CAMPUS ORGANIZATIONS FORMS


Cardholder Agreement This form is to be used by organization officers who are not treasurers to apply for a p-card. After completion please provide the entire document to the organization treasurer, who can initiate the Card Application Request.
Cash Request Use this guide to make a request for start-up cash for an event or fundraiser. Please submit the request at least 3 days before the cash is needed.
Deposit Slip This form is used to record cash and checks deposited though the Treasurer’s Office. Print one copy to include with the deposit, and save one copy (digitally or on paper) for the organization’s records. Two-part paper copies are also available at the Treasurer’s Office, 1220 Beardshear.
Event Authorization Event authorization is done online. This needs to be completed if an organization wants to hold an event fundraiser and before a cash request may be submitted.
Foundation Transfer or Wire Transfer This form is only for wire transfers to the ISU Foundation and for international wires.
Funding Request Use this form to request funding or support from a department or college on campus. Treasurers will fill out all sections under "Funding Request" and give to the departments along with any supporting documents, like copies of receipts or transaction details, for approval and processing.
Gambling Permit Usage Request This form is used if an organization wants to hold a raffle or bingo event. The Event Authorization process must be approved.
ISU's W-9 This form is used when vendors request a W-9 from an organization. The Iowa State University Federal ID number is on the form. Please contact Jamie if you are asked for this form. If you are receiving charitable donations, please contact the ISU Foundation for use of the ISU Foundation Federal ID number for a donor to receive the tax deduction.
Prize / Gift Form This form is used to report who and why a prize or gift has been awarded to an individual. Please be sure to type the form so that the information is legible and attach it to the pcard transaction after you have purchased the prize/gift.
Sales Tax Exempt Form This form provides the State of Iowa Sales Tax Exempt Certificate for student organizations that do not utilize their own Federal Identification Number (most use the university's federal ID number). Please contact Jamie with the following information:
  • Group Name
  • P-Card holder making the payment
  • Vendor name and complete address
  • Items being purchased and invoice number if available
  • Vendor's fax number or business email address to send certificate
For out of state sales tax information while traveling, please visit https://www.procurement.iastate.edu/resources/salestax to determine if that state has a reciprocal agreement with the State of Iowa. Follow the directions for the state you are wishing to visit.
Sample Budget Spreadsheet This form is a sample budget that students can use to track their funds.
Student Scholarship Award Form When a group offers a scholarship to an individual(s), the group must complete a financial aid form, obtain the advisor's signature and submit the form to the Student Financial Aid Office, 0210 Beardshear. Please contact Student Financial Aid for assistance completing this form.
W-9 Form This form must be turned in with the Campus Organizations Voucher if an individual or vendor has provided an organization with a service or has won cash or a prize valued at / over $100.00.