Procedures for Special Events

A special event is defined here as an event within the College or related to the College.  A special event may be held during or after normal working hours or weekends.  These events may include faculty, staff, and students.  Generally there is one person with primary responsibility for organizing the event. The event brings recognition to the College and is a direct reflection on the College.  Examples include Open House, Rowlett, and the Construction Science Banquet.

Step 1: Planning

The event planner should decide who will be the primary contact and what area will be in charge of the event. 

The decision to where the funding will come from should be decided (if this is a yearly College event, this may already be in place at that point find out who to contact).

NOTE:  The type of funds that will be coming into the College for the event should be reviewed carefully, and all rules on funding should be followed.  Considerations include the decision on where funds will be deposited, will there be a charge to participants to attend the event, and what kinds of expenditures will be made from the account.  If this is not a yearly function, a new one may need to be set up.  Setting up the account can take as long as three weeks.  Contact someone in the Business Office for guidelines on funding.  STATE AND AUF FUNDS CANNOT BE USED for Special events.

A planning meeting should occur with all parties involved for the purpose of organizing the event. 

At this point, a budget can be compiled for the event.  List every expenditure that will be incurred.  Examples of expenditures include: supplies, food, rental furniture, decorations, hiring extra staff for this time frame, rental of space, custodian services, speakers, audio video equipment and any other costs that will be involved in conducting this event.  Various sources of revenue must be considered, including establishment of the price for the participant.  The Business Office staff will be able to assist with budget development.

Step 2: Approvals

Approval must be obtained by all necessary parties to conduct this event if there not a College function already in place. 

The budget should be approved by the account administrator (the person in charge of the account from which the event will be funded) and the Department Head or Dean.   At this point a meeting with all parties involved should be held regarding funding and budget procedures.

Step 3: Issues in regards to Participant Fees

If individual participants are required to purchase event tickets (as in meal tickets, football game tickets, or a fee) to attend the event, receipts must be issued for each payment.  A receipt book can be checked out from the Business Office.  The white (top) copy is given to the participant, the pink (middle) copy is to be attached to the check, cash, or credit card form and turned in to the Business Office to be deposited into the account holding the funds for the event, and the blue (last) copy is to remain in the receipt book.  The white copy can be mailed to the individual or company and the person in charge of the event should keep up with a list of all participants, amount of payment, and a check # if paying by check.  If paying by cash or credit card, indicate that on your list.

If a participant requires a refund for non-attendance, then a refund must be issued to the person/company. 

NOTE:  You must obtain the social security number (if an individual or tax ID number if a company) and complete mailing address.  Also, the event coordinator should fill out a purchase order sheet (L sheet � attached) and a transmittal certification sheet (attached) for the refund.  The event coordinator�s signature authorize placing the order/refund and the account administrator�s signature should appear for approval of the order/refund.  The Business Office should be provided the paperwork for processing.  A check will be sent directly to the person/company after routing through the TAMU fiscal office.

Step 4: Purchases for the event

If there is a procurement card (Corporate MasterCard) for the account that the event is being funded from, then it may be used for purchases.   Attached is a list of acceptable and unacceptable purchases for the credit card.  If there is not a credit card for this account, the account administrator can apply for a credit card (or assign a person that the card can be issued to).  The application for the procurement card can be obtained from the Business office and sent to purchasing for processing.  Timeframe for obtaining the card is two weeks.

All purchases for this event MUST be documented.  KEEP ALL RECEIPTS for every expenditure.  Original receipts/invoices are provided to the Business office, keep a copy as back up.  Ensure that receipts are provided to the Business Office as the items are purchased, not after the event has taken place to adhere to the Prompt Payment Act.If a deposit is required to hold the reservation for the space in which the event is to be held, then documentation from the renter should be given to the event coordinator and a purchased order sheet (L#) should be completed and processed by the Business Office.  It should be noted in the document that this deposit is required before the event is held to assure availability for the event on the scheduled day.If a service or supply can be purchased on campus (if the funds are through TAMU) and the service/supply is through TAMU (not the Foundation or TEES) the interdepartmental charge can be made.  This consists of taking the account number to wherever the service or supplies will be made or purchased and the charge will be directly billed to the accounting office for payment.

Step 5: Personnel

If any faculty, staff, student workers will be working additional times or days (besides the regular 8-5 workday), then additional payroll forms will have to be filled out. Contact the payroll personnel in the Business Office to obtain these forms. The forms must be approved by the account administrator, department head and the Executive Associated Dean/Dean.

Step  6:  Communications Issues

A College wide e-mail is normally sent out to inform everyone of the event and give them the opportunity to attend the event (this may be up to the discretion of the Dean, department head, or event coordinator).  This e-mail can be initiated by Trish Pannell in the Dean�s suite.  

Examples of Acceptable Purchases on the Procurement Card

All purchases must be made in accordance with the laws of Texas, applicable statues and regulations, the State Comptroller�s rules, and the TAMU policies and procedures.  A state agency may not pay for goods before their delivery to the agency.  The purchaser needs to ensure goods will be received before the statement due date.  The statement closing date will be the 4th of each month with payment due within 14 days.  Vendors should only charge the account when goods are shipped.  Back orders should not be charged until the goods are shipped.  Refer to Guidelines for Disbursement of funds

A typical cardholder is any employee who has delegated purchasing authority.  The Pro Card may be used for many various purchases such as:

 Auto Parts
 Entertainment(if allowable on the account) � State 5 IRS (w�s) on log
 Prescription drugs/controlled substances (if allowable on the account)

Unacceptable Purchases

 Items for personal use
 Capitol/controlled equipment **
 Animals
 Travel(transportation) and related expenses
 Cash advances, instruments or refunds
 Services
 Controlled/hazardous/radioactive materials
 Printing/Copying
 Fuel
 Social Club dues
 Alcohol
 Micro-computer center

** Capital equipment is any equipment with a cost greater than $1,000.00.  The State of Texas Comptroller has defined �controlled assets� as facsimile machines, stereo systems, cameras, video recorders/players, televisions, projectors, micro-computers, computers, printers, cellular/portable phones costing between $500 and $1000.  Firearms and cash registers for any amount are controlled.  If you need further clarification regarding �controlled assets�, please call the Property Management Department at (979)845-8147.

Note: No contract or grant account(4XXXXX) can utilize the ProCard for purchases.