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 firstname.lastname@example.org
For all events All documents need to be submitted within 1 month from date of purchase unless specified.
Fill up the Purchase Request Form, submit to ROOT Events alongside Student claims form/invoice.
Get 3 quotes from different vendors, based on the same quality and specifications. Seek approval from treasurer and president.
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.
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).
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.
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
Record the Reference number on the first page of form in the following format: SCFYY-XXX-VVVV
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.