BUSINESS OFFICE
HANDBOOK FOR
STUDENT ORGANIZATIONS
SEPTEMBER 2011
BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
TABLE OF CONTENTS
Policies and Procedures
Finances....................................................................................................................... 2-3
Depositing Money into the Student Organization’s Fund................................................. 4
Receiving Donations and Sponsorships .......................................................................... 5
Accessing Money from the Student Organization’s Fund ............................................. 6-8
Travel ......................................................................................................................... 9-13
Forms
Request to Set Up a Student Organization – Fund Code (BO-7500) ............................ 14
Request to Change Financial Managers for Student Organizations (BO-7510) ............ 15
Departmental Deposit Worksheet (BO-6100) ................................................................ 16
Student Organization Accounts Payable Disbursement Request (BO-7520) ................ 17
Student Travel Authorization (BO-5500) ....................................................................... 18
Travel Authorization Form ............................................................................................. 19
Travel Voucher .............................................................................................................. 20
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
FINANCES
Prior to performing student organizational activities, organization members and financial
managers should refer to the Student Organization Handbook from the Department of
Student Life to ensure compliance with College policies.
1. The Department of Student Life will submit a Request to Set Up a Student
Organization – Fund Code form (see page 14) to the Business Office to create a
fund for each new organization. It is the financial manager's responsibility to ensure
that the organization keeps all finance records up to date and that all accounting and
fiscal matters adhere to the policies and procedures of South Texas College.
2. Student organizations and/or College personnel are not allowed to open accounts at
banks or to keep cash on hand. Doing so may result in the suspension of
recognized status and possible disciplinary action upon completion of an
investigation conducted by the Director of Student Life.
3. The financial manager is responsible for ensuring that the organization adheres to all
financial guidelines.
4. The financial manager’s role includes responsibility for the deposits, expenses and
balances maintained in the organization’s fund.
a. The financial manager of a Student Organization may be changed by
submitting a completed Request to Change Financial Managers for
Student Organizations form (see page 15) to the Department of Student
Life. This form will then be forwarded to the Business Office for
processing.
5. All fundraising activities must be reviewed by the Department of Student Life.
6. All events and activities must be approved by the Department of Student Life.
7. The Business Office has a designated staff member as the contact person for all
student organization transactions:
Nicole Perez
Budget Coordinator
Business Office, Bldg N
(956) 872-4633
mnperez@southtexascollege.edu
8. Forms and the Business Office Handbook for Student Organizations are available at
http://finance.southtexascollege.edu/businessoffice/student_org.html
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
9. All payments will be processed according to the Student Organization’s available
balance.
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
DEPOSITING MONEY INTO THE STUDENT ORGANIZATION’S FUND
1. All money must be deposited at the cashier window no later than 48 hours (2
working days) following an event. It is imperative that deposits are made on a timely
basis. Failure to deposit money on time may result in sanctions against the
organization and/or financial manager.
2. A calendar of cashier hours for all locations is available on the Cashiers website.
When major fundraisers are planned or deposits need to be made outside the
cashiers’ schedule, the Bursar may be contacted and special accommodations can
be made for deposits.
3. Consider the cashiers closing hours when planning deposits as the cashiers need to
perform their final cash counts.
4. Money is not to be held from fundraiser receipts to be used for expenses.
5. To deposit money you will need to obtain and complete the Departmental Deposit
Worksheet (see page 16) available from your campus/center cashier or from the
Department of Student Life.
a. Departmental Deposit Worksheet must include:
i. Fund Code - Provided by the Business Office
ii. Account Code – 270002
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
RECEIVING DONATIONS AND SPONSORSHIPS
Student Organizations may seek donations from the community, according to the
following guidelines:
1. The organization may say that it is a recognized student organization at South Texas
College, but it must not imply or claim that it represents the College or that South
Texas College will endorse or promote any person, business, non-profit
organization, or corporation.
2. The organization must complete and submit the Receipt of Donation Form to the
Department of Student Life. The form is available on the Department of Student Life
website.
3. Contact the Business Office prior to depositing the money received from donations
for the appropriate procedures.
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
ACCESSING MONEY FROM THE STUDENT ORGANIZATION’S FUND
In order to access money from the student organization’s fund, the Student
Organization Accounts Payable Disbursement Request (SOAPDR) form (see page
17) must be signed by the Financial Manager and submitted to the Business Office. By
signing a Student Organization Accounts Payable Disbursement Request form, the
financial manager is certifying that there is sufficient money for the request and that it is
an acceptable purchase within the scope of the student organization’s activities.
Money may be accessed in two different ways: as a check to an advisor/financial
manager or as a check to a vendor.
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
Checks
1. Request a quote from the vendor and have them complete a W-9 form. A vendor is
required to complete a W-9 form for South Texas College only once. The W-9 form
may be downloaded from the Purchasing Office website at
http://finance.southtexascollege.edu/purchasing/purchase/index.html. All completed
forms must be submitted to the Purchasing Office.
a. Advisors/financial managers do not require a W-9 form since they are
employees of the College and are already set up in Banner.
2. Complete a Student Organization Accounts Payable Disbursement Request
(SOAPDR) form, available on the Business Office website (Student Organizations
section).
a. SOAPDR forms must include:
i.
Fund Code – Provided by the Business Office
ii.
Account Code – 270004
iii.
Justification
iv.
Detailed description of items to be purchased
v.
Signature of Financial Manager for approval of disbursement. If
the disbursement is a prepayment, the financial manager must
sign in the appropriate field (Acknowledgement of Prepayment
at the bottom of the form).
vi.
Signatures of 2 Student Officers
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
vii.
Original receipts or quote (quotes are needed for prepayments)
b. SOAPDR forms involving artwork (for T-shirts, banners, etc.) must have
approval from the Department of Student Life to ensure adherence with
College policies.
3. Submit all documentation to the Business Office. Only original documents will be
accepted.
4. All payments will be processed according to the Student Organization’s available
balance.
5. The Business Office processes checks every Thursday. All properly completed
documentation received by 5:00 p.m. on Monday will be processed on Thursday of
that week. Documentation received after 5:00 p.m. on Monday will be processed on
Thursday of the following week.
6. The student organization must note the name of the individual who will pick up the
check on the SOAPDR form if it is a prepayment. Typically, checks may be picked
up at the Business Office on Thursday after 3:00pm. The Accounts Payable
department will contact the individual to inform them that the check is ready to be
picked up. Student organizations are encouraged to check the Accounts Payable
Cycles Calendar on the Business Office website to confirm the check cycle
processing days.
a. Checks for reimbursements of expenses that have already occurred may
not be picked up. Reimbursement checks will follow Accounts Payable
procedures and will be mailed to the individual designated as the vendor
on the SOAPDR form.
7. Original receipts from the vendor must be submitted to the Business Office:
a. Within 5 working days after the vendor has been paid for prepayments
b. Along with the SOAPDR form for reimbursements
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
TRAVEL
Prior to departure, the appropriate travel documentation must be completed and
approved by the Department of Student Life. Travel documentation must be submitted
a minimum of three weeks (15 working days) in advance. Only recognized student
organizations are eligible for travel.
Student Travel
Authorization form
(with Quotes)
Trip Itinerary
Travel
Travel Authorization
for Advisor
Travel Release
Waivers &
Emergency Contact
form
1. Complete the Student Travel Authorization form (see page 18) and submit to the
Department of Student Life:
a. Remember, you must obtain a quote (in writing) from the vendors along
with their Federal Tax ID number and a completed W-9 form.
b. Registration Fee - specify if the check will be hand carried or if you want it
to be mailed in advance.
c. Per Diem - calculate money needed for meals. For travel within the state,
a per diem guide is provided in the Student Travel Authorization Form.
Information regarding out of state per diem is located on the STC
Business Office web site.
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
d. Lodging – include in the amount for the hotel the room rate, city tax
amount and state tax amount.
e. Transportation - attach the reservation number and a copy of the driver’s
license and car insurance for the each individual driving. Only full-time
employees of the College are approved to drive vehicles.
f. Signatures – if traveling out of state the Student Travel Authorization Form
must be signed by the Vice President for Student Services and
Development.
2. Attach the advisor(s) Travel Authorization Form (see page 19) with their
supervisor’s signature. Advisors may use the student organization to pay for their
travel expenses.
4. Attach Travel Release Waiver and Emergency Contact Forms for each student
traveling. The forms are available on the Department of Student Life website.
3. Attach the Trip Itinerary form. The form is available on the Department of Student
Life website.
4. The Travel Voucher (see page 20) may be submitted after the trip to reimburse
incidental expenses. Original receipts and the completed Travel Voucher form must
be submitted to the Department of Student Life for approval.
5. All travel expenses will be processed according to the Student Organization’s
available balance.
Rules
1. Each driver must possess a valid driver’s license with no more than one moving
violation within the past 12 months.
2. The vehicle should not carry more than the recommended number of occupants.
Each occupant must have and wear a seat belt. There must be at least one
passenger in the front seat while driving, and this passenger must remain awake
during the trip.
3. For trips longer than four hours, there should be more than one driver. No driver
should drive more than four hours in duration without at least a two hour rest.
Drivers should break up the trip into segments, stopping frequently to rest. Drivers
must have at least eight hours of sleep before each day of driving. Drivers must pull
over in a safe location if they become drowsy and let someone else drive (if they
meet the requirements to drive).
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
4. No driving is allowed between 11:00 p.m. and 5 a.m.
5. Total daily driving time should not exceed 12 hours without a sleep break at a motel,
camp site or other appropriate location.
6. Do not exceed the posted speed limit. Slow down if adverse weather conditions
exist.
7. Do not overload the vehicle with equipment. Equipment must be properly secured.
8. Understand the locations of lights, windshield wipers and other switches on the
instrument panel of the vehicle.
9. Plan routes out in advance and caravan whenever possible.
10. Do not consume, possess, or transport alcoholic beverages or illegal drugs.
11. The advisor should retain copies of Travel Waiver & Release Forms with emergency
contact numbers and medical information for all travelers.
12. Travelers should have at least one cell phone in each vehicle for emergencies.
13. If an accident or breakdown occurs, know and follow emergency procedures.
14. During the trip, it is very important to keep all receipts. These are needed for the
Travel Voucher Form that will be submitted following the trip.
After the Trip
Complete Travel Voucher Form and submit with original receipts to the Department of
Student Life for signature. The Travel Voucher Form must be submitted within ten days
(two weeks) from day of returning.
Detailed information regarding travel is available at the Business Office website. For
assistance in completing documentation contact the Department of Student Life.
Important issues to consider when making your travel plans
1. Safety Education
If your organization is planning an outdoor recreation trip, it is recommended that the
organization sponsor a safety education workshop as a condition of attending the
trip. Although this is not a foolproof way to prevent injuries or accidents, it can
educate members and help them to avoid mishaps due to lack of knowledge on the
proper procedures.
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
2. Orientation Meeting
Organizations should hold a meeting of all participants before the trip begins. This is
a good time to familiarize participants with the itinerary, costs, your expectations,
emergency procedures, and any other details associated with the trip. If the
organization is paying for students to attend a conference or workshop, the
organization may have certain expectations of which programs members will attend,
how they will dress, how they will report their experiences back to the organization,
etc. In addition, any expectations regarding alcohol usage should be discussed.
South Texas Community College prohibits the use or possession of intoxicating
beverages during College-related trips.
An advisor must accompany all student groups while traveling. In addition, all rented
vehicles must be driven by a full-time employee of South Texas College.
If you are involved in an accident
1. Stop immediately and notify local police or call 911. If someone is injured in the
accident call 911 immediately and obtain medical attention.
a. Notify the College by contacting one of the following:
Department of Student Life
Security Dispatch
Director of Student Life
Operations Director
956-872-3530
956-872-2589
956-330-6895
956-227-5175
b. Fill out police report - necessary for insurance purposes.
c. Obtain names and addresses of all witnesses.
d. Do not make any statements as to who is at fault, nor should you make
any offers to pay damages - fault or legal liability will be decided by the
appropriate authority.
e. If you are driving a rental vehicle, follow the procedures outlined in the
rental packet.
If a breakdown occurs
1. Call the Texas Department of Public Safety (DPS) Non-Emergency Roadside
Assistance: 800-525-5555. When traveling outside Texas you may still call this
number for assistance.
2. Notify the College by contacting one of the following:
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
Department of Student Life
Security Dispatch
Director of Student Life
Operations Director
956-872-3530
956-872-2589
956-330-6895
956-227-5175
Each vehicle should contain
First aid kit (Available from the STC Operations Department)
Cell phone and cell phone numbers for others traveling in your group
Emergency phone numbers:
DPS Roadside Assistance
Department of Student Life
Security Dispatch
Director of Student Life
Operations Director
800-525-5555
956-872-3531
956-872-2589
956-330-6895
956-227-5175
Credit card for gas or emergencies
Flashlight
Maps of your route
After returning to campus
Have each participant complete an evaluation and offer comments, opinions, or
suggestions for future trip planning.
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
South Texas College
Request to Set Up a Student Organization – FUND CODE
Student Organization Name:
Organization Purpose:
Advisor:
Name
Signature
Advisor’s Telephone Number and E-mail:
Financial Manager:
Name
Employee ID #
Signature
Department
Division:
Telephone Number and E-Mail:
Student Organization Director:
Director for Student Life - Signature
Requested BY:
Date:
Name
++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
***Business Office Use Only***
FUND CODE:
Effective Date:
BANNER SYSTEM
Processed by Business Office
Date
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
South Texas College
Request to Change Financial Managers
For Student Organizations
STUDENT ORGANIZATION NAME
FUND CODE
PRIOR FINANCIAL MANAGER
NEW FINANCIAL MANAGER
JUSTIFICATION:
INFORMATION REQUIRED FROM NEW FINANCIAL MANAGER
Employee ID Number:
Title:
Division/Department:
Vice President:
Telephone Number:
E-mail Address:
Requested by (Print Name)
Date
New Financial Manager / Advisor (Signature)
Date
Director for Student Life (Signature)
Date
Processed by Business Office
Date
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
SOUTH TEXAS COLLEGE
TRAVEL AUTHORIZATION FORM
Name:
A# :
Date:
Title/Department:
Homebase:
Destination: (City, State)
Name of Event:
Duties/Departure Time:
am/pm
to
(time)
am/pm
(date)
Time & date of the seminar:
(time)
am/pm
(date)
to
(time)
am/pm
(date)
(time)
(date)
(S ee Chapter 1, section 1.10) of the travel guidelines
Vacation time & dates :
am/pm
to
(time)
am/pm
(date)
(time)
(date)
* This portion does not substitute a leave form
Purpose, Justification and Benefit of Travel (attach supporting documentation)
What is the purpose of the travel?
Why is the travel necessary?
How does the travel benefit S TC?
Calculation of Total Cost
Fund code:
Orgn Code:
Organization name:
Registration fee required:
Registration form attached:
Registration fees due date:
Amount
Distribution
Airfare
Taxi
Yes
Yes
No
No
$
Car Rental
Other
Note: Organizational Memberships should be processed via
Registration
a purchasing requisition
Other Registration fees instructions:
Per Diem Meals
Lodging
Personal Car Mileage
Registration:  M ail  Overnight  Hand carried
Hotel:
 M ail  Overnight
 Hand carried
Note: If overnight provide physical address
Is this travel itemized on budget?
@.555
Estimated Total
Amount of Advance (80% Per Diem)
Yes _________
No _________
If no, please attach justification.
$
Airline Carrier:
Airline Flights and Time:
I certify that the expense account shown above is true, correct and unpaid. I acknowledge that failure to submit the required
Travel Voucher form, within 15 working days after returning from the trip may result in a payroll deduction.
This form is for the use of South Texas College Employees only.
Non-Exempt Employee
Exempt Employee
Non-Exempt Employees should refer to Section 3.06, Travel for Non-Exempt Personnel, of the STC Travel Guidelines.
Signature (Requester)
Date
Immediate Supervisor
Telephone Number
Financial Manager's (Director or Dean)
Date
Division Vice-President/President
Date
NOTE: All approved travel authorizations must be submitted to the Business Office at least 15 business days prior to travel date.
Employee will be personally responsible for all travel expenses if the Travel Authorization is not received at the Business Office
Accounts Payable Department 15 business days prior to the travel date and not included on a regularly scheduled check processing run.
Breakdown for Meals: (In S tate)
Breakfast: $ 6.00 Leave Headquarters before 6:00 a.m. or return after 6:00 a.m.
Lunch:
$ 9.00 Leave Headquarters before 12:00 p.m. or return after 12:00 p.m.
Dinner:
$15.00 Leave Headquarters before 6:00 p.m. or return after 6:00 p.m.
If meals are included in the price of the registration, conference, etc., do not include in daily per diem total.
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BUSINESS OFFICE HANDBOOK FOR STUDENT ORGANIZATIONS
SOUTH TEXAS COLLEGE
TRAVEL VOUCHER
Page
1. Archieve reference number
2. Document Date
3. Document amount
4. Department
6. Pay to: (employee's name and address)
of
5. Title
7. Designated Homebase
8. Employee's A #
9. Line
Organization Code
Account Code
Organization Name
Amount
001
9. Line
Organization Code
Account Code
Organization Name
Amount
002
9. Line
Organization Code
Account Code
Organization Name
Amount
003
10. Travel Dates
11. Description & City
From:
12. DIS TRIBUTION
To:
Amount
$
IN-S TATE TRAVEL / EXPENS E ITEMIZATION (INCLUDE PAYMENTS MADE DIRECTLY TO VENDOR)
Fares, Public transportation (attach receipts, ticket stub), Taxi
Personal car mileage Miles @ $0.555
Air Fare
Rental Car
X
Meals
Lodging
Parking
Other travel expenses (itemize)
Lodging/City Taxes
Less Travel Advance Check #
$
OUT-OF-S TATE TRAVEL / EXPENS E ITEMIZATION (INCLUDE PAYMENTS MADE DIRECTLY TO VENDOR)
Fares, Public transportation (attach receipts, ticket stub), Taxi
Personal car mileage Miles @ $0.555
Air Fare
Rental Car
X
Meals
Lodging
Parking
Other travel expenses (itemize)
TRAVEL BETWEEN CAMPUS ES ONLY (attach mileage log)
Personal car mileage
Miles @ $0.555
TOTAL EXPENDITURES
Less Payments made directly to vendor
Less Travel Advance Check #
$
Total Due to Employee, (S TC) Attached Check
13. I certify that the expense account shown above is true, correct and unpaid.
C la ima nt
Date
F ina nc ia l M a na g e r( D ire c t o r o r D e a n)
Date
sign
here
sign
here
14. Contact name
Phone (Area code and number)
16. Approved
Title
Date
Title
Date
15. Entered by
sign here
16. Approved
sign here
20
.
BUSINESS OFFICE
3200 W. PECAN, BLDG N
MCALLEN, TX 78501
PHONE: (956) 872-4646
HTTP://FINANCE.SOUTHTEXASCOLLEGE.EDU/BUSINESSOFFICE/