Purchasing
Overview
Student Government Budget Policies and Purchasing Procedures
Student Organizations may spend SG allocated funds and/or request funds from Senate Overflow after reading the SG Budget Policies and Purchasing Procedures manual and successfully completing a related quiz.
The Budget Policies and Purchasing Procedures Quiz must be completed with a score of 80% or greater by at least two officers and one advisor from each organization.
Direct any questions about the policies, procedures, or the quiz to the Student Body Treasurer at SgTreasurer@sfcollege.edu or stop by the office located in S-152.
Purchasing Forms
Fund 2 Purchase Request Form *Download the form to complete electronically
Student Organizations use the Purchase Request form to request food, beverages, entertainment, or other goods and services in support of their organization's mission. The F2 Purchase Request form may be submitted via email to the SG Treasurer at sgtreasurer@sfcollege.edu or in-person to the front desk, S-building lobby (S-127) at least 15 business days prior to when items are needed.
Fund 2 Reimbursement Request Form *Download the form to complete electronically
Student Organizations use the Reimbursement Request form to seek approval for a purchase under $100. Once approved the purchaser may buy the goods and submit the receipt for reimbursement. The F2 Purchase Request form may be submitted via email to the SG Treasurer at sgtreasurer@sfcollege.edu or in-person to the front desk, S- building lobby (S-127) at least 5 business days prior to when items are needed.
Fund 2 Imprinted Item Request Form *Download the form to complete electronically
Student Organizations use the Imprinted Item Request form to request imprinted items such as, t-shirts, lanyards, magnets, mugs, stickers, etc. These items are printed with the name of the organization and may include additional graphics supplied by the club and/or the college name or logo. The form may be submitted via email to the SG Treasurer at sgtreasurer@sfcollege.edu or in-person to the front desk, S- building lobby (S-127) at least 30 business days prior to when items are needed.
Individual Vendor (Comedian, DJ, Guest Speaker, Musician, etc.)
Student organizations may request services provided by an individual, via the Fund 2 Purchase Request form, such as a DJ or guest speaker. An additional form is required by the college to hire an individual. Due to the additional paperwork, please submit the request at least 20 business days prior to when services are needed.
Contact Chris Spence-Thomas to assist with the additional form, located in S-148, he may be reached at 352-395-5911 or chris.spence-thomas@sfcollege.edu.
Once services are provided, submit the invoice to the Student Life Business Office. Alternatively, if the vendor prefers, the college has a form the vendor may sign to facilitate the payment. Contact Chris Spence-Thomas for more information.
Prize Policy & Procedures and Prize Form
The Prize Policy & Procedures, for prizes purchased with Activity and Service (A&S) Fees, and the Prize Form may be found here. The Prize Form must be completed for all prizes with a value of $25 or greater and for all gift cards, regardless of the value. If gift cards are purchased electronically by the Student Life Business Office, the Prize Form may not be required. Contact Chris Spence-Thomas for more information.
Request Budget
Senate Overflow Request *Download the form to complete electronically
Santa Fe College students, student organizations, student senators, and branches of Student Government are eligible to request funds from Senate Overflow. Student organizations may request funds for an unfunded project, event, or travel and for organizations who did not receive an annual budget allocation from Student Government. The Senate Overflow Request form may be submitted via email to the SG Treasurer at sgtreasurer@sfcollege.edu or in-person to the front desk, S- building lobby (S-127) at least 30 business days before funds are needed.
Student Organizations who wish to request an annual budget from Student Government should complete the packet and submit to the Student Body Treasurer within the time frame requested. For additional information contact the Student Body Treasurer.
Pepsi Contract
The college has an exclusive contract with Pepsi. All beverages served on campus, regardless of the funding source, must be Pepsi products. Student Organizations and SG must complete the F2 Purchase Request form to order beverages. The product and price list may be found at the link here: Pepsi Product/Price List.
SG Budget
Approved Student Government budget for fiscal year 2022-2023
Student Government Budget 2022-2023
Fund 6
Fund 6 Account Rules and Procedures
This document outlines the purpose and uses for Fund 6 accounts as well as the rules and procedures regarding fundraising, depositing money, and purchasing.
Signature Authority Form for Fund 6 Agency Accounts
The Signature Authority Form for Fund 6 Agency Accounts form is needed for all student organizations with a Fund 6 account. The form must be updated annually and allows designated officers and advisors access to the organization’s Fund 6 account. Additionally, this form is used to open a new Fund 6 account.
This form is required for Fund 6 reimbursements for purchases over $100. It may also be used to pay a vendor directly. Read the Fund 6 Account Rules and Procedures for additional information about making purchases with Fund 6.
The Student Club Deposit Form allows authorized officers or advisors to deposit fundraiser money into their Fund 6 account. Complete the form and deliver to Student Financial Services – Cashiering on the first floor of the Administration Building.
If you have any questions, contact the Student Body Treasurer.