2014/2015
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Understand Authorized Signer
Responsibilities
Where does your money come from?
Understanding Your Accounts
How to Spend Your Money and Make Deposits
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Goods vs Service
Types of Payments & Documentation Needed
Travel
JFC Capital Purchases
Deposits
Understanding your Bridge Finance page
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1-2 authorized signers per organization
Authorized signer status is valid for one academic
year (Fall & Spring)
All financial transactions must be signed-off by the
authorized signer
Primary point of contact with Student Activities and
SBVPF
Understand JFC and other special allocation processes
Educate other organization members on financial
processes and expectations
Maintain a detailed record of all expenditures and
income
Review Bridge Finance page monthly
Transition information to next authorized signer
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All Authorized Signers must take and pass
quiz to become official Auth. Signer
Passing score is 85%
May take the quiz to exempt training if
served as an Authorized Signer in the
previous year
Quiz is through ProProfs – a link will be
emailed to you to take the quiz
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Carefully review allocation amounts and line
items
Review what was not funded & what needs to
be brought in to fully fund planned events
Read JFC comments in BudgetTracker
https://stugov.andrew.cmu.edu/budgettracker
Understand expectations for revenue and
fundraising from JFC
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Helpful to review prior fiscal year’s budgets,
expenses, and income
Schedule a meeting with SBVPF if
organization is going on or coming off of
probation
Maintain your own detailed records of
expenses and income for tracking purposes
and preparation of next JFC budget request
JFC accounts roll up to JFC at fiscal close
Receive funding from other sources
 Similar processes and expectations
on spending
 Accounts do not “close” meaning all
surplus and debt roll forward
 SBVPF, SBVPO and the Senior
Financial Administrator will be in
contact with groups ending in debt
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Appropriate request for a special allocation
◦ Unanticipated costs
◦ New programs and initiatives
SOURCES
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Student Senate
GSA
DOSA Funding
SDC
Academic Departments
**Common Funding Application available on The Bridge**
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Student Senate
◦ Weekly finance committee meetings
◦ Organization rep must present proposal to Senate Finance
Committee
◦ Will receive committee recommendation within 48 hours of
finance meeting
◦ Committee recommendations must be voted upon by
general body for approval
◦ If org is JFC funded, then requests should be for
unexpected costs or new initiatives, only. JFC share same
pool of money with Student Senate.
Student Senate Contacts & Resources
◦ [email protected]
◦ www.cmu.edu/senate
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Graduate Student Assembly (GSA)
◦ Monthly finance meetings (typically 1 week prior to
GSA general body meeting)
◦ Organization rep can discuss proposal
◦ Finance committee recommendations typically
upheld by GSA general body
◦ Recommendation can be appealed by any GSA
member or requesting organization member
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GSA Finance Contacts & Resources
◦ [email protected]
◦ https://www.cmu.edu/gsa/
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DOSA funds organization initiatives through a
central process
Bi-monthly committee meeting
For information on dates and to access to
common application form:
http://www.studentaffairs.cmu.edu/StudentAc
tivities/info/funding/dosa.html
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Tips for success
◦ Organization should contribute a portion
of funding (fundraising, budget)
◦ Donation vs. operational costs
◦ Domestic travel can be supported
◦ International travel only supported
through STO-IT fund in Office of
International Education
http://www.cmu.edu/oie/sab/gettingstart
ed/stoit.html
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Two accounts per organization
◦ Org Account:
 Houses JFC allocation, Revenue, Dues, Special Allocations
 For JFC funded organizations, money is subject to JFC Fiscal Close Policies
 Authorized Signers must complete Rollover Request or Debt Forgiveness
applications to address year end balances
◦ Gift Account:
 All donation monies deposited here if money can be tied to a specific person
or company
 Gift account money CANNOT be transferred to your org account
 Not a “savings account”
 Money needs to be tied to an individual or entity
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If Cash, must include amount donated, donor name and address
If Check, verify name and address are included on check
Donor can’t receive anything in exchange (admission fees, payments for
goods/services)
Year end balance remains year to year. NOT ALLOWED TO HAVE YOUR GIFT
ACCOUNT END IN A DEFICIT
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** Only student government recognized student organizations are permitted to have financial
accounts through the Office of Student Activities**
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Administrative fee charged to certain type of
revenue (e.g. donations)
Accounts will initially be assessed the fee to
ensure consistency in university practice
Will see credits for these admin charges each
quarter, however
Fee only assessed to gift accounts not to
organization accounts
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Accounts are not bank accounts
Housed in university and subject to university
financial policies and procedures
Mishandling of funds impacts student org
account, Student Affairs and the university
Accounts can be and are audited and thus
compliance is necessary
Member writes $75 check for membership dues; Deposit into
which account?
Deposit into Org
Organization Alum makes general donation of $200 to Scotch
‘n’ Soda; ; Deposit into which account?
Deposit into Gift, spend from Gift on whatever
Anonymous cash donations of $400 collected at door of event;
Deposit into which account?
Deposit into Org, spend from Org on whatever
Organization collects fundraising sales of $350; Deposit into
which account?
Deposit into Org, spend from Org on whatever
Organization Alum makes donation of $1,000 to AB Tech for
purchase of new sound system; Deposit into which account?
Deposit into Gift, spend from Gift on sound system only
Chrysler sends a $10,000 check to cmuTV for Buggy
Case by case in terms of sponsorship donations
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Goods=physical/tangible items(s)
Services=someone providing skills, support,
or labor (i.e. Equipment rental, facility rental,
DJ, recording studio)
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Printing/Publishing
◦ If vendor is doing design work = SERVICE
◦ If vendor using your design and only printing = GOOD but
will ALWAYS need a proof of design
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Food/Catering
◦ Vendor provides set up, serving, clean up, etc = SERVICE
and needs a contract
◦ Food is delivered/picked up, nothing else = GOOD
◦ ALWAYS need itemized and credit card receipt
◦ ALWAYS need to know # of people attending event
Hiring a DJ for organization event
Service, requires a contract
Common Plea catered dinner
Service, requires a contract
T-shirt printing of your design
Good, but requires a proof of design sent to
Trademark office for review and approval
Guest Lecturer
Service, requires a contract
Stage set-up by Taylor Rental
Service, requires a contract (MSA on file)
Pizza Perfecta delivering pizza’s to campus
Good
Student photographer for DS show
Service, requires a contract
Equipment Rental for event on campus
Service, requires a contract
(*Best to use vendor with MSA on file; check Procurement’s
website)
Paying umpires or officials for sporting event
Service, requires a contract
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Pcard (university credit card)
Payment Request (Purchase Order; cuts a check to vendor)
On-Campus Purchase form (on-campus vendor
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JE transfer
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Expense Reimbursement
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purchases)
accounts)
(electronic transfer of money between 2 on campus
(out of pocket purchases)
Important Note: Any purchase ≥ $5,000 must
be paid via Payment request and include a
Purchasing Checklist & Bid Summary Form
See Student Activities for details
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Payment Request (PO, cuts a check to vendor)
JE transfer (electronic transfer of money between 2 on campus
accounts)
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On-Campus Purchase form (on-campus vendors)
Pcard (if less than $2500 and contract is included with receipt)
Payroll (If current CMU employee; Independent Contractor
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CANNOT reimburse for services
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Contract required for Services
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Checklist, Student Staff Info Sheet)
Required for any service
 Work with Student Activities
◦ Need 4-6 week lead time
◦ Need the following leg work: who, when, where, how much,
organization’s expectations of service provider, service provider’s
needs, etc.
 Must be fully executed (signed by both parties) before payment will
be issued
 https://www.cmu.edu/contracts/MLA/index.html (list of Master
Service Agreements)
Ex: DJ, Legal Services, Instructors, Coaches, Guest Lecturer, Patent &
Copyright Fees, judges, etc.
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Initiate a Purchase Order (PO)
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Use to cut a check
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Payment Terms
◦ Promise of payment, which will be given once goods or
services are received
◦ To make prepayment arrangements
◦ Provide a quote or invoice with Payment Req form
◦ Once goods or services are received, if using a PO, provide
an invoice with form
◦ 30 days from date of invoice
* Checks CANNOT be issued immediately; checks are sent to the vendor 30
days from the invoice date
*Note: Plan for your quarterly/annual costs ahead of time; submit form at
least 30 days prior to due date (i.e. dues, tournament fees)
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Identify if your business or individual is in the
Oracle supplier database
◦ Email or stop by the Office of Student Activities
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Vendor must be in Oracle supplier database
prior to PO being created, payment sent via
check
Preferred supplier list: best prices & maybe
no contract!
https://www.cmu.edu//finance/procurement
services/supplier-directory/supplierdirectory.html
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If vendor is not already in supplier database, student
org must work with vendor to get supplier forms
completed and sent to Accounts Payable for entry
into supplier database:
U.S. Business and Individual (using an EIN-employer
identification number)
◦ W-9
◦ Supplier Form
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International Business and Individual (using a SSNsocial security number)
◦ W-8
◦ International Supplier Form
◦ Independent Contractor Checklist
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Must make a Pcard purchasing appointment at
least 1 business day in advance
Email [email protected] or visit Student Activities
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Must come prepared with order information
Authorized signers must ensure that all
purchases receive PA sales tax exemption
Receipts must be submitted to the card holder no
later than 1 business day after purchase
Restricted Purchases (services, equipment,
furniture and software over $2499)
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Form & receipts submitted within 30 days of
purchase
Receipts need to be itemized and show proof of
payment (order confirmation by itself is not acceptable)
Loose receipts must be taped to scrap paper
(taped on all sides) and attached to Expense
Reimbursement Request form with a paper clip
Must include detailed business justifications
◦ 5 W’s of info: Who, What, Where, When and Why
(i.e. “1 Pizza
purchased for meeting on 9/1/13 at UC306 to discuss upcoming Dance Marathon event logistics”)
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Over 90 days reimbursement is taxed by IRS
Cannot reimburse for services
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We strongly encourage students to sign up
for Direct deposit for reimbursement
payments
To sign up, visit Student Activities and ask for the EFT form
This is a different form from the direct deposit for paychecks through Payroll
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Great option for students who tend to do
frequent purchasing on behalf of the
organization
AP does electronic payments more often then
paper check payments
Only bank information needed ; voided check
is no longer required
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WHO – What student organization was the purchase for?
Who is paying for the purchase? How many people
attended?
◦ Example: 25 members of AB Tech
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If less than 6 people for food purchase, must include first and last name of each attendee
WHAT – Details of type of event that purchase is for.
◦ Example: Working dinner /5 pizzas ordered from Pizza Perfecta for set-
up crew working Fall concert
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WHERE – Location of event/meeting
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WHEN – Date and time of event/meeting
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WHY – What is the purpose of the event/meeting? Why
◦ Example: UC gym
◦ Example: Sat, 11/10/12 from 1pm-6pm
was the purchase necessary?
◦ Example: To provide dinner to crew members who were working all
afternoon to set up technical equipment in preparation for the Fall 2012
Concert
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ADDITIONAL FORMS REQUIRED FOR
GIFTS /AWARDS/PRIZES
** You must make an appointment with Student Activities to discuss prior to purchasing or
giving away prizes or awards. Forms must be picked up from the Office of Student
Activities.
◦ Prizes/Gifts/Awards worth ≥ $75: prize/gift form & W-9 to be completed by recipient
◦ Gift Cards (any amount): prize/gift form & W-9 to be completed by recipient
Since the recipient is completing the forms, it is best to have these forms available at
your event.
◦ Prizes/Gifts/Awards that are donated: nothing needed
◦ Prizes/Gifts/Awards worth < $75: No forms needed, however, you should put
individuals name on reimbursement or PCard purchases.
**These forms are NOT available on the website; please visit Student Activities for forms**
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Schedule an appointment with Tiffany to
book hotel rooms at least 2 full weeks prior
to trip to book hotel rooms, airline tickets,
rent vehicles
Will be charged directly to your oracle string
Plan several weeks in advance
Utilize preferred suppliers
Contact: Tiffany Priester [email protected]
Travel – Hotel reservations
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Will be using Tiffany’s PCard (state tax exempt
in most states)
Organization should contact hotel directly for
rates (3rd party vendors not permitted –
hotels.com)
Request credit card authorization form from
hotel since Tiffany’s credit card will not be with
you upon check-in
Receipts (credit card/itemized) must be
submitted within 1 business day after returning
to campus, after your trip
Failure to submit receipt within this time frame
could result in loss of PCard privileges
Travel – Rental cars
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AVIS will rent cars to drivers 18 years and older; Enterprise only rents to
drivers over the age of 21
AVIS has $1000 deductible for accidents/damage to rental car;
Enterprise has NO deductible for accidents/damage
All student DRIVERS must visit the Office of Student Activities to
complete a driver form, and get drivers license photocopied for Risk
Mgmt
All student DRIVERS must visit the Controllers Office website prior to
their trip to read the terms of CMU Insurance for rental vehicles; print
CMU Insurance card from website
http://www.cmu.edu/finance/controller/bte/rental-vehicles-insinfo.html
Receipts (credit card/itemized) must be submitted within 1 business day
after returning to campus, after your trip
Failure to submit receipt within this time frame could result in loss of Pcard
privileges
**Only LOCAL car rentals permitted on the Pcard. All other car rentals must be paid using your own
funds and submitting request for reimbursement after the trip**
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Schedule appt with Tiffany at least 7-10
business days prior to trip, to finalize
payment using Oracle string
Contact preferred travel agent to get airline
rates and flight options
Best to contact travel agency the day before
or day of your scheduled meeting to ensure
the most up to date rates
If rate is no longer current then travel cannot
be booked at that time
NOT permitted to use online booking agent
(Expedia, Orbitz, etc)
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You must use one of the preferred vendors listed
on the Office of Student Activities travel page
Call one of the preferred vendors to get quotes
Complete & submit Payment Request Form,
attaching quote from preferred vendor Tiffany
will create a PO (Purchase Order) to have AP cut a
check and send to vendor for payment
http://www.studentaffairs.cmu.edu/StudentActivi
ties/info/travel/index.html
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During JFC Allocations Process, some groups
were allocated funds from the JFC capital
fund for specific pre-approved Capital
Purchases.
Money for these purchases is NOT in your org
account, and can only be accessed by
contacting the SBVPF.
Budget Tracker indicates if your group was
allocated capital money. Check it!
Step 1: Figure out the vendor, price,
and method of payment for the preapproved capital purchase (as found
on BT).
 Step 2: Get in contact with the SBVPF
with the above information.
 Step 3: Complete the purchase after
receiving the SBVPF’s approval.
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Detailed process for accessing funds is
available online, or by contacting the
SBVPF.
If the organization wants to purchase
different capital items than the ones that
were pre-approved, you must send that
request to the SBVPF for JFC approval.
All capital purchase questions should be
directed to [email protected]
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Request a cash box and starter cash at
least 2 business days prior to day of
sales
◦ Cash Box request form available on The Bridge
Authorized Signer must request cash
box and educate any member
assigned to pick up cash box on cash
handling procedures
 Return cash box next business day
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All monies collected from tickets
sales/fundraising proceeds must be
deposited in deposit envelope (with detailed
information provided)
If conducting multi-day ticket sales, deposit
proceeds nightly, hold on to starter cash
Proper cash handling procedures dictate that
money should NOT be spent directly from
cash box as does not accurately reflect
income and expenses
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Starter cash should be deposited separately
from proceeds and marked as such on the
deposit envelope
Indicate on the deposit envelope what type of
deposit it is
◦ Dues, donations, sales, rental fee, etc.
◦ Please use separate envelope for all
donations
◦ Clearly mark what account money needs to
go into
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CASH: Organize bills into like denominations
grouped together and facing the same direction
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Coins must be wrapped if enough to fill wrapper
Loose coins must be put in small coin envelope
Visit office of Student Activities for envelopes/wrappers
RECOUNT deposit at least twice before
submitting, to ensure accurate totals are marked
on deposit envelope
Any deposit envelopes received without all
accurate/detailed information on envelope,
and/or cash not organized correctly, will be
returned to the organization and will NOT be
deposited into your account
2013-2014
Detailed description means your business justification (who,
what, when, where and why).
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Set up a meeting with organization event
planners to review total expenses and income
Complete any remaining forms
Collect prize and gift forms, if applicable
Create internal org file with copies of all
receipts and forms
Give appropriate documentation to funding
sources if needed (DOSA Funding Committee)
Update your internal records
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Your account information will now be
imported to The Bridge from Oracle once a
month
Must still double check The Bridge
transactions against your own records as lag
is common
Contact Student Activities Financial Staff for
questions/concerns about your account
balance and transactions listed on The Bridge
Office of Student Activities
[email protected]
www.cmu.edu/studentactivities
UC Suite 103
412.268.8704
Rita Ciccariello, Senior Financial Administrator
[email protected]
Tiffany Priester, Financial Assistant
[email protected]
Student Body Vice President for Finance (SBVPF)
[email protected]
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