Download:  Hall Government Money Request Form

Download:  RHA Money Request Form

Download: Prize Contact Sheet

Step 1- The Proposal

o Plan out your program and get it approved

o Be able to identify the who, what, where, and how

o Create your money request- available online at www.sjsurha.org

Step 2- Get on the Budget Committee Agenda

o The Budget Committee is made up of the Treasurers from each of the halls

o This semester, the Budget Committee meets the opposite Tuesdays of Quorum at 8:30 PM in the CRL.

o E-mail the RHA Treasurer to get on the agenda- RHA@housing.sjsu.edu

§ Attach a completed copy of your money request

§ Ask to get on their meeting’s agenda to present a money request

§ The Treasurer will then send confirmation that you are on the agenda

§ E-mail at least 1 week prior to the meeting to make sure there’s room on the agenda

Step 3- The Budget Committee Meeting

o At the meeting you will be able to present your program and your money request

§ Please bring at least one copy of your completed money request

o Presentation must answer the following questions

§ Have you requested funding from anywhere else?

§ Who can attend? Open to all, floor, building

§ Who is in charge of running the program? Collaboration with anyone?

· If collaborating, others in charge must already be established

o Please step out of them room while they discuss and vote on your request

Step 4- You’re Approved!

o Once approved the RHA Treasurer will keep the money request

o Depending on the type of request 3 different outcomes may occur.

Step 5- Type of Requests

o 5A-Reimbursement

§ After getting a money request approved, you can purchase the items that you were approved for

§ If you spend more than you were approved, you will not be reimbursed the difference.

§ After making your purchases, you have 2 weeks from the date of your program to return the ORIGINAL receipts and a *contact sheet* (see below), if applicable, to either RHA Treasurer or the RHA box located in the housing office on the 2^nd floor of CVB.

§ Receipts must be returned in the specified format.

· The original receipts must be taped, with clear tape, to blank pieces of paper

· Do NOT tape over any of the ink

· 1 copy must be made of the taped receipts for the Treasurers records

· It is encouraged to also make copies for your own records

§ In about 5-8 days you will be notified by the Treasurer that your check is ready for pick-up. It is then your responsibility to coordinate with the Treasurer when/ where to pick your check up

§ Before you can take the check, you must sign the check stub showing that you received the check from the Treasurer.

o 5B- Advancement

§ Advancements follow similar steps as a reimbursement.

§ After getting your request approved by the Budget Committee, you will hand over the form to the RHA Treasurer.

§ In a few days the Treasurer will notify you that your check is ready for pick up

§ You can then go and buy your approved items

§ From the day you received the check you have 2 weeks to come back and return the original receipts and a *contact sheet* (see below), if applicable, to either the RHA Treasurer or the RHA box located in the housing office on the 2^nd floor of CVB

§ Receipts must be returned in the specified format.

· The original receipts must be taped, with clear tape, to blank pieces of paper

· Do NOT tape over any of the ink

· 1 copy must be made of the taped receipts for the Treasurers records

· It is encouraged to also make copies for your own records

o 5C- Payments

§ Payments are checks that are made out to vendors.

§ In order to request a payment, the Treasurer must first receive an invoice from the vendor.

§ After getting a request approved, the invoice and money request is handed over to the Treasurer.

§ The check can either be mailed to the vendor or picked up and given to the vendor.

§ If it is handed to the vendor, an original receipt must be given back to the Treasurer.

§ Receipts must be returned in the specified format.

· The original receipts must be taped, with clear tape, to blank pieces of paper

· Do NOT tape over any of the ink

· 1 copy must be made of the taped receipts for the Treasurers records

· It is encouraged to also make copies for your own records

*Prize/ Contact Sheet*: For a program where prizes or tickets are being funded and then given out, a list must be given back to the Hall Treasurer of who got what.

How to Request Money From Hall Government

Step 1- The Proposal

o Plan out your program and get it approved

o Be able to identify the who, what, where, and how

o Create your money request- available online at www.sjsurha.org

o If applicable, follow any other requirements provided by your hall government

Step 2- Get on the Hall Government Agenda

o E-mail the Hall Government President

§ Ask to get on their meeting’s agenda to present a money request

§ The President will then confirm with you that you are on the agenda

§ E-mail at least 1-2 weeks before the meeting to make sure there’s room on the agenda

Step 3- The Hall Government Meeting

o At the meeting you will be able to present your program and your money request

§ Please bring at least one copy of your completed money request

o Presentation must answer the following questions

§ Which fund is the request coming out of? HG vs. RA

§ Who can attend? Open to all, floor, building

§ Who is in charge of running the program? Collaboration with anyone?

o Please step out of them room while they discuss and vote on your request

Step 4- You’re Approved!

o Once approved the Hall Government Treasurer will keep the money request

o Depending on the type of request 3 different outcomes may occur.

Step 5- Type of Requests

o 5A-Reimbursement

§ After getting a money request approved, you can purchase the items that you were approved for

§ If you spend more than you were approved, you will not be reimbursed the difference unless voted on by the Hall Government

§ After making your purchases, you have 2 weeks from the date of your program to return the ORIGINAL receipts as well as a *prize/contact sheet*(see below), if applicable, to either the hall Treasurer or the Hall Government Advisor’s box to be given to the Treasurer.

§ Receipts must be returned in the specified format.

· The original receipts must be taped, with clear tape, to blank pieces of paper

· Do NOT tape over any of the ink

· 1 copy must be made of the taped receipts for the Treasurers records

· It is encouraged to also make copies for your own records

§ In about 5-8 days you will be notified by the Treasurer that your check is ready for pick-up

§ Before you can take the check, you must sign the check stub showing that you received the check from the Treasurer.

o 5B- Advancement

§ Advancements follow similar steps as a reimbursement.

§ After getting your request approved you will hand over the form to the hall Treasurer.

§ In a few days the Treasurer will notify you that your check is ready for pick up

§ You can then go and buy your approved items

§ From the day you received the check you have 2 weeks to come back and return the original receipts as well as a *contact sheet* (see below), if applicable, to either the hall Treasurer or the Hall Government Advisor’s box to be given to the Treasurer

§ Receipts must be returned in the specified format.

· The original receipts must be taped, with clear tape, to blank pieces of paper

· Do NOT tape over any of the ink

· 1 copy must be made of the taped receipts for the Treasurers records

· It is encouraged to also make copies for your own records

o 5C- Payments

§ Payments are checks that are made out to vendors.

§ In order to request a payment, the Treasurer must first receive an invoice from the vendor.

§ After getting a request approved, the invoice and money request is handed over to the Treasurer.

§ The check can either be mailed to the vendor or picked up and given to the vendor.

§ If it is handed to the vendor, an original receipt must be given back to the Treasurer.

§ Receipts must be returned in the specified format.

· The original receipts must be taped, with clear tape, to blank pieces of paper

· Do NOT tape over any of the ink

· 1 copy must be made of the taped receipts for the Treasurers records

· It is encouraged to also make copies for your own records

*Prize/ Contact Sheet*: For a program where prizes or tickets are being funded and then given out, a list must be given back to the Hall Treasurer of who got what.