Procedures for Specific Items
I. Mailing Procedures
A. White mailing slips are available from the University mailroom. The slips are
to be filled out and attached to the letters or packages to be mailed. Each account
will be billed monthly for its mailing expenses. Mailing slips are self explanatory.
All organizations must use this procedure, or the purchase of postage will be denied.
B. Organizations are encouraged to check the account numbers on the white mailing
slips, as account numbers change annually.
II. Phone Service Procedures
A. Telephone installation may be obtained by submitting a request to the SG Finance
Office.
B. All long distance telephone calls must be made on the SUNCOM line. Arrangements
for SUNCOM codes can be made in SG Finance.
C. Organizations are charged for all of their long distance telephone calls.
D. All SUNCOM users are required to maintain a log of all long distance calls. All
long distance calls must be for Student Government business purposes.
E. Suncom may only be used by SG funded organizations.
III. Contracts
A. All personal services provided to a Student Government funded organization must
be contracted prior to the rendering of those services, except for services received
from individuals who qualify as vendors. Vendors must provide their customers with
pre-printed invoices upon rendering of services.
B. The following activities may use contracts: lectures, speakers, bands, performers
of any kind, guards, professional fees, clean up crews and honorariums. This list
is not exhaustive. In order for any SG funded organization to bring a speaker, performer,
or entertainer of any kind, costing over $600, the group must first approach either
ACCENT or SGP, or the Office of Student Activities to handle contract negotiations,
contract agreements, and contract signing.
C. Contracts for all speakers and entertainment that deal in any way with an agency,
or obligate the University of Florida by name, must have the approved signature
of the Director of the Reitz Union. The Student Body Treasurer and the Business
Manager must approve the contract’s SAR prior to the signing of the contract by
the Director of the Reitz Union. When the Student Body Treasurer is officially unavailable,
the SG Administrative Office Manager will serve as a backup for SAR approval.
D. Student Government Finance Office. Once funding is approved, contract procedures
may begin. The SAR must contain a specified total amount of expenditure. This amount
must include expenses such as facility rental, technical support, travel and hospitality.
E. All completed contracts will be forwarded to the Finance Office for documentation
and maintenance of the document.
F. No contract obligating Student Government funds is valid unless its funding has
prior approval by the Student Body Treasurer.
G. Many vendors use standard contracts. These contracts are acceptable to the University
as long as the Director of the Reitz Union signs them before the event.
H. If the vendor or individual does not have a standard contract, an "Other Personal
Services” (OPS) form -- a University document -- must be completed and submitted
to the SG Finance Office prior to the performance. The Director of Purchasing of
the University must approve this document.
IV. Copies
A. The copies line of the organization budget are to be applied only to the Student
Government Copy Center.
V. Food
A. Organizations may spend a maximum of 5% their total budget or $500, whichever
is greater each fiscal year.
B. All activities that include expenditures on food, except for travel activities
must be publicly advertised.
C. Food expenditures incurred on travel activities will be half funded.