Financial Resources

Cash Receipts Log
Expense Report Form
Pre-Approval/Check Request Form

Procedures for Purchases
Check Request Forms should be submitted one week before funds are needed. Expense Reports should be submitted for reimbursement within one week of the actual purchase.

Under $150: Buy the item without pre-approval

1. If paying by cash or personal credit card:
   1. After purchase, fill out an Expense Report.
   2. Attach all receipts.
   3. Submit to the Student Development Administrative Assistant.
   4. The Administrative Assistant notifies the individual that reimbursement check is ready for pick up.
2. If funds are needed prior to the purchase
   1. Fill out a Check Request Form with the estimated amount of the purchase.
   2. Submit the Check Request Form to the Student Development Administrative Assistant.
   3. The Administrative Assistant notifies the individual that the check is ready for pick up.
   4. After purchase, fill out Expense Report. Attach all receipts and remaining money from purchase.
   5. Submit to the Student Development Administrative Assistant.
3. If an invoice will be received:
   1. Review the invoice and attach it to a Pre-Approval/Check Request form (If you are asked for a username and password, just hit 'Cancel' and the form will open).
   2. Submit to Student Development Administrative Assistant.
   3. The Administrative Assistant will mail the check to the vendor.

Over $150: Use a Pre-Approval Form

1. Fill out the Pre-Approval Form/Check Request Form (If you are asked for a username and password, just hit 'Cancel' and the form will open).
2. Submit it to the Student Development Administrative Assistant for signature approval.
3. The Student Development Administrative Assistant emails approval notice to Requestor of funds.
4. Follow above instructions according to the method of purchase.

Over $500:

Funds must be paid directly to a vendor following the procedures for 1.3 listed above.

Funds paid in excess of $600 require The King’s College to issue a 1099 Form to a vendor. To expedite this process, a student must acquire a completed W-9 Form from these vendors. This form is available at www.irs.gov.

Further details on financial responsibility, petty cash, receipts and more can be found in the House Manual under Financial Procedures.

Procedure for collecting money: Attach the money to a Cash Receipts Log and submit it to the Student Development Administrative Assistant.