SCSSI Payment Collection & Tracking Setup Request Form

Please use the SCSSI Payment Collection & Tracking Setup Request form to request SCSSI payment collection and tracking setup.

Form submission should include intended payment amount, collection timeline, student roster (if available), and signed authorized budget form to indicate approval to begin payment collection.

Combined Check Request Form

The Combined Check Request form should be used to request payment to an outside vendor, to request reimbursement for expenses, or to request an advance check not related to travel.

This form is used for SCSSI, Foundation, & State business. In filling out an SCSSI Check Request, SCSSI should be listed as the Fund Source and an SCSSI account number included as requested; this will ensure that your check is processed without delay.

SCSSI Check Requests must be signed by the requestor, by the program manager or the requestor's director/dean/supervisor (as applicable) and by Terry Lynch, Executive Director of SCSSI (financial director) in order to be processed.

SCSSI Credit Card Purchase Request Form

The SCSSI Credit Card Purchase Request form should be completed and submitted when requesting to make a purchase using an SCSSI credit card. Supporting documentation, such as an estimate, reservation, invoice, or additional justification for each purchase should be attached. Please remember to consider tax as well as shipping/handling, and other expenses associated with your purchase.

The Credit Card Purchase Request form should be signed prior to purchase. SCSSI credit card purchases require the approval and signature of the program manager, the program's vice chancellor, and Terry Lynch, SCSSI Executive Director. 

The requester and the the approver cannot be the same person--if the requester and the approver/program manager are the same person, the approval and signature of the next-level supervisor is required.

SCSSI purchases should not be made using a Foundation or State p-card. Sponsors are also discouraged from making out-of-pocket expenses and requesting reimbursement after the fact.

SCSSI Advance Request Form

The SCSSI Advance Request form is used to request an advance for making SCSSI purchases.

Advance Requests should include documentation showing how the funds are expected to be used (e.g., a purchasing list, a roster of participants, a course/trip budget, or an itinerary).

The SCSSI Advance Request form should be combined with a check request for the requested/approved amount and once both forms are signed a check made out to the requester will be processed and delivered. Sponsors are expected to retain original receipts for each purchase

Sponsors may only have one open advance at a time, and should complete a Request to Clear Advanced Funds form within ten days of the conclusion of a program or event. At that time, if a sponsor were to have leftover funds, they would attach a receipt from the NCSSM cashier indicating that they had returned/paid in the balance. When a sponsor is owed money, they should submit a separate check request for the funds due and attach it to the request to clear funds form.

Travel Authorization Form

The Travel Authorization form is used to request approval prior to travel for travel-related expenses, including lodging, registration, transportation or mileage reimbursement, meals, etc.

Sponsors are not expected to retain individual receipts for meals provided that each participant does not exceed the allotted meal per diem rate. When traveling with students, sponsors are encouraged to 

This form is used for SCSSI, Foundation, & State business. In some cases, a trip may be funded by a combination of SCSSI, Foundation, and State accounts. 

Travel Reimbursement Form

The Travel Reimbursement form is used to request reimbursement for travel-related expenses, including lodging, registration, transportation or mileage reimbursement, meals, etc.

Sponsors are not expected to retain individual receipts for meals provided that each participant does not exceed the allotted meal per diem rate. When traveling with students, sponsors are encouraged to 

This form is used for SCSSI, Foundation, & State business. In some cases, a trip may be funded by a combination of SCSSI, Foundation, and State accounts. 

Local Travel Reimbursement Form

The Local Travel Reimbursement form is used to request reimbursement for local travel-related expenses (e.g. mileage reimbursement).

This form is used for SCSSI, Foundation, & State business.

SCSSI Missing Receipt Form

The SCSSI Missing Receipt form is used to document purchases if a receipt is missing or not provided.

Sponsors are not expected to retain individual receipts for meals provided that each participant does not exceed the allotted meal per diem rate. When traveling with students, sponsors are encouraged to 

This form is used for SCSSI, Foundation, & State business. In some cases, a trip may be funded by a combination of SCSSI, Foundation, and State accounts. 

Lost Check Affidavit Form

The Lost Check Affidavit form is used to indicate that an SCSSI issued check(s) has not been received by the intended recipient/affiant; has been received but was lost, stolen, or destroyed; or has been endorsed by someone other than the recipient/affiant.

SCSSI Procedures Manual

The SCSSI Procedures Manual outlines processes and procedures for Student and Constituent Support Services, Inc. (SCSSI).