FOOD VENDING COMMITTEE

The purpose of the Food Vending Committee is to disburse the profits made from all campus snack and drink vending machines that are deposited into the Food Vending Committee account.
The committee will make allocations to any campus organization, faculty or student based on the following criteria:

1. Highest priority will be the purchase of equipment, facilities improvement, and services improvement for students and the campus community at large.
2. Funds should be given for on campus uses and generally to benefit the entire campus.
3. Residence Life social programming and facilities will continue to be a priority use.
4. Major campus events such as Homecoming, Spring Fling, Casino Night, etc.

Funds must be requested at least two weeks prior to the event taking place. Requests made beyond that time will be automatically denied. Due to the number of requests, $750 or 25% of the proposed budget, whichever is less, will be the most that is funded for any one event.

To request funds, complete the form on Orgsync labeled “Food Vending Committee Funding Criteria.” Be sure to answer all questions in full. Upon submission of the request, you will be notified of the committee’s decision within five business days.

Once a request has been submitted the committee will review the proposal and determine whether to fund it. If committee members have additional questions, they will be emailed to the representative of the group for further clarification.

Notification as to action taken will be provided within five business days of the proposal’s submission. At that time, if the group is receiving funds, they will be emailed a form (see attached) asking them to account for the use of the funds. Any funds not used will be returned to the Vending Committee account.

The committee will be comprised of students including the following:
1. ASEOU Vice-President of Finance
2. Students at large (2)
3. RHA President
4. RHA Representatives (2)

Until the RHA is in place each academic year, three Hall Coordinators will act as representatives.

The Assistant Director for Housing will act as committee coordinator and will have no voting rights.
 

Uses: This form is to be used for all requests to spend money except travel.

Notes:

• All items must be approved before items are purchased including charges sought for reimbursement. Many purchases are not reimbursable and/or can be approved.
• Original receipts will need to be turned into the Center for Student Involvement within 14 business days.
• Contracted services take time and need to be immediately inquired for approval before a Personal Services Agreement can begin processing. Contracts can typically take 3 weeks to approve and process. Reminder: Contracts need to be given to the Center for Student Involvement 15 business days prior to the event.

Types of Expense Instructions/Definitions:

• Contracts: a payment for a service such as speakers, entertainment/performing/outside catering, etc.
• Internal Accounts: EOU Bookstore (Copy Center), Aramark and other EOU Departments.
• Internet Orders: limited approved products can be requested and purchased through a website through the Center for Student Involvement.
• Invoice/Bill: vendor delivers product and submits bill. You must submit final bill/invoice to the Center for Student Involvement.
• OfficeMax: EOU has special prices through OfficeMax.
• Purchase Order: a pre-approved business that accepts direct payment from the University.
• Reimbursements: Individual has purchased items and need to be paid back. 

The Center for Student Involvement (CSI) requires all registered student club/organizations to secure and maintain an advisor who is currently a full-time faculty or administrative staff member at Eastern Oregon University. CSI believes that student club/organization advisors are integral to the success of the organization and the development of its student leaders. In order to serve as an advisor, faculty or staff must sign an Advisor Agreement, which states the roles and responsibilities of an advisor.

This form is to be used to petition a release from the requirement that the contract food service provider be used to provide food service to any event open to the general public or food service that extends beyond VERY limited food and beverage service to strictly in-house events closed to the general public. THIS FORM MUST BE SUBMITTED NO LATER THAN ONE WEEK IN ADVANCE OF YOUR EVENT! For more complex events, please budget additional time. Please note that it is expected that you have worked with the contract food service provider prior to submitting this form. Also remember to submit your Request for Purchase form for approval. Your reasoning for not using EOU Dining Services must be well detailed.

Please have this filled out prior to participating in the Underwear Run, and print and  bring with you during registration on Wednesday May 29th at 5pm in the Quad. There is also an Assumption of Risk form that must be printed and filled out and attached to your registration form. No one will be allowed to participate without this form. No Exceptions.

*This is a clothing donation. Runners are recommended to come fully clothed in clothes they plan on donating.