General Policies

This section contains general, miscellaneous policies that pertain to the financial operation of student organizations.  Please contact OSAF for more information.

• Purchase of Parking Permits
• Shopping at Warehouse Stores
• Purchase of Gift Cards
• E-Commerce
• Contract Execution
• Approval for Travel Expenses
• Overdraft and Interest Expense
  
  
  

Purchase of Parking Permits

Student organizations may purchase daily visitor passes from Duke Parking and Transportation Services with agency funds.  However, it is Duke policy that such purchases have pre-approval from the Office of the Provost.  Students should visit the OSAF Business Office to submit approval paperwork.  OSAF will route the paperwork on students' behalf.  Approval can take up to two weeks.

Shopping at Warehouse Stores

Many student organizations find it cost-effective to shop at warehouse stores (Sam's Club, CostCo, BJ's) for event supplies.  Students must use their individual memberships to shop at the stores, as OSAF currently has no institutional membership.  The easiest way to purchase at warehouse stores is with a cash advance or via miscellaneous reimbursement.

Purchase of Gift Cards (Cash Equivalents)

Purchases of gift cards with agency funds are generally discouraged but may be permitted only in limited circumstances.  Students should consult with an OSAF Business Office staff member to gain approval prior to any purchase.  If approval is granted, students must submit the name, social security number OR Duke unique ID, permanent address, and reason for gift for each person that received a gift card.

E-Commerce

It is against University policy to host an external electronic payment acceptance portal on the University server.  Thus, student organizations may not host a Paypal link on their Duke website to collect sponsorships or money in exchange for goods.  Alternatively, the public can send checks or cash in the mail to be deposited in the student organization's agency account.

Contract Execution

The OSAF Business Office will not process payment for a contract signed by a student.  All contracts must be signed by a University officer (usually an OSAF staff member).  University employees can sign on behalf of the institution, whereas students cannot.  Students who sign contracts can be held personally liable for the terms and fee of the contract.

Approval for Travel Expenses

Student organizations may use agency funds to pay for travel expenses, although such expenses are being closely watched recently because of the current economic climate. Students should submit a formal, written explanation of the travel purpose to the OSAF Business Office prior to requesting or making any travel purchases.  The travel purpose should be closely related to the mission and standard practice of the student organization.

Overdraft and Interest Expense

Student organizations are expected to manage their cash flow so that a positive balance is maintained in the agency account.  In the event of an overdraft, the treasurer listed in DukeGroups will be contacted and required to settle the account immediately.  Organizations that are unable to cover an overdraft will be held accountable by their respective recognition body.  Accounts in overdraft will incur interest expense at the end of each fiscal month.  Any interest expense is the responsibility of the student organizations.