A few general reminders:
• In order to receive reimbursement for event or meeting related expenses, an approved Event Planning & Registration (EPR) must exist. Have a weekly meeting where costs could change each time? You can still submit one EPR for those meetings! Just make sure to tell us in the SOFS comments that you will use some SOFS money for meetings up to a certain amount (set by your RSO). SOFS will review as normal
•EPR Deadlines: 3 full Business Days for most events, 10 Business Days for Outdoor Events! Check out the cheat sheet available in your Nvolve Portal for more details.
•If you’re traveling outside the city of Lincoln as an RSO, you are required to have Travel Insurance ($.25/day/person). To secure Travel Insurance, you must submit an EPR. You can upload the Travel Insurance form directly to the EPR. If you don’t have Travel Insurance, we cannot reimburse for hotels, conference registration, meals or other travel-related expense.
•Be as specific as possible in your SOFS Payment Request Vouchers – tell SOFS exactly what the expense is related to! A meeting date or event name helps SOFS process things quicker!
• If loading funds to your Go Card, be specific on why you want to load funds. SOFS may ask if you’ve submitted an EPR – make sure to complete that right away!
• Most groups should have the Treasury function set up on your NvolveU2.0 Portal. The Treasury function allows you to track your SOFS accounts.
We have placed Annual Orientation slides in each of your portals under “Files.” Take a few moments to review those slides and let us know if you have questions regarding the policies. Part of the RSO leader’s responsibilities are to know the policies or be able to seek out the answers using your resources. Our office is always happy to help clarify procedures.