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How to Spend Student Organization Money

There are a variety of ways in which Recognized Student Organizations (RSOs) can process payments for organization programs, resources, travel, and more. The types of expenditures include:

  • Interdepartmental Transfers: moving money internally from one Tulane account to another (i.e. requesting campus services such as TUPD, Facilities Services, Hullabaloo ad, transferring funds to another account, budget corrections)
  • Payments: paying for external (non-Tulane) goods and/or services (i.e. vendors, speakers, supplies, performers, equipment, venue rental, catering, etc.)
  • Entertainment Reimbursements: reimbursement for food purchases that could not be paid via check or with the RSO advisor’s Travel and Entertainment card
  • Travel Reimbursements: reimbursement for student organization travel expenses (i.e. transportation, lodging, conference registration, meals or other miscellaneous costs)

Once an RSO event has been approved through the event registration process in WaveSync, you can submit requests for payment to vendors or to Tulane departments. Below are instructions on how to request each type of expenditure/payment.

Interdepartmental Transfers

An Interdepartmental Transfer (IT) is used for payment for campus services, transfer of funds, or budget corrections. If requesting a campus service such as Facilities Services or TUPD, it is recommended to request the IT at least 10 business days prior to the event.  Click here to request an IT in WaveSync.  This form is also available in the "Forms" section of the WaveSync homepage.

Please note: this form is for USG and GAPSA Sponsored Student Organizations only. If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request an IT.

You may need the following information to complete the form, depending on the type of request:

  • Event description information & diagram if requesting services for an event
  • Copy of budget statement or supporting documentation if requesting a budget correction
  • Receipt or invoice if transferring funds to another budget

Once submitted, the request will be forwarded to your RSO advisor for approval. Please check that your RSO advisor name and email are entered correctly or the form can't be sent for approval. Once approval has been received, the request will be processed and submitted to the appropriate department for further action.

Payments

A payment request is used for purchasing goods or services.  This includes payments to vendors, venues, speakers, performers, and associations or for supplies, equipment, printing, repairs, rentals, etc. Payments for food/catering should be made on your RSO advisor's Travel and Entertainment (T&E) card.  If your advisor doesn't have a T&E card, please follow the link here to submit your request.  Click here to request a payment in WaveSync.  This form is also available in the "Forms" section of the WaveSync homepage.

Please note: this form is for USG and GAPSA Sponsored Student Organizations only. If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request an IT.

You will need the following information to complete the form, depending on the type of request:

  • Vendor W-9
  • Contract signed by both parties
  • Quote
  • Invoice
  • Online cart

Once submitted, the request will be forwarded to your RSO advisor for approval. Please check that your RSO advisor name and email are entered correctly or the form can't be sent for approval. Payments will be paid by university check, purchase order, or Purchasing Card, depending on the type of purchase.

If payment is made via check, checks will be available, assuming all information is complete and accurate, within two weeks of submission. The process could take longer if the information given is not complete or if university policies are not followed. Once the check is available, it will either be mailed to you or available for pick-up in the SOC depending on your preferences indicated on the request form. Checks to be mailed are issued on Fridays and mailed on Mondays. Checks for pick-up are issued on Wednesdays.

Entertainment Reimbursements

A reimbursement is used to pay students back for food purchases that could not be paid with your RSO advisor’s Travel and Entertainment (T&E) card, assuming your organization accounts have the funding to pay for these items. Reimbursements must be requested within 45 days of the purchase.  Click here to request a reimbursement in WaveSync.  This form is also available in the "Forms" section of the WaveSync homepage.

Please note: this form is for USG and GAPSA Sponsored Student Organizations only. If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request an IT.

You will need the following information attached to the reimbursement form, depending on the type of request.  If the attachments below are not included, your request will not be processed.  

  • Itemized receipts showing payment was made
  • Attendee list
  • Meeting agenda (if food purchased was for a meeting)
  • Event flier or WaveSync event listing (if food purchased was for an event)

Checks will be available, assuming all information is complete and accurate, within two weeks of submission. The process could take longer if the information given is not complete or if university policies are not followed. Once the check is available, it will either be mailed to you or available for pick-up in the SOC depending on your preferences indicated on the request form. Checks to be mailed are issued on Fridays and mailed on Mondays. Checks for pick-up are issued on Wednesdays.

Travel Reimbursements

A travel reimbursement is used to pay students back for university business travel on behalf of their RSO. This could include payments for transportation, lodging, conference registration, meals, or other miscellaneous costs, assuming your organization accounts have the funding to pay for these items. Reimbursements must be requested within 45 days of the end date of the trip.  Click here to request a reimbursement in WaveSync.  This form is also available in the "Forms" section of the WaveSync homepage.

Please note: this form is for USG and GAPSA Sponsored Student Organizations only. If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request an IT.

You will need the following information attached to the reimbursement form, depending on the type of request.  If the attachments below are not included, your request will not be processed.  

  • Itemized receipts showing payment was made
  • Travel Itemization Form
  • Proof of travel (i.e. boarding pass or photocopy of conference nametag)

Checks will be available, assuming all information is complete and accurate, within two weeks of submission. The process could take longer if the information given is not complete or if university policies are not followed. Once the check is available, it will either be mailed to you or available for pick-up in the SOC depending on your preferences indicated on the request form. Checks to be mailed are issued on Fridays and mailed on Mondays. Checks for pick-up are issued on Wednesdays.

 

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