ASISU
FINANCIAL
WORKSHOP
2014-2015
Tyler Liddle
ASISU Financial
Technician
Mahrika Davis
208-282-4588
liddtyle@isu.edu
Assistant
Introductions…
Training Verification
Important Date Cards
Quick Guide to Paying Expenses
W9 Memo
Request for Payment Forms
Incentive Points Requirements
Yearly Club Checklist
HANDOUTS
Be sure to sign the Training Verification to make
sure your club gets credit for coming!
TYPES OF FUNDS
Club Accounts
C.E.A.S.A.R. Funding
New Club Funding
Fund-Raising Loan
Incentive Funding
CLUB ACCOUNTS

Money raised by or donated to student
organizations


Deposited into their campus account

Campus account required
Can be used at the discretion of club members


Cannot purchase alcohol, firearms, or ammunition
Exempt status with sufficient financial oversight
C.E.A.S.A.R. FUNDING*
 Initial
Deposits

Requests accepted during March (Due 3/19/2015)

$500 cap subject to funding availability

Must attend Financial Workshop, New Officer
Training, and host a booth at one Student
Organization’s Fair to be eligible
* Club Efforts Are Supplemented And Rewarded
C.E.A.S.A.R. FUNDING*
 Matched
Funding

ASISU will match club fundraising efforts based on a
ratio determined by Senate Finance Committee

(3:1 Ratio for this year)

Apply for matched funds using the Matched Deposit
Request Form (available online)

$400 max determined for this year

June, 26 2015 Deadline… subject to funds available
* Club Efforts Are Supplemented And Rewarded
HOW DO I APPLY FOR
C.E.A.S.A.R. FUNDING?
isu.edu/asisu/funding
NEW CLUB FUNDING



Clubs are eligible to apply for New Club Funding
if they were organized after the Initial Deposit
deadline of the previous year
They may also apply if they were inactive the
previous year and did not apply for the $500
Initial Deposit
Clubs may apply for a maximum of $500

$300 for this year
FUND-RAISING LOAN
 Loan
from ASISU to be used for fundraising activities
 Must
be repaid within 5 business days
after the fund-raising activity
QUALIFICATIONS TO APPLY FOR
A FUND-RAISING LOAN

Must be chartered, recognized and in good financial
standing

Must show financial stability for one full year

New clubs, or clubs renewing active status, may apply for
funds up to $500

Active Clubs may apply for any amount up to $1,000
INCENTIVE FUNDING

Money “earned” by clubs

Each point will be assigned a dollar amount by
dividing the incentive funding for that semester by
the total number of points earned.


A minimum of 25 points (excluding points from the
student organization retreat) will be required to
receive an allocation.
Deadline: March 27, 2015
Activity
Categories
Include:
•Club Events
•Service
•ASISU Events
•Any ASISU or ISU Event
•ISU Athletics
•Homecoming Events
•Springfest Events
•ASISU Student
Organization Retreat
GENERAL INFORMATION
 All
financial transactions are processed in
am the Involvement Center (1st floor
PSUB)
 8am
– 5pm Monday - Friday
 Account
balance must be verified before
disbursing funds
PAYING EXPENSES
A Request for Payment (RFP)
form must be turned in with
two authorized signatures in
order to process transactions.
These forms can be
picked up at the
Involvement Center
or downloaded from
our website
Who is authorized to
Who is authorized
sign? to sign?
AUTHORIZED SIGNATURE SHEET
PAYING EXPENSES:
DOCUMENTATION

Must have original invoices (not Statements)

Receipts


Original

Name of business

Must indicate amount paid
Return all documentation to the Involvement
Center within 5 business days for processing

Must pay sales tax unless reselling the items
PAYING EXPENSES:
Any
expense over $200.00
must have Involvement
Center approval.

All receipts must be turned in 5 business days
after transaction.
METHODS OF PAYMENT

Cash Reimbursements

Cash Advances

University Check

Purchasing Card

Requisitions

On-campus vendors

Travel

Honorariums (payment to individuals for services)
CASH REIMBURSEMENTS

Bring in Receipts and Request for Payment

$200.00 limit on Reimbursements

Within 5 business days of transaction

Uses

Refreshments

Supplies
 Do
not use food stamps to pay for
items. You will not be reimbursed.
CASH ADVANCES

$200.00 limit

Receipts and leftover money must be returned
within 5 business days

Uses

Purchases

Change funds (cash boxes available to check out in
Involvement Center)

No more than two outstanding advances at any
one time
PAYING WITH CASH:
RESTRICTIONS

Cash reimbursements and advances may not
be used for:

Travel Expenses (including gasoline)

Honorariums

Payment to departments on Campus

Payment’s used with food stamps
UNIVERSITY CHECK
For reimbursements over $200.00
 Request for payment form filled out
 Name, SS number/Bengal Card Number &
address. Will need to sign ISU reimbursement
form.
 W-9 needed for people not in ISU system (ex. Non
students and non faculty/staff)
 If getting reimbursed for prizes (tablets, gift
cards, iPods, kindles, Nooks, other cash prizes) a
W-9 NEEDS to be filled out by the winners. ISU
will not reimburse if there is no w-9.  Very
Important

UNIVERSITY CHECK

All checks take 15 business days to process.

Reimbursement checks, travel checks,
honorarium checks.
Account Director signs, then University Business
Officer.
 Goes to Accounts Payable to be reviewed and
processed.

PURCHASING CARD

Works just like a VISA

Tax exempt!

$2,500 transaction limit

May not be used for travel, honorariums, or
reimbursements

Card holder has to make the purchase not the club
PURCHASING CARD


If you would like to use the purchasing card:

Request for Payment

Invoice
Online Order:

Request for Payment

Name of website and web address

Information of items to be ordered
REQUISITIONS/PURCHASE ORDERS

Requisitions are used when a Purchase Order is to
be sent to a vendor for ordering goods or services

Reqs are needed for anything costing over
$2,500.00

If an invoice is over $500 and cannot be paid with
the P-Card, a Req will need to be done.
ADDITIONAL INFORMATION

Computers must be bought through the ISU
Purchasing Department

Capital items over $300 must have an ISU tag

Items over $10,000 are subject to the State of
Idaho bid process
ON-CAMPUS VENDORS

Chartwells

Motor Pool

Total Copy Center

Craft Shop

Bookstore

Games Center

Mail Center

Campus Recreation

Alumni House

Scheduling & Events

Outdoor Adventure
Center
ON-CAMPUS VENDORS

Special forms required for some on-campus vendors

Come to the Involvement Center before charging
anything to get the details and correct forms

You MUST let us know about all expenditures and
turn in a completed RFP

You MUST charge expenses to these vendors

If you pay with cash, we cannot reimburse you!
CHARTWELLS

Come to the Involvement Center first to make
sure you have enough money in your account to
cover expenses

Make decisions about menu and prices

Club menu vs. Catering menu


dineoncampus.com/isu
Talk to Chartwells staff at 282-2242
TOTAL COPY CENTER

Come to the Involvement Center first to get
correct paperwork and Index Code

Go to Total Copy Center and place order

Bring receipt to the Involvement Center with
the Request for Payment form
MOTOR POOL


You may use Motor Pool vehicles when traveling
as a club, but are not required to do so
Come to Involvement Center for the proper
paperwork

Drivers license record check authorization form

Vehicle use agreement form

Motorpool Request Form

Sedans, minivans, Gas credit card

Club is responsible for $500 deductible

Any medical expenses that incur the individual
is reasonable for.
TRAVEL

Cash advances/reimbursements are not used

Can pay for trip with own money and get reimbursed
upon returning. (15 business days for check)

Travel advance can be taken out.

Ten days notice needed for advance.

No more then 60 days prior to trip.

The student cashes the check and pays all the bills.

The student receiving the check is responsible for bringing
back all receipts.

Be sure to bring back receipts within five days of trip

If receipts are not returned, a hold will be placed on your
personal account
TRAVEL - MINUTES

ISU requires meeting minutes for travel expenses as
documentation.

If your club is not recording minutes, get someone to.

Minutes are to protect you, the club, and the university.

We don’t need minutes turned in with travel
paperwork, but we may ask for them anytime and
expect you to provide them if asked.
TRAVEL
Receipts needed upon return:

Airline Travel




A receipt showing you
went somewhere.
Receipts needed
Lodging

Receipt with zero balance
Per Diem (Meals, Tips)


License plate number
Rental car fees and gas


Receipt copy
Personal car mileage


Registration


No receipts needed
Receipt showing
amount paid
Ground Transportation
(taxi, buses, shuttle)

Receipts needed
HONORARIUMS

Honorariums are payments to:
 Speakers
 Artists
 Guest instructors
 Sports officials
 Dance D.J.s
 Anyone else performing some type of service
HONORARIUMS


If speaker is part of the University, we must
pay them though the payroll system.

Faculty

Staff

Students
If the payee is not currently signed up with
payroll, we have the paperwork.
HONORARIUMS

University Check (15 business days to process)

Those not employees or students at ISU



Guest speakers, instructors, etc.
Include all expenses in the honorarium check

Travel

Meals

Lodging

Fee
With ADVANCE notice and all proper paperwork
filled out, a check can be prepared for you to present
at the time of your event. Otherwise, the check will be
mailed afterwards(15 business days prior to event)
HONORARIUMS

We need the following info & forms:

W-9

Full name

Home address

Social Security number

Signed Independent Contractor Payment Request

Request for Payment showing amount to be paid

Date and description of service performed

Signed contract if paying $1,000.00
or more
HONORARIUMS
Again, all expenses must be included in one fee.
 SO….if you are paying the speaker $500.00 +
travel costs, it all has to be one amount.


Don’t break down the amounts to be paid. If paying
$500 for speaker fee and $250.00 for travel expenses,
the honorarium fee paid will be $750.00. No receipts
needed, just the W-9, signed independent contractor
payment form, and request for payment.
CONFLICT OF INTEREST
The Idaho State Board of Education gives the following in its
policies and procedures: conflict of interest occurs when a
person's private interests compete with his or her professional
obligations to the Board-governed entity to a degree that an
independent observer might reasonably question whether the
person's professional actions or decisions are materially affected
by personal considerations, including but not limited to
personal gain, financial or otherwise.
•
•
ISU is considered a Board-governed entity
To avoid a conflict of interest, please do not
purchase items for your club from immediate
family or close friends
The State of Idaho has ruled that all monies which flow through
the University are subject to Idaho State spending guidelines.
All funds deposited with the University, regardless of source, are
University funds and must be handled in accordance with
University policy
DEPOSITS
Deposit all funds at the Involvement
Center on the 1st Floor of the Student
Union Building
DEPOSITS

Bring all cash and checks to the Involvement Center

Credit cards are not accepted
 Make

timely deposits
Checks are only good for 90 days

Do not pay expenses from cash deposits

On-campus departments can transfer money directly
to your club account
DEPOSITS & SALES TAX
You must remit sales tax from certain fundraisers:

Garage sales

Class notes sales

Admissions

Food sales

T-shirt sales

Book sales

Welcome/Finals

Other merchandise
basket sales

sales
Space Rentals
Idaho Sales Tax is 6%
SALES TAX

You may include sales tax in purchase price of
the item and we will separate the proper amount
at the time of deposit

ISU will complete all sales tax returns for clubs
CLUB TRANSACTION REPORT
Reports are available
upon request in the
Involvement Center
DON’T FORGET:

Check your club mailbox regularly

Get a W-9 for winners of cash prizes and raffle wins

Original receipts for all transactions

Inventive Points Due March 27, 2015 by 5pm

Initial Deposit Request Forms Due March 19, 2015 by 5pm
QUESTIONS?