Student Activity Fee funding is intended to support the mission, programs, and development of Registered Student Organizations (RSOs). All purchases must follow Dalton State College and Board of Regents policies.
Students cannot be reimbursed for supplies purchased. No exceptions will be made.
Before Making a Purchase
All purchases must:
- Support the purpose or mission of the organization
- Benefit the organization as a whole
- Be approved in advance through Student Engagement and Belonging
- Include proper documentation (quote, invoice, or receipt)
- Follow state purchasing guidelines
Submit all purchase requests at least:
- 2 weeks in advance for standard purchases
- 1 month in advance for contracts, performers, or movie rights
Allowable Purchases
| Allowable Purchase | Important Notes |
| Event supplies and decorations | Must support an official RSO event or activity |
| Speakers and performers | Cannot be USG faculty/staff; contracts required |
| Food for special events | Must follow catering and Georgia per diem guidelines |
| Conference registration and approved travel | Requires approved Purchase Request Form and completion of the Student Trip Registration |
| Marketing and promotional materials | Must relate to the organization and follow RSO Brand Guidelines |
| T-shirts and apparel | Student Engagement & Belonging must approve design first – Follow RSO Brand Guidelines |
| Banquets and ceremonies | Funding must support current DSC students – RSO or activity fee budgets can only cover venue, food, and general supplies. Cannot pay for awards, gifts, or recognition regalia. |
| Movie licenses/public performance rights | Rights must be purchased before showing films if they are publicly promoted |
Non-Allowable Purchases
| Non-Allowable Purchase | Examples |
| Gifts or giveaways | Gift cards, flowers, graduation stoles, plaques, awards, cords, or stoles |
| Alcohol | Never permitted regardless of purpose |
| Personal items | Anything for individual ownership or personal use |
| Door prizes or raffles | Never permitted regardless of purpose |
| Political campaigning | Candidates, elections, partisan activities |
| Social-only events without business purpose | Events must connect to organization mission |
| Gas or miscellaneous reimbursements | Unless specifically approved travel-related expenses |
| Food for regular meetings | Food should be limited to special events/programs, not general or recurring events |
| Items organizations keep personally | Purchases become DSC property |
| Faculty/staff expenses | Unless essential to the event |
| Campaign materials | Including Homecoming or RSO elections |
Common Organization Purchases
This section outlines common types of organization purchases and provides guidance on how to properly request, approve, and process expenses. Following these guidelines helps ensure purchases remain compliant with College and State of Georgia policies.
Food & Catering
| Topic | Guidelines |
| Catering | Campus Catering must be used for all food purchases except pizza. Pizza orders must include driver tip amounts in the purchase request. Off-campus catering options may only be used if the dining facility is closed or cannot fulfil your order. |
| Timeline | Submit your Purchase Request Form at least 2 weeks in advance |
| Required Documents | Quote, event agenda (downloadable template), flyer, RSVP/attendance estimate |
| Appropriate Uses | Kickoff events, large programs, banquets, educational events |
| Not Intended For | Routine weekly meetings |
| Financial Guidelines | Must follow State of Georgia per diem limits (includes taxes/tips) |
| Attendance Tracking | Required through Modern Campus Involve / DS Connect |
Branded Merchandise & Apparel
| Topic | Guidelines |
| Vendor Choice | Organizations may use vendor of choice with appropriate vendor paperwork. The following are known active vendors – 4Imprint, Total Recognition, Eagle Sportz. Please note, you can only request a QUOTE from vendors until order is approved. |
| Required Documents | Purchase Request Form, shirt design, purpose/use statement |
| Approval | SE&B approval is required before ordering. We will let you know when your order is approved for production. |
| Branding | Shirts must follow the RSO Brand Guidelines |
| T-Shirt Funding Limit | RSO funds may only cover up to 50% of club shirt costs per item, unless it is a required uniform. RSO members must pay the other 50% of the costs. |
Student Travel
| Topic | Guidelines |
| Approval | All travel must be approved in advance |
| Required Paperwork | Student Trip Registration Form for all travel and the Purchase Request Form if organization funds are used |
| Additional Documents | Registration confirmation, hotel confirmation, traveler list (names, IDs, and emails), flight confirmation and number |
| Lodging | Limited to quad occupancy and same-sex room arrangements |
| Campus Vehicles | To use a campus vehicle, the RSO members driving must complete the Official Volunteer Packet and Driver Training & Approval if they are not already working on campus – Please allow up to 1 Month for this process to be successfully completed. Campus Vehicle Reservations must be made by the organization advisor. |
Contracts and Performers
Always consult with Student Engagement & Belonging before
| Topic | Guidelines |
| Applies To | All external vendors. I.e. Speakers, DJs, performers, service vendors |
| Timeline | Submit at least 1 month in advance |
| May Require | W-9, Certificate of Insurance, Campus Event Contract, E-Verify or Certification of No Employees is over $2500 |
| Important Note | Only authorized Dalton State officials may sign contracts – RSOs should request QUOTES. |
Movies and Public Showings
| Topic | Guidelines |
| Licensing | Showing movies or other copyrighted media on campus requires public performance rights or licensing, even if the content is personally owned or accessed through a streaming service. |
| Educational Exceptions | Educational exceptions may apply when media is used directly for classroom instruction or academic teaching purposes; however, most campus events, club meetings, social gatherings, and public programs still require approval and licensing. |
| Timeline | Contact SE&B at least 1 month in advance for guidance on licensing and event approval. |
Important Reminder
All purchases made with Student Activity Fee funds become the property of Dalton State College and must remain available for organization use. Purchases may not be used for personal gain or individual ownership.