Passport Usage Instructions

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Passport Usage Instructions
The following instructions will help you to
navigate through the Passport system . The
instructions have been designed as a step by
step process to help you as you go through the
budget request.
Passport Passport is a secure, multifunctional,
web-based system that the Student Government
Business Office has designed to enable AS funded
organizations and their Financial Officers one
stop shopping for all their financial service
needs. These services include applying for a
budget, becoming certified as a financial
officer, submitting purchase requests, and much
more! This system is currently only capable of
accepting budget requests. Over the course of the
next year additional functions will be
implemented. Be sure to keep an eye out as these
new and exciting features come to life!
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To begin your Passport experience you must login.
If this is your first time using the program
you must register as a New User.
If you are a new user, click here to begin.
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The next step is to enter your personal
information. Be sure to enter an email
address and phone number that enables us to reach
you in case we have a question or there is a
problem. Once registered, you will be able to
update your information as needed.
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Once you have completed the user registration it
will take the Business Office 2-3 days to verify
and enable you as a user. If we have any problems
we will contact you with the information you
provided during your registration.
Note If you are not a registered officer of
your organization through the Office of Student
Activities you will be required to submit an
Authorization Form in order for us to enable you
as a user.
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Once you sign in this is the first page you will
see. To begin your Budget request or to
change/edit an existing request, click on
Budgeting.
Click here to begin
Notice your default organization will be listed.
Make sure you select the Correct budget year.
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Once you have clicked Budgeting a drop down box
will appear.
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The first step of submitting project requests is
to complete the following page. This information
will only appear for the first project you
request and will provide us with basic
information for your organization.
When you have completed all entries Click here.
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Next, select the project type, name and
description.

• Things to note
• A project listed as an Event is considered to
  be any project that is social in nature (i.e
  people will attend). A project that is a
  Non-Event will not allow you the option of
  requesting food and should be used for projects
  that are materials related only (i.e office
  supplies, sporting goods, etc.).
• You may not have more than one project with the
  same Project Name, make sure all projects have
  different titles.
• Under Project Description please tell us about
  your project, you do not need to
• include date, location, or prior history as you
  will input that information on the
• next screen.

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Once you have created the project you are able to
change or update the project Information, add
food, and materials request. It is recommended
that you click Next once you have completed
each section to make sure that you do not skip a
section. Skipping a section will cause your
project to be incomplete and not viewable by the
budget committee.
Click Next to proceed to the next section.
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In Step 2 you will tell us your current project
location, prior history and request food. THIS
IS THE ONLY PLACE YOU WILL REQUEST FOOD FOR AN
EVENT.
Note the food request includes all food
beverage related items (utensils, plates,
napkins, cups, etc.) DO NOT REQUEST THESE ITEMS
IN MATERIALS.
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Step 3 allows you to request materials for your
project.

• Hints Tips
• Once you have selected the materials type give us
  a detailed description
• of what exactly you plan to purchase and your
  justification for requesting
• this item.
• The total cost will be calculated automatically
  and can be viewed on the
• project summary page.
• You are able to add additional materials items
  after you click Add Materials Item
• do not try to include all your materials in the
  first item.

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This is an example of a multi-item materials
request.
Notice each item is listed separately.
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Project Summary allows you to review all the
information you have submitted for a single
project. Your project will not be viewable by the
budget committee until you click the Submit
button. You have the ability to edit/delete/or
add to each project both before and after you
have clicked the Submit button.
Click here to submit your project request.
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Project Completion when you have received the
note at the bottom of the page Your project has
been completed and will be viewable by the budget
committee.
You will see this message when your project is
complete
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To make changes to a project click on Budgeting
and then on View/Edit Project Request.
Click here
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Using the drop down box, choose the project you
would like to edit.
Choose the project you would like to edit, then
click View Project
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Once you have completed all your project requests
you must prioritize them. Click on Budgeting
then Prioritize Projects
Click here
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No two projects may be prioritized the same
number. You may change the priorities at any
time.
Once you prioritize your projects you must click
Update Priorities or your changes will not be
saved.
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Travel requests are submitted similarly to
project requests. Once completed they may be
edited at any time.
Click here
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Please read carefully not all boxes will need
to be completed in the Transportation section
depending on your type of travel. When you are
done, click Create Request.
Click here
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Once you Create Project you will need to click
Submit Project as Completed
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You must prioritize all travel requests. No
requests should have the same priority number.
Be sure to Update Priorities
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At any time you may click Budgeting then
At-A-Glance to see a summary of your budget
request.
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Once you have added all projects and travel
requests you will need to Submit Budget as
Completed. Requests that are not submitted will
not be reviewed.
MUST Submit as Completed!
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As your personal information changes please
remember to update your user profile. If this
information is incorrect it may delay important
time-sensitive information you need as a Passport
user.
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Each time you are finished using the program
remember to logoff!
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You are now ready to create your budget request!
Click on SG Passport to get started. Contact us
as 974-2045 if you have questions!