All purchases must be pre-approved via the following Expense Pre-Authorization Form (EPAF). Any purchases made without prior approval via the form will be rejected. The EPAF form must be submitted at least fifteen (15) business days before the start date of the event. Processing for the EPAF may take up to ten (10) business days.

IMPORTANT

To expedite your request, it is HIGHLY recommended that you use the “Budget Proposal Template” linked at the button below. For inquiries or assistance in filling out the EPF or Budget Template, please contact uvsagcpayment@gmail.com.

Recommended Budget Template

Section 1: Contact Information

Name

First Name

Last Name

Section 2: Company Card/Direct Payment

Are you requesting use of the company card?

In special cases, UVSA Gulf Coast will allow the use of the company card for purchases exceeding at least $500. Only staff members at the level of Executive Director, Executive Board, Board of Directors, or Chairperson may be granted permission to use the company card.

Yes

Terms and Conditions

Use of the company card is strictly monitored by UVSA Gulf Coast. Under no circumstances can the card be used to purchased unapproved items. Only staff members at the level of Executive Board and Board of Directors may have hold the card directly. Any other staff positions may request indirect use of the card. All reciepts and invoices involving the company card must provided immediately upon returning the card. In the case that non-approved items are purchased using the company card, the lendee must immediately provide reimbursement to UVSA Gulf Coast, and will no longer be allowed access to the company card. Once the applicant receives the company card, they are responsible and may be liable for any purchases made within twenty (20) business days of receiving the card. Only staff members at the level of Executive Director, Summit Directors, Executive Board, Board of Directors, or Chairperson may be granted permission to use the company card. Only the intended recipient should be holding the card. The company card cannot be in the possession of another person, with the exception of a member of either the UVSA Gulf Coast Executive Board or Board of Directors. The company card may not be lent out for a time period exceeding five (5) business days without prior approval. At any given moment, the UVSA Gulf Coast Executive Board may request the return of the card. Recipients are expected to return the company card within three (3) business days. Failure to return the card in a timely manner will result in losing company card privileges. In the scenario in which the company card is damaged or loss, the applicant is responsible for any fees associated with the replacement of the card. If approved to use the company card, the recipient may be asked to fill additional paperwork as determined by the current treasurer of UVSA Gulf Coast.

Do you agree with the above terms and conditions?

Yes, I have read and agreed to the above terms and conditions.

No, I am not requesting use of the UVSA Gulf Coast company card.

Section 3: Event/Program Information

Event/Program Name

Program Start Date

YYYY

Program End Date

YYYY

State the purpose of your event.

Include the "Purpose of the Event" and its "Target Demographic" i.e., Why should we host the event? Who are we catering the event towards?

Is this a new event?

A "New Event" is defined as either an event that either (1) has never been run before or (2) has not been run in the past four years.

Yes

I'm not sure.

Section 5: Documentation

Please submit your budget request and any additional supporting documentation via DropBox at the link provided below. Once you have done so, please mark "Yes, I have uploaded my Budget Request Form."

https://www.dropbox.com/request/9di7IkCfTDMKcN5Tka23

Yes, I have uploaded my Budget Request Form.

Total Budget Requested (With Tax)