The CPA applicant must also serve as treasurer and coordinate all finances for a CPA project. The applicant/treasurer is responsible for providing an accurate and thorough accounting of all CPA Fund expenditures.
As soon as possible after being notified of a CPA grant, the applicant/treasurer should meet with the Senior Administrative Assistant and/or the Assistant Director of Operations of the sponsoring college to review financial procedures. The applicant/treasurer should not expend or commit funds before this meeting.
Whenever possible, payment for expenses associated with the project budget should be coordinated through the Head of College’s Senior Administrative Assistant (or the Assistant Director of Operations) and charged directly using university purchasing cards or other approved billing procedures; this will eliminate the need for students to expend their own funds and wait for reimbursement and it allows use of the University’s tax-exempt status for tax-free payment.
Students should only use their own funds to purchase items for CPA projects when it is not possible to follow the above guideline.
CPA-sponsored projects may not charge admission/entrance fees. Please find a full list of allowable and unallowable items in the Budget Guidelines.
Acquisition of new props and costumes exceeding $50 MUST be approved by the Head of College’s Office before purchase.
Original receipts for reimbursement should be submitted in a timely fashion and attached to a copy of the CPA Reimbursement Form. Expenditures should be reconciled with the submitted budget. The reimbursement schedule is as follows:
- Reimbursement requests must be submitted to the Head of College’s Office by the end of Reading Period for the term in which a project was produced in order to meet processing deadlines.
- Exceptions to these deadlines may be granted by the Head of College. However, all reimbursements must be completed before the end of the fiscal year (June 30th).
If a CPA recipient uses a vendor who does not have an established contractual agreement with the University, all university purchasing guidelines apply. For further information please contact your Head of College’s Senior Administrative Assistant.
By submitting receipts and invoices, the treasurer attests that these represent legitimate expenditures for this project only.
