These instructions are current as of Fall 2016.
The amount and source of funding for every event planned for the upcoming year should be clearly outlined in a budget submitted to the department (e.g. to Laura Slakey) by the SGSA presidents at the beginning of the Fall Semester every year.
There are three sources of funding:
Prior to purchasing food for your event you need to do the following:
If you are purchasing food for the Fall and Spring parties, you can order ahead of time from Safeway. You must get to the online checkout point, and then take your laptop to the front desk in order to have Mary use the department card to finalize the purchase. Please email her ahead of time to find a time that works for her as she's busy!
If you are purchasing food for the foosball tournaments, you typically need to pay yourself and get reimbursed. It is often easiest to do a Costco run either on the day of or the day before the event. Pizza should be ordered in advance and picked up from La Vals on the day of the event.
If you are purchasing food for smaller events such as student seminars, you will also need to pay for the food yourself and then get reimbursed.
During the event
During the event, you need to make sure that you get a list of attendees. It is often easiest to send out an RSVP form or spreadsheet to get a list of the people who intend to come, and then just print this out and let people add their names if they didn't RSVP.
NOTE: Do this ASAP after the purchase has been made.
In order to get reimbursed, you need to do the following: