SGA Purchasing Card rules & late policy

SGA Purchasing Card Authorization - bring to the SGA Office to use a credit card for a club purchase

Complete the Fundraising Application Form on ProfLink.

Deposit cash and/or checks at the SGA Office (Student Center Expansion 155) immediately after your fundraiser.

This is the preferred method of purchasing at Rowan University:

Shoppers (Student Organization Presidents, Treasurers, and/or Advisors)

PLEASE REVIEW DETAILED INSTRUCTIONS on the Office of Contracting & Procurement website!! Shopper Role Guide | Getting Started | How To | Recorded training

1. Complete a SGA ProConnect Shopping Authorization form. This should be signed by a club officer and your advisor and given to the club member who will shop using ProConnect.
   
   
2. Create a Shopping Cart using a Punchout, Standing Order Form, or Shop > Shopping > Non-Catalog Item.
   
   
   • VENDOR: Search for vendors by typing and selecting the 🔍 icon to search, then select the vendor. If your vendor is not listed, please contact SGA staff for next steps.
   • COMMODITY CODE: If a Commodity Code is not automatically populated, click the 🔍 icon to search. Type in the “Description contains…” box and click Filter. Then, click + next to the most appropriate one.
   • CART NAME: Please rename your cart SGA [CLUB] [YYYY-MM-DD] [description]
   • ASSIGN CART TO: Type “Molina” in Last Name field and Search, click + next to Molina, Miriam to assign to molinam@rowan.edu. If you are only a ProConnect Shopper for SGA clubs, you can check the Add to Profile button to save Miriam as your typical requisitioner. 
   • NOTE TO ASSIGNEE: Please list your Regular or Extra Org number here. Failure to include your Banner Finance Org number here will require a purchaser to contact you again for this information and delay your order!
   • ASSIGN: One you click Assign, you will no longer have access to your order. Miriam will finalize the cart and place your order.
   • REQUISITION NUMBER: Please record this in your club records.
   • REQUISITION TOTAL: Please record this in your club records and subtract from your running budget totals.
     
     
3. The shopper should fill in the remaining sections of the SGA ProConnect Shopping Authorization form (cart/requisition number and name) and email the form to sga@rowan.edu or bring it to the SGA Office (Student Center Expansion 155). Your order will not be placed until the authorization form is received.

Next Steps of Approval

1. After the shopping cart is assigned, an SGA purchaser will review your selected commodity codes and enter the Banner Finance Org number for your club to be billed. 
   
   
2. The request is then reviewed for approval by the SGA CFO and/or SFCB Advisor. The SGA graduate coordinator may approve if the CFO or SFCB advisor are not available. The shopper will receive emails as your cart is approved and converted to a Purchase Order.
   
   
3. Once your items are delivered/received, you must notify your SGA purchaser to finalize payment by emailing the final invoice/receipt to sga@rowan.edu or brining a paper copy to the SGA Office. Please include you Purchase Order number, Requistition number, and/or shopping cart name to help us match your order.

SGA Department Charge Authorization (DCA) - use to transfer funds at Rowan University or make a purchase at Barnes & Noble

The Debit Organization (Charge To) is the club or department being charged/making payment. This is the only section you will complete for Barnes & Noble purchases or Rowan Bucks awards. The Credit Organization is the club or department that is receiving funds.

The SGA Approval is for the club treasurer and advisor to sign for approval. If another club or department is also involved (sending or receiving funds), the other club/department would print a contact name and have a club officer or department head sign under Club/Department Approval. The SGA CFO and SFCB Advisor signs all DCAs. All DCAs require back-up documentation to support the transfer. 

To use a DCA at Barnes & Noble: 

1. Check the Barnes & Noble box
2. Type a general Description of the items (such as “Prizes for students attending club event on [DATE]”) 
3. You can leave the amount blank until you check out at Barnes & Noble
4. Complete the Debit Organization (Charge To) section with Fund 90000, your Regular or Extra Org, Account 7000, Program 30 and leave the amount blank until you check out at Barnes & Noble
5. Have your Treasurer and Advisor sign the form under SGA Approval
6. You do not need to complete the Credit Organization or Club/Department Approval sections.
7. Take the DCA to the SGA Office so the SGA CFO and SFCB Advisor can sign. They will notify you when the signed form is available for you to pick up.
8. Take the DCA to Barnes & Noble. When you check out, tell the cashier that you are paying with a DCA. 
9. Ensure that the transaction is tax exempt!
10. Write the total amount due three times: As the Amount next to your Description, the Total amount, and the Amount under the Debit Organization (Charge To) box.
11. Barnes & Noble will keep the DCA form and submit it for processing, the funds will automatically be deducted from your Org.
12. You will be given a receipt, this should be used by your Treasurer to track your club budget expenses and can also be used to exchange any clothing items for a different size if you purchased clothing as a prize.

Here are the general responsibilities by position:

• Student Organization Presidents and Treasurers: Complete Departmental Charge Authorization. Include any justification (such as a flyer, invoice, receipt etc.) necessary to support the charge.

• Student Organization Advisor: Signs Departmental Charge Authorization.
  
  
• Credit Department: Signs Department Charge Authorization and submits completed form to the Student Government Association Suite, Chamberlain Student Center 155A.

Please utilize the SGA Overnight Travel Guide

1. (Optional) Request additional travel funds from SFCB: SGA Overnight Travel Funding Request
2. Complete your travel request with estimated costs: 
   • SGA Domestic Overnight Travel Request
   • SGA International Travel Request
   • GSA Per Diem Rates - if you will provide any meal reimbursements. You must subtract any meals provided by the conference. If you will not be funding the full Per Diem, include a note from your President or Treasurer explaining the reduced amount.
   • Confirmation of Off-Campus Domestic/International Student Trip - this form must be completed for any University-sponsored student travel off-campus that involves any of the following:
     • Lodging for two or more nights
     • Lodging for only one night if there is repeated use by our students (i.e., Rowan sponsors students on an overnight trip every year and students stay in the same hotel each year,)
     • Rental of a room or facility (excluding lodging) for student use for any length of time.
     • A written agreement of any type for use of space by students.
   • Student Participation in Rowan Activities Waiver signed by each traveler
3. Purchase: Once your Travel Request is approved and you have an Encumbrance number (it is emailed to you), meet with us to book travel with Direct Travel or use the SGA purchasing card.
   • Travel Prepayment
4. Travel: Use AIG insurance in case of emergency.
5. Get reimbursed: Submit ProfLink Finance Purchase Requests for each individual with a completed Travel Expense form and any supporting documentation.

• If this is a Rowan Unviersity student or faculty/staff member, follow the "Project Payments" process on the HR website.
• If your non-Rowan speaker or DJ requires a payment, you will need to meet with the SGA Office Administrator to enter this contract through the ProConnect Contracts+ system.
• If your non-Rowan speaker or DJ does not expect payment, but your club wants to offer an honorarium, please complete the SGA Honoraium Form

SGA Reimbursement Pre-Authorization Request - must be completed and approved PRIOR to any purchase. Reimbursements are typically NOT permitted.