FAQ

Allocated funds can be accessed by submitting either of the two options below.

• A Purchase Request for the FAC Advisor to make a purchase.
• A Purchase Request for reimbursement of expenses incurred by the Registered Student Organization (RSO), a member or advisor of the RSO or another UA department.

Organizations must claim funds within 60 days of the allocation date. Any unspent funds are returned to the FAC budget for reallocation. It is the responsibility of the president/treasurer to complete the FAC process and contact the FAC Advisor to spend awarded funds well in advance of the deadline.

Review “How to Complete the Purchase Request” below for for detailed instructions on that part of the process.

1. Any organization wishing to appeal the FAC decision must submit their concerns in writing to the SGA Vice President of Financial Affairs (VPFA).
2. The SGA VPFA and SGA Treasurer will review the appeal. The SGA VPFA will respond in writing to the organization explaining the basis for the Financial Affairs Committee’s amended decision.
3. If the issue is unresolved, the FAC Appeals Council request the organization to provide further explanation/details for consideration and review.
4. The decision made after this deliberation will be presented to the SGA Senate for approval. This decision is final.

The President or Treasurer of the organization must complete the online Funding Request. Funding Requests are due by midnight on the submission deadline. The FAC Funding Request is completed through an electronic process. Visit mySource, sign-in and complete the instructions as follows:

1. Select the organization for which funds are being requested
2. Click Manage Organization
3. Click Menu button
4. Select the Finance option
5. Select the dropdown menu for Create Request and select Funding Request
6. Enter the subject (organization name)
7. Enter the amount (total amount of funding request)
8. Provide a detailed description for the request (answer Who, What, Where, When and Why)
9. Complete the questions under additional information only as it applies to the request.
10. Complete the checkbox to electronically sign the funding request
11. Upload your budget and any other relevant document(s) for this request
12. Click the “Submit Request” button
13. Notify the organization President and Advisor of the need to access the Funding Request to provide approval by changing the “stage” to the next level of approval. Both the President and the Advisor Approvals must be completed by midnight no later than the Sunday prior to the FAC meeting.
14. If the organization President is the one to submit the funding request, they will need to change the stage to “Approved by President”
15. Notify the Advisor of the need to change the stage to “Approved by Advisor”

If the required approvals are not received prior to the deadline, the request will be cancelled.

The President or Treasurer of the organization must complete the online Purchase Request. The FAC Purchase Request is completed through an electronic process. Visit mySource, sign-in and complete the instructions as follows:

1. Select the organization for which funds are being requested
2. Click Manage Organization
3. Click Menu button
4. Select the Finance option
5. Select the dropdown menu for Create Request and select Purchase Request
6. Enter the subject (organization name)
7. Enter the amount (total amount of funding request)
8. Provide a detailed description for the request (answer Who, What, Where, When and Why)
9. Complete the questions under additional information only as it applies to the request
10. Complete the checkbox to electronically sign the funding request
11. Upload your FAC Purchase Addendum and any other relevant document(s) for this request
12. Click the “Submit Request” button
13. Notify the organization President and Advisor of the need to access the Funding Request to provide approval by changing the “stage” to the next level of approval. Both the President and the Advisor Approvals must be completed by midnight no later than the Sunday prior to the FAC meeting
14. If the organization President is the one to submit the funding request, they will need to change the stage to “Approved by President”
15. Notify the Advisor of the need to change the stage to “Approved by Advisor”

The President or Treasurer of the organization must complete the online Purchase Request for reimbursement.  A complete reimbursement packet will include all invoices, receipts, and proof of payment for purchases incurred by the student organization, UA Department or individual. All information must be legible. Blurry or missing information will delay the reimbursement.  Receipts/Invoices should be scanned as one document with the proof of payment and uploaded to the Purchase Request before submission.  A pdf is an acceptable format for this packet.

A completed Direct Deposit Authorization form should be submitted if the organization is not already in the payment system or if the organization’s banking information has changed.

The FAC Purchase Request is completed through an electronic process. Visit mySource, sign-in and complete the instructions as follows:

1. Select the organization for which funds are being requested
2. Click Manage Organization
3. Click Menu button
4. Select the Finance option
5. Select the dropdown menu for Create Request and select Purchase Request
6. Enter the subject (organization name)
7. Enter the amount (total amount of funding request)
8. Provide a detailed description for the request (answer Who, What, Where, When and Why)
9. Complete the questions under additional information only as it applies to the request.
10. Complete the checkbox to electronically sign the funding request
11. Upload your FAC Purchase Addendum and any other relevant document(s) for this request
12. Click the “Submit Request” button
13. Notify the organization President and Advisor of the need to access the Funding Request to provide approval by changing the “stage” to the next level of approval. Both the President and the Advisor Approvals must be completed by midnight no later than the Sunday prior to the FAC meeting.
14. If the organization President is the one to submit the funding request, they will need to change the stage to “Approved by President”
15. Notify the Advisor of the need to change the stage to “Approved by Advisor”

The reimbursement process generally takes 7-10 business days after the FAC Advisor submits the documentation to the Accounts Payable Department. All payments are subject to UA Spending Policies.