Vending Committee Information

Every soda, juice, candy bar and pack of crackers purchased from a campus vending machine adds to the pool of money available for university consumption and annually becomes available through the Vending Committee.

A portion of vending machine revenues is allocated each year to fund activities not normally supported by departmental operating budgets. The Vending Committee accepts requests for Vending Committee funds and awards the funds during their meeting in June. Funds allocated in a fiscal year, generally must be spent that fiscal year.

Any department or recognized University organization may request funds for specific activities -- no blanket allocations are made and funds are not intended to supplement inadequate operating budgets. According to the "Budgets and Financial Planning Policies and Procedures Manual," "priority will be given to local activities that enhance the intellectual and cultural life of the community."

Requests are submitted mid April through May (due no later than May 9, 2008 at 4:00pm) to the Vending Committee in G-06 Sikes Hall. Requests should include itemized funding dollar amounts requested along with complete explanations of the intended use of the funds. Those from academic departments should be coordinated with the appropriate dean's office, and those from student organizations should be channeled through Student Government. Single requests should be consolidated through your Budget Center.

After the Committee meeting, you will be sent a letter in July informing you of whether the funds that you requested were approved or denied. Specific details as to where these funds can be used will be included in the letter.

For further information, contact Penevle Bowen, Budget Coordinator in the Budgets and Financial Planning Office at 656-2423 or via email at pgb@clemson.edu.

Procedures for Processing Vending Charges

Submission Procedures for DPV's

1. All departments and/or Budget Centers will send a vending approval form along with the original invoice to Vending Committee, c/o The Budget Office, G-06 Sikes Hall for processing.

2. Maintain copies for your department.

3. Invoices should be sent weekly for processing.

Vending Approval Form: click the link to use the form FORM

Vending Account CUBS Chartfield:

Account	Fund	Org	Program	Sub-Class	Project/Grant
xxxx	16	5560	901	155	1600017

Where xxxx equals the appropriate digits for the expenditure type - ie:

7022=Official functions and events
7017=Advertising
7032=Other Services
6005=TIS: Motor Pool Vehicle

Submission Procedures for IDO's

1. The paying department should complete the IDO form, obtain appropriate signatures(s), and forward the IDO with receipts attached (for Vending Committee approval) to the address below:

 

Vending Committee c/o The Budget Office G-06 Sikes Hall

2. After approval by the Vending Committee Chairman, the IDO will be forwarded to the department receiving payment and this department will be responsible for keying the journal entry into the CUBS system.

SAM's Club Charge Card Procedures
These procedures do not replace any procedures currently in place by Procurement Services for handling of SAM's Card Charges. These are additional steps needed to enable the efficient and accurate reconciliation of the Vending Committee Account.

1. Keep a copy of the IDO that was submitted to Procurement Services at the time of SAM's Card pick-up.

2. Make your SAM's Club purchase(s). Make a copy of the receipt.

3. After purchase, send the following 3 items to the Vending Committee at the Budget Office in G-06 Sikes Hall.

• The completed "Sam's Card Purchases Vending Funds Detail Form"
• A copy of the IDO showing the final purchase amount
• A copy of the receipt of purchase

Vending Committee Membership/Administration
The Vending Committee is composed of the Budget Director; Chair, the Provost and VP of Academic Affairs, the VP for Student Affairs, the Director of Fiscal Affairs, the Faculty Senate President, the Classified Staff Senate President, the Student Body President and the Graduate Student Government President.

 

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