How you should spend SAFC vs. club money

SAFC Money. SAFC allocates a specific amount of money for each item that it funds. If we spend less, we may not be able to keep the money we save so spend as much SAFC money as possible! If you have the opportunity to buy 3 stoves with SAFC funding that was only supposed to be enough for 2 stoves, buy the extra stove. You will be reimbursed for all three.

Club Money. We want to be as frugal as possible with club money. Spend only for what items you had approved. If additional money is left over, it may be available later in the year for additional purposes, but only in a manner approved by the O&C. In general, chairs may spend their leftover club money as they see fit, but this should be decided annually when the budget is approved.

How to buy

Best Option. Have the treasurer order the item for or with you. This is the only way to avoid paying directly for the item. Depending on circumstances, we will choose from one of these options:

1. Writing a check directly from the club account (hassle-free but still subject to tax).
2. Having the SAFC place the order using either a direct charge authorization (DCA) for local vendors or a purchase order for mail orders (some hassle involved, but tax-exempt).

Other option. You can purchase approved items yourself and receive a reimbursement check once those items arrive at the club. Note: If your purchase will be taxed, do not use this option without explicit, written or emailed approval from the treasurer.

If you choose this option, there are many possible rules to follow. As if it were not already complicated enough, the rules differ depending on whether the money being spent is SAFC or club funds. To simplify things a bit, always follow the stricter SAFC rules:

1. You must fill out a club reimbursement form.
2. You must supply an original receipt for each purchase. For purchases made over the web, a web-based order confirmation and the original packing slip are needed.
3. You may not request reimbursement for items which cost $500 or more individually (generally for COC, the only items which meet this definition are boats). Those items must be purchased directly by Cornell and their purchase must be arranged by the treasurer.

Special Deals

We get 20% off at EMS and 15% off from Mountain Edge Outfitters year-round for club gear acquisitions. Talk with the treasurer for more information.

Some Additional Notes:

• Please save all documentation from your purchases - web confirmations, packing slips, receipts, etc.

• Please submit reimbursement requests ASAP, and don't wait until the end of the year to make purchases.

• Regarding purchase orders: include a web printout/catalog page/order form, and expect three weeks processing time.

• I will make copies of the various forms and leave them in Japes; with the exception of the COC Reimbursement Form, they can also be found online at http://www.assembly.cornell.edu/sa/main/SAFC/forms.html.

-- DougYuen - 03 Nov 2004