Forms, Forms, Forms

• Activity Waiver
• Advisor Role Checksheet
• Club Dance Policies/Contract
• Driver's License Check
• Event Registration
• Key Request - HOKE
• Key Request -FACILITIES & PLANNING
• Hoke Space Allocation Request

• Intent to be Active (ITBA)
• Payment Request
• Peer Leader Application
  • Peer Leader Brochure
• Raffle Form
• Request for Use of Off-Campus Food/Food Service Form
• Sample Constitution
• Special Event Notification Form

• Timeline for Events
• Travel Packet for Students *new*
• Travel (See links for travel policies)
• Travel Reimbursement Request (pdf)
• Travel Reimbursement Request (xls)
• Vehicle Request
• Volunteer Form

Additional forms regarding policies for student-sponsored events with alcohol may obtained from the Center for Student Involvement.

 

Links (or additional information) below will take you to forms located in their respective offices: ,

• EOU & OUS Travel Policies

• Cash Handling Procedure *new*
• Miscellaneous Deposit
• Oregon Food Handlers Permit
• Short Term Change Fund

 

Important Accounts Payable Information

Due to the extraordinary amount of past-due invoices received by the  Accounts Payable office, please take note of the following policy:

Any invoice received that is 30 days past due, the club/organization that originated the purchase will lose the privilege of charging goods at that vendor for the remainder of the fiscal year (through June 30, 2012). Purchases will need to be paid for out of pocket and a reimbursement processed to the individual making the purchase.

Late purchases not only affect your privilege to make charges with a business, but can potentially endanger the entire campus community from the privilege of charging at local businesses. Remember, when you make a charge, the turnaround time for payment must begin immediately.  Do not hold on to invoices. Get them processed by securing the payment form with appropriate signatures (if you are a club), or turning the invoice directly in to the Center for Student Involvement if you are a fee-funded unit.

If you have any questions, please call the Accounts Payable office at 962.3664

 

Important Information About Deposits

Welcome back! As we begin another school year, The Center for Student Involvement wanted to share a few reminders regarding deposit requirements on our campus:

Depositing Cash Received:

Offices receiving cash, i.e., money, checks, money orders and other negotiable instruments are responsible for their safekeeping and timely deposit. All cash receipts must be deposited intact. Cash receipts are not to be disbursed or distributed for any purpose.

Offices Receiving Cash/Checks Should Observe The Following:
• Restrictive endorsement (deposit only stamp) should occur immediately, ideally  when the mail is opened. The endorsement format must meet the standards of the Cash Management Division of the State Treasury.
• Secure all cash receipts held overnight in a secure area such as a safe or locking file cabinet.
• Deposit all cash receipts with the Student Accounts Office. All cash receipts should be deposited within one business day of receipt and accompanied by a duplicate deposit form that will be provided by the Student Accounts Office; however, if receipts are under $200.00, they must be deposited at least weekly (note: cash must always be secure).
• Ensure that cash receipts are monitored at all times to prevent theft or misappropriation.

EOU's above-referenced depositing guidelines are governed by the following regulations:

House Bill 2180: Details the requirements for depositing cash receipts including cash, checks, money orders and bankcard payments. The prompt deposit of cash receipts reduces the risk of loss due to error, carelessness, or theft. It also results in improved interest earnings and lowers the risk of returned checks due to insufficient funds or accounts being closed.

ORS 293.265: Requires the timely deposit of cash and does not allow a State of Oregon agency to have an account with a commercial bank. All agency funds must be deposited with the Oregon State Treasury. Club accounts at commercial banks are not permitted. If you have any questions regarding depositing cash receipts or if you need a check endorsement stamp, please contact the Student Accounts Office at 962-3590. They will be happy to assist.