Student Organization Documents & Policies

1. Ensure all pre-approvals are obtained before any expenses are incurred.
2. The Event PIC/requestor is responsible for following up by checking any communications sent through Warrior Life and/or email and responding in a timely manner.
3. Promotional items that include any CSU logo or brands must be procured through one of the approved licensed vendors. The preferred vendor is Club Colors.
4. Renting a space in the University Student Center is considered a purchase if there is any balance to be paid out of the Club TC account.
5. All forms can be found on the CEB group on Warrior Life.
6. CEB Analyst email: rmenezes@csustan.edu
7. CEB RSO Event Team email: rsoevents@csustan.edu

Step 1: Submit Your Reservation

Submit the reservation form on Warrior Life.

Step 2: Do You Need to Purchase Anything?

If Yes:
Go to the Purchasing Process section below.

If No:
Continue to Step 3.

Step 3: Will Any Food & Beverage Be Served at All?

If Yes:
Go to the Food & Beverage section below.

If No:
Keep an eye on messages on Warrior Life about your reservation.

Step 1: Send Information to the CEB Analyst

Send the following information to the CEB Analyst:

• Legal business name of the speaker/performer, as stated in Box 1 of their W-9.
• Brief description of the services to be provided by the speaker/performer.

Step 2: CEB Review

The CEB Analyst will review the information and get back to you regarding the next step.

Step 1: Are the Supplies From Amazon or Staples?

If Yes:
Complete the Purchase Request Form on Warrior Life and attach a complete order worksheet.

The blank worksheet can be found toward the end of the Purchase Request Form.

If No:
Email the CEB Analyst with:

• The vendor's legal business name. This must match the name in Box 1/TIN of the W-9.
• The type of supplies you want to purchase.

This process applies to promotional materials, awards, giveaways, and prints.

Step 1: Are the Items From an Approved Vendor?

Determine whether the items are from one of the following vendors:

• Warrior Book Store
• StanPrints
• Fab Lab
• ASI
• Club Colors
• Other approved licensed vendors

If Yes

Step 2: Get a formal quote for the items.

Step 3: Complete the Purchase Form Request and attach the quote.

Step 4: The CEB Analyst will review the request and complete the purchase if the request is approved.

If No

Email the CEB Analyst and provide the reason(s) why the purchase cannot be made through any of the approved vendors.

Step 1: Is the Space Rental Fee Fully Covered?

Determine whether the space rental fee is ALL covered by ASI and/or other club credits.

If Yes

No further actions are needed.

If No

Step 2: Get a quote or balance cost estimate from the University Student Center (USC) showing the amount that needs to be paid from the TC account.

Step 3: Email the provided quote/cost estimate to the CEB Analyst.

Important: The document must be a quote/cost estimate, NOT AN INVOICE.

Step 4: The Analyst will review the quote and work with the USC to process payment from the TC account.

Step 1: Is This Event a Potluck?

If Yes

No further paperwork is required.

If No

Continue to Step 2.

Step 2: Is the Event Fully Catered by Chartwells?

If Yes

Obtain the order and cost information from Chartwells using one of the following methods:

• Go to the Chartwells ordering website and create a mock cart that shows all items to be ordered and the total cost. Take a screenshot of the order details, including the cost.

OR

• Email Chartwells for cost estimate details, including a list of all items to be purchased.

Then:

1. Complete the Purchase Form on Warrior Life.
2. Attach the quote from Chartwells or complete the order worksheet with all details included.
3. If approved, the CEB Analyst will place the order and pay.

If No

1. Get a cost estimate from the vendor.
2. If the cost is over $250, complete the Chartwells Exemption Form on Warrior Life.
3. Complete the following:
   • Purchase Form and attach the quote.
   • Food and Beverage Safety Review (FBSR) Form on Warrior Life.
4. If approved, the CEB Analyst will place the order and pay.