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Student Organization
Procedures for Managing Funds
on Campus
Financial Services
212 Hover
Ypsilanti, MI 48197
Phone: 734-487-1321
Fax: 734-480-1043
mailto:busfin_generalaccounting@emich.edu
Table of Contents
Eligibility Requirements ……………………………………………………………….
Application Process …………………………………………………………………....
Banner Reports …………………..........………………………………………...........
Depositing Funds ……………………………………………………………...............
Depositing Cash or Checks...................................................................................
Receiving Funds from EMU Departments............................................................
Resources...……………………………………………………………………………..
Purchasing Goods & Services …………………………………………………............
Paying External Vendors (non EMU related)………………………...................
Paying Internal Vendors (EMU related)........…………………….......................
Reimbursements ………….………...………………………………...................
Computer Access.............................................................................................................
Questions and Assistance................................................................................................
1
2
3
3
3
4
5
5
6
7
7
9
9
Form Examples
Example 1 - Fund Application……………………………………………..........
Example 2 - Deposit Voucher ………………………………………………......
Example 3 - Direct Pay Form ……………………………………......................
Example 4 - W9 Form ………………………………………………….............
Example 5 - Inter-Department Purchase .............................................................
At a Glance X-Fund vs Off Campus Account………………………………......
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Student Organization Fund Guidelines
Last Revision: 9/17/2013
Welcome student organization leaders and advisors! We recognize and value the
contribution that student organizations make to a vibrant collegiate experience. As your
organization goes about the business of engaging students in meaningful activities outside
the classroom, you will find that there are instances where you'll need to either spend or
deposit money associated with your club and its activities. In a large institution like EMU,
there are many internal controls and procedures around managing money that you'll need
to know about. These processes are designed to help safeguard the institution and ensure
that funds are managed appropriately.
In the pages that follow, you'll learn:
how and when to set up a campus fund
how to deposit money into that fund
the ways in which you can spend money out of that fund
how to check on your fund’s balance at any time
the forms necessary to complete all of your transactions
Be sure to read this information thoroughly, share it with the members of your
organization, and feel free to let us know if you need additional guidance as you learn to
navigate these processes.
Eligibility Requirements
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(return to application)
Organizations must be currently recognized by Campus Life, located at 345 Student
Center, by updating their information in the Student Organization Web Portal
http://emu.collegiatelink.net/a minimum of once per year. (see Recognition Process) http://emich.edu/campuslife/student-organizations/start-an-org
The Student Organization Web Portal must contain the following information:
 There must be, at minimum, 5 members/participates listed in the portal to be
recognized as a valid and current student organization.
 A Primary Contact must be designated.
 The Student Organizations Advisor must be listed.
 Officers of the Student Organization must be listed.
 Authorized signers must be noted. Authorized signers must include, at minimum,
the President, Vice President, Treasurer, and Faculty/Staff Advisor. Other signers
may be added at the discretion of the student organization.
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Student Organization Fund Guidelines
Last Revision: 9/17/2013
Eligibility requirements continued...
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Failure to maintain the above information in the Student Organization Web Portal
may result in delays of payment processing
All student organizations are strongly encouraged to also maintain their own bank
account at an accredited financial institution, such as Chase Bank which has a
branch on the 1st Floor of the Student Center. See At a Glance: X Fund vs. Off
Campus Account page at the end of this document.
Student organizations that receive funds from University sources (example: Campus
Life, Student Government or other EMU departments) are required to have an EMU
Fund (X Fund) assigned by Accounting and the funds from the EMU department
deposited directly into the EMU Fund.
Accounting will automatically close Student Organization EMU assigned X Fund
accounts that have no activity in the Fund for 730 days (2 years). The remaining
balance in the Fund will be transferred to the original EMU department funding
source, or if no EMU department can be identified, the funds will be transferred to
Campus Life in support of student organization activities.
Application Process to Obtain an EMU Fund
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A completed Student Org Fund Application Form
http://www.emich.edu/controller/accounting/docs/stuorgfundopenapplication.pdf see example 1, must be signed by the student organization faculty/staff advisor.
Submit the completed application to Accounting, located in 212 Hover Building.
Accounting will assign the organization a unique number which consist of the Fund,
Organization (Org), and Program Code (X#####/200001/80) The Organization
number will always be 200001 (Student Organizations). The Program Code will be
80 (Scholarships and Fellowships). This number will be posted in the student
organization’s profile on the Student Organization Web Portal.
Each student organization’s President, Vice President, Treasurer, and Faculty/Staff
Advisor must be designated as signers on their Student Organization Web Portal
membership page. Other signers may be added at the discretion of the student
organization.
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Student Organization Fund Guidelines
Last Revision: 9/17/2013
Application Process to Obtain an EMU Fund continued...
(back to top)
The student organization must ensure their Student Organization Web Portal
membership page contains all of the proper information as noted in Eligibility
Requirements.
All changes that affect student organizations, including changes of officers and/or
designated signers, must be completed using the Student Org Web Portal. These
changes will be communicated via the portal to the organization’s faculty/staff
advisor.
EMU’s Tax ID should never be used for any reason for any student organization.
For tax exempt status, contact your national organization as you may be able to use
their tax id number (TIN). If not, you may obtain your own by applying at
http://www.irs.gov. Chase Bank at the Student Center may be able to assist you with
this process.
Banner Reports
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Reports can be obtained by using the Banner Self Service Feature by logging into
my.emich at: https://my.emich.edu/cp/home/displaylogin and selecting the Student
Tab then selecting the Finance Tab. The data can be downloaded into Excel for
printing or manipulation. The best way for Student Organizations to get access to
view your funds if you currently do not have access is to request Finance access via
the webpage using the link "Banner Finance Access-Student Org " at:
http://www.emich.edu/busfin/forms.php. Also review the Self Service Finance
Documentation found at:
http://www.emich.edu/training/selfservice/content/index.php . Only one individual
from the organization can have access.
Depositing Funds
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All funds deposited into the organization’s account may only be withdrawn through
Eastern Michigan University’s expense reimbursement, invoicing and / or
purchasing procedures – See guidelines at:
http://www.emich.edu/controller/payable/docs/AP-Procedures09102012.pdf
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Student Organization Fund Guidelines
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Depositing Cash or Checks
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Checks to be deposited should be made payable to: EMU/X#####
A Deposit Voucher, http://www.emich.edu/sbs/docs/depositvoucher.pdf see
example 2, must be completed and taken to the University Cashiers office, located at
201 Pierce, for processing and must include:







Name of Organization
Name of person making the deposit & contact number
Fund Number: X#####
Org Number: 200001
Program Number: 99 (used for deposits only, otherwise use 80)
Revenue account code: 0624
Description of deposit: Advertising, donations, dues, registration fees, Tshirts, etc.
The cashier staff will verify the deposit and prepare a receipt.
The organization must retain this receipt for verification against their financial
statement.
Deposited checks that are returned for any reason (i.e. account closed, insufficient
funds etc.) will be charged back against the organization’s account in the amount of
the check in addition to a non-refundable $20.00 processing fee.
Receiving Funds from EMU Departments
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Funds received from any EMU Department must be deposited into the student
organizations X fund.
The student organization should provide their X fund number to the Department
providing the funding.
The Department will complete an Inter-Department transfer form and submit to
Accounting. Accounting will complete the transfer of funds from the Department to
the Student Org. The form can be found at: http://www.emich.edu/busfin/forms.php.
A student organization may choose to complete the form themselves and have the
Department sign the form approving the transfer. The form should be submitted to
Accounting in 212 Hover.
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Student Organization Fund Guidelines
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Resources
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Forms and other Resources for Managing your Fund may be obtained from:
Online Business and Finance forms - http://www.emich.edu/busfin/forms.php
 Student Org Fund Application form http://www.emich.edu/controller/accounting/docs/stuorgfundopenapplication.pdf
 Inter Department Form http://www.emich.edu/controller/accounting/docs/InterDepartmentTransfer.pdf
 Direct Pay form - http://www.emich.edu/controller/payable/DirectPay.pdf
 W-9 Tax form - http://www.emich.edu/controller/payable/w9.pdf
 Deposit Vouchers -http://www.emich.edu/sbs/docs/depositvoucher.pdf(also
available at Cashiers Office 201 Pierce)
 Independent Contractor Information
http://www.emich.edu/controller/accounting/docs/IndependentContractorEmploy
eeConsultant.pdf
 Authorization for Direct Deposit
http://www.emich.edu/controller/payable/docs/AuthorizationDirectDeposit.pdf
Allowable Expense Reimbursement Guidelines http://www.emich.edu/controller/payable/docs/AP-Procedures09102012.pdf
Student Organization Web Portal - http://emu.collegiatelink.net/
Student Organization Recognition Process -http://emich.edu/campuslife/studentorganizations/start-an-org
Purchasing Goods and Services
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Fund balance must be sufficient to cover expense.
All requests require two authorized signatures as designated in the Student
Organization Web Portal.
Submit payment requests (see paying External Vendors, Internal Vendors, or
Reimbursements below) to Accounting for processing.
All payment requests should reference the fund number (X#####) org number
200001 program code 80
Purchasing Goods and Services continued...
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Student Organization Fund Guidelines
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No checks may be picked up. All payment requests must include a current mailing
address for the check to be mailed or alternately, if the vendor would like to supply
Direct Deposit information in lieu of receiving a check the form can be found at
http://www.emich.edu/controller/payable/docs/AuthorizationDirectDeposit.pdf
Invoices are paid net 30 with checks being printed every Tuesday of each month.
Original supporting documentation, supplied by the vendor, must be attached to all
payment and/or pre-payment requests. Examples of the most common acceptable
documents include:
 Original invoice or contract (no copies or faxes):
 Must state vendor name & address on letterhead or stamp.
 Must state an amount and description of the transactions.
 Must be dated.
 Original, dated receipts (no copies, faxes, or statements):
 All receipts must be itemized.
 Receipts from On-line purchases must show the complete company
address, credit card type, amount paid and clearly state the item(s)
purchased.
 Credit card statements are not acceptable documentation.
 Documents labeled as a “Statement” are not acceptable documentation.
 Receipt must clearly indicate PAID by the vendor, for reimbursements.
Paying External Vendors (non-EMU Related)
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To have EMU issue payment directly to an external vendor complete a Direct Pay
form on-line- http://www.emich.edu/controller/payable/docs/DirectPay.pdf see
example 3,
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Student Organization Fund Guidelines
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Paying External Vendors continued...
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 The Direct Pay Form must be completed and printed online. This form is used
for payment under $5,000 for any payment over $5,000 you have get set up to
authorize the payment on-line. For questions regarding this, please contact the
Accounts Payable Department at 487-0022.
 If paying an EMU department, Do Not Use the direct pay form see Paying
Internal Vendors (see section below).
 Supply Supporting Documentation, as noted above.
 A completed W-9 Tax form http://www.emich.edu/controller/payable/docs/w9.pdf, see example 4, must be
attached or on file for external vendors. The payment must be issued to the
vendor listed on the invoice, not a subsidiary company. The W-9 must also
match the vendor.
 Due to tax consequences, it is highly recommended that services are paid for
directly by EMU through the External Vendor process. Payment for all
services requires an EMU independent contractor agreement see procedures
at:
http://www.emich.edu/controller/accounting/docs/IndependentContractorProced
ures.pdf. EMU will not reimburse Student Organizations that choose to pay
for services themselves. Student Organizations are responsible for all IRS
reporting regulations.
 If the organization is giving an award to an individual, an Award Letter from the
organization must be attached. This letter must specify the name of the award,
how the award was earned, the recipient’s name, EID or SSN, and address.
 This form is used for payment under $5,000, for any payment over $5,000 you
have to get set up to authorize the payment on-line. For questions regarding this,
please contact the Accounts Payable Department at 487-0022.
Paying Internal Vendors (EMU Related)
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To have payment issued to an internal vendor (another student organization or
university department), the Inter-Department Transfer form http://www.emich.edu/controller/accounting/docs/InterDepartmentTransfer.pdf must
be completed and supporting documentation as noted above provided, see example
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5. For purchasing goods/ services from someone outside EMU see Paying External
Vendors (see above section).
Reimbursements
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If a student is seeking expense reimbursement on behalf of the organization, the
student must complete the Direct Pay form http://www.emich.edu/controller/payable/docs/DirectPay.pdf, see example 3, and
attach
supporting documentation as noted above, which clearly indicates PAID by the
vendor. If the receipt does not clearly indicate PAID by the vendor, other
documentation clearly showing the expense has been paid must be provided.
Cancelled checks and credit card receipts are the most common form of
documentation.
The student must include his/her EID number in the space provided on the Direct
Pay form.
Due to tax consequences, it is highly recommended that services are paid for
directly by EMU through the External Vendor process. EMU will not
reimburse Student Organizations that choose to pay for services themselves.
Student Organizations are responsible for all IRS reporting regulations.
Reimbursement checks will be available for distribution on the 10th and 25th of
each month. In the event the 10th or 25th of the month falls on a weekend or
University Holiday, the last business day before the 10th or 25th will become the
date of distribution. Reimbursements received in Accounts Payable no less than 5
business days before the designated Reimbursement date will be available on the
scheduled distribution date. Those received less than 5 business days before the
Reimbursement date will be delayed until the following designated reimbursement
date.
There will be no reimbursements for payments of services. All services must be
paid for directly by Eastern Michigan University following the external vendor
payment process or paid for from a non-University account (example: the student
organizations Chase Bank checking account). If paid for with a non-University
account, the Student Organization is fully responsible for all IRS reporting
regulations.
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Student Organization Fund Guidelines
Last Revision: 9/17/2013
Computer Access
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Students may access these forms on computers located in the Student Organization
Resource Room in the Center for Student Involvement located on the 3rd floor of the
student center.
There are two public use computers located on the 1st floor of Hover Building that
may be used to complete the forms. Go to the Business and Finance website forms
tab and look in the section entitled student organizations at:
http://www.emich.edu/busfin/forms.php
For questions and assistance with your Fund contact:
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Campus Life
Matthew Jones
345 Student Center
734-487-5669
mjone102@emich.edu
Campus Life
Casey Jordan Krone
345 Student Center
734-487-5669
cjordan@emich.edu
Accounting
Lillian Tusson
212 Hover
734-487-1440
ltusson@emich.edu
Accounting
Mary Beth Irwin
212 Hover
734-487-3326
mirwin1@emich.edu
General Line: 734-487-1321
busfin_generalaccounting@emich.edu
Report errors in this document or broken links to Regina Kelley rkelley@emich.edu or call 734 487-0036
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Student Organization Fund Guidelines
Last Revision: 9/17/2013
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(return to application)
Example 1 - Application
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Student Organization Fund Guidelines
Last Revision: 9/17/2013
(back to top)
(return to depositing funds)
Example 2 – Deposit
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Last Revision: 9/17/2013
(back to top)
(return to paying external vendor)
(return to reimbursement)
Example 3 – Direct Pay
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Last Revision: 9/17/2013
(back to top)
(return to paying external vendors)
Example 4 – W9
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Student Organization Fund Guidelines
Last Revision: 9/17/2013
(back to top)
(return to purchasing goods and services)
Example 5 – Purchasing Goods/Service from EMU Departments
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Student Organization Fund Guidelines
At a Glance:
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(return to eligibility)
X FUND VS. OFF CAMPUS ACCOUNT
X Fund
Off Campus Account
Deposits
from EMU Sources
Required
Not Applicable
from Non-EMU Sources
Allowed
Allowed
Transfer Funds
Not Allowed
Allowed
Payments for Goods
Allowed*
Allowed
Payments for Services
Allowed and
Recommended*
Allowed, but not
Recommended
Reimbursements for Goods
Allowed*
Allowed
Reimbursements for Services
Not Allowed
Allowed
Withdraws
* All payments are subject to EMU’s policies and procedures
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