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Top 10 Questions & Answers
1. How do I know if my event requires a University Contract? Any speaker, DJ, performer or novelty item you bring on campus must have a contract. Without a contract a check will not be written from a student organization's ASA account to pay for the speaker, DJ, performer or novelty item. Even if you are not paying for the speaker, DJ, performer or novelty item you still need to do a contract due to liability issues. In addition, fundraising events where vendors are being brought onto campus and being sponsored by a student organization must have a completed vendor contract. If you are unsure if you need a contract it is better to be safe and ask. Stop by the Contracts Office in Room 230 HUB-Robeson Center to arrange to pick-up contracts for your event and review the contract process. [Back to Top] 2. How soon should I start my contract process? The sooner you contact the Contracts Office the better. As a general rule, contracts should be started one month prior to the event. Signed contracts should be turned back into the Contracts Office two weeks before the event to allow time for proper approval and obtaining the University signature. Stop by the Contracts Office in Room 230 HUB-Robeson Center to arrange to pick-up contracts for your event and review the contract process. [Back to Top] 3. Where is the Center for Arts and Crafts? The Center for Arts and Crafts is located in 11A2 Grange Building. [Back to Top] 4. What employment opportunities are there in the HUB? Work study and wage payroll positions are available in the HUB. For information regarding work study positions, please go to 241 HUB-Robeson Center. Work study positions are available in a variety of areas in the HUB-Robeson Center, including the HUB Information Desk, Corner Pocket, Center for Arts & Crafts, LateNight-PennState, HUB Galleries, and as assistants in the various offices within the HUB. The wage payroll positions are available at Union Street. For more information regarding wage payroll positions, please go to the Union Street Employment Office located in the HUB-Robeson Center basement (beside Copy Central). [Back to Top] 6. I'm a new treasurer for a registered student organization. What do I need to do first?
[Back to Top] 7. What is an ASA purchase order and how do I use it? An ASA Purchase Order is the only form of credit that student organizations can use for purchases of goods and services on or off campus. The purchase order holds or "encumbers" the money in an account, and allows that organization to receive the goods or services before actual payment occurs. When the vendor receives a purchase order and delivers the goods or services to the organization, the vendor is then responsible for sending an invoice for the amount of purchase to the ASA Office. When ASA receives the invoice, it is paid provided it is within 10% or $20 (whichever is less) of the amount on the purchase order. If the amount of the invoice exceeds the purchase order beyond the 10% or $20, the invoice will need to be signed by the organization’s Treasurer to authorize payment to the vendor. [Back to Top] 8. I spent my own money on behalf of my organization, how do I get reimbursed? First and foremost, obtain the receipt for the goods/services purchased. Provide the original receipt to the organizational treasurer. The treasurer must then complete a check request submitting it and the original receipt to the ASA office. A check will either be mailed or ready for pickup within two days after it has been submitted to the ASA office. [Back to Top] 9. How do I reserve a room for a meeting or program? Rooms can be reserved on-line at www.sa.psu.edu/usa/eventsmgmt/ or go to the Event Management Office located at 125 HUB-Robeson Center, 865-7973. [Back to Top]
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Updated February 27, 2007