Programming Guide

Programming Guide

Accessing and Using Your Money

Money appropriated to your organization is placed in your organization's account. However, students do not have direct access to these accounts so you must use the following methods to access that money.

Cash Advances

If the funds in your account allow, you can obtain up to $200 in cash from the College in order to purchase items related to your event. If your group needs to obtain more than $200, multiple students must receive cash advances.

In order to obtain a cash advance, you must fill out an Advance Voucher in the Student Activities Office located behind the Smith Union information desk.

You will need the following information:

  • Name of the person receiving the funds and their telephone number
  • Department initiating the advance
  • Sponsoring organization and that organization's account number
  • Amount of the advance
  • Brief description of the event
  • Payment request date

After you have completed the voucher and it has been signed by a member of the Student Activities Office, you must take the voucher to the Bursar's Office on the 2nd floor of the McLellan Building (located by the train station) to receive the cash. Please note that once you receive the cash, you take responsiblity for it.

Within 10 days from receiving your cash advance, you must account for it in the Student Activities Office with receipts (all receipts must be itemized, non-itemized receipts will not be reimbursed), unused cash or a combination of the two. At this time, you will also be asked to complete a second portion of the original voucher.

Reimbursements

Mindful of the funds in your organization's account, you can also simply spend money and be reimbursed from that account.

In order to be reimbursed, you must fill out an Accounts Payable Voucher and include the appropriate receipts (all receipts must be itemized, non-itemized receipts will not be reimbursed). This form can be completed online or in the Student Activities Office. Online it can be found at http://www.bowdoin.edu/controller/pdf/APVoucher.pdf. The completed voucher will need to be signed by a member of the Student Activities staff.

If the total amount of the reimbursement is less than $200, you can be reimbursed in cash by taking the authorized voucher to the Bursar's Office on the 2nd floor of the McLellan Building (located by the train station). Reimbursements greater than $200, however, must be turned into the Student Activities Office and will be paid via check in the next pay cycle. If you have an active direct deposit arrangement for paychecks, the reimbursement will be deposited directly.

Student Activities Corporate Credit Card (for online purchases only)

If you are placing an order online, you can use the Student Activities Corporate Credit Card. In order to request use of the card, you must provide proof of funding approval (an email form the SAFC or other funding source would suffice) to the Student Activities staff. 

If you are allowed to use the card, you can only use it within the Student Activites Office and the items ordered must be shipped to that office (not your SU box). Receipts must be printed on location and filed in the credit card folder with a note including the name of your organization and the amount on the printed receipts.

Wal-Mart Credit Card (for purchases at Wal-Mart only)

If your organization has received funding, you can check out the Wal-Mart card for a few hours. In order to do so, you simply need to request it in the Student Activities Office, sign it out and return it (accompanied with the appropriate receipts) by 5 PM on the same day.

Please note that the card is accompanied by a tax-exempt slip which must be given to the checker before he or she begins ringing up your items for purchase.