HOW TO SUBMIT A DINER'S CLUB REQUEST


When do I submit a Diner's Club request?

Whenever your organization wants to purchase items or services from a vendor that requires payment up-front, but the vendor is categorized as an “entertainment” or “accommodation” vendor with the IRS. Examples include movie, theater, and sporting event tickets, hotel rooms, and food.


Process

(click on any image to enlarge it)

1. Access your organization’s financials by clicking the “Treasury” option in the navigation menu of your organization’s OrgSync portal.

 

2. Access your organization’s budgets by clicking the “Manage Budgets” button on the Treasury web page.

 

3. Click on the name of the budget from which you would like to draw your expenditure. Please note, only active budgets can be used for payments.

 

4. Click on the line item of the budget from which you would like to draw your expenditure.

 

5. Click the request payment button on the Line Item Detail page.

 

6. Enter a descriptive name for the transaction in the “Name” field under “Payment Request Details”. This name is to ensure the readability of your future OrgSync ledger. Please note, a generic name, such as “Party” or “Speaker Event”, will not be accepted.

 

7. Select “Diner's Club Purchase” from the “Payment Type” drop-down menu.

 

8. Fill in the “Name of event or initiative” field.

 

9. Fill in the “Description of items or services to be purchased”, “Date order must be placed”, and “Anticipated date of delivery or event” fields with the appropriate information.

 

10. Fill in the “Vendor Contact Information” field with the vendor’s preferred contact method. If you have a sales representative you have been working with, please include their name.

 

11. Fill in the “Itemized list of items or services to be purchased” and “Total Cost of the Request” fields. If you are purchasing multiple quantities of items or services, please include an individual price for the item and a total price for the multiple items.

 

12. Enter the amount to be paid in the “Request Budget Payment” payment slot. Do not place any funds in the “Request Revenue Fund Payment” payment slot. If your organization wishes to make a purchase from their Revenue Account, please see these instructions on submitting a revenue fund payment request. If you elect to pay for your request from a combination of the two accounts, submit one request through your allocation account and another through your revenue account using the above linked instructions for their respective amounts and make a note in the comments section on each request that it is being submitted in conjunction with another request. Please note, any discrepancies between the prices listed and the actual prices paid for a Diner’s Club card purchase will automatically be applied to the organization’s Allocation Budget, unless otherwise noted.

 

13. If you have an invoice for the transaction (which is preferred), click the “Upload” button and select the appropriate document(s) to be uploaded from the dialog window. 

 

14. Enter any miscellaneous comments you feel are necessary for the transaction into the “Comments” field.

 

15. Click the “Submit” button once you are done. The submission will be sent to the CSI Front Desk staff, who will verify the form’s completeness. Once the form is verified as complete, it will be sent to your organization’s advisor of record for approval. Once approved by your advisor, the form will be sent to the Coordinator of Student Activities, Director of CSI Operations and Finance, and Executive Director of Student Development for approval. Once fully approved, you will receive an email notifying you of your final approval.

 


 

If you have any problems using the OrgSync financial tools or any questions regarding the Center for Student Involvement's student organization funding policies and procedures, please contact studentorgs@ubalt.edu.

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