Student
Organizations
Website – All forms are subject to change.
Always download
form needed to ensure that the correct version is being used.
General Payment Disbursements

Since withdrawing cash from the student’s organization fund is not
allowed, disbursements from the student organization’s fund must
be processed using one of the following forms:
 BO-7520 - The Student Organization Accounts Payable
Disbursement Request (SOAPDR) form – for all general payments.
This does not apply to payments payable to the South Texas
College Food Services department or for travel related expenses.
 BO-5330 - The Student Organization Food Service –
Interdepartmental Transfer (IDT) form – only for payments
payable to the South Texas College Food Services department.
Student Organization Accounts Payable
Disbursement Request (SOAPDR) Guidelines

All payments will be processed according to:
 The student organization’s available balance.
 The order in which they are received and will follow the Accounts
Payable check cycle. Planning is imperative.
SOAPDR Guidelines

Check Cycle:
 Checks are processed every Thursday, except on weeks that
have holidays or college closures.
 Usually, all properly completed documentation received by 5:00
p.m. on Monday will be processed on Thursday of that week.
 Documentation received after 5:00 p.m. on Monday will be
processed on Thursday of the following week.
 A schedule of the weekly check cycles (Accounts Payable
Cycles Calendar) is available on the following website.
http://finance.southtexascollege.edu/businessoffice/ap.html
SOAPDR Guidelines

The payment forms (the SOAPDR or the IDT) must be:
 Completed and show all the required data.
 Show the Fund and Account Codes (8XXXXX 270004).
 Submitted to the Business Office for processing.

Payments from student organizations are made through checks
payable to the vendor specified on the SOAPDR form.
SOAPDR Guidelines
Vendor

The vendor on the disbursement form is the individual or
company that the student organization needs to pay.
 All vendors must be set up in the College’s accounting
system prior to issuing payment.
 In order to set up a vendor, the vendor must complete
and submit the W9 form available on the Purchasing
website.
 https://finance.southtexascollege.edu/purchasing/purcha
se/index.html
 Vendors must submit a W9 form once a year (September 1
to August 31).
 Completed W9 forms must be submitted to the Purchasing
Department for processing.

The W9 form is not necessary if the vendor on the SOAPDR
form is a STC employee.
SOAPDR Guideline
Signature Authority
 Disbursement requests must be approved by:
 the financial manager of the student organization, and
 two (2) student officers.
 By signing the payment form, the financial manager, and the
student organization officers are:
 certifying that there is sufficient money for the request, and that
 it is an acceptable purchase within the scope of the student
organization’s activities.
Payment Type
If the payment type is a:
 Reimbursement/Payment – original receipts or invoices must be
submitted. All amounts on the SOAPDR form must be supported
by receipts or invoices.
 Prepayment – a quote must be submitted and the amount(s) on
the quote must match the amount(s) on the SOAPDR form. A
receipt from the vendor must be submitted to the Business Office
within 5 working days from the date the check was printed.
Disbursement Delivery Options






Payments and Prepayments may be mailed directly to the vendor
on the SOAPDR form, or they may be picked up at the Business
Office.
If a check is going to be picked up, it must be indicated on the
SOAPDR form.
Accounts Payable will contact the designated person stated on the
SOAPDR form when the check may be picked up.
Individuals must wait to be contacted by Accounts Payable.
The designated person must present a valid government issued
identification card in order to receive the check.
Contact Accounts Payable for disbursement dates.
Travel
Prior to departure:
 The appropriate student travel documentation must be
completed and approved by the Department of Student
Activities and Wellness.
 The Student Travel Authorization Form must be submitted a
minimum of three weeks (15 working days) in advance.
 Only recognized student organizations are eligible for travel.
 STC faculty/staff accompanying traveling student organizations
must compete and submit the STC employee travel authorization
form, (BO-0600) to the Travel Department.
Travel
Travel payments from the student organization must be processed
using the following forms:
 BO-5500 - The Student Organization Travel Authorization form
 To get approval to travel from the Student Activities and
Wellness, and to request an Accounts Payable disbursement
request for:
 registration,
 lodging,
 per diem, and
 transportation
 BO-7530 - Travel Voucher – Student Organizations Form:
 To request reimbursement for travel related expenses that
were not included on the Student Organization Travel
Authorization form (BO-5500).
Travel
Timing
 All payments will be processed according to:
 The student organization’s available balance.
 The order in which they are received and will follow the Accounts
Payable check cycle. Planning is imperative.

Check Cycle:
 A schedule of the weekly check cycles (Accounts Payable
Cycles Calendar) is available on the following website.
http://finance.southtexascollege.edu/businessoffice/ap.html
Travel Department





Maricarmen Ramirez - Accounting Group Supervisor X 4609
Patricia Jackson – Accounting Specialist X 4628
Vanessa Limon – Accounting Assistant X 4618 – Travel
Authorizations
Brenda Del Toro Aleman – Accounting Assistant X 4656 – Travel
vouchers, mileage encumbrances
Travel webpage:
https://finance.southtexascollege.edu/businessoffice/travel.html
Accounts Payable
Check Cycle Calendar 2017
Accounts Payable Check Cycles
Calendar for FY 2016 - 2017
September 2016
S
M
T
6
13
20
27
October 2016
W
TH
F
S
7
14
21
28
1
8
15
22
29
2
9
16
23
30
3
10
17
24
4
11
18
25
5
12
19
26
S
M
T
W
TH
F
S
1
8
15
22
29
2
9
16
23
30
3
10
17
24
31
4
11
18
25
5
12
19
26
6
13
20
27
7
14
21
28
S
M
T
W
TH
F
S
7
14
21
28
1
8
15
22
29
2
9
16
23
30
3
10
17
24
31
4
11
18
25
5
12
19
26
6
13
20
27
S
M
T
W
TH
3
4
5
6
7
8
9
10
17
24
11
18
25
12
19
26
13
20
27
14
21
28
15
22
29
16
23
30
S
M
2
9
16
23
30
3
10
17
24
31
S
M
January 2017
T
4
11
18
25
W
5
12
19
26
TH
6
13
20
27
November 2016
F
S
7
14
21
28
1
8
15
22
29
S
T
W
TH
F
S
6
13
20
27
7
14
21
28
1
8
15
22
29
2
9
16
23
30
3
10
17
24
4
11
18
25
5
12
19
26
S
M
February 2017
5
12
19
26
6
13
20
27
S
M
May 2017
T
7
14
21
28
4
11
18
25
5
12
19
26
6
13
20
27
TH
F
S
1
8
15
22
2
9
16
23
3
10
17
24
4
11
18
25
5
12
19
26
6
13
20
27
F
S
2
M
TH
F
S
S
M
W
TH
F
S
7
14
21
28
1
8
15
22
29
2
9
16
23
30
3
10
17
24
31
4
11
18
25
F
S
2
7
14
21
28
1
8
15
22
29
3
10
17
24
7
14
21
28
1
8
15
22
29
9
16
23
30
2
9
16
23
30
3
10
17
24
31
LEGEND:
APPROVED DOCUMENTATION
(INVOICE/TRAVEL) DEADLINE - TUESDAYS
ACCOUNTS PAYABLE CHECK CYCLE
HOLIDAY/COLLEGE CLOSED
4
11
18
25
W
5
12
19
26
TH
6
13
20
27
6
13
20
27
W
TH
F
S
7
14
21
28
1
8
15
22
29
2
9
16
23
30
3
10
17
24
31
5
12
19
26
S
M
T
W
TH
F
S
2
9
16
23
30
3
10
17
24
4
11
18
25
5
12
19
26
6
13
20
27
7
14
21
28
1
8
15
22
29
S
M
T
W
TH
F
S
7
14
21
28
1
8
15
22
29
2
9
16
23
30
3
10
17
24
31
4
11
18
25
5
12
19
26
April 2017
T
T
T
4
11
18
25
July 2017
W
September 2017
1
S
March 2017
W
June 2017
T
December 2016
M
August 2017
6
13
20
27
Student Travel Authorization Review and
Payment – Travel department
 Travel Authorization Review:
 The completed travel authorization is due to the
Business Office at least 15 business days prior to
travel dates to ensure timely processing.
 Confirm the Fund/Org signature approvals.
 Confirm that the number of students/employees
traveling matches per diem and lodging
submitted.
 Ensure that an agenda/itinerary for trip is included
in the travel authorization packet.
 Make sure that a current W-9 form (Dec. 2014) is on
file with the Business Office for:
 Lodging vendor, and
 Registration/entry fees vendor.
Student Travel Authorization Review
and Payment (continued)

Travel Authorization Review:
 Ensure that per diem for students is disbursed to fulltime STC employee.
 It may take up to 2 business days for a direct
deposit to post to the employees bank account.

Payment
 After travel authorization review is completed it is
submitted to Accounts Payable for processing.
 Payment will be disbursed (check or direct deposit)
in the next scheduled AP check cycle.
Student Travel Voucher Review and
Payment – Travel department

Travel Voucher Review:
 The completed travel voucher is due to the Business Office
at least 20 days after return from the trip.
 Confirm Fund/Org signature approvals.
 Confirm list of students who travelled with dollar amount of
per diem given to each student.
 If not all students attended, their per diem should be
returned to the college.
 Funds must be returned to the Cashier’s Office within 3
business days of return from the trip.
Student Travel Voucher Review and
Payment (continued)


Travel Voucher Review:
 Ensure that all receipts are attached to the travel
voucher packet for:
 Lodging,
 Entry fees/Registration,
 Car Rental,
 Fuel, and
 Incidentals
 Etc.
Payment
 After travel voucher review is completed it is
submitted to Accounts Payable for processing.
 Payment will be disbursed (check or direct deposit)
in the next scheduled AP check cycle.
Travel best practices




Please call us if you have questions regarding payment
Please fill out the documents completely and
accurately to expedite review and payment
Please submit the current IRS version (Dec 2014) W-9
form for all lodging, registrations, and entry fees to
expedite review and payment
Please remember that all travel documents require
review time
 Submit Travel Authorization at least 15 days prior to
travel
 Submit Travel Voucher within 20 days after return
Questions?