• Deposits can be made Monday thru Friday 12pm-5pm at the SRC (upstairs office).

PAY OUTS

• Must submit payout request  with an authorized signature to the Sport Club Office.
• Checks will be mailed by the cashier's office to the address requested.
• Pay out requests for reimbursements  must be submitted within 60 days of the transaction.
• Allow two business weeks processing time for each request. Fill out each payout completely with proper mailing address.

P-CARD PURCHASES (State account)

• Submit to the Graduate Assistant in writing the items that you would like to purchase along with the information about what you are ordering (ex: catalog, website).
• Equipment will be ordered with a faxed quote arriving to Campus Recreation before the purchase is final.
• The equipment will be delivered to Campus Recreation, ATTN: Sport Clubs 601 University Dr. San Marcos, TX 78666, and then be placed into inventory, then distributed.
• A P-Card purchase will be completed within 7-10 working days.
• You can use a P-Card to purchase equipment/supplies.

PURCHASE ORDERS

• Can be used for hotels, vehicle rentals and equipment.
• A faxed quote must be submitted to the Sport Club Office to initiate the purchase.  Our fax number is (512)245-8486.
• Equipment will be delivered to Campus Recreation, be placed in the inventory, and then distributed into the clubs.

TRAVEL

• Travel forms must be submitted three business weeks prior to all travel.
• If you are unsure that your are going to travel, still submit your paper work.
• Travel expenses will not be reimbursed if the travel application is not turned in on time.

GAS

• Submit the gas card agreement with travel application.
• Only gas items may be purchased.
• Return all gas receipts and cards to the Business Office in the SRC two days after travel.

VEHICLE AND HOTEL RESERVATIONS (using state account)

• Contact the rental car company/hotel directly (let them know that this a sponsored Texas State event and that you are state tax-exempt).
• Provide the company with dates of travel and name of person reserving the vehicle/room.
• Request that a copy of the charges be faxed (245-8486) to the Sport Club Office.
• Inform the Sport Club Office and let them know that they should be receiving a fax.
• Pick up the purchase order from the office two days before the trip.
• Submit an itemized receipt to Campus Recreation within TWO days of returning.