Council Appropriations

1. Council Appropriations Purchasing Guidelines

2. ASNMSU Law Book • Chapter 10- College Council Bylaws • Council Financial Regulations • Council Points System • Appropriation Procedure • Council Treasurers shall be responsible for coordinating council appropriations and serving as the liaison between council organizations and ASNMSU financial officials.

3. Appropriation Requirements • Each council organization may receive no more than $500 worth of funding from their respective council in a single academic year. • Each organization is able to receive $250 of funding as long as they are in good standing with their council. • To receive up to $500 in funding the organization must accumulate at least 25% of the total possible points available.

4. Appropriation Steps • Once an appropriation is approved the organization/council will need to complete a Council Appropriation Form from ASNMSU. The form can be found at https://asnmsu.nmsu.edu/resources/downloads/ • The form must be signed by the council president, treasurer, and advisor. • Once all signatures above have been collected a council/organization member must make an appointment with the ASNMSU Comptroller, Asst. Comptroller, or the Fiscal Advisor (Debbie) to hand in the appropriation after all other signatures are obtained. • Once deemed an eligible expenditure-the Comptroller or Fiscal Advisor will sign the appropriation form and file it in a Council Appropriations binder at the ASNMSU Executive Secretary’s (Lorraine’s) desk. • Councils will be notified to either provide a quote to Lorraine and/or to make an appointment to use the PCard to make the purchase(s) required. • Council purchases may NOT take place prior to the passage of an appropriation.

5. Meal Purchases • If purchasing food or beverages to include Sodexo, also include an event flyerand/or an agenda and the Meals, Refreshments, and Hospitality Expense Worksheet found at: https://asnmsu.nmsu.edu/resources/downloads/ Please indicate the “5 W’s” on the meal form • Who:  Council or Student Organization • What: What are you purchasing? (please itemize) • Where: Exact location of where the purchase will be utilized • When: Date, start time, and end time if it is used for an event • Why: Valid business purpose – please provide a copy of a flyer or announcement of the event (avoid using words such as “party,” “get-together,” “bash,” etc.)

6. Purchasing Guidelines • All council appropriations must conform to the NMSU Business Procedures Manual. • The ASNMSU PCard, a Purchase Order, or Direct Pay to a vendor must be used to make purchases.

7. Procurement Card (P-Card) If the expenditure is eligible for a PCard purchase, an appointment must be made with the ASNMSU Executive Secretary (Lorraine) to use the PCard 1. Online purchases will be made by Lorraine, the Asst. Secretaries, or the Fiscal Asst. 2. If shopping is necessary, the Asst. Secretaries will accompany you to ensure purchasing protocol is followed (see below) 3. Please provide an itemized, paid receipt to Lorraine to file in the PCard binder along with a copy of the appropriation, the Meal Worksheet, if applicable, agenda, and/or event flyer a. Receipts and all paperwork are due the day of purchase or the next business day after the purchase is made. May be used when purchasing items under $1000. • 1. Promotional items; • 2. Clothing and accessories for non-NMSU employees; • 3. Food purchases other than catering; • 4. Plaques, trophies and certificates given to non-NMS U employees; • 5. Office supplies; • 6. Equipment purchases, including tools and supplies; • 7. Conference registration fees; • 8. Airfare; and • 9. Printing and reproduction.

8. Purchase orders If the expenditure requires a Purchase Order, then the executive secretary or fiscal advisor must process the paperwork. 1. This can take up to three weeks-please plan ahead! 2. The service may not take place until a Purchase Order number is obtained 3. A quote is required from the vendor 4. The vendor must have an active Aggie ID a. If the vendor does not have an Aggie ID, a New Vendor Request must be submitted by ASNMSU • Catering other than Sodexo (A Direct Pay form is utilized for Sodexo payments); • Clothing and accessories for NMSU employees; • Plaques, trophies and certificates given to NMSU employees; • Performers, speakers and presenters; • Disc jockeys; • Lodging; • Rentals; • Film showings (license purchasing); • Gift cards to non-NMS U employees; • Items greater than one thousand dollars ($1000) in value (even when combining a purchase with another department); • Total purchase price greater than three thousand dollars ($3000) for multiple items (even when combing purchase with another department).

9. Reimbursement • ASNMSU may only reimburse for travel, i.e., goods may not be reimbursed. • If the travel is to be reimbursed • Attach a reimbursement intake sheet to the appropriation • The intake sheet may be found at https://asnmsu.nmsu.edu/reimbursement-intake-sheet/ • A copy of the form may also be obtained from the Comptroller, Asst. Comptroller, Debbie, Lorraine, or the Asst. Secretaries • Follow the instructions on the form for receipt and documentation requirements

10. Contact Information