POLICIES

PURCHASING CARD POLICIES

  1. You may only reserve a P-Card for an hour at a time. Under special circumstances, groups may request to reserve a P-Card for two hours, however this request must be approved by the SGA office. Groups regularly requesting a two hour reservation will be denied approval at the discretion of the SGA office.
  2. For any purchases made with a P-card, you must obtain a receipt and return it to the office with the card. If no receipt is turned in at the end of the reservation period, a $25 fee will be charged to the student account of the party who made the purchase. Said party will also be responsible for contacting the vendor and obtaining a new copy of the receipt. If the SGA office has to contact the vendor to find a receipt, an additional $25 charge will be placed on the individuals student account and the budget of the organization of which the individual is affiliated with will be reviewed for penalty by the current Treasurer.
  3. There are many items you are restricted from purchasing with a P-Card, e.g., alcohol, weapons, etc. If you are unsure if your items are restricted, then please consult sga@acu.edu
  4. If you spend more than your organization has been allocated, SGA reserves the right to hold you, the purchaser, personally liable for the deficit created under your purchase(s). In some cases, overage penalties will be applied to the organization's budget for the following semester either as a percentage, or an exact match of the overage from the previous semester. To avoid overages, we have created a budget tracker that is updated 24 hours after a purchase has occurred on an organizations account. It is the responsibility of the individual who reserves and uses a P-Card to ensure that sufficient funds remain in the organization's account.
  5. All of the above policies are binding to every individual who uses a purchasing card. Only students who have completed a P-Card Contract (assumption of risk) are allowed to reserve a P-Card. All other students are considered unauthorized and can be fined up to $25 for each unauthorized use of a P-Card.
  6. If you believe your student account has been charged in error, you can contact the SGA office at sga@acu.edu or come visit us Office 32, Lower Level, McGlothlin Campus Center.

STUDENT ORGANIZATION POLICIES

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STUDENT ORGANIZATION POLICIES ARE CURRENTLY UNDER REVIEW BY THE OFFICE OF STUDENT LIFE. ONCE COMPLETE, WE WILL POST A FULL OVERVIEW OF THE POLICIES AS WELL AS A LINK TO THE LATEST VERSION OF THE STUDENT ORGANIZATION HANDBOOK. - SGA TEAM

 

EQUIPMENT RENTAL POLICIES

  1. For ease of understanding, the individual, organization or representative who is renting equipment from the Student Government Association will be referred to as "tenant" in the proceeding policies.
  2. The Student Government Association (SGA) Equipment Rental service is offered as a convince to student organizations, and in some cases students, who are in need of equipment. SGA does not profit from this service, as all money collected is re-invested into the service itself. Anyone seeking to rent equipment can visit our website at acusga.com/equipment-rental
  3. Rental Procedure: Posted rental prices represent the cost for one day or 24 hours of renting the equipment. If multiple days of rental are required, the tenant should a.) purchase multiple instances of the item or b.) contact sga@acu.edu to work out a rental agreement. Upon completing the rental form, the tenant will have 24 hours from the date and time listed in the rental form before the item is due back. If the item is due back during a time when the SGA office is close, the tenant should return the item the next available day. Equipment is not to be rented, nor in possession by the tenant, during the weekend (Saturday, Sunday), unless written consent is given by the SGA office. Failure to return an item before weekend hours will result in a $20 fee applied to the tenant's account.
  4. Pick-Up Procedure: Tenants who have rented an item are responsible for picking it up during SGA office hours. Failure to pick up the rental during the check-out period will result in a $10 no-show fee being applied to the affiliated organizations account and the total cost of the rental for that day will be refunded to the organization.
  5. Liability: Upon checkout, the tenant must input an electronic signature, acting as a binding agreement to the polices found in this section. By electronically signing, the tenant is acting as an agent of the organization listed on the rental form, thereby placing liability on both themselves and the organization in which they represent. The aforementioned tenant accepts full personal liability for loss of, or damage to, any of the equipment and accessories rented and will be held responsible for the full cost of the lost or damaged item(s). Alternatively, SGA may place responsibility on the organization associated with the tenant who rented the equipment for the full cost of the lost or damaged item(s). In either instance, an administrator of Abilene Christian University will be present during the discussion of replacing lost or damaged item(s). 
  6. If you believe your student account has been charged in error, you can contact the SGA office at sga@acu.edu or come visit us Office 32, Lower Level, McGlothlin Campus Center.

Budget/foap policies