Student Organization Finances

The OSE Credit Card Request Form allows student organizations to request an Ithaca College credit card to make purchases using their organization's available funds. The OSE credit card is the preferred and most commonly used purchasing method for student organizations. Use this form when your organization needs to make an eligible purchase directly from a vendor using an OSE credit card.

How does the process work?

1. Find the Credit Card Request Form on IC Engage.
2. Complete and submit the form with the necessary purchase information.
3. Your form will be approved on the date you requested the card for
4. Once approved, you will receive an email from OSE letting you know that your credit card is ready for pickup.
5. Pick up the credit card along with the New York State tax-exempt documentation.
6. Make your purchase and return the card and itemized receipt within the deadline

Important things to remember:

• All purchases made using an Ithaca College credit card MUST be tax-exempt.
• Amazon and Staples purchases cannot be made using an OSE credit card. These must be submitted through the Spending Request Form.
• Make sure to return your tax exempt receipts to OSE after making purchases.

Use this option when you need OSE to purchase items for your organization through its Amazon or Staples business accounts.

How it works:

1. Select Purchase Request on the SRF.
2. Download the required spreadsheet.
3. Complete the spreadsheet with a detailed list of requested items, including links, quantity, and any other specifications
4. Upload the completed spreadsheet with your SRF submission.
5. OSE will review and place the order.

Important reminders:

• Do not use an OSE credit card to purchase from either vendor.
• Submit requests as early as possible to account for shipping delays and inventory availability.
• Your organization must have available funds to cover the purchase.

Use this option when your organization needs to pay an outside vendor or other service provider (guest speaker, performer, musician, event vendors, photographer, etc.)

How it works:

1. Work with the Associate Director for Student Involvement to create and approve the contract, if one is required.
2. Secure funding for the service.
3. Obtain the guest's signature and have OSE complete its required signature process.
4. After the event or service has taken place, submit the signed contract through the SRF.
5. OSE will begin processing payment.

Important reminders:

• Students and advisors cannot create or sign student organization contracts on behalf of Ithaca College.
• OSE is the only authorized entity to work with and sign student organization contracts.
• Contracts can take 2–8 weeks to create, review, and approve.
• New contract requests submitted less than two weeks before the event or service will be denied.
• The Treasurer must submit the SRF AFTER the event so the guest can be paid.

Use this option when a student has already paid for an organization-related purchase using personal funds instead of an OSE credit card.

How it works:

1. Make sure the purchase was for an approved organizational expense.
2. Keep the itemized receipt.
3. Submit the reimbursement request through the SRF.
4. Upload the required receipt and documentation.
5. OSE will process the reimbursement.

Important reminders:

• Reimbursements are not the preferred purchasing method.
• Students should make every effort to use an OSE credit card or the appropriate purchase request process.
• Reimbursements take time to process.
• Ithaca College cannot reimburse sales tax, so students should expect to be reimbursed for the purchase cost excluding tax.

Use this option when your organization wants to donate money from its raised funds to another organization or nonprofit.

Important reminders:

• Checks are the preferred donation method.
• Exceptions may be made to allow payment by credit card with prior approval from the Student Engagement Operations Coordinator.
• Donations must come from funds available in your organization's account.