SGA Purchasing Card rules & late policy

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

Chartered organizations may request purchases through SGA’s Amazon Business Prime or Office Depot Accounts, and all Amazon and/or Office Depot purchases must be placed through this process:

1. Obtain approval from your club and faculty/staff adviser. The purchase request email must clearly show approval from an undergraduate student club officer (usually treasurer, or the president if the treasurer is the purchaser) and faculty/staff advisor.
2. Email sga@rowan.edu with the following information about your order:
   1. Item name
   2. Link to Amazon or ODP item(s)
   3. Quantity needed (list 1 to confirm if only one item is needed)
   4. Contact person for the organization who will pick up the item(s) when delivered
   5. Org number to be billed
   6. Approvals from club and advisor

      Orders will not be placed until all requested information is received.

3. SGA staff will enter the order. If a requested item is restricted from being purchased by SGA, the Office Administrator will contact you with other options. If you are then authorized to purchase items from elsewhere, additional information about tax and procurement method will be provided.
4. Amazon and ODP orders must be approved by the Office of Contracting & Procurement. No delivery estimates are accurate until the order is approved and accepted by Amazon or ODP.
5. SGA staff will email the order confirmation to the contact provided. This is the amount that will be directly charged to your student organization account. You do not need to submit a Purchase Request for Amazon or ODP orders.
6. Items may only be delivered to SGA. The contact listed will be notified when the item(s) are available to pick up from the Club Hub, Chamberlain Student Center 154, Mondays-Fridays 9am-4pm. Please pick up items within 48 hours.

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

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.
   • 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.