Funding & Purchasing

All Registered Student Organizations (RSO) are eligible to request funding, with the exception of individual Sorority and Fraternity chapters.

If the Finance Board does not provide funding, you will need to submit a Purchase Request. If your RSO account does not have sufficient funds, individual student deposits from your members may be an option to help cover the expenses.

Once your event has occurred/supplies have been purchased and the costs have been posted to your internal financial account, your RSO will be reimbursed the amount based on the amount indicated in your funding decision. If your expenses go over the allotted funding amount, your RSO will be held responsible for covering the additional costs. This process takes 3-4 weeks to receive funding reimbursement depending on the complexity of the request.

*** Funding reimbursement will be pro-rated if your requested costs are less than previously stated. (i.e. Funding decision was 50% ($500) of the requested amount of $1000, however the actual cost was $800. The adjusted reimbursement amount would then be $400.

Submit ONE WEEK Prior to Event (Allow additional time for shipping. 4 weeks for hiring a company/performer)

1. Submit a Purchase Request
   • Must include details and supporting documentation for all costs associated with the request
     • Invoice, quote, screenshot
2. Approval Process
   • Purchase Request must go through the approval process
   • Only requests that have made it to the ‘Appropriations’ stage can move forward with purchasing/reimbursement process
   • You will receive an email notification once your request has been approved
3. Schedule an appointment with Susie West (srwest@salisbury.edu) to make purchases
4. Item Pick-up
   • If you have ordered items online (Amazon, etc.) they will be shipped to the CSIL office, and you will be notified you when to come pick them up

How to Submit a Purchase Request (Video)

No, you are unable to withdraw cash from your RSO Account. To use your club’s funds, you must submit a Purchase Request.

You must have an approved Purchase/Funding Request (submit 30 days prior to event) and upload an invoice and W-9 in the request. The invoice should be supplied by the performer. The performer must also provide proof of insurance for them to be able to perform on campus. They will receive their payment 2-3 weeks after the paperwork has been processed.

All performers brought to campus must provide proof of a comprehensive general insurance policy. If they do not carry insurance, they must send an email to Susie West srwest@salisbury.edu stating so. We will then need to request permission to waive our insurance requirements. If the request is not approved, your performer will not be permitted on campus.

Contract Request Form & Submission

You must submit a Purchase Request. Request a W-9 Form (PDF) from whoever is receiving the donation. Use the information from the W-9 to complete a Donation Request Form (PDF). Upload W-9 and completed (and signed) Donation Form in your request.

No, you are unable to use your RSO account funds to reimburse an off-campus account.

To purchase custom items (such as embroidered apparel or giveaways) or printed advertising materials (such as posters to hang on campus bulletin boards), meet with your organization’s CSIL point of contact, who can initiate a Publications order for your organization.

Publications & Marketing Resources

Reimbursements are the exception, not the rule. Reimbursements can be denied if-

1. You don’t have proper receipts
2. You purchased items not permitted under university policy
3. Your organization does not approve the purchase
4. Funds would be used to pay for artist/entertainer/company brought to campus without prior approval
5. You organization does not have enough money to cover the reimbursement

You must submit a Purchase Request and upload a completed expense report with pre-tax totals. You will need to provide original store receipts (no copies) for the purchase that show the subtotal and total.

Once your Purchase Request is approved by the Finance Board, you will have to go into the Finance Board’s office drop off receipts and sign your Expense Report. You will receive a check in the mail approximately 3 weeks after the paperwork has been processed.

Your purchase request will not be approved until the following requirements are met:

• Bring in a hardcopy of the W-9 and original receipts to the Finance Board.
• Original receipts need to be turned in, however for online purchases, or if the receipt is gone, a bank statement or credit card confirmation will suffice. This must show your name on the account and payment details.
• The expense report needs to be completed electronically, signed (electronically or in ink), and printed.
• The address listed on the expense report must match the address listed on the W-9. It is recommended to use your home/permanent residence. NOT your SU address.
• Do not combine the receipt totals in one line on the expense report. List all the receipts on their own lines (delete the pre-filled row names if needed and add the respective store names)
• SU cannot reimburse tax, so list only pre-tax totals on the expense report.
• It will take about 3-4 weeks for the check to arrive at the address listed on the forms.

No, Salisbury University is unable to reimburse tax. For reimbursements, only pre-tax totals should be listed in Expense Reports.

• Food Lion
• Pat’s Pizza
• Sam’s Club on-line ($300 minimum for in-store purchases) *
• Ace Hardware
• Stores the accept our tax-exempt certificate*
• Websites that accept our tax-exempt certificate

*Some locations require a staff member to accompany you when shopping. You are required to schedule an appointment 5 business days prior to the shopping date. There is no shopping on Saturday or Sunday.

Members of organizations must be listed as a Financial Officer in order to be able to submit a request. The roles of members can be changed in the ‘Roster’ section of your organization in Involved@SU. Advisors should not submit any purchase requests.