Policies

Following are summaries of University and Division of Student Affairs policies with links to the full policy.  The goal of a summary is to allow the user to quickly determine the policy(ies) that apply to their situation; thus, limiting research time.

  Bowen-Thompson Student Union Events

• Window Splash
• Contact Tables
• Outdoor Events
• Painting the Rock
• (Outdoor) Banner Space
• (Inside) Banner Space 
• And others

Business Entertainment (not applicable to student groups)

• Clear business purpose for the activity
• Two or more persons with at least one non-BGSU person
• No liquor or alcoholic beverages
• Staff training and retreats: requires formal training, speakers, or educational experience
• No flowers, gifts, greeting cards, and parties for employees (including student employees) and employee’s dependents, etc.
• Reasonable costs with original receipts or vendor invoices
• Reimbursement Form

Cash Collections

• Collection of cash, checks, credit cards and BG1 card
• Endorse checks “For Deposit Only”
• Two people count and record amount collected
• Do not spend funds – Deposit in University (DCC) or Foundation account
• Secure until deposited – in University building; secure place, preferably a fireproof safe
• DO NOT keep in a car or home!!

Deposits

• Two people count and verify amount collected
• Prepare deposit slip (available at Bursar’s Office)
• Deposit timely – within 24 hours
• After hours deposit at BTSU Information Center available (primarily student organizations)

Foundation Deposits

• Same as Bursar Deposits (See "Deposits" above) EXCEPT deliver to Mileti Alumni Center, Development Office
• Contact the BGSU Foundation at 419-372-7698 with any questions

Marketing and Communications Graphic Standards Manual

• Must use official University logos

  P-Card (University VISA Card)

• PCard Administration
• What can I use it for? Primarily, the P-Card can be used to purchase most of the same goods and services that can be obtained using a check request or purchase order. Examples include
  • Goods and Services up to $3,500
  • Airfare
  • Other Transportation (Rental Vehicle, etc.)
  • Conference Registration
• Primarily, the card cannot be used for travel expenses. Examples include:
  • Goods and Services over $3,500
  • Alcoholic beverages
  • Cash advances, travelers checks, money orders, wire transfers
  • Donations
  • Entertainment expenses
  • Employee relocation expenses
  • Fuel for a privately-owned vehicle
  • Leases
  • Long term rentals (1 year or longer)
  • Personal items
  • Travel expenses (lodging, restaurants, etc.)
  • Travel - Taxi/Limousine Service

Security for Special Events

• A sponsored public event must have police officers present at all times
• Hired by the sponsoring group
• To schedule a special event, call 419-372-8816

Student Handbook -- Policies and Procedures  

Travel -- Policy

• Travel regulations and reimbursement policy
• Also see "Vehicle Use" 

Travel -- Student Organizations

• Student travel policy applies to all undergraduate registered organizations as defined by the Student Handbook.

Travel -- Vehicle Use

• Policies and forms related to driving university owned, leased or rented vehicles
  • Driver Insurability Policy
  • Motor Vehicle Record Statement Form
  • Motor Vehicle and Driver Safety Procedure
  • Student Use of Vehicles
  • Van Driver Safety Procedure
  • Vehicle Rental

Travel -- Reimbursements

• Travel reimbursement policy and other travel regulations
  • Travel reimbursement rates
  • Preparing Travel Expense Report
  • Travel Expense Form

University Dining Services

• Food services must be provided according to the policies, procedures, and regulations as established by the State of Ohio Board of Health.
• All food served on campus must be provided by a licensed food service vendor.  Some exemptions may apply.
  •   Sales and Distribution of Perishable Foods
  •  Serving Baked Goods
• The serving of food to any public group in a campus facility must be approved by that facility director.
  •  Food Service Policies for Student Organizatons
• Food services in the Union and its jurisdictions must follow Student Organization Food Policies as outlined on the Bowen-Thompson Student Union website.
  • Student Organization Food Policies