This is a fillable pdf that each student group member needs to submit to their designated Budget Officer(s) for approval when requesting to make a purchase using student group funds. This form includes purpose/memo, amounts, and appropriate documentation. This form should also be used for co-sponsorships between 2 groups.
This form covers the full scope of OSA-connected funding sources (OMR, ZOR/DP, Student Competitions, etc) so OSA can explore many possible funding sources to best support students. All applications must be submitted by the 1st of each month to be included in that month's review process. Applications will be reviewed by the appropriate committee connected to the most relevant funding source(s) for each request. Committee decisions will be emailed by the 15th of each month.
Schedule a time to coordinate making a purchase using an OSA departmental credit card. Select an appointment by Zoom or in-person to complete the purchase. Must attach the approved Student Group Purchase Request form or Student Funding approval email when scheduling.
Use this form if you are seeking reimbursement for yourself, or on behalf of an outside individual or company. Please save the appropriate documentation - including proof of purchase and itemized receipt - to upload to this form for financial processing. Purchases that violate university spending policies will not be reimbursed. Please note that reimbursements may take up to 6 weeks to process since multiple offices at YLS and the University are involved.
If a vendor provides an invoice for payment, you will need to complete this form. The approved Student Group Purchase Request form or Student Funding approval email must be attached when submitting this form for payment. Standard Payment Terms are Net 45 (approved transactions disbursed within 45 days of invoice date). Net 45 is the default, unless otherwise negotiated and agreed to by the Procurement Department.
If a venue or service provider requires a contract, you will need to complete this form. Students are not allowed to sign anything on behalf of Yale. OSA will share this form with the YLS Business Office and Yale Procurement Office for review. Review process can take up to 3 weeks.
If a student group is planning a larger event with multiple groups, one student group should act as the primary funding source and the other student groups transfer funds to the primary funding account to help cover costs. To complete a COA Transfer, budget officers must complete the COA Transfer form to shift money from one account or COA (Chart of Accounts) to another. All budget officers from the groups contributing funds need to sign the form, then email to osa@yale.edu.
If creating a new logo, students must submit this form for review by OSA, Yale Licensing, and OPA. Please reference the Yale Trademark Licensing webpage with guidelines for use of Yale name and logo designs for student organizations. Review process can take up to 2 weeks.
Merchandise or swag purchases can only be paid for out of discretionary funds and spending is limited to a maximum of $100/person per fiscal year. Submit proposed merchandise or swag designs through this form for review by OSA, Yale Licensing, and OPA. Review process can take up to 2 weeks.
Submit a draft of the fundraising letter and list of proposed firms through this form for review by OSA and AED. Review process can take up to 2-3 weeks.
Complete this form to document anticipated fundraising dollars so OSA and AED can monitor these funds coming in. This form will provide the format for OSA to follow up and send confirmation when funding is received by OSA and AED.
