Student Organization Accounting System
Overview
UPPS 03.01.10 Student Organization Accounting System
The following information is provided for student organizations approved through UPPS 03.01.10 to use the Student Organization Accounting System, which is housed in SAP and the method of accounting for deposits and payments from a student organization account.
Forms
For deposit forms, visit the University Revenue Deposits page.
GL 417000: Revenue Deposits
GL 773000: Return of Unused Cash Advance Funds
Vendor Numbers Quick Guide
Searching for Vendor Number in SAP
- Vendors are required to have an SAP vendor number to be paid for their services. If a vendor does not exist in SAP, send an email to purchasing@txstate.edu requesting that the vendor be added. The Procurement & Strategic Sourcing office will then generate an invite to the vendor to provide their information in the required electronic format.
- Reimbursements use either the vendor's SAP number or 700001, if no vendor number exists. Vendor number 700001 may only be used for refunds or reimbursements, not goods or services. When using 700001, the complete mailing address must be provided.
- 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.
| Expense GL | Description |
|---|---|
| 729900 | Payment of Services / Honorarium / Speakers |
| 740600 | Rental of Equipment |
| 747000 | Rental of Space |
| 770001 | Cash Awards / Prizes |
| 773000 | Reimbursements, Supplies, Registrations, Travel, Cash Advances |
State Sales Tax for University & College Student Organizations
Click here for additional information from the State of Texas Comptroller's Office.
Faculty & Staff Advisor Information
- Viewing account balances in SAP
- Verifying student officers' signatures option - Student Organization Account Signature Card (optional form)
Contact Information
| Subject | Department | Contact |
|---|---|---|
| Vendor Set Up | Procurement & Strategic Sourcing | vendorrequests@txstate.edu |
| Student Organization Account Creation/Update | Financial Reporting & Analysis | fiaccountrequest@txstate.edu |
| Deposits | Cashier's Office | (512) 245-2544 |
| Payment Status | Accounts Payable | payables@txstate.edu |
| Sales Tax | Payroll & Tax Compliance | taxspecialist@txstate.edu |
| 1099 Requirements | Payroll & Tax Compliance | taxspecialist@txstate.edu |
| Student Organization Information | Student Involvement @ LBJSC | (512) 245-3219 |
| Account Balances | Student Organization Advisor |