Operating Procedures

II. Travel Procedures and Documents needed when traveling.

Request for travel must be submitted on a "File for Funds" form. After travel allocation has been approved by the different committees, travelers must come to the A&S Business Office (GC 340) six (6) weeks prior to the actual travel date. All appropriate paperwork must be completed before travel. Failure to do so will result in a loss of travel funding.

TRAVEL INFORMATION REQUIREMENTS:

1. Workshops, seminars, or conferences require a brochure. Official meetings require an invitation letter.

2. Registration fee forms

3. Benefit to the state or FIU

4. Names of travelers

5. Social security number of travelers

6. Departure and arrival dates and times

7. Modes of travel; e.g., airline, train, bus, rental car (when using personal car, mileage will be paid at 29 cents per mile basis)

8. Signatures of travelers on TAR and Reimbursements

9. Travel Release form

Additional travel costs that are incurred as a result of poor planning by those traveling will not be paid by the University, Student Government Association or Student Organizational Council.

After travel has been completed, the following must be submitted within one week to the A&S Business Office.

1. Agenda of conference, convention, or competition

2. Airline ticket, car rental receipts, hotel billing statement, etc.

• Gas receipts from tolls, parking, etc.

• Registration fee receipt

Travel procedures are not complete until all paper work has been turned into the A&S Business Office (GC 340). Within one weeks of returning from trips, travelers must come to the A&S Business Office to complete the reimbursement forms. Failure to do so will result in a loss of travel funding.

IT IS IMPORTANT TO NOTE THAT THE A&S BUSINESS OFFICE DOES NOT ISSUE CHECKS NOR HAVE CASH AVAILABLE. THE A&S BUSINESS OFFICE ONLY PROCESSES THE DOCUMENTS TO BE SUBMITTED TO THE CONTROLLER'S OFFICE WHERE CHECKS ARE ISSUED.

The A&S Business Office maintains records of all transactions in the following manner:

A. Accounting Journals

Ledgers and books contain departments, organizations, and event transactions by individual account numbers. All information pertaining to each transaction is imputed daily.

B. Filing System

The following cross-reference system has been established:

1. Transactions by alphabetical order

a. Yellow copies of all requisitions are filed by vendor name in alphabetical order. Copy of an original invoice must be attached to each requisition. Within each vendor file, requisitions are filed numerically.

b. Professional Services Agreements/Contracts are filed alphabetically.

c. University Invoices, Reimbursement Other Than Travel, and TARs are kept in alphabetical order.

d. Blue copies of requisitions are filed separately in numerical order.

2. Correspondence

a. Correspondence is filed chronologically.

3. Activity Folders

• Folders for each annual activity (filed by name of events) consists of approved budgets and all related documents. After events take place, a new itemized report of actual expenditure is completed according to each event.

PLEASE NOTE THAT NO DOCUMENTS MAY BE REMOVED FROM THE SGA ACCOUNTING OFFICE. PERSONS INTERESTED IN OBTAINING COPIES OF DOCUMENTS MAY REQUEST COPIES FROM THE SGA ACCOUNTANT AND SGA FINANCE COMMITTEE CHAIR.