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Purchases & Student Travel

General Purchasing Policies: Student Group Purchases

Student group funding can be used for campus-wide events and programs. These funds are not for exclusive group meetings, such as executive board meetings or thank you receptions for special guests.

Approved items that can be purchased by student groups with Drew University funds:

  • T-shirts: for publicity only, i.e. event-specific or club-specific t-shirts

    • T-shirts may not be personalized unless the recipients are paying 100% out of their own pocket for the t-shirts

  • Supplies: tablecloths, paper products, fabric/materials

    • Gift Cards for event give-a-ways must be $25 or less for event give-a-ways only

      • Gift Cards cannot be given as compensation, i.e. VISA (etc.) gift cards in lieu of travel compensation or travel reimbursement.

  • Food:

    • If an group is spending less than $150 total on pre-packaged food (not catered or hot), they may purchase the food on their own

      • Fast food, i.e. Burger King, McDonalds, etc. must be approved by a club’s Student Activities advisor.

      • “Pot-Luck” events or providing food made by student groups is not permitted for events if food will be given to the greater Drew Community. For example, a student organization can host a pot-luck with their own members for each other, but they cannot bring make food and then host an event for others at Drew.

    • $150 or more for the total event food expense or if the group is having hot/catered food, all request for catering must be submitted directly to the Drew Dining Catering Manager for price quotes and approval

    • Drew Dining has the “first right of refusal” for all catering and large food expenses at events. Any large events with food should be reviewed by Drew Dining.

  • Copyrights: Film Screenings

      • Groups must through Swank and Criterion Pictures to acquire the appropriate copyrights for materials shown on campus. The Office of Student Engagement can assist with this process. 
      • Confirmation of the purchase of the copyrights must be provided to the Office of Student Engagement.

  • Services: printing, performances, speakers, etc.

      • Club leaders MUST meet to discuss contract details with the Office of Student Engagement staff prior to any verbal commitments with an agency or performer.
      • If a group is purchasing a service, a contract and W9 form must be completed and turned into the Office of Student Activities a minimum of 3 weeks (15 business days) prior to the event date
      • Contracts turned in less than 3 weeks from the event date will not be processed
        • The service provider will not be permitted on campus or paid

Prizes

Prizes can be allowed to be distributed at events sponsored by student organizations that are paid through their budget from Student Government. However, they are limited and must abide by the following:

  • No more than $250 worth of prizes can be distributed at a single event. 
    • Rare exceptions for large scale events may be approved by the Office of Student Engagement
    • Requests to distribute more than $250 worth of prizes can be considered if the funds to support these prizes are coming from fundraised funds for the organization

After the event is over and prizes have been distributed, a prize record sheet must be completed and turned into EC 138 to the Associate Director of Student Engagement within twenty-four (24) hours of the event. The prize sheet will be used in order to distribute prizes worth more than $100 to students through the Office of Student Engagement team. Students will have to visit EC 138 in order to retrieve their prize. Prizes that are valued below $100 can be distributed by the student organization directly to winners. 

Note that students who receive prizes must report the values of these prizes for tax purposes. Students will need to pay taxes on prizes. 

Gift Cards for event give-a-ways must be $25 or less for event give-a-ways only. Gift Cards cannot be given as compensation, i.e. VISA (etc.) gift cards in lieu of travel compensation or travel reimbursement.

Students who receive prizes worth $26 or more must complete a W9. 

Student Travel

When off-campus, all students are expected to following the guidelines as listed in Daniel’s Dictionary.

  • Student Travel that is funded by a club budget must do the following:
    • Groups must first submit the online Student Engagement off-campus event form with tentative event details and logistics to Student Activities
    • To request transportation such as bus, van, or rental car, fill out this form: Transportation Request
    • A Student Engagement staff member will schedule a follow-up meeting to confirm all travel arrangements with the club liaison. During this meeting, student leaders should provide an emergency contact list of all students traveling to the staff member. 
    • Student Travel funds requested from Student Government must adhere to the following planning process:
      • Step One: Submit the ad hoc request form; attend BOB ad hoc meeting
      • Step Two: Once BOB funds are approved, submit the online off-campus event form and attend a follow-up meeting with a Student Activities Staff member.

Items not approved for purchase by a Drew University student group budget allocation

  • Gifts for speakers

  • Gas Cards are not permitted

  • Alcohol

    • Not approved for events hosted by CLA student groups

      • Senior Class traditional events with alcohol: Champagne Toast, 99 Nights, and Senior Week are permitted once permission is given from the Offices of Student Activities and Campus Life & Student Affairs.

    • Graduate School and Theological School groups must petition the Dean of Campus Life & Student Affairs for permission to have alcohol at student-run events.