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  • Office of Student Activities Forms

Office of Student Activities

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    When Do I Use Which Form?  Are you uncertain about which financial form you might need to use? Below is a list of forms used in the day to day operations of student organizations and a short explanation of  when, where and why to use each form.

    Contracts 
    Contracts must be created by the student organization in the following circumstances (to name a few):

    • Hiring officials/judges/ umpires for competitive organization events (whether or not the officials will be paid)
    • Inviting a guest lecturer or musician for an organization event (whether or not the person or agent will be paid)
    • Securing a DJ, Sound/lights, Games galore (i.e. Purple Hat, KHook radio) to provide technical or specialty services for an organization event.
    • Reserving a space off-campus for an event or competition that will be sponsored by an MSUM organization or in which a MSUM organization will participate (whether or not a fee will be charged for the reservation)


    Complete this "Contract Questionnaire" and then contact the Activities Business Manager, Sandy Schob, at schobsa@mnstate.edu or 218-477-2486, to assist you in creating a contract before the event occurs. Contracts should be completed and signed at least 7-10 business days before the event date.

    Deposit Form
    Form required when depositing income into a student organizations account (also known as a cost center). What types funds require deposit?

    • Member Dues
    • Bake Sales
    • Promotional item sales
    • Ticket sales
    • Participation or entry fees


    Funds should be deposited within 48 hours of receipt. Completed deposit forms and funds should be brought to the Office of Student Activities (CMU 113) for proper deposit.

    Gift Reconciliation
    The gift reconciliation form is required when student organizations have handed out gift cards, gift card like items, or gifts valued at $25 (or more) each, at an organization event or meeting. Recipients of the gift card(s) or gift(s) must sign the gift reconciliation form. Completed gift reconciliation forms must be submitted to the Activities Business Manager at the Office of Student Activities, CMU 113.

    Local Account Check Request

    • Used when the Organization has a local account (one with the 380xxx prefix).
    • Used to pay a business vendor/company for supplies purchased.
    • Not for use in paying an individual or agency for contracted specialty services such as music, DJ service, officials or referees. Those require contracts!


    Purchase Requisition 
    Purchase requisitions are used to request a purchase order number in order to obtain services or supplies from off-campus businesses. 

    • Used when organizations purchase from an off-campus business (sometimes online businesses will accept a purchase order). Most business require a purchase order/requisition number before they will begin to process an order.
    • When the purchase of organization item(s) are of an amount too big for initial payment by student or faculty personal funds (apparel orders, tournament fees).
    • Contact the Activities Business Manager at CMU 113 to help you set up a purchase requisition and purchase order.


    Special Expense Request Form
    Student organizations must complete this form before they purchase apparel, order or purchase food that will be shared with MSUM or state employees, gift cards (any denomination) or items to give as a prize/gift at an organization event/function if the individual prize/gift is $25.00 value or more. A gift reconciliation form is frequently tied to the completion of this special expense form. Please contact the Activities Business Manager for further assistance in completing a special expense request form.

    Student Reimbursement Request
    Used to request reimbursement for a student who has used their personal funds to pay for organization event expense, travel expense or other approved expense. The student may only be reimbursed if the organization  has a valid campus account and enough funds to cover the expense or part of the expense.

    • Student requesting reimbursement must provide an itemized (detailed list of item) receipt.
    • Student must attach a completed Special Expense form or Student Travel Authorization form if the expense involves gifts or travel expenses.
    • Student must complete the Student Reimbursement Request form and obtain the signature of the organization advisor. The Assistant Director of Leadership and Organizations will sign on the final line for Director/Dean.
    • Student must submit the Student Reimbursement Request Form to the Activities Business Manager at CMU 113 Office of Student Activities.
        

    Student Travel Authorization
    A Student Travel Authorization is required any time an MSUM student or group of students are traveling 35 miles or more outside the Moorhead/Fargo area for purposes related to academics or directly related to the mission and goals of a student organization. The student travel authorization must be completed whether travel is "in-state" (within the boundaries of Minnesota) or "out-state" (outside the boundaries of the state of Minnesota).

    Supplemental Funding Application
    A form used by recognized student organizations to request additional operating funds or special event funds for use during the current fiscal year. To request travel funds, see Travel Funding Application below. Upon completion of the form, please save it and submit electronically using the "SABC Supplemental & Travel Funding Request Submission Form" found under the Campus Links section of DragonCentral. You will need to log-in with your Star Id and Star ID password.

    Travel Funding Application
    A form used by recognized student organizations or individual MSUM students to request funding for travel. Travel expenses must be related to the mission and goals of a student organization or co-curricular in nature if an individual. Upon completion of the form, please save it and submit electronically using the "SABC Supplemental & Travel Funding Request Submission Form" found under the Campus Links section of DragonCentral. You will need to log-in with your Star Id and Star ID password.

    Tax Exempt Certificates (MN) (ND)

    • Present the certificates when purchasing student organization supplies from an off campus business.
    • Bring the certificate to the courtesy counter at the business before you purchase and ask if they honor sales tax exempt status of MSUM.
    • Make sure you have the certificate at check out in the event they will exempt sales tax from your organization purchase.