Associated Students • Western Washington University

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Frequently Asked Questions

This section contains answers to many of the most frequent issues that come up in the Business Office. Use this section to try and figure out what to do if you are stuck or confused. Hopefully you will find answers to many of the questions you have.

What is the purpose of the Event Planning Sheet?

This worksheet was created last year in order to better prepare organizations in what to expect or predict they will spend and earn on a certain program/event they are planning. This gives them time to make out each individual Expenditure Request and get it to the Business Director beforehand with the Event Planning Sheet so that they will have the time to properly authorize expenditures.

What are the guidelines concerning hospitality?

The Associated Students has guidelines you need to follow when spending money on food. There are a number of different categories and the rules differ for each.

Food for Speakers and Performers:

If you are providing food for a speaker or performer, you must list that in the contract you sign with them. See contracts for an explanation of how to do this.

  • You are able to take your speaker out to dinner at a local restaurant. The maximum amount you can spend on meals is $15.00 per person (this includes taxes and maximum 15% tip). You are able to take AS representatives to dinner as well but you are limited to the number of people the AS will pay for. You can take two AS representatives if there is a single speaker or performer. If there are two or more speakers, you may take one representative per guest with a maximum of four representatives allowed.
  • AS Programs may provide meals at a private residence, but the cost is still limited to $15.00 per person (or food supplies).

Food for Closed Events:

  • The Business Director has the authority to approve food purchases for closed events if the AS did not allocate the money (fundraised money, outside donations, etc.). Clubs and organizations are not able to use AS allocated money to pay for food for events that are limited to club members and/or events that are not advertised to the public.
  • Programs may at times be eligible to purchase food for closed events if it falls within program objectives.

Food for Open Events:

  • You may provide food at events that are open to all students and have been advertised to the public.

Office and Staff Hospitality:

  • Offices are able to provide coffee and tea in their offices as general office hospitality.
  • Programs or departments can purchase snacks for a staff meeting one time per quarter.
  • Programs may provide food for staff orientations, workshops, or retreats. You must submit an agenda of the event to the Business Director with the Expenditure Request.
  • Committees and councils may provide food if attendance will result in missing a meal.

If you have any questions about these guidelines, you can see the AS Hospitality Policy on the Viking Union Webpage.

What if I want to buy something online or over the phone?

The Associated Students has a credit card called the Procurement Card or P-Card. This card can sometimes be used to make your purchases. There are restrictions on what the Finance Office can buy with this card. For this reason you are advised to make purchases with a purchase order whenever possible. If you need something from a company that will not take a purchase order you can go to the Finance Office and ask the staff about the possibility of making the purchase with the P-Card. Online purchases don't always work because the forms you fill out online don't always correspond with the University's credit card information. That's why you should go and talk with the Finance Office about your purchase. You can also see the Business Director if you have questions.

Can't I just buy my own stuff and get reimbursed?

The short answer is no, you need to get a purchase order and use the University's standard system. If you make a purchase without the Business Director's approval, he or she does not have to approve it. In other words, you have no guarantee that you will get your money back.

There are times when the University's system won't allow for purchasing what you need. In these cases, it is possible to reimburse a student for a purchase if approved in advance. Remember your purchase must fall within guidelines for what you can buy as an AS organization.

  1. Fill out an expenditure request that explains what needs to be purchased, what the reason for the purchase is, and why a reimbursement is necessary. See the example on page 14.
  2. Turn this into the Business Director before you make the purchase. He or she will look over your request and if you have a valid reason for needing a reimbursement, it will be initialed and sent to the finance office.
  3. When you have received your notice of approval, you may go and make your purchase.
  4. After you have bought what you need, bring the receipt to the finance office for your purchase. Sign your name on the receipt and turn these into the Finance Office. They will print and mail a reimbursement check.

This process does not take less time then getting a purchase order. Whenever possible avoid requesting approval for a reimbursement.

If you do not follow this procedure, the Business Director will ask the Business Committee to make the decision on whether or not to approve the reimbursement. This committee meets once a month so you may have to wait 4-6 weeks before you know if the committee has approved your purchase.

Remember, this only applies to purchases that cannot be made with a petty cash voucher. Look over the guidelines for a Petty Cash Voucher to see if you can use if for your purchase.

How do I make a poster, press release, or radio public service announcement?
  • You can use the Publicity Center in the Viking Union to create posters, make banners, have press releases written, and for many other advertising services.
  • You can also make these yourself and have them printed at the Publicity Center or the Copy Center.
  • You can go to KUGS on the 7th floor of the Viking Union and request that a Public Service announcement be read on-air for your group's event.
  • Remember to start early on publicity. It is one of the most important parts of making your organization's event a success.
Can I send out organizational mailings?

Yes, the Associated Students will send mail for your organization. If your mailing is less than 75 individual pieces then postage is paid out of a central postage account. If you are doing a large mailing, (75 or more) your organization must pay for all of the postage. In order to send a large mailing you must first fill out an Open Order for Campus Mail. See the Open Order instructions for information on how to do this. After you have had your open order approved by the Business Director, go to the Finance Office and get your organization's mail account card from the Finance Office Manager. Attach this card to your mailings with a rubber band and put them into the outgoing mailbox in the Viking Union. If you are mailing over 200 pieces of mail you can mail at a bulk rate. See your advisor for information on how to arrange this.

What if I need to send a large package or box?

You can send packages through the mail, Federal Express, or UPS from the Finance Office. You must fill out and Expenditure request for payment only if Federal Express and then take your shipment to the Finance Office to arrange pickup.

How do I reserve space on campus?

To reserve space anywhere on campus, indoors or out, go to the Viking Union reservationist. The Reservation request forms are available at the counter just inside the Viking Union Administration offices (VU 547).

What do I do if a department on campus wants to give my organization money?

If your organization is given money by someone from a different department there is a Non-AS Funding form that you can get from the Business Director of Finance Office. This form will help you get the necessary information so the Finance Office can complete the transfer. They may also bring it over themselves.

How do I make a deposit into my organization's account?

You must make all deposits at the Viking Union Finance Office. Checks should be made out to WWU. If someone wants to make a donation to your organization, you can ask the Finance Office to process the deposit through the Western Foundation. This way the donation may be tax-deductible. They may also bring it over themselves.

Can I apply for money to fund the project our organization has planned?

Yes, the Associated Students provides for two different ways of applying for funding. Most organizations apply to the Activities Council. See the VP for Activities for information about Activities Council. Clubs recognized by the Ethnic Student Center are eligible to request funds from the ESC Steering Committee (ESCSC). See Michael Vendiola for information about the ESC SC. SEE SECTION 3 FOR MORE DETAILS.

How do I make copies?

If you need to make a few copies, you can get a copy code for the Viking Union copy machine outside of the Business Office. Copies you make on this machine will be charged to your organization's account at 5.5¢ per copy. For large copy jobs, you can fill out an ER or an open order and then have copies done at the Copy Center on campus. SEE SECTION 2 FOR MORE DETAILS.

Where can I get office supplies?

The Publicity Center has some office supplies available for purchase. They can charge your organization's account. You can also fill out and ER for an Open Order for the Campus Bookstore. Then you can buy supplies there. SEE SECTION 2 FOR MORE DETAILS.

When can I transfer money to another AS organization?

You may transfer money from your organization's account to another to co-sponsor events. AS Programs should not use transfers as a way to empty their budget at the end of the year. Co-sponsorship between organizations in the AS is encouraged to increase available resources. SEE SECTION 2 FOR MORE DETAILS

What happens to my organization's money at the end of the year?

The AS Budget runs on a Fiscal Year from July 1st through June 30th. At the end of the year, all AS allocated money goes back to the general fund and reserve funds. Money clubs have raised will carry forward from year to year, as long as that club continues to re-register with the AS. At the end of the year, the Business Director will accept requests for carrying forward money from one year to the next. See the Carry Over policy if you have questions.

What if our organization wants to buy and sell something to people in our group?

Your budget must have money in it before you can make a purchase. If you would like to purchase a bunch of something (t-shirts perhaps) and sell them at the cost you paid you will need to either collect the money beforehand or go to the Activities Council or ESC Steering Committee and get an underwrite for that purchase. If your budget has money that isn't allocated to anything else, you may use that to cover the initial cost as well.

What if our AS group wants to buy something and sell it as a fundraiser?

You must let the Business Director know on your Expenditure Request if you would like to buy something and re-sell it for a profit. The Viking Union Finance Office will need to process this type of purchase differently due to state sales tax laws. Ask the Business Director if you have questions.

When do I have to use University Catering for my event's food?

University Dining Services has an exclusive agreement with the Viking Union. This means you must use University Catering for food on campus. If you need to provide food from somewhere else at an event, you must fill out the Non-University Catering Petition Form and turn it into the Director of University Dining Services to have it approved. See the catering guidelines if you have any questions.

How do I have a raffle?

The Associated Students Gambling Policy explains the process of having a raffle within the Associated Students. You must follow these guidelines when organizing your raffle. Go to the Viking Union Web Page to read the policy before printing raffle tickets or advertising your raffle. See your advisor if you have any questions. SEE SECTION 6 FOR MORE DETAILS.

What's the process of selling tickets to something?

The Finance Office has a policy on ticket sales. Please review this if you plan to sell tickets to your event. There are specific requirements about what the tickets must say so make sure to check it out before you have tickets printed or advertise your sales. The Viking Union Finance Office can answer questions about how to sell tickets. SEE SECTION 6 FOR MORE DETAILS.

What is the process of giving out complimentary tickets to my event?

The Associated Students has a policy that explains the process of giving out free tickets to events. People receiving free tickets must fall into one of three categories:

  1. Direct Involvement - People who must attend due to their professional involvement with the production.
  2. Indirect Involvement - People who have been involved with some aspect of production who are receiving a ticket as partial or total compensation for their work.
  3. Education - People who are attending to gain knowledge what your program offers on campus.

A list of all people receiving free tickets must be turned into the Business Director at least one day before the event takes place. The Budget Authority can decide if people on the complimentary ticket list will be allowed a guest. No more then 10% of all the tickets distributed may be complimentary tickets. See the Business Director if you have questions about this process.

There are also guidelines for giving away promotional tickets. This is all explained in the Free Admissions Policy. SEE SECTION 6 FOR MORE DETAILS.

What if my organization wants to hold a benefit fundraiser for an off campus organization?

If your AS organization wants to hold a benefit event you must get it approved before the activity by the Director of Student Activities. A form lists questions you need to answer about your event. Come see the Business Director to submit your request. Remember, the University will not allow the AS to spend any student money on outside fundraisers so you must rely on donating the profits from your event.

What kind of items are not approved for purchase according to state and university regulations?

SEE POLICIES FOR MORE INFORMATION.