Acessing Awarded CPA Funds

  1. 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. 

  2. As soon as possible after being notified of a CPA award, the applicant/treasurer should meet with the Senior Administrative Assistant or Operations Manager of the sponsoring college to review financial procedures. The applicant/treasurer should not expend or commit funds before this meeting.

  3. Whenever possible, payment for expenses associated with the project budget should be coordinated through the Head of College’s Senior Administrative Assistant (or the Operations Manager) and charged directly using university purchasing cards or other acceptable 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.

  4. Students should use their own funds to purchase items for CPA projects only when it is not possible to follow guideline #3.

  5. Acquisition of new props and costumes exceeding $50 must be approved by the Head of College’s Office before purchase.

  6. 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 for the 2018-2019 academic year is as follows:

    • Funds awarded in September 2018 for the Fall 2018 semester must be expended and submitted for reimbursement by Friday, December 14, 2018
    • Funds awarded in January 2019 for the Spring 2019 semester must be expended and submitted for reimbursement by Friday, May 3, 2019.  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).
  7. Admission may not be charged for CPA-sponsored projects.

  8. Total publicity costs may not exceed $200.

  9. If a CPA recipient uses a vendor who does not have an established contractual agreement with the University, all university purchasing guidelines apply.  The Purchasing Guidelines are located online here.  For further information please contact the Head of College’s Senior Administrative Assistant.

  10. By submitting receipts and invoices the Proposer and Treasurer attest that these represent legitimate expenditures for this project only.