Organization Handbook

Purchasing Procedures - Business Office

1. Purchase Card Procedure

A Student Activities Purchase Card is available for check out from the Student Activities Office. Student organizations may check out the card from the Director of Student Activities. Please complete the sign out form when checking out the card.

The purchase card is to be used as a credit card and will be accepted by most vendors who accept credit cards. The card is not, and should not be, signed on the back as it is intended to be used as a group card. Since the card is not signed, the vendor does have the option to not accept the card. In this case, the student should offer to show his/her Augustana ID card and explain that the card is a group card.

TAXES. All student organizations with the exception of The Mirror, Edda, KAUR, and Viking Varieties DO PAY TAXES. PLEASE let your vendor know immediately that you are to be charged tax.

Once the purchase has been made, the account number, organization name and business purpose should be written on the back of the receipt. The receipt needs to be turned in with the purchase card. If the card is used to entertain a speaker, for example, please be sure to list the names of all students, advisors, etc. who participated in the meal on the back of the receipt.

The Director of Student Activities will submit receipts to the Business Office, and the funds will be taken from the appropriate account.

2. General Purchase Order Procedure

The college's Purchase Cards (see above) are the preferred method of payment. If paying a speaker or entertainer, paying from an invoice, or requesting reimbursement, please contact the Director of Student Activities or your organization advisor to pay by purchase order.

  • TAXES. All student organizations with the exception of The Mirror, Edda, KAUR, and Viking Varieties DO PAY TAXES. PLEASE let your vendor know immediately that you are to be charged tax.
  • Attach bill/invoice to yellow copy of P.O. and forward to the Business Office for payment. Retain pink copy in the book.
  • Inventory controls are required when purchasing equipment of $500 per item. Form can be picked up in the Business Office.

3. Business Office Check-run Schedule

P.O. turned in by Monday 5:00 PM . . . Check ready late Thursday, mailed Friday.

Plan ahead! Please allow one week to ensure enough time to process your check and delivery by mail (on or off-campus).