Invoice payments are payments to vendors.
Reimbursement means paying someone back for using their own money to make a purchase for the organization.
Purchases of alcohol will not be reimbursed under any circumstances.
A payment for service means paying an individual for a service they provided, such as a DJ, guest speaker, or photographer.
Plan ahead. You must discuss this hire with SOA prior to committing to a person. Contact us for information and required documents.
All individuals who perform services for an SOA organization will be paid as a vendor and must submit a W-9 along with the completed Statement of Service form. The individual also may receive a tax Form 1099 at the end of the year from our office.
Federal tax laws require the person receiving payment to file federal taxes on the income. This form of payment is nonreimbursable for your group members.
If you hire an international individual for a service, they must complete additional paperwork, including a W-8Ben, a DV form, an international coversheet, and any additional forms requested by the university’s tax department.
An advance check is a withdrawal from your SOA account. Advance checks may be processed for one of the following reasons:
- Money needed for purchases from a vendor
- Money needed for out-of-town trips
- Money needed to make online purchases
All advance checks must be picked up in the SOA office by the payee, treasurer, or advisor. This person is responsible for returning the original itemized paid receipts and/or unused funds to clear the advance check.
All receipts and/or unused funds must be returned to the SOA office within one week from the date of the event, unless other arrangements have been made with SOA staff.
Failure to return receipts and/or unused funds may result in freezing your account, preventing your organization from using any benefits such as reserving space, hosting campus events, applying for future funds, and more.
You can transfer funds to another student organization with an SOA account.
You will choose an expense type for each payment request.
- 601 Copying
- 603 Printing
- 605 Advertising
- 607 Supplies
- 609 Postage/mailing
- 611 Telephone
- 613 Computing expenses
- 615 Utilities
- 617 Banquets
- 623 Sales/rentals
- 625 Organization dues
- 631 Fundraising funds
- 632 Donation
- 633 Party supplies
- 634 Advance check
- 635 Movies
- 636 Clothing
- 637 Entry fees
- 638 Workshop/instructions
- 639 Food
- 640 Travel expense
- 641 Prizes and awards
- 643 Subscriptions
- 645 Dues/fees
- 647 Refund
- 655 Misc. expense
- 657 Equipment