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Overview | Cash Receipts Log | Check Request Form | Expense Report Form | Pre-Approval Form
 

Financial Resources
Please see the House Manual for detailed financial policies.

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 Check Request form.

  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.
  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.

The King's College, 350 Fifth Ave Suite 1500, New York, NY 10118  212-659-7200