Prior Approval (PA) Form is used to request meals, catering, snacks, or other consumable items for your program. It must be submitted at least 15 days before the intended use. This applies to events, clubs, and programming.

Note: S&A funds cannot be used to pay tips or gratuities. If you wish to tip your vendor, you may ask them to include it as a “Service Fee/Charge.” Please be transparent and coordinate with the vendor.

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Please follow the steps below:

1. Complete the form.
2. Fill out all boxes correctly.
3. In the chartstring section, skip the “APPR” box. Fill out Fund, Class, Dept, and Program only.
4. Estimate attendance (it is better to underestimate than overestimate). Use the average from previous similar events or send an RSVP to gauge student interest.
5. Multiply the estimated attendance by the per diem rate to calculate the maximum amount you can spend for the event.
6. Calculate Per Diem. Please check OFM for updates to per diem rates under “Standard Rate”: https://ofm.wa.gov/accounting/administrative-accounting-resources/travel/diem-rate-tables
   • Current per diem rates:
     • Breakfast: $17
     • Lunch: $20
     • Dinner: $31
     • Snack: $10
7. Fill out the rest of the form with sufficient details, including scheduling information (date, time, location) so we know exactly when and where food items should arrive or be picked up.
8. Provide a shopping list or a checkout screenshot that includes: brand, product name, quantity, and total amount (with tax if possible).
9. Use Adobe Acrobat to combine the completed PA Form and the shopping list into one document. Instructions for Adobe Acrobat: https://helpx.adobe.com/acrobat/using/merging-files-single-pdf.html
10. Email the combined PA Form and shopping list to Izzy Wroblewski at iwroblewski@highline.edu for approval.
11. After approval, Izzy will forward the form to designated P-Card users to make the purchase.
12. You will receive a confirmation once the purchase has been made. Double-check to ensure the order is correct.
13. For deliveries or pick-ups, provide all supporting documents (receipts, packing slips, etc.). You may take a picture, scan, or submit the physical copy to the person who purchased the order.
14. Provide a sign-in sheet for each event including:
    • Student first and last name
    • CTCLink ID or email
    • Sign-in sheet guidelines: [Insert Link]
15. Collect feedback from student attendees with a short survey. This will help provide data for future budget requests, including:
    • Impact on students
    • Demand for similar events/programming
    • Suggestions for improvement

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Catering

Follow the same process as above, but the shopping list must be an official invoice that includes:

• Itemized food items
• Itemized services (separated from food)
• Vendor’s phone number and email address

Any catering request that exceeds $2,000 will be forwarded to the Purchasing Department, which will place the order on your behalf.

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Prior Approval Form SAMPLE: https://drive.google.com/file/d/1wjqD8eoyA8Xvv2UaoqSQHTtMHKTJMj6X/view?usp=sharing 

Please follow the step below

1. Complete the form
2. Email Izzy Wroblewski at iwroblewski@highline.edu for approval.
3. If needed use CTC-Link for Cash Advance or submit requisition for Vehicle Rentals
4. Heather McBreen contact once completed or missing components

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If you are looking to rent vans or any vehicle rentals, please email Dianna Thiele at dthiele@highline.edu for assistance.

Visit Highline College Travel and Expense webpage: https://adminservices.highline.edu/finance/travel/

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Travel Authorization Form Sample: https://docs.google.com/spreadsheets/d/11cPysvwG5_qwCKYb1aBAqjPYQaBCrFB8/edit?usp=sharing&ouid=110371462089756402346&rtpof=true&sd=true

Contingency Request Form is used to request additional funds needed for unforeseen situations, such as a sudden idea for a new event, underestimated student salary expenses, or unexpected leadership conferences or retreats.

This form must be submitted at least two weeks in advance to allow time for review and approval by the Associated Students of Highline College (ASHC) and other student leaders, who meet every other week. Please submit your request as early as possible to ensure there is sufficient time for approval and for the timely transfer of funds.

Note: ASHC meetings begin in October, and requests may be denied or tabled until the next meeting. Please allow ample time before your event, conference, or activity to account for this process. All requested funds must be permissible under the Killian Guidelines and the Financial Code. As these are student funds, ASHC ultimately decides how they are allocated.

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Please follow the steps below:

1. Complete the form.
2. Provide a brief statement addressing the following:
   • What are the funds for?
   • Do you have any other sources of funding?
   • Provide a specific breakdown of all expenses (examples below):
     • Supplies
     • Registration fees
     • Food
     • Contracted services
     • Travel
3. Include any supplemental documents that can help the council visualize your request.
4. Email the Associated Students of Highline College (ASHC) at ashc@highline.edu
   to be scheduled for the next meeting.
5. Attend your scheduled meeting and present your request to the student council.
6. The council may modify the requested amount based on need and the permissibility of the request.
7. The council will vote to either approve, deny, or table the request for additional review at the next meeting.
8. If approved, purchases can be made through Tuan Dao at tudao@highline.edu

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Contingency Request Form SAMPLE: https://drive.google.com/file/d/1jQFI2inCqfXqnKlDAM-45RqDkpxMLIft/view?usp=sharing

Budget Re-Allocation Form is used to transfer funds from one budget line to another.

EXAMPLE: If your S&A program decides to go on a trip but the travel budget line was not included in the original budget request, and you have extra funds in your goods and services budget line, you can use this form to make an internal transfer to the travel budget line.

NOTE: Transferring funds between programs is not allowed, as it disrupts financial tracking in Tableau. If you are planning to collaborate with another S&A program, you must delegate the purchase to that program so it is made using their own budget.

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Please follow the steps below:

1. Complete the form and review the example provided. (Account Reference Guide)
2. Email your final approver for approval.
3. Use the correct department section of your chartstring (examples below):
   • 30320 & 30330 – Izzy Wroblewski
   • 30340 – Tuan Dao
   • 30350 – Geomarc Panelo
   • 30355 – Edwina Fui
   • 30360 – John Dunn
4. Email the signed/approved form to Marco Lopez-Torres at mlopeztorres@highline.edu.
5. Marco will process your internal transfer and notify you by email once it is complete.

Note: Please allow a few days for the updated amount to reflect in Tableau. If it has not updated after one week, please contact Marco for assistance.

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Budget Re-Allocation Form SAMPLE: https://drive.google.com/file/d/1rQlS0eW63rFMhKi_TTbkXku1zCGTh-z7/view?usp=sharing