, if offered, at a Student Affairs function as long as she/he meets the following criteria:

  • All financial prize paperwork has been completed, including all tax documentation and additional paperwork required for international students.
  • The individual does not have any affiliation whatsoever with the Boise State student organization sponsoring the event/function.
  • The individual does not have any affiliation with any other Boise State student organization under the supervision of the Associate Vice President of Student Affairs.
  • The individual does not have any immediate family members who are affiliated with the Boise State student organization sponsoring the event/function.
  • The individual does not have any immediate family members who are affiliated with any other Boise State organization under the supervision of the Associate Vice President of Student Affairs.

Paying For Gifts, Awards and Promotions

Once your student organization is preapproved to purchase and give a gift, award or promotional item, the Student Involvement and Leadership Center will assist with the actual purchase. Depending on the cost, number of items being purchased and other factors, they can help with processing reimbursements; requesting a Purchase Order; or obtaining an invoice directly from the vendor.

The Payment Process

Once a request to purchase a gift, award or promotional item is approved, the following documents must be submitted to the Student Involvement and Leadership Center before payment will be made.

  • Purchase Request – Approval from two officers in your organization is required on a purchase request. If a purchase is over $1,500.00, approval is also required from your organization’s advisor. Additionally, food/entertainment expense information must be completed in detail, along with a clear business purpose stating the why, when, where, who, what and how the event is related to the mission of the organization. Detail is required.
  • Original itemized receipt(s); credit card slip(s); invoice(s); order form (copies won’t be accepted).
  • Meeting Agenda/Event Flyer-Promo/Invitation: the business purpose must be clear and concise. Detail is required.
  • Gift/Award for non-employees for each recipient. Exception to completing this form is made for bulk promotional items.

Giving Gifts to Boise State University Employees and Nonresident Aliens

Restrictions on purchasing gifts for Boise State employees: Gifts to state employees are income taxable to that employee, and there is a limit on the amount an employee can receive within the total time of employment with the state.

Taxable gifts, awards, or incentives given to nonresident aliens are subject to 30 percent withholding and will be reported on a 1042-S by the Boise State Administrative Accounting Department.

Showing Movies

If your student organization would like to do a public performance of a movie on or off-campus, a license may need to be purchased in order to secure the rights to show the film. Contact the Student Involvement and Leadership Center for assistance purchasing film screening rights. Albertsons Library on campus also has a set of movie titles available for which the university has already paid the rights to be able to show. Further information on what constitutes a public performance of a movie can be found online here.

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