The following information is provided for student organizations approved through UPPS 03.01.10 to use the Student Organization Accounting System. 

In 2010, the Student Organization Accounting System is moving into SAP with a new process for payment requests.

Transition Information for Chartered Student Organizations (PowerPoint Training Information)

If you have any questions, see Contact List below for the appropriate contact information.

Forms

• Student Organization Account Form
• Deposit Form (Use GL 430000)
  
• Student Organization Account Payment Request Form (AP-09) (Form Instructions)
• Vendor Maintenance Form for Vendors
  
• OSFA Departmental Scholarship Transmittal Form for new scholarship set up

Vendor Numbers Quick Guide

Most Common Vendors Numbers

Searching for Vendor Number in SAP

• Vendors who are paid for services require an SAP vendor number.
• Texas State students receiving a reimbursement can be paid via direct deposit if the student has signed up through CatsWeb for tuition refund and financial aid direct deposit.  Their vendor number falls in this range:  8000000 to 8999999.
• All other reimbursements use the following vendor number and provide detail mailing information:  700020.
• For payments to Texas State departments, enter "TXSTATE."

Expense GL Codes Guide

Use the most appropriate expense GL code for the payment being processed.  More than one may be required.

State Sales Tax for University & College Student Organizations

Click here for additional information from the State of Texas Comptroller's Office.

Scholarship Payments

If your student organization wishes to award a Texas State student a scholarship, the payment will require special processing and coordination with the Office of Financial Aid and Scholarships.

The Office of Financial Aid and Scholarships requires the following information:

• a Departmental Scholarship Transmittal Form on file; and
• the Texas State student's ID number and the award year and semester on the payment request form.

The transmittal form must be submitted to scholarships@txstate.edu prior to submitting the payment request to Accounts Payable.

Note:  A transmittal form is not required for each payment, but is required for each scholarship. 

The scholarship amount will be recorded to on the Texas State student's financial aid record and will be used in the calculation of financial need.

Faculty & Staff Advisor Information

• Viewing account balances in SAP
• Verifying student officers' signatures option - Student Organization Account Signature Card (optional form)

Contact Information