Finance Forms
Welcome!
This page is designed to help Pacific student organizations navigate through the Purchase Request process while developing practical budgeting, administrative, and financial management skills. Learning how to complete and submit a Purchase Request Form provides valuable experience with the approval and purchasing processes that are commonly used in professional and healthcare settings. These skills will not only help you plan successful events during pharmacy school but also prepare you for future leadership and professional roles.
If your student group needs to use its budget for an event or activity, a Purchase Request Form needs to be submitted 10–14 days before the event using the form below. Instructions on the submission process are also provided on this page.
Please note: The Office of Student Affairs (OSA) will not process purchase requests on Fridays, as there is no one on campus to receive deliveries over the weekend. Purchase requests submitted on Fridays will be processed on the following business day, so please be sure to include that time in your planning.
This page is designed to help Pacific student organizations navigate through the Purchase Request process while developing practical budgeting, administrative, and financial management skills. Learning how to complete and submit a Purchase Request Form provides valuable experience with the approval and purchasing processes that are commonly used in professional and healthcare settings. These skills will not only help you plan successful events during pharmacy school but also prepare you for future leadership and professional roles.
If your student group needs to use its budget for an event or activity, a Purchase Request Form needs to be submitted 10–14 days before the event using the form below. Instructions on the submission process are also provided on this page.
Please note: The Office of Student Affairs (OSA) will not process purchase requests on Fridays, as there is no one on campus to receive deliveries over the weekend. Purchase requests submitted on Fridays will be processed on the following business day, so please be sure to include that time in your planning.
Steps for Purchase Request form
1. Complete the ASP Purchase Request form (must be signed by a group officer or Co-chair that isn't yourself) and convert that to a PDF.
2. Attach pdf to completed Google Form.
3. OSA (Carmen Swanson or Maria Orosco) will confirm when your order is placed.
1. Complete the ASP Purchase Request form (must be signed by a group officer or Co-chair that isn't yourself) and convert that to a PDF.
2. Attach pdf to completed Google Form.
3. OSA (Carmen Swanson or Maria Orosco) will confirm when your order is placed.
Food Purchases
At least 14 days before the event, place your order at the restaurant/vendor and ask for a estimated total cost to use for your request. Then, submit a purchase request listing the items. If the restaurant/vendor you're ordering from only accepts orders shorter than the 10-14 days, please email OSA and ASP Vice President of Membership & Finance in advance. OSA will either call or go by in person to make the payment before the event. Student groups are responsible for picking up the order using the receipt on the day they requested.
If OSA cannot make the payment/purchase for you, approval for reimbursement will be given.
Please note: For catering over $1,000 student groups are required to use Bon Appetite.
The only exception is if the event is being held in the Vereschagin Alumni House or you have pre-approval to use another vendor by Bon Appetite
Approval documentation must be emailed to: [email protected] and OSA (Carmen Swanson and Maria Orosco).
At least 14 days before the event, place your order at the restaurant/vendor and ask for a estimated total cost to use for your request. Then, submit a purchase request listing the items. If the restaurant/vendor you're ordering from only accepts orders shorter than the 10-14 days, please email OSA and ASP Vice President of Membership & Finance in advance. OSA will either call or go by in person to make the payment before the event. Student groups are responsible for picking up the order using the receipt on the day they requested.
If OSA cannot make the payment/purchase for you, approval for reimbursement will be given.
Please note: For catering over $1,000 student groups are required to use Bon Appetite.
The only exception is if the event is being held in the Vereschagin Alumni House or you have pre-approval to use another vendor by Bon Appetite
Approval documentation must be emailed to: [email protected] and OSA (Carmen Swanson and Maria Orosco).
If you are approved for a reimbursement OSA (Carmen Swanson or Dr. Uchizono) will send you the form to complete once the items have been purchased.
Please follow these steps.
1. The ASP Expense Report Form (must be signed by a group officer or Co-chair that isn't yourself) and convert that to a PDF.
2. Take pictures of ALL receipts being submitted (do NOT throw away original receipts).
3. Take a picture of the credit/debit card used and convert to PDF. The only things that should be visible is:
5. Email the ASP Expense Report Form, receipt(s) and credit/debit card(s) to:
Please follow these steps.
1. The ASP Expense Report Form (must be signed by a group officer or Co-chair that isn't yourself) and convert that to a PDF.
2. Take pictures of ALL receipts being submitted (do NOT throw away original receipts).
3. Take a picture of the credit/debit card used and convert to PDF. The only things that should be visible is:
- The name on the card & the last four numbers on the card (those numbers need to match the digits on the receipt).
5. Email the ASP Expense Report Form, receipt(s) and credit/debit card(s) to:
- Maria Orosco ([email protected]), Carmen Swanson ([email protected]), and ASP Vice President of Membership & Finance ([email protected]) in addition to the group's officer or Co-Chair that approved.
Frequently Asked Questions
Before Submission
1. Does every section need to be filled?
Yes. Every section of the Purchase Request form must be filled. Please do not leave any fields blank. If you have any questions to how to fill a section, please feel free to contact the Vice President of Membership and Finance.
2. What happens if the form/request if not completed correctly?
This will delay the purchase due to having to send follow up emails.
3. Whose name should I enter in the "Name" section?
Enter the name of the person requesting the purchase.
4. Who should sign at the bottom of the Purchase Request form?
The form should be signed by another co-chair, group officer or Advisor. It is recommended that the group's president or treasurer sign the form to verify and approve the transaction. Note: Some groups require Advisor approval for all purchases/requests.
After Submission
1. What is the status of the purchase request I submitted?
After submitting the Google Form, you will receive an email from OSA (Carmen or Maria) confirming that your Purchase Request has been received. Once your request has been reviewed, the Vice President of Membership & Finance or OSA will notify you whether your Purchase Request has been approved and the order has been placed.
If any questions or concerns arise regarding your Purchase Request, OSA or ASP will contact you by email. Once your order has arrived, you will receive a notification via email.
2. How long does it take for a Purchase Request to be approved?
Purchase Requests are typically reviewed and processed within 1–2 business days. Processing times can vary depending on the completeness of the submission and the timing of the event.
3. When will my items arrive?
You should receive an email stating when your items will arrive. However, you can always email OSA (Carmen or Maria) for the status of your items.
1. Does every section need to be filled?
Yes. Every section of the Purchase Request form must be filled. Please do not leave any fields blank. If you have any questions to how to fill a section, please feel free to contact the Vice President of Membership and Finance.
2. What happens if the form/request if not completed correctly?
This will delay the purchase due to having to send follow up emails.
3. Whose name should I enter in the "Name" section?
Enter the name of the person requesting the purchase.
4. Who should sign at the bottom of the Purchase Request form?
The form should be signed by another co-chair, group officer or Advisor. It is recommended that the group's president or treasurer sign the form to verify and approve the transaction. Note: Some groups require Advisor approval for all purchases/requests.
After Submission
1. What is the status of the purchase request I submitted?
After submitting the Google Form, you will receive an email from OSA (Carmen or Maria) confirming that your Purchase Request has been received. Once your request has been reviewed, the Vice President of Membership & Finance or OSA will notify you whether your Purchase Request has been approved and the order has been placed.
If any questions or concerns arise regarding your Purchase Request, OSA or ASP will contact you by email. Once your order has arrived, you will receive a notification via email.
2. How long does it take for a Purchase Request to be approved?
Purchase Requests are typically reviewed and processed within 1–2 business days. Processing times can vary depending on the completeness of the submission and the timing of the event.
3. When will my items arrive?
You should receive an email stating when your items will arrive. However, you can always email OSA (Carmen or Maria) for the status of your items.
This form should be completed if you would like to request more funds.
Thank you for taking the time to learn the Purchase Request process. Understanding these procedures will help you develop valuable administrative and leadership skills. If you have furthermore questions or concerns, please reach out to the ASP Vice President of Membership & Finance or OSA (Carmen Swanson).