GCSA Spending Guide

     

    Budget

      1. Each club/organization has a 13-digit budget account number (10-00-XXXXX-8485)
        associated with the club. The GCSA Director of Finance can provide this information to you
        if you don’t have it already.
      1. Administrative Services will assist you with ordering online. Please plan ahead for working with this team. They mainly use Amazon for processing student requests. If you have a purchase request that might require a different vendor, please submit an email to
        [email protected] with the details. We will do our best to guide your footsteps.

        1. Reimbursement is the fastest option to obtain the needed item, but you may be using
          your own credit card or cash initially. You purchase the items for your GC club, use the tax-exempt certificate to eliminate sales tax, obtain itemized receipts and complete the reimbursement form/process. Follow the instructions on the form.
          a. Object Code is “Student Organization”
          b. Department is your club’s name
          c. Your approver is: Scott Hwang, [email protected]

        1. Funds Advance is your best option for “in person” spending, with funds directly
          withdrawn from your club’s budget account.
          a. EFT (Electronic Funds Transfer): Gordon College issues fund advances and
          reimbursements by electronic deposit to your bank account. Rebecca Whetsel can
          confirm if you are set up.
          b. How to obtain a funds advance:
          i. Your EFT status must already be set up well in advance of your funds
          advance request.
          ii. There is a limit of $200 dollars per person.
          iii. Submit your advance request to Rebecca Whetsel and copy
          [email protected] no less than 2 weeks (14 calendar days) in advance
          with:
          *description of how you will use the funds
          *event date and details
          *13-digit budget account
          *budget name
          *object code. (see above)
          *when you need the money in hand
          iv. The funds advance will be electronically deposited into your bank account.
          v. Best practice is to withdraw the full amount in cash which will provide you
          with the cash to turn in unused funds with your itemized receipt(s).
          vi. Rebecca will respond to your Funds Advance request with a confirmation

      Questions? Email [email protected]