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Guidelines for Purchases

General Guidelines for Purchases

  • ProCards can be used for food and program supplies - Takeout, delivery, and supermarket purchases are all permissible.
  • ProCards can't be used for sit-down meals.  For sit-down meals you must request a cash advance.  (see below)
  • ProCards can be used for most off-campus activity venues/events that take credit cards (bowling, mini golf).  If the venue doesn't accept ProCards (Collis, sit-down meals), a cash advance should be requested.
  • ProCards can't be used for purchasing gifts (gifts, flowers, cards, etc.).  These must be purchased with personal money only.
  • Tickets for HOP events may be purchased by account transfer, just make a special request when you go to purchase them, being sure to provide the HOP with the SIPS Account number.  You may pick up tickets from the HOP Box Office.  Movie tickets must be paid for with a Cash Advance.

Guidelines for Procard Use

  • Make sure that you have completed the authorization form prior to taking the ProCard.
  • Purchases should not exceed $100 unless you have received prior written approval. 
  • When you use the card, make sure you are given both the itemized receipt and the credit card slip.
  • If you lose or do not obtain a receipt, it is your responsibility to return to the store and request a copy (usually the store can give you a duplicate).
  • Complete one purchase documentation form per purchase, and attach itemized receipt and credit card slip to it.  Put forms and receipts into procard envelope.
  • Return card and documentation within 24 hours to 5 Rope Ferry Rd., Room 305, office hours are 8am to 4:30pm, weekdays.  Cards taken out on Friday should be returned on Monday morning by 10am.
  • You are responsible for the procard when it is signed out to you.  Please inform us immediately if it is missing.
  • Do not loan out the procard, unless you have been asked to do so by your Community Director or Procard Administrator.
  • Return the procard and all receipts in person; do not slip them under the office door.

Guidelines for Using a Cash Advance

  • Turn in detailed budget to Community Director using SIPS Request Form.
  • Meet with Community Director to review Cash Advance Policies.
  • Pick up Cash Advance Form from the Administrative Assistant in the Residential Education Office in 5 Rope Ferry Rd., Room 305.
  • To receive cash or traveler's checks, take student ID and completed Cash Advance request form to the Cashier's Office (37 Dewey Field Rd., Room 218E) during regular working hours from 9:00 a.m. to 12:00 noon and from 1:00 p.m. to 4:00 p.m., (summer hours may affect these business hours). Requests for large amounts of traveler's checks should be received by the Cashier's Office at least 24 hours before they are needed.  NOTE:  Persons receiving cash or traveler's checks must sign for them in the presence of a Cashier and are responsible for the funds in the event of theft or loss.
  • Use cash for SIPS event/program purchases, being sure to retain all receipts and correct change (if any remains).
  • RETURN ALL RECEIPTS AND ANY REMAINING CASH to the Residential Education Administrative Assistant in 306 Gerry on the first business day following the event.

Guidelines for Driving on Office Business

Any staff member driving a vehicle on College-related business, whether in his or her own vehicle or another, must receive a "driver approval" from the Office of Integrated Risk Management and Insurance (ORMI).  This policy applies to all staff and students.  To become an approved driver, the staff member must complete an application and submit it to ORMI.  ORMI will then check the employee's driving record before providing the employee with a password to access a mandatory on-line driver safety course.  For more information, including driver approval application forms for employees/students, go to the ORMI web site at:   http://www.dartmouth.edu/~rmi/

Remember, if in doubt, email "Residential Education" or call 646-1491.

Last Updated: 1/21/09