Business Services FAQ
If the student is not an employee of the University in any department and has not received any compensation for their services, then you can simply purchase the items. You will then need to include documentation stating the reason for the purchase and to whom the gift(s) were given.
If the intern is compensated (pay or stipend) or as an employee of the University in any form, the gift would then fall under USU's Employee Gifts and Awards Policy. This policy states that any gift that meets any one of the requirements listed in the policy is considered taxable and requires reporting.
In the season of giving! Business Services would like to remind you, University funds are not to be used for donations, generally. As the holiday season approaches, you are encouraged to pass the hat to support efforts like Sub-for-Santa or Stuff-A-Bus.
Student Organization Fundraising is defined as any event where the student organization intends to raise additional funds through solicitation (funds and/or items), charging admission to a fundraising event, or selling products or services. This includes fundraisers that may benefit the student organization, other charitable groups or an individual. Only student organizations that have been pre-approved by completing the "Application to Raise Funds" at least ten business days prior to the day of the fundraiser will be allowed to fundraise.
To facilitate timely reporting and/or reimbursement to a traveler, your TR is to be submitted within 5 days of your return. Once all the information is received, it is entered into the purchasing system via Workflow and has to go through approval ques for the department spending the money, which may take up to 24 hours. It then feeds to Accounts Payable to generate a check; checks are cut nightly and mailed the next day or sent through direct deposit routing. If several travelers go to the same conference or event, ALL the TAs have to be submitted with corresponding documentation before ANY of the TRs can be processed, whether there is a reimbursement or not.
A receipt does not generally indicate who made the purchase. Your bank statement summary verify the receipt was indeed an expense you incurred. The documentation makes the audit trail clean and clear.
If the original purchase was made with cash, the receipt needs to specify it was a cash transaction.