Policy Number: 200-5
Policy Title: Procurement-Student Assistance Fund (SAF)
Last Updated: 2/25/2020
Athletic Business Office: 568-3829 or 568-2367
Athletics Dept. Contacts: Assistant AD for Compliance: 568-7357 and Associate AD for SAS: 568-6250
JMU Contact & Phone: Operations Manager of Payroll Services: 568-8034
POLICY:
All student-athletes are eligible for Student Assistance funds (SAF) for Educational Expenses and Fees (Graduate School Exam Fees, Professional Program Testing, Etc.); Health and Safety Expenses (Medical/Dental/Vision Expenses not covered by another insurance program, etc.); Personal or Family Expenses (Clothing Allowance, Emergency Travel Home, etc.), Institutional Academic or Programming Enhancements (Academic Achievement or Graduation Awards, etc.) within NCAA guidelines.
PURPOSE:
To outline procedures used to process fund requests for student-athletes from the Student Assistance Fund account.
DOCUMENTS:
- SAF/SAOF Payment Request – SharePoint/Sports/Documents
- NRA Student-Athlete Opportunity Funds Request – generated by payroll services
PROCEDURES:
- Emergency Travel for Student-Athletes:
Reference the Athletics Staff Handbook under “Information for Coaches”, see “Emergency Travel for Student-Athletes” for appropriate procedures.
- All Other Expenses:
- Student-Athlete brings receipts to the Administrative Assistant for SAS who fills out the SAF or the NRA Payment Request form. If the request is for an international student, the student-athlete meets with the Operations Manager of Payroll Services (OMPS). The OMPS prepares and emails the NRA (Non-Resident Alien) SAOF Request for the Administrative Assistant for SAS.
- The following items will be properly filled in on the form:
a) Student’s name, ID#, and Sport (they will confirm that these items are correct)
b) List amounts requested in the proper categories
c) Signature of the Associate AD of SAS
- Administrative Assistant for SAS completes a Chrome River reimbursement for the amount requested. Attach the SAF request and receipts to Chrome River. Chrome River is not needed when reimbursing an international student-athlete.
- Once the expense report has gone through the approval process, the Administrative Assistant for SAS should print and retain a copy of the report.
When requesting funds for an international student-athlete, a copy of the payment request is also sent to Financial Aid (Asst. Director for Scholarships) and the UBO.
