Events

Fill up the events proposal form as well as the risk assessment form at least 4 weeks before the event.

Email the completed forms over to ROOT Events events@studentgov.sutd.edu.sg

For all events All documents need to be submitted within 1 month from date of purchase unless specified.

Purchases below $300 (Up to $299.99)

Fill up the Purchase Request Form, submit to ROOT Events alongside Student claims form/invoice.

Purchases of $300.00 and above

Get 3 quotes from different vendors, based on the same quality and specifications. Seek approval from treasurer and president.

Purchases of $1000.00 and above

Approval needs to be sought from ROOT Events. Attach the 3 quotations to the Purchase Award Form and submit to ROOT Events alongside Student claims form.

Fill and submit the external activity form alongside the Events Proposal Form to ROOT events.

Fill up the purchase order form. Terms of payment will be as what is stated on the purchase order.

Required Details

  • Name of student organization
  • Name
  • Position
  • Signature

Reference Number

Record the Reference Number at the top right hand corner of the invoice in the following format: IVYY-XXX-WWWW (E.g. IV17-001-0001).

  • YY: Financial Year (FY) - E.g. '17' refers to the financial year 2017, that is the period from April 2017 to March 2018
  • XXX: Last 3 digits of your club’s Project Code
  • WWWW: Running number, starting with '0001' at start of financial year
Invoice needs to be submitted to ROOT Events alongside approved Purchase Request Form or Award Form with 3 quotations within 3 working days from the date of invoice. Office of Finance will pay vendor by GIRO or cheque.

Submission

Invoice needs to be submitted to ROOT Events alongside approved Purchase Request Form or Award Form with 3 quotations within 3 working days from the date of invoice.

Office of Finance will pay vendor by GIRO or cheque.

Steps

Ensure receipt is obtained after payment.

Fill up the Student Claim Form – Student Organisation form.

Record the Reference number on the first page of form in the following format:

Have all the original receipts pasted on A4 paper.

Submit receipts alongside claim forms and purchase award form/request form within 1 month from date of purchase

Examples: Reference number

Record the Reference number on the first page of form in the following format: SCFYY-XXX-VVVV

  • YY: Financial Year (FY) E.g 17 refers to financial year 2017 which is the period from April 2017 to March 2018
  • XXX: Last 3 digits of the club’s Project Code
  • VVVV: Running number, starting with ‘0001’ at start of Financial Year

Approval needs to be sought from OSL to collect fees from students.

Receipts need to be given to students from the official SUTD receipt book when they pay.

Submit the proceeds from the event, the Income Deposit Form, and carbon copies of the receipts to the Student Finance Services Counter at One Stop Center within 3 working days of the transaction.

5th Row

Fill up the Student Organization start-up form.

Your new Student Organization will begin as a interest group.

Email to studentlife@sutd.edu.sg and si@studentgov.sutd.edu.sg

Fill up the Handover Takeover (HOTO) form and the Club Handover Inventory list of there are any.

A pulse check happens every year before the school term in January begins. You will need to submit the forms in the zip folder below.

  • Receipts from the official SUTD receipt book need to be issued to students who paid membership fees.
  • Submit money received alongside the Income Deposit Form and carbon copies of receipts within 3 working days of transaction.

  • Fill up the competition form.
  • Submit to OSL.

Tabulate all transactions made in the transaction register form. It may be used for internal tracking by Finance.