Registered Student Organizations
Bellarmine University’s student-led organizations cover a lot of ground and most interests. Joining a student organization is the ideal way to make yourself at home, meet diverse people, and simply have fun at college.
The groups include community service organizations, cultural groups, religious and spiritual organizations, Greek Life, academic groups, athletic and recreation groups, entertainment groups, and political student organizations.
If you are a student organization leader you will find the resources to meet all your Registered Student Organization (RSO) needs here! This page provides students access to information about RSOs from joining one to leading one!
For more information on RSOs, contact Tina Chenault, SGA Vice President of RSO Affairs at email@example.com.
Here you will find resources to help
your organization in its success. All forms requiring advisor
signatures must be signed and turned into the SAC.
- Purchase Order Request
To be used for
purchases from a vendor that will bill us after items are delivered. A
purchase order, or PO, is a temporary, one time use authorization for
ordering from a company. You must present to the Bellarmine business
office through the SAC a detailed list of items to be purchased, and
information about the vendor (see below. If the vendor is one we have
used before, you may not have to secure all the paperwork yourself.)
You will then be issued a PO number, which the company takes in lieu
of payment up front. This number is Bellarmine’s promise to pay for
items ordered. (ex: furniture,
books, and equipment)
ask if a business takes purchase orders. If a business takes purchase
orders, that is the method of payment that should be utilized.
submit all PO requests a minimum of two weeks in advance (1 month in
advance for promotional items).
- Complete the above PO request form online, it will be submitted to the Assistant Director of Student activities, who will contact you if any information is missing or incomplete.
the business does not have a completed W-9 form on file in the
Bellarmine Business Office (See Assistant Director of Student
Activities), you are responsible for securing a completed (requires
business contact signature) W-9 form and submitting it along with the
PO request form.
are not to finalize an order with any vendor without a PO number. Your
RSO account is subject to a fee (currently 15%, subject to change) if
you violate this policy.
will receive your PO number within 1 week (under normal conditions) from
the Assistant Director of Student Activities. At this time you may
place your order. Some vendors require a paper copy; please specify
this at time of submitting the information.
- It is
your responsibility to place the order for your materials unless other
arrangements have been made.
of all Purchase Orders are kept on file in the Student Activities
Center for 3 years.
- Request for Check (pdf)
To be used for
pre-payment of services, fees, subscriptions, etc. (Ex: speakers,
off-campus rentals, fundraiser supplies, conference registrations,
Bellarmine Business Office processes Student Budget Fund checks once per
week. All check requests must be submitted to the Student Activities
Center by Tuesday at 4:00 pm in order to receive a check on Thursday of
the same week.
not forget to:
in the Social Security or Fed. I.D. number (9-digit number that all
the account number (RSO name does not suffice), and
documentation of the fee (invoice, contract, etc.)
check request will be returned to you if not complete. It is
recommended that check requests be submitted two weeks before check is
needed since errors may cause delays in processing.
the Business Office does not have a completed W-9 form on file (See
Director of Student Activities), you are responsible for securing a
completed (requires business contact signature) W-9 form and
submitting along with the check request form.
SAC will mail checks unless there are specific directions on the check
request to do otherwise.
and Advisors are NEVER to go to the Business Office and request a
of all checks are kept on file in the Student Activities Center for 3
- Reimbursement Approval Form
To be used only
for items that cannot be purchased using a check request or purchase
order. We do not advise the use of personal funds for institutional
purchase, but acknowledge that sometimes this is the only option.
Please follow the guidelines below, which are for your protection!
Failure to follow these guidelines could result in non-reimbursement!
- You must
have approval from your advisor and the Assistant Director of Student
Activities prior to the purchase in order to be guaranteed a
reimbursement. Please complete the reimbursement approval form.
are a tax-exempt institution; therefore, you will not be reimbursed
for the taxes on your purchases. You must obtain a tax-exempt form
from the Assistant Director of Student Activities prior to making a
- After completing the above form, you
must submit a completed SBF Expense Claim Form (below) and all original
itemized receipts, within 1 week of the purchase, or upon return from a
trip, to the Assistant Director of Student Activities by 4:00 pm on
Tuesday in order to receive payment on Thursday of the same week.
Failure to turn in receipts in a timely manner WILL result in
non-reimbursement. This form needs to be completed on a computer and
then printed out for signatures. NOTE: Credit card receipts are not
itemized. If you make a purchase with a credit card, make sure you get a
copy of the itemized receipt as well.
you are being reimbursed for a meal, you must provide a list of all
people who partook. You may write the names on the back of the itemized
- Fundraising Approval Form (doc)
- Report your RSO Service
- Event Request Form (pdf)
- Expense Claim Form (xls)
- T-Shirt Screen Printing Form
- Group Travel Form (doc)
- Student Travel Itinerary and Roster (doc)