Quick Guide: Student Association Expenditure Approval Forms (Eafs)

Quick Guide: Student Association Expenditure Approval Forms (EAFs)

General Information

1.  Student organizations wishing to utilize Student Association funding must submit a Student Association EAF for EVERY financial transaction

2.  Student Association EAFs are located outside of the Student Association, in the lobby of Colonial Crossroads, or on the Student Organization section of the Center for Student Engagement’s website

3.  All Student Association EAFs must be submitted to the Student Association in Marvin Center 427 for processing and approval by the Student Association Vice President for Financial Affairs or Student Association Office Assistants

4.  All Student Association EAFs must be accompanied with one of the following: receipt, contract, invoice, online shopping cart, vehicle request form, OR travel request forms

5.  If purchasing imprinted materials, must include quotes from 3 separate vendors and all artwork must be submitted to Licensing and Trademark Programs at

6.  The Center for Student Engagement cannot process Student Association EAFs without the signature of the SA VPFA or the SA OAs. The Student Association will provide student organizations with the approved Student Association EAF to take to the CSE for payment and final processing.

7.  To transfer funds between Student Association Accounts (Administrative, Programming, or Suborganization) student organizations must email the Student Association Finance Chair Ben Pryde at

8.  All Student Association policies are located in the Student Association Finance Policy Manual.

9.  All Student Association EAFS must have a signature by your Student Organization Advisor.

10.  Print clearly and legibly- illegible EAFs take longer to process

11.  Processing Student Association EAFs takes 3-5 business days

Instructions to completing Student Association EAF

1.  Section 1 (Group Information): Completely fill out

2.  Section 2 (Event Information): Completely fill out

3.  Section 3 (Student Association Account): Select what Student Association Account the expense should be charged to (Administrative, Programming, or Suborganization). Organizations were allocated funds in these separate accounts during the allocation process in the Spring. YOU MUST IDENTIFY THE SPECIFIC LINE ITEM. Failure to do so will result in late EAFs.

4.  Section 4 (Payment type): Select payment type

a.  Petty Cash- $150 maximum cash advance available to student organizations within 3 business days after SA EAF approval; must submit petty cash request form located outside of Student Association or in lobby of Colonial Crossroads

i.  Write in amount requested and date needed by

b.  Credit Card- utilize GW’s Credit Card to purchase online or over the phone

c.  Check to Vendor- pay with a check; takes 2-6 weeks for payment receipt

d.  Reimbursement- reimburse out of pocket expenses; takes 2-6 weeks for processing/receipt of reimbursement

e.  University Transfer- transfer funds to student organizations or departments

i.  Must fill out Section 4.a- University Transfer

f.  Sodexo Catering- pay Sodexo catering contract

g.  Marvin Center/Lisner- pay Marvin Center/Lisner/Jack Morton Auditorium/City View bills

h.  Enterprise Car Rental- rent vehicles for travel

i.  Vehicle Request Form must be submitted

i.  Travel- pay for hotels, airfare, or train fare

i.  Hotel Request Form or Air Travel Request Form must be submitted

j.  Other- any payment type not listed

i.  Must specify what type of payment type needed

5.  Section 5 (Payment Amount and Description): Write how much item will cost and what you want to purchase

a.  Only complete this section for the following payment types:

i.  Credit Card

ii. Check to Vendor

iii.  Reimbursement

iv.  Sodexo Catering

v. Marvin Center/Lisner

vi.  Enterprise Car Rental

vii.  Travel

6.  Section 6 (Name and Address of Company/Person Seeking Payment/Reimbursement)- fill out the section completely for the following payment types selected in Section 4

a.  Credit Card (only need Vendor Name)

b.  Check to Vendor (complete all of Section 6)

c.  Reimbursement (complete all of Section 6)

d.  Other (complete all of Section 6)

7.  Section 7 (Executive Financial Officer Approval)- President or Treasurer complete this section; President/Treasurer cannot sign for their own reimbursement

8.  STUDENT ORGANIZATION ADVISOR SIGNATURE is needed before submitting to SA VPFA

Steps to completing financial transactions

1.  Fill out Student Association EAF

2.  Attach one of the following: petty cash request form, receipt, contract, invoice, online shopping cart, vehicle request forms, travel request forms, OR hotel request forms to Student Association EAF with paperclip

3.  Receipts should be taped to 8 ½” x 11” paper

4.  Turn Student Association EAF and all supporting documentation to the Student Association in Marvin Center 427

a.  Student Association will process within 3-5 business days

b.  Student Association will email student organization once they have approved or denied EAF

c.  Direct questions about SA EAF approval to the Student Association at

5.  Bring signed Student Association EAF to the Center for Student Engagement (Marvin Center 505) for processing

a.  Office hours are 1:30- 4:30pm daily UNLESS appointment is made through gwcse.checkappointments.com

b.  The following payment types will be able to be processed immediately during office hours

i.  Credit Card

ii. Sodexo Catering

iii.  Marvin Center/Lisner

iv.  Travel

c.  Petty cash requests must be turned into the Center for Student Engagement’s front desk and will be available 3 business days after you submit

d.  Vehicle Request Forms, Air Travel Request Forms, and Hotel Request Forms must be submitted to the Center for Student Engagement no later than 12:00 noon on Wednesday for weekend travel

Last Updated 8/1/2014