Written by Francisco
September 03, 2014
If you would like to write your organization's constitution, here are some guidelines and resouces that will help you develop your organization's constitution. Remember, an updated constitution is required for registration and for your organizaion's governance.
This is a guide that will demonstrate the essential elements in how to create a Constitution for your student initiated organization.
Fill in the Blank Constitution
This form will allow you to enter the information that will govern your organization by filling in the blanks. You may edit this form online but please print this form and turn into the SOAR Office so your Advisor may review your Constitution.
As a Registered Student Organizaiton, SOAR provides an Organization account for financial operations. Please review the Financial Timeline and Frequently Used Vendors along with the subsequent forms for more information on how to access the Organization's funds. These forms may be submitted to the SOAR Office between 9-5 M-F. Please be advised that these forms will require fiscal review and Advisor authorization as part of the fiscal protocol.
Please take note of these timelines for different financial processes and plan accordingly. While we strive to serve students as best to our abilities, late requests and paperwork may jeopardize your organization's event.
Note: this does not cover all transactions, just the most common ones. Many of these transactions require an appointment with your advisor where noted.
Frequently Used Vendors
Please review this list of vendors that have filled out a 204 Form and are already in the CruzBuy Purchase Request System. These are frequently used vendors and goods/services may be secured from this vendor via a Purchase Request.
Please be advised that this is not a complete list of vendors, contact
to inquire if a particular vendor is in the system.
SOMeCA organizations ensure careful Cash Handling practices and appropoirate Audit Trails by maintaining the following forms for the collection of funds during on campus events. *Please speak with your Advisor if you are interested in selling Admissions tickets or Drawing Tickets.
Fundraising Audit Trail
Donation Audit Trail
Payee Setup Request (204 Form)
Payee setup request form (204) is used to add a vendor/student to the university database to be able to pay the vendor/student. This form is required to be submitted prior to paying any vendor/student.
*Please note these are offical UCSC forms. You must right click and download the file in order to access the form. This is not a SOAR Form.
Use this form to request a purchase. Please allow a minimum of 6 or 11 business days to process Purchase Requests.
Food & Supplies take 6 business days to process
Services take 11 business days to process, these requests require a quote.
A quote may be in email format but must have:
- Name of the vendor
- Contact information of the vendor
- What services will be performed, date, location
- How much is being charged
If you are entering a new vendor and a 204 Form must already be submitted, please include the vendor's phone number and email address.
Direct Payment Form
Form for supplies reimbursements (non-food or entertainment related). Make sure to include address where check is to be mailed and an authorized signer other than payee must be requestor. The University's Supply Reimbursment Guide may be found on the Financial Affairs website.
Food & Entertainment Reimbursement Form
This form is used for reimbursement of food and entertainment purchases. The Unvisersity's Food and Entertainment policy may be found on the Financial Affairs website.
Charter Bus Template
Please use this helpful tool to make sure you get all the information you need when requesting Charter Services. You will need to submit this form with you Purchase Request along with 2 quotes showing price comparison and if you elect to use the more expensive service, please include a sentence explaining your reasoning.