Purchase Orders (POs)
A purchase order (PO) is an agreement between the College and a business that the College will pay for the goods or services provided. PO's are accepted by most local businesses, however, it is sometimes helpful to call the business ahead of time to make sure. To obtain a purchase order, contact the SGA/SPB/PCB Treasurer. When you use a po, obtain a receipt; submit the receipt to the SGA/SPB/PCB Treasurer. Colby cannot pay for the item(s) purchased without a receipt or invoice from the business.

Online Purchases/Credit Cards
If you would like to make a purchase that requires a credit card, contact the Student Activities Office. StuA has a corporate purchasing card available for purchases made by clubs and organizations. This service is especially helpful when making on-line purchases or large purchases (travel reservations, conference registration, etc.) PLEASE do not use your own credit card for club business.

Internal Charges
Organization presidents and treasurers can use a club or organization's account number for internal charges at the bookstore, for duplication, and with dining services. Charging meals in the Spa is only allowed in conjunction with an official club or organization activity. Clubs or organizations may obtain a copy card, used for making photocopies on campus, from the Eustis Service Center. Posters, table tents, large quantities of photocopies, and other duplication jobs can be sent out for duplication via the Eustis Service Center, and can be charged to your club or organization's budget.

Internal charges should be used for official club and organization business only. The SGA/SPB/PCB Treasurer receives details of each internal transaction. Improper spending could result in withholding of funds or other financial consequences.

For clubs fortunate enough to have an office with a phone, it is important to know that a monthly line charge, along with long distance charges, will be billed to your organization's budget.

Check Requests/Paying Bills or Invoices
Submit any invoices or bills you receive for goods or services to the SGA/SPB/PCB Treasurer. The Treasurer will then request a check to be issued by the accounts payable department in the Business Office.

When payment is needed for a speaker or performer, you must secure a contract between the speaker and your organization. You, as a student, are not authorized to sign a contract for your organization. If you do, you may be held personally liable for any contractual expenses. Blank contracts, and assistance in completing contracts, can be obtained from the Student Activities office. Completed contracts must be submitted to the SGA/SPB/PCB Treasurer, who will request payment.  More information about contracts can be found here.

DEADLINE: Submit a completed contract Monday by noon in order for a check to be issued by Thursday of that week. It is advisable to submit all paperwork as early as possible - in case of error or missing information, payment may be delayed until the following week or later.

REMEMBER: NEVER SIGN A CONTRACT!

Using Your Own Money/Getting Reimbursed
Spending your own money for club or organization expenses should be avoided whenever possible. If you do spend your own money, you MUST submit a receipt in order to receive reimbursement. List a brief explanation of the expense on the receipt, along with your name, mailbox number, and club or organization for which the money was spent. Submit receipts to the SGA/SPB/PCB Treasurer. Keep a copy of your receipt. SGA/SPB/PCB Treasurers are not responsible for lost receipts. Expenses under $75 can be reimbursed in cash at the cashier window in the Business Office. Expenses over $75 require a check to be issued by the Office of Financial Services. Reimbursements for over $75 submitted by noon on Monday will be issued on the following Thursday. Checks are only issued once a week, so missing the deadline will delay your reimbursement by at least a week.

DEADLINE: The deadline for reimbursements over $75 is Monday by noon to get reimbursed by Thursday of that week. Approved reimbursements under $75 can be submitted to the cashier in the Business Office M-F, 9am-4pm.