19 July 2020 Essence Perry

RSO Budgetary Process Guide

Below are steps to Submit a Funding Request:

Click here for the Supplemental Form Budget for 2024-2025!

Your RSO department ID can be found here.

  1. Click here for a template budget.
    • This template has all of the necessary information to request funding from FAST.
  2. Use this quick guide to prepare your budget. It has the major funding guidelines outlined in the Constitution and bylaws.
  3. After you fill out the budget template or make your own, use this link to submit your budget request to FAST.
  4. After you submit your budget to FAST, we highly recommend you attend our office hours
    • Our office is now called the "People's Office," this is the old CC/Fincom Office in Upper Paresky. However, due to popular request, we will host hybrid office hours on Zoom
    • Funding Facilitators are here to help your RSO write budgets/funding requests, find other pots of money at the college, or simply answer any questions about the new funding process. We are paid to ensure you experience an accessible and transparent system of funding. We do all of this during office hours.
  5.  FAST decisions are deliberated within the funding body. Most decisions will be decided within 24 hours of bi-weekly office hours through an email to the RSO/student. We may, however, take up to two weeks before processing your FAST funding request. 

  6. There are two ways to access and use your approved funding. You may make the purchase with a personal debit card/cash and submit a voucher or invoice, along with the itemized receipts in one pdf to FAST. You can also submit a p-card request. You need to submit the p-card request before Wednesday at 5pm. Should you need any help completing the forms, shoot us an email.

Process for Using P-Cards and Vouchers

P-Cards

Request a p-card via a form on the OCL website. The Office of Student Life manages the p-cards. Request them at least 48 hours in advance of when you need them.

An Important Policy: All Online Purchases using a P-Card must be made at the Office of Campus Life

Request Procedure and Timeline

All requests must be submitted no later than 5:00 pm on Wednesdays.  Any requests submitted after 5:00pm on Wednesday will not be available until Friday of the following week.

Approved request notification will be sent via email. Feel free to follow up with your request by contacting Ivy Rodriguez ir3​@williams​.edu in the Office of Campus Life.

Picking Up & Returning P-Cards

PCards will be ready for pick up on FRIDAYS ONLY between 9:00 a.m. and 4:00 p.m.
Students will need to return cards in the envelopes with all itemized receipts including receipts from any online purchases made to the Office of Campus Life Mondays by 5:00 p.m. The envelopes should be slid under the door if no one is in the office. There is a printer along with the two available computers to use for printing receipts after an online purchase has been made.

Requests for time sensitive purchases are considered on a case-by-case basis and should be submitted to Ivy via email in addition to completing the Request Form. Any cards that are expedited MUST BE RETURNED WITHIN 24 HOURS OF ISSUE.

There are a limited number of p-cards available at any given time, so requesting them farther in advance increases your chances of successfully acquiring one. Additionally, RSOs MUST submit their budget request PRIOR TO REQUESTING a P-Card!

Vouchers

Vouchers are typically used for vendors that cannot accept credit cards, or for reimbursing individuals for other fronted costs. Reimbursement can take up to two weeks.

    1. Download a voucher.
    2. List your vendor as whoever you are paying. For example, if you are reimbursing yourself for gas, you will list yourself as the vendor.
    3. The address should be the vendor's address (your SU box address is fine).
    4. Fill in the bubbles accordingly (student, direct deposit, enclosure).
    5. Choose the account number that best describes your purchase.
    6. If you are requesting a reimbursement for items listed under different account numbers, submit them on SEPARATE vouchers/forms. (Ex. food on one voucher/Google form and decorations on another).
    7. Use “400” for your fund.
    8. Locate your organization’s department ID, listed here.
    9. Attach receipts for each of your purchases to the voucher. The voucher form and relevant receipts MUST be on the same pdf.
    10. Submit your voucher with the receipts attached using this Google form.