TD Bank
70 Bayard Street
New Brunswick, NJ 08901
More Information
SABO Services
Quick Information
• Administrative Advisor
• Cash Advance
• Co-sponsoring Events
• Cultural Catering
• Faculty/Staff Advisor
• Food Policy for Large Events
• Food Policy for General Meetings
• Online Purchases
• PERR Form Explained
• Travel Arrangements
Administrative Advisor
The administrative advising department is responsible for the account and the organization.
- The administrative advisor’s role is to assist student organizations in program planning, logistical arrangements, and to interpret policies, procedures and guidelines for the student organizations.
- Your administrative advisor must be notified if the expenditure is:
- Any personal reimbursement
- Travel Related
- Cultural Food
- Cash Advance
- Services Requiring a Contract
- Co-Sponsorships/Transfers
- Your Faculty/Staff advisor’s signature may not be substituted for your administrative advisor’s signature.
- To obtain a cash advance, submit a voucher signed by your administrative advisor.
- Documentation for any cash all valid receipts and contracts must be submitted to SABO within 30 days of the cash advance, any unused funds must also be deposited to SABO.
- A cash advance is a check issued to an individual or vendor before a purchase is actually made and can be made for any amount. (Important: a quote or estimate is required for cash advances for over $300).
- Cash advances are encouraged any time funds are needed prior to an expenditure being made or whenever personal funds are not available.
- Further, cash advances should be requested for any travel or food related expenditures where personal funds are being used or for any type of large expenditure.
- Online expenditures must comply with all policies and procedures.
- Consult with your administrative advisor prior to making any purchase.
Cultural Catering
A cultural dinner in which specialty foods will be served that are not available from the Student Center vendors or Rutgers Dining Services
- Always consult with your administrative advisor before including food as part of an event.
- Both small and large events held at an on campus location using an off campus vendor require a contract.
- A contract must be executed 3-4 weeks prior to an event
- Contract is written by administrative advisor
- All outside food vendors must supply a certificate of insurance naming Rutgers an additional insurer in the amount of $1,000,000.
- Must also supply a current sanitation certificate.
- This information must be provided to your administrative advisor when the contract is returned.
- Contact the Office of Student Involvement for current approved cultural food vendors.
- Alcohol at any event is strictly prohibited.
- In addition to you administrative advisor, student organizations have a Faculty or Staff advisor whose role is to guide the organizations’ activities, serve as a resource in your area of expertise and share a historical perspective of programs.
- Your Faculty/Staff advisor’s signature may not be substituted for your administrative advisor’s signature.
- Always consult with your administrative advisor before including food as part of an event.
- Documentation for a large event food expenditure should include: a voucher signed by your administrative advisor, and itemized receipts or contract.
- Alcohol at any event is strictly prohibited.
Purchase of Food & Catering from a Campus Center Food Court Vendor
- Does not require a contract.
- University Student Center food vendors accept check requests as a proof of payment.
Purchase of Food & Catering from an Off Campus Vendor
- Midsized event held at an off campus location requires preauthorization by your administrative advisor
- In the case that a contract is not necessary, a cash advance should be issued to the Treasurer or restaurant as proof of payment.
- Large event held at an off campus location always requires a contract (i.e. the event facilities such as hotels require official documentation).
- Documentation for any food expenditure should include: a voucher signed by your administrative advisor, list of attendees for the meal and itemized receipts or contract
- All meals and catering require a list of attendees. Small meals should indicate each person’s name and affiliation with the organization. Names of all attendees are not required for events with 10 > students.
Food Policy for General Student Organization Meetings
- Always consult with your administrative advisor before including food as part of an event.
- Food for General Student Organization Meetings.
Limited to the Use of Line #700
- Must be purchased from a student center vendor or Rutgers Dining Services.
- No catering from outside vendors is permitted for meetings.
- Small food items brought in for a meeting must be prepackaged and approved by the administrative advisor.
- Alcohol at any event is strictly prohibited.
- Online expenditures must comply with all policies and procedures.
- Consult with your administrative advisor prior to making any purchase.
- A valid receipt from an online purchase must include:
- Name and address
- Items purchased
- Amount
- Confirmation notice (confirmation number)
- Proof of payment (“billed to” information, etc.)
- After transactions is completed, fill out a PERR Form for reimbursemen.
Program Expense Reimbursement Report
(PERR) Form Explained
The student should complete this form when an approved reimbursement is being requested
- Out of pocket purchases are limited to $300.
- Anticipated, out of pocket expenditures of over $300 must be pre-approved in a written, dated, form by your administrative advisor (memo/email).
- The completed, signed & approved PERR Form with all respective receipts attached to the back should be submitted within 30 days of expense.
- Receipts must be originals for reimbursement
- Name and Address of the vendor must be on the receipt
- Receipt must be itemized – clear indication of what was purchased
- Proof of payment must be indicated (cash paid, credit card charged, check number)
- No need to do a check request for the reimbursement.
- All reimbursements will be processed within 5 days of receipt at the SABO Office.
- To avoid delays in processing: be specific in your explanation for the expenditure and include all relevant documentation.
- Process: (1) a hard copy of the PERR Form must be submitted directly to your Administrative Advisor for approval, (2) your advisor will submit the form with attached receipts to SABO for check processing.
- Form will be submitted to: Student Activities Business Office (SABO) at the Student Activities Center (SAC) – 613 George St. New Brunswick, NJ 08901.
- Always consult with your administrative advisor before making any travel or car rental plans.
- Documentation for any travel expenditure should include: any contracts (if necessary) signed by your administrative advisor, an itinerary, list of people traveling, purpose of travel, dates and locations.
- Alcohol associated with any University Student Organization travel is strictly prohibited.
Choosing a Travel Agency
Local travel agencies have worked successfully with Rutgers Organizations in the past:
- American Colpitt Travel
409 Raritan Avenue, Highland Park, NJ 08904
(732)249-0333
- Vagabond Tours
118 Somerset Street, New Brunswick
(732)745-2449
Usage of Personal Funds for Travel Expenditures
- Travel arrangements made online must be made by each individual traveling (important: one student organization member may not purchase airline tickets or make hotel reservations for another member).
Car Rental Arrangements
- All arrangements must be pre-approved by your administrative advisor and should be paid for using a cash advance made payable to the Car Rental Vendor or the individual renting the car
- Car rental arrangements must include: the purchase of additional insurance, including but not limited to “Loss Damage Waiver (LDW).”