Student Organization Purchasing
On this page:
Overview
This page provides essential guidance for proper purchasing activities for Registered Student Organizations (RSOs). Learn about submitting purchase requests, timelines, Pro Card use, catering, and contracts.
Purchase Requests
Wright State University can pay for goods via check, VISA credit card (Pro Card), or petty cash withdrawals in rare cases. Our office coordinates these purchases through Engage.
To place a purchase request:
- Visit your organization’s profile on Engage. Then look toward the upper right side of your screen and click the “Manage Organization” button.
- Under “Organization Tools”, click on “Finance”.
- Look back towards the upper right side of the screen, click the blue “CREATE REQUEST” button and select “Create Purchase Request”.
For additional help, visit our Engage News Post or our Perfect Purchase Request Training!
Timelines
| Type | Days | Requirements |
|---|---|---|
|
General Local Purchase |
10 business days |
Must be in-person |
|
Online Purchase |
30 days |
Wishlist, link, or spreadsheet required |
|
Online Over $1,000 |
45 days |
Additional routing for approval |
|
Contract Under $1,000 |
60 days |
Routed through SIL + Contract Services |
|
Contract Over $1,000 |
90 days |
May involve Legal and Procurement |
|
Pre-Travel Authorization |
90 days |
Additional form required |
Pro Card Requests
Some expenses are best made with a credit card, and Student Involvement and Leadership recognizes this. To use a Pro Card:
- Fill out a purchase request form and indicate that you would like to use a Pro Card.
All expenses must be processed through our office without exception. All receipts must be submitted on an 8.5" x 11" Receipt Cover for reconciliation and record retention.
Catering
Food for Events: Events held on university property must use Hospitality Services. An event is defined as any social or educational activity (not a meeting) where members outside the organization are invited.
To order food from an outside vendor, submit a Catering Waiver to Hospitality Services at least 15 days before the event, along with:
- A copy of the vendor's food license
- A copy of the vendor's certificate of insurance for $1 million, listing Wright State University as an additional insured
Contracts
Once a supplier is selected, the requisition process can begin. Student Involvement and Leadership requires all documentation to be submitted 60-90 days before payment is due.
To begin the requisition process, clubs and organizations must submit:
- A quote, invoice, or receipt
- All applicable, unsigned contracts
All contracts, agreements, and terms of conditions must be reviewed by Contract Services, which reserves signatory authority. Students are not permitted to sign contracts or agreements on behalf of their club, organization, or Wright State University under any circumstances.
Additional expenditure guidelines are available in University Policy 9130.
Contact Us
For further assistance, contact us at SIL@wright.edu, 937-775-5570, or find us at 190 Student Union.
