ASUCLA Student Government Accounting (SGA)

Flow Chart

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How Your GSA General Requisition (REQ) is Channeled

 

1)  Your completed “REQ”
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2) Get Your Dept. Approval
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3) Submit "REQ" to the Elected Office for Approval
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4) GSA President (GSA Office Mgr.) / VP Internal/Director. will submit your “REQ” to SGA
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5)  SGA will verify that all transactions are valid and are within the guidelines.
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6)  An SGA approved “Req” will become a Check or a Purchase Order.

1) Your General Requisition (REQ) must include the complete name, address, zip code/mail code, and telephone number of the vendor or person to be paid/reimbursed. Also, include explicit instructions as to what is being purchased (an itemized list, event name, location, date and event time).

2) Your department officials have to approve the expenditure and sign the General Requisition. Breakdown for required signatures per departments is as
followed:

A) Central Office:

$0 - $100 One elected Officer, or the Office Manager
$100 - $250 One elected Officer
$250 - $1,000 Two elected Officers and GSA Cabinet Vote
Over $1,000 Two elected Officers and GSA Cabinet Vote

B) Councils: Any dollar amount requires Two Council member's signatures and the GSA Vice President Internal along with the date of the minutes that expenditure was approved.

C) Other departments: Any dollar amount requires the appointed Director's signature of the department or funding source
3) Submit the completed General Requisition to the GSA President, GSA Office Manager or the GSA Vice President Internal for approval.

4) The GSA Staff will deliver the approved General Requisition to the Student Government Accounting Office, (332 Kerckhoff Hall).

5) Student Government Accounting will verify that all transactions are valid and are within the GSA Codes, ASUCLA Guidelines, and the UCLA Activities Guidelines. Student Government Accounting will also seek the advice of your advisor when necessary.

6) Once your General Requisition has been accepted and processed by SGA, one of the following transactions will occur:

a) The "REQ" can be used to make a purchase within ASUCLA (i.e., Student Media, The UCLA Store, ASUCLA Catering, ASUCLA Health Sciences Store, and Lu Vulle Commons Students' Store) or The Pulse Copy & Technology Center.

b) A Purchase Order (P.O.) will be typed (please allow two days for processing) for purchases from The UCLA Computer Store, UCLA Departments, or for Off-Campus Vendors (Outside Vendors).

c) A Check will be typed for an Honorarium (for services rendered), Expense Advance, Reimbursement, or for payment of an invoice.

Please feel free to call (310) 825-3662 or stop by Student Government Accounting for assistance.